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Project Management

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Keep Your Peers Up-to-Date with Important Tasks’ Progress
Project Management 3 min read

Keep Your Peers Up-to-Date with Important Tasks’ Progress

You definitely know that Wrike project management software aims to eliminate as much routine administrative work as possible. The Twitter-like “Follow” feature, introduced in Wrike’s new social version, plays an important part in making this happen. Thanks to this feature, you don't have to spend time collecting updates on each task from disconnected emails, phone calls and IM tools. This week, we’ve enhanced this project management functionality with one more helpful update – an invitation to follow. Now you can not only control your own preferences, but also make sure your colleagues keep an eye on a specific task that relates to them, even though they’re not the assignees. When you click on the “Follow” button in the task description, you see the avatars of the people who are getting notifications about changes in this task: If someone who is involved in completing this assignment isn’t on the list, you can send him or her an invitation. Click on the “+” icon and type this person’s email address in the field that appears, or choose the name from the list of users with whom the task is shared: Instead of assigning the task to multiple users to make sure they’re in the loop, you can subscribe them to all the updates when you’re creating the task. Every subscribed person instantly receives an email notification that he or she is now following a specific task. In a similar way, you can control these settings on the folder level and subscribe your colleagues to the updates made to all tasks in a certain folder. This new feature is a very helpful tool for managers who are in charge of many projects. With a few clicks, you can ensure that the appropriate people stay up-to-date on specific tasks, and important data doesn’t get lost in the workflow.   Do you find this update useful? Leave a comment below or email your ideas to our Customer Care Team.  

PMO Scalability: A Clear Path Forward

PMO Scalability: A Clear Path Forward

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Introducing Agile Project Management
Project Management 7 min read

Introducing Agile Project Management

Understanding Agile project management and how it’s successfully be used by companies across the globe can improve your PM strategy. Find out all about it, as well as how it could help your company with Wrike.

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The Importance of Project Management: Q&A with PMO Leader Robert Kelly
Project Management 7 min read

The Importance of Project Management: Q&A with PMO Leader Robert Kelly

For many business professionals, project management is often in the back of their minds. Building business and ROI are two of the top priorities for executives, while project management is generally not on their radar. Most people are unaware that not having a proper work management process in place is actually costing them money.  We spoke with Robert Kelly, PMO leader and Managing Partner of Kelly Project Solutions, LLC, about the value of project management and the impact it has on business. We also discussed ways to combat chronic low productivity, the evolution of PM technology, and what he predicts project management will look like in 2020. Read the full interview below: 1. Tell us a bit about yourself. I am a proud father to three wonderful children and a blessed husband to my wife Jasmin, for going on 12 years now. Professionally, I am an accidental project manager who continues to perfect the craft after 15 years. As the co-founder and host of #PMChat on Twitter, I am always collaborating with some of the best minds from around the world on leadership, project management, and other business topics. Lastly, I am a Managing Partner of Kelly Project Solutions, which is a consulting firm that focuses on Project Management and Communications Leadership for small and medium-sized businesses. 2. What are the top issues you face as a PMO leader? I believe there are several challenges facing the PMO leader, which are shared across the organization: 1. Quality Talent. The productization of project management (turn-key templates, magic-bullet methodologies, etc.) have watered down the talent pool with candidates that can really speak the jargon. It makes it difficult for general recruiters to truly find a solid project leader. 2. Investment. Too many PMOs are still viewed as a cost center, rather than a source of revenue. Regardless of your business, project management is a Service. Your project management has significantly more touchpoints with your customer (especially external) than sales or an internal executive. Research from Technology Services Industry Association (TSIA) shows an engaged sales model (albeit managed IT services) has 15:1 touchpoint, compared to sales. Retention revenue and CSAT all drive up double digits, with sales cycles and customer acquisition costs driving down drastically. Companies must invest in the training of the project managers, client facing tools, and travel budgets to build the relationships. This applies to internal facing PMOs as well. 3. Identity Crisis. PMOs have long faced the challenge of choosing to be a resource pool or a governance body, and that has only become more challenging with the growth of “shadow IT.” PMOs must get clear direction from the CIO or this will continue to be a major challenge in 2016. 3. As a PMO thought leader, do you think it's imperative that companies embrace standard PM methodologies? Why? With caution and a focus on “-ies”, I would say yes. If you look across Lean Six Sigma, traditional stage gate, Agile, MS Dynamics Implementation, etc., you will be able to develop a toolkit of core processes and tools that are customized to fit your business and the common project types you deliver. With that said, keep the variations to a minimum because a core benefit of project management includes scalable, repeatable process that can be learned and implemented quickly across the organization. When there is a common methodology, associated lexicon project managers, team members, and partners can be brought up to speed quickly. Lessons learned and measurements can be baselined and compared for an environment of continuous improvement.     4. How can poor project management affect business? At the risk of sounding dramatic, your business can crumble as a result of poor project management. Poor requirements can result in a horrible product brought to market… affecting brand equity for years! If you are in a heavily regulated environment, then lack of process documentation could set you back years in penalties, loss of licenses, etc. If you consider the day-to-day, without solid project management, organizations typically see duplicate efforts, poor resource utilization, wasted dollars on change requests, wasted time on lack/poor communication, and so on. [inlinetweet prefix="" tweeter="" suffix="— @rkelly976"]"Your business can crumble as a result of poor project management"[/inlinetweet] 5. How is technology changing project management and the way people perceive it? Technology is providing project managers with tremendous tools to improve collaboration, planning, and efficiency on their projects. A single platform to plan, communicate, track budgets and time saves hours each week! For the PMO, many PPM platforms are allowing management to better track/plan resource utilization, view dashboards on project status and issues, etc. These PPM tools allow management to get out of the way of the project teams with status questions and allow them to DO the work.  6. What are 3 tips you would give someone who struggles with productivity at work? 1. Finish your day with some organization time. Review the day: do you owe anyone anything before you leave? Consider tomorrow: what does the calendar look like? What are my key action items do over the next 24-48 hours? This will reduce the "gotchas" that creep in during the day and gets you mentally prepared for the next day. 2. Leverage reminders. Regardless of whether or not you have a sophisticated project platform, almost every email platform has reminders. Set dates and times, with reminders to pop-up when things are due. 3. Get away. In today’s world of open cubicles, sometimes you just need to book a conference room for 30 minutes to catch up and stay focused and uninterrupted behind closed doors.  7. How do you think project management will change (or stay the same) in 2020? I think it will go one of two ways. If we don’t get away from the turn-key checklist approach, then PM will become a life skill that any employee within a department will leverage. As more and more technology is shifted to self-serve, cloud automation becomes an even greater risk. I know, someone has to develop the self-serve platform… just like large hosting farms only require a few engineers, those platforms won’t require as many PMs.  The other way this could go is that we PM professionals get past the project charter and process to develop leadership and business skills. If we can bring more value to the table, as a profession/discipline, then we will begin to handle more business-aligned, strategic initiatives. When we start bringing more business value, then we will be tied more closely to the CIO and CEO of the organization. 8. What's a big new trend that you see coming that people aren't paying enough attention to? PMO as a Service. Organizations have long leveraged the PM consultant, because there often isn’t enough activity to fund a full-time employee. Unfortunately, the churn associated with new consultants and getting them up to speed eats into the project benefits a company is hoping to receive. In today’s society, people only want to pay for what they consume, but they also want personalization. A PMO as a Service model accomplishes that. An organization can tap into this PMOaaS when they need it and the Service Provider can re-assign the same PM or be required to ‘onboard’ them for readiness. The company doesn’t have to spend money on certifications, level of PM, licenses for PPM software, etc. We have seen a lot of interest in this model. How has a successful project management process impacted your business? Share your before and after story in the comments. We hope everyone can learn from one another. Save your company money and improve project outcomes by starting your free trial of Wrike today!  Bio: Robert Kelly has been managing projects and project teams for 15 years. His project teams and results have spanned 40+ countries and a diverse portfolio of projects; including sales, marketing, and IT initiatives across a number of industries. Robert is a Managing Partner at KPS, a project management consultancy in Raleigh, NC. He is also the Co-Founder and Host of #PMChat, a global community of project managers and business leaders that discuss best practices and lessons learned via Twitter. Follow him on Twitter @rkelly976

What Is a Pilot Study?
Project Management 5 min read

What Is a Pilot Study?

What is a pilot study? Here’s everything you need to know about pilot projects, including how to conduct a pilot study for your organization.

Go ‘Lightspeed’ in 2023: Solving Work’s Toughest Challenges

Go ‘Lightspeed’ in 2023: Solving Work’s Toughest Challenges

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Educational Projects in Wrike: The Saudi Arabia Ministry of Education’s Experience
Project Management 5 min read

Educational Projects in Wrike: The Saudi Arabia Ministry of Education’s Experience

Numerous governmental organizations efficiently manage their projects in Wrike, and newcomers often ask us about the best practices of doing this. That’s why today we want to share with you the experience of the analysis and design department of the Saudi Arabia Ministry of Education – NCEI – Application GD. The team looks for the best software solutions for department tasks and projects in a ministry that has more than 5 million students and around 500,000 employees, including teachers. After they tried more than 20 different project management solutions, Wrike finally has enabled them to easily organize their collaboration within several departments, get more visibility into the work progress, and, finally, get everything done in time. Want to learn how? Numerous governmental organizations efficiently manage their projects in Wrike, and newcomers often ask us about the best practices of doing this. That’s why today we want to share with you the experience of the analysis and design department of the Saudi Arabia Ministry of Education – NCEI – Application GD. The team looks for the best software solutions for department tasks and projects in a ministry that has more than 5 million students and around 500,000 employees, including teachers. After they tried more than 20 different project management solutions, Wrike finally has enabled them to easily organize their collaboration within several departments, get more visibility into the work progress, and, finally, get everything done in time. Want to learn how? Selective data access at the department and project levels Such a large organization, like the ministry of education, requires different confidentiality levels for different departments and employees. This was easily achieved with the help of Wrike's selective sharing. In their Wrike workspace, the team organizes data and tasks by department and section. For example, they have an Analysis and Design folder for the corresponding department, with Analysis and Design subfolders for the two sections. For each project the team is currently working on, they create a subfolder in the section’s subfolder. Different users have different access to the information stored in the folders. The head of the department has access to all the tasks in the main folder (Analysis and Design), while the heads of the sections and project managers see the tasks in their subfolders only. Tagging tasks for better context & faster access Some tasks require special attention from the employees, and Zaki Ali Bayashoot, the analysis and design department director, puts them into different categories, such as “Exceptional Tasks,” “Management Tasks,” “TFU” (tasks to follow up on later), etc. Thanks to having the ability to put one task into several folders at once in Wrike, navigating and checking any group of tasks that are important for the team members is a matter of one click! At any time, team members simply click on the particular folder to see how many active tasks are on the list and look through the recent updates in the folder’s Activity Stream.   Accountability for the top management A detailed folders structure and Wrike’s advanced filters make it easy for the ministry to create monthly reports for the top management. “I usually filter completed tasks by department, section or particular employees, using different timeframes to measure the team’s efficiency. I’ve also created widgets on my dashboard for the overdue tasks in particularly important projects that help me keep things under control,” Zaki Ali Bayashoot says. The task list can be quickly narrowed down by a particular project, completion date, task author or other criteria. This way, Wrike’s flexible folder structure, selective sharing, advanced filters and other project management features make the work of such a large organization easier and better coordinated!   ”Our productivity has significantly increased since we’ve started using Wrike, and now I don’t have to worry about tracking and managing tasks. We would like to thank the Wrike Team for their excellent work that makes our management life easier,” concludes Zaki Ali Bayashoot, analysis and design department director.

Top Tips for Implementing New Project Management Software
Project Management 5 min read

Top Tips for Implementing New Project Management Software

Implementing new project management software can be daunting for both a business and its staff. Find out how to make the process easy and efficient with Wrike.

How to Find the Best Project Management Tool for Your Agency
Project Management 10 min read

How to Find the Best Project Management Tool for Your Agency

Find out what features to expect and what benefits to look for when shopping for the best agency project management software for your company.

How to Ensure Your Projects Don't Go Over Budget
Project Management 5 min read

How to Ensure Your Projects Don't Go Over Budget

Keeping track and on top of project budgets is important for professional service companies. Find out some top project budgeting tips as well as how to get a project back on track with Wrike.

How to Build Your Own Event Planning Template in Wrike
Project Management 5 min read

How to Build Your Own Event Planning Template in Wrike

Event coordination can be a monster to take on. Let’s walk through everything you'll need to know when setting up your next corporate event, from templates to execution.

How to Streamline Product Development With Project Management Tools
Project Management 5 min read

How to Streamline Product Development With Project Management Tools

Wondering how to improve work efficiency in product development? Check out Wrike’s product development roadmap template and find out how it can help streamline your processes.

Andatech’s Tips: How to Develop a Habit of Logging and Updating Tasks on Time
Project Management 5 min read

Andatech’s Tips: How to Develop a Habit of Logging and Updating Tasks on Time

If you have just started using Wrike, at first some employees may forget to log and update their tasks in the system. Don’t worry, Andatech’s best practices will help you deal with this problem quickly!If you have just started using Wrike, at first some employees may forget to log and update their tasks in the system. Don’t worry, Andatech’s best practices will help you deal with this problem quickly! Andatech is one of our customers, and it wholesales a vast variety of innovative electronic products for home in Australia. There are several teams within the company that are working on completely different projects, and the same employees take part in several projects at once. Prior to Wrike, the general manager spent several hours every week on collecting updates across different projects and putting them together into a general overview. Now, every team member keeps their tasks up-to-date in the system, so it’s a matter of a click or two to see how things are going. This approach is beneficial for both managers and the team, as everyone is on the same page and is moving faster. We've asked Andatech's team to share how they managed to make logging tasks into Wrike a habit so quickly!   Leverage e-mail integration Andatech managers wanted an easy way to track all work that has been done, especially by remote team members. So the first thing Andatech did was to create a simple rule: Any task that takes more than half an hour should be logged into Wrike. Making this happen was easy. A lot of the team’s communication takes place via e-mail, so logging new tasks from e-mails into Wrike is literally a matter of a click, thanks to Wrike’s Gmail gadget. “Most project management tools are hard to adopt right away because people think that it’s actually more work for them. But with Wrike, the biggest thing for our staff was understanding that it’s not just a separate platform. It naturally supplements other habitual tools, such as e-mail, easily converting e-mails into tasks,” says Sunil Joseph, the head of digital strategy at Andatech. If your team is used to communicating issues via e-mail, make sure everyone on your team knows the fastest way for them to turn e-mails into Wrike tasks. This means the add-ins for Outlook and Apple Mail users, the gadget for Gmail users and simply forwarding an e-mail to [email protected] for anyone else.   Update tasks in Wrike after everyday standup meetings When tasks are logged into the system, at first people may still forget to update them. So Andatech managers decided to update tasks right after the everyday standup meetings. They created a folder called “Morning standup,” where the project manager puts tasks that need to be done today and prioritizes them after each meeting. After the meeting, team members also check that all updates they have reported during the meeting have been logged into the system. If they have previously forgotten to log something, it's high time to put it into Wrike, making sure the project picture is complete. This approach makes it easier to collaborate with remote team members, as the manager can quickly show them today’s agenda and the team’s priorities. The manager also sees the overall team’s progress in one place and can quickly measure the progress for any given period with the help of Wrike’s advanced filters.   Suggest that employees create personal folders for the most important tasks Quick access to all current tasks is vital to set the priorities correctly and get things done in time. That's why every Andatech employee has a special widget on the Wrike dashboard with all tasks assigned to them (by default, you only have tasks assigned to you for this week). The widget automatically shows the up-to-date list of tasks with every login. If you want to create such a widget for yourself, all you need to do is go to “My folders,” click on the Descendants button, filter tasks assigned to you and click on the “Create a widget” button. This is a good exercise for all team members! :) The widget automatically shows the up-to-date list of tasks with every login. Sometimes there are too many tasks assigned to one person, so it's hard to quickly grasp the ones to focus on. Andatech's employees have come up with a solution! Some of them created the personal “Most important” folder (not shared with anyone else) and put the most important tasks from different projects there. This is easy to do, thanks to the ability to put one task in several folders in Wrike. Within personal folders, people can drag tasks up and down the list to prioritize, and then complete items on the priority list from top to bottom. Following these three easy principles, Andatech’s team adopted Wrike quickly and smoothly! In turn, Wrike helped them greatly with tracking work progress, prioritizing things and figuring out what needs to be done and when. Learn more about how the Andatech's team successfully uses Wrike for their workflow in our podcast with Sunil Joseph. What are your team’s best practices in making task-tracking a habit? Do you have any particular rules in using Wrike and tracking the progress? With Wrike, it gets easier to share and collaborate on any kind of data. We’re sure that the relevant people will see what needs to be seen, and things will get done in time.” — Sunil Joseph, the head of digital strategy at Andatech.

What Are the Advantages of Waterfall Project Management?
Project Management 5 min read

What Are the Advantages of Waterfall Project Management?

When leaders organize processes for software development and other teams, the waterfall project management model and the Agile method are among the most common approaches. But before choosing between these two models, leaders need a strong understanding of how each provides certain advantages.

Say Goodbye to Gantt Charts in Excel With These Project Management Templates
Project Management 10 min read

Say Goodbye to Gantt Charts in Excel With These Project Management Templates

Manually building Gantt charts in Excel? Try Wrike’s project templates that give you the mobility, flexibility, and agility to adjust Gantt charts in real time.

Leading Collective Intelligence
Project Management 7 min read

Leading Collective Intelligence

It’s been a long time since I wrote my last post. The end of the last year and beginning of this one were very busy and exciting. I was participating in several industry conferences, meeting new people, getting new ideas from them and picking up some interesting topics. One of them is leadership in project management. The development of collective intelligence and collaborative Web 2.0 solutions gives this topic a whole new angle. I thought of writing a couple of posts, reflecting on my perception of leadership in the age of collective intelligence. So here’s the first one. Every now and then I come across articles on the power of the collective brain. Analysts, bloggers, business consultants, and professors in business schools keep talking about the value of empowering your team and unleashing collective intelligence. A growing number of people are discovering through their own experience that wholes are indeed far more than the sum of their parts. If individuals are coming together with a shared intention in a conducive environment, then the result of their collective work will far transcend the work of the individuals involved. I support Andrew McAfee’s view that leveraging this collective brain can help an organization to deal with many financial challenges. McAfee suggests that the answers to a company's challenges reside in the minds of the employees dispersed across the organization. Each particular individual may not have the best answer, but technology can be used to pull together the bits and pieces of employees' knowledge to find the right solutions. In one of its reports, Forrester indicated that Web 2.0 is being broadly and rapidly brought into enterprises to enhance performance in different spheres. In this respect, project management is perhaps the most popular field for adopting a new technology. Indeed, various Project Management 2.0 technologies do a great job in giving team members more opportunities to communicate, share files, update each other on the latest project news, and work together in real time despite time differences and vast distances. Project Management 2.0 tools become a system that lets members contribute and modify content in a ‘freeform’ manner—with a minimum of imposed structure in the form of workflows, decision right allocations, interdependencies and data formats. The best tools in this field contain mechanisms to let the structure emerge over time. Such mechanisms include linking, tagging, building views and hierarchies. Using a project management system as an emergent social information environment, the team becomes more powerful. However, there are many concerns on the project managers’ side that this freeform team collaboration can turn into chaos. Does the growth of the collective power of a team decrease the power of a project manager? To find an answer to this question, we need to take a look at the team itself. With the next-generation technologies, people have more freedom of collaboration and access to more information. Yet, having more information, more new ideas and more choices can puzzle people. So people start looking for somebody to guide their actions and decisions. They are looking for project leaders. In the contemporary reality of growing collective power, teams need leaders more than ever. So collective intelligence and adoption of Project Management 2.0 tools and practices do not eliminate the need for project leaders. However, it looks like project leaders of the collaborative age cannot follow the old-fashioned command-and-control pattern anymore. Many experts agree that, project leadership is undergoing a radical redefinition. For example, Edward Marshall, president of The Marshall Group, Inc., writes: “We are at a turning point in organizational and leadership history. The 20th century command-and-control approach, which worked quite well in the manufacturing age, no longer works in the 21st century information age, which is global, high-tech and incredibly competitive. It’s time to catch up to current realities.” I couldn’t agree more. Project Management 2.0 transforms traditional perception of leadership. Well, what does the new Project 2.0 leader look like? Seth Godin addresses this question in his latest book “Tribes: We Need You to Lead Us.” “Tribes”, according to Seth, are groups of people with a shared interest and a way to communicate. Web 2.0 technologies facilitate the formation of such tribes. However, to be really effective, tribes need leaders. Leadership, as Seth puts it, “is about creating change you believe in.” What I like about this rather laconic definition is that it highlights the two important things. Leaders should: 1.    “create change”, i.e. improve the existing state of things 2.    “believe in” this change, i.e. they should join accountability with passion. And what’s the leader’s main role? According to Seth, it’s to “increase the effectiveness of the tribe and its members” by: •    transforming the shared interest into a passionate goal and desire for change, •    providing tools to allow members to tighten their communications, and •    leveraging the tribe to allow it to grow and gain new members Seth speaks about tribes that are formed on the web, not in the corporate environment. Still I think that this leadership concept can be applied to Project Management 2.0. Indeed, the Project 2.0 leader’s role is to motivate his team and make the team members more productive, in order to complete the project on time and on budget. He can do it by: •    setting a goal that his team will be aspiring to and make this goal clear to every team member •    providing the tools that will make the team’s collaboration most efficient, and •    leveraging his team’s collective brain and capabilities Let me underline that this type of leadership is more about empowering a team by helping it to collaborate than about telling people what they should do. Also, the emphasis is more about the effectiveness of the people on the team level in achieving the goal. While the leader is the one who has accountability and personal commitment, it’s really the team that is the focus. In many ways, this echoes the concepts of “Level 5 Leadership” as described in the book, "Good to Great" by Jim Collins. In addition, the point about setting a goal is very much aligned with Collins’ BHAG concept. In my next post, I’ll explore this concept in more detail and will try to present it from Project Management 2.0 point of view.

Top 10 Blogs for Project Management Innovators: Reader's Choice
Project Management 3 min read

Top 10 Blogs for Project Management Innovators: Reader's Choice

The voting for your favorite blogs about project management, innovation and 2.0 is finally over. I received over 230 votes, and it took quite a while to summarize the results. Now that the top 10 list of blogs for project management innovators is ready, I’m happy to share it with you. 1.    PMPodcast 2.    PM Student 3.    Project Shrink 4.    Daniel H. Pink 5.    Andrew McAfee’s Blog 6.    Bertrand Duperrin's Notepad 7.    TED 8.    Voices on Project Management 9.    A Girl’s Guide to Project Management 10.  Portals and KM Congratulations to all the top 10 bloggers! I also would love to thank all of you who commented on my posts about the best blogs, voted for your faves and suggested other valuable resources.

Top 5 Project Management Myths BUSTED (Infographic)
Project Management 3 min read

Top 5 Project Management Myths BUSTED (Infographic)

What do local advertising firms have in common with booming global enterprises? They all have to run projects. And where there are projects, there are people who need to manage them. Although it is integrated into most professional work environments, project management is still surrounded by a lot of misconceptions and myths. They say it's "just paperwork," or that "frequent meetings are necessary for project updates," and so on. However, research provides a different picture. Drawing from the results of multiple studies, our Wrike project management software team put together a new infographic that debunks the top five project management myths and shares a couple of useful productivity hacks along the way. Consider these myths busted! Know any other project management myths you want to see busted? Let us know about it in the comments!

The Foundation of Good Choices: Measure Thrice and Cut Once
Project Management 3 min read

The Foundation of Good Choices: Measure Thrice and Cut Once

. How do you know that the option you’re going to choose is the best one? In such big decisions, you can’t rely on flipping a coin. Here is a well-known solution valued by millions of decision-makers: Compare different alternatives. Even if you have a favorite variant, it doesn’t hurt to take a look at other options just to confirm your decision. So for your convenience, we’ve prepared a list of Wrike’s competitors with a feature-by-feature comparison table. Take a look and make your choice: Wrike vs. LiquidPlanner Wrike vs. Huddle Wrike vs. 5pm Wrike vs. Clarizen Wrike vs. Central Desktop Wrike vs. Zoho Projects Wrike vs. Basecamp Wrike vs. Attask

Conduct Lessons Learned Throughout the Engagement
Project Management 5 min read

Conduct Lessons Learned Throughout the Engagement

A June 2010 survey that I personally conducted of project managers and project personnel showed that 57% of responders indicated that they conducted lessons learned sessions either not at all or less than 10% of the time.    Now consider that more than 50% of all projects fail (as much as 76% fail as noted in one PMI survey discussed on LinkedIn) and that’s a lot of lessons that could be learned and shared. Think about all of the project dollars spent on those failed projects that could be more productively spent on successful projects if we were all learning from our mistakes and sharing those learning moments with other project managers.   We have good intentions, but the problem is we’re all very busy in our professional world. By the time a project engagement is over either the customer is moving on to other things or the PM and team is or all of the above. We try, but it doesn’t always happen.    Because I came to the revelation that it likely would be helpful to learn in mid-stream on a project and because so many of us have to immediately move on to the next project once we’ve completed the present engagement (not to mention continue to manage the other projects we also have going at the moment) - I’ve begun to think of lessons learned as an ongoing activity that needs to happen during the project.  I’m not certain if this happens often or if I’m offering a ground-breaking idea here, but it seems to be working for me and my teams and customers as I’ve begun to incorporate it into my projects.  Here is my process…   Planning the lessons learned sessions into the project   During the creation of the initial project schedule, I look at the statement of work and the tasks we need to accomplish and consider whether we’re performing a long project or one that is basically a phased approach broken into several sub-projects.  If we’re performing a phased approach implementation – which is more common in the projects I generally lead - then it’s relatively easy to incorporate multiple lessons learned session into one project.  At the end of each phase, schedule a lessons learned session – it’s that simple.   If there are no such obvious stopping points in a given project, then it becomes more difficult to find appropriate places in the schedule to plan lessons learned sessions to discuss the issues we’ve encountered so far and the lessons we’ve learned along the way. On these types of projects, I look at key deliverables as the break point to insert lessons learned discussions. This could be the delivery of a functional design document for an IT project, or a draft of major marketing materials for a marketing campaign, etc.  The important thing is to get them into the schedule and plan for them and to space them far enough apart so as to make them valuable sessions and not just re-dos of a session that happened two weeks ago.  And be sure to actually conduct them…being lazy and having people communicate their ideas through a series of emails won’t suffice.   Conducting the lessons learned sessions   The actual sessions themselves should not be really any different than the post-deployment lessons learned discussions most people are used to. The big difference may be that you actually still have to work with all of these individuals and keep their cooperation and motivation going for the rest of the project. So be honest and constructive, but also be careful. Make the information you share and discuss useful – not just a waste of time.  Commend individuals personally for accomplishments, but also provide critical feedback – in the proper manner of course – when necessary because you still must maintain the project momentum. The takeaway here must be to improve project performance as a whole – whether that’s on the next phase or next deliverable.   The project-ending lessons learned session does provide the project delivery team and the customer with a nice platform to really dig deep into what was good and what was bad about the engagement. And that should still happen – it’s just not always possible.  But incorporating several mid-project reviews can help keep the project on track and eliminate problem areas from continuing throughout the engagement.   Summary   As much as we’d all like to say we incorporate best practices all the way through a project and we never skip critical steps along the way, we know that’s just not true of all engagements. When the project is encountering issues or the project timeline is in jeopardy, the fundamentals are sometimes the first thing to go. It’s a bad idea because the information you can gain from lessons learned sessions could be invaluable to both your team and to other project teams in your organization.    By breaking these sessions down and conducting them in shorter and more frequent meetings throughout the project you can both keep them momentum going and learn along the way to help you deliver even better right now…not just in the future.  It may really make a difference in the overall success of the engagement.

The Ultimate Guide to Project Tracking
Project Management 7 min read

The Ultimate Guide to Project Tracking

Project tracking is a key duty of a project manager. Never be in the dark about a project again with our guide to project tracking software and best practices.

7 Mission Critical Things to Consider When Building Your Project Plan
Project Management 10 min read

7 Mission Critical Things to Consider When Building Your Project Plan

You’ve just been put in charge of a big project. Before it starts to spiral into chaos, you need to introduce some structure and order — fast. What you need is a project plan.

The Complete Guide to Six Sigma Methodology
Project Management 7 min read

The Complete Guide to Six Sigma Methodology

Six Sigma methodology is a way to improve the quality of a business’ output. Here, we explain the Six Sigma process and how to implement it successfully.