f you are a project manager, this article is not for you. This article is aimed squarely at those who are the resources and labour in the project.
So, you’ve been pulled into yet another project. Poorly executed projects can negatively impact your performance review, potentially your job and even your career. This is why you need to ensure that the project goes well. Here are 3 handy tips and specific actions you can take to ensure the success of the project.
Tip 1: Make sure there is a Detailed Action Plan
The first is to ensure there is a detailed project or action plan in place. You can only ensure this by spending time with the project manager and being part of creating the plan. A good approach is to start with what are the major areas or steps that need to be taken. Then, for each area, drill down into as much detail as you can.
As an example: Think about changing a tyre. It sounds easy, but if your project manager has never changed a tyre, it will be a good idea to lay out the exact steps. This has a twofold purpose: First, ensure that everything that needs to be done is done. Secondly, ensuring that the required resources are available.
In our tyre changing example, you would explain each step, such as ensuring that the hazards go on, check that the car is in gear and that the handbrake is engaged. The first step is to loosen the nuts, then jack up the vehicle before removing the wheel and fitting the spare. After that lower the jack, tighten the nuts, pack away the old wheel, jack and tyre iron and then safely drive off.
The required resources would be a red warning triangle, a jack, the correct size tyre iron and a suitably inflated spare tyre. It would also be helpful to have a high visibility bib or jacket, so that other cars can see you, especially at night.
The timing for each of the steps must also be realistic. Changing a tyre takes longer than making a cup of coffee, and this should be reflected in the project plan. The only way to do this properly is to ensure that the project plan is created in conjunction with people who have experience with each of the areas to be addressed. These people should also ideally be part of the project. The timelines should allow for some leeway, as things can and will go wrong, such as supplier or shipping delays, unforeseen snags and any number of other eventualities.
To recap – the steps you need to take are:
1. Be involved in setting up the action steps
2. Start at the top, and work to the lowest level of detail required
3. Make sure each step is detailed and written down
4. List the required resources for each step
5. Make sure is action has a realistic time to complete
Tip 2: Make sure the right people are involved and held accountable
Having a detailed action plan is not enough, you also need to know who is going to be responsible to complete each task. The steps you need to take to ensure that this project is a success are:
1. Make sure that each step is assigned to a specific person
2. Ensure that all these people have bought into the need for the project
3. Ensure that their superiors have also bought into the project
4. Ensure that the superiors have linked the success of the project to each individual’s annual performance requirements
5. Ensure that the executive on the steering committee for the project have bought into the project
In our above example, step 1 could be as easy as making the driver of the vehicle responsible to change the tyre, or it could also be road side assistance. But there are further responsibilities that need to be addressed, once again, based on our example:
· Who is responsible for checking the spare tyre’s pressure?
· How often must it be checked?
· How do you ensure that it has, indeed, been checked?
· And then who would replace or repair the old tyre and how will this be paid for?
· Who is responsible to ensure that the other required equipment is correct and in good working order?
The responsibility for the above actions could fall to the vehicle’s owner, the driver or even a fleet manager. For the project, it is also important to link this to the responsible person’s performance requirements, which is why it is important that their superior is also involved and has also bought into the need for the project.
For the last two questions to be addressed, you need to determine who has the authority to assign more resources, such as money, to ensure that the project remains or gets back on track. These are typically executives who form part of the project steering committee. For them to feel comfortable releasing resources for the project, they need to have bought into the necessity and future benefit of the project.
Remember that accountability means taking responsibility and action when things go wrong, but it also means reaping the rewards when things go well.
Tip 3: Ensure there are regular update sessions and that these are being attended
The people who are involved in the project need to come together, either face to face or virtually, on a regular basis to give feedback on the project progress. In addition to these update sessions it is also important to have update sessions, called Steering Committee meetings, with the organisational executives about all the ongoing projects.
You may ask why not just have the project manager compile the progress reports and send those out, including the steering committee, as you have enough meetings to attend as it is.
Even though sending update reports is important as well, there are numerous valid reasons to have regular meetings. The first is that when things are going well, seeing the progress and discussing it with your peers can be very motivating and rewarding. On the other hand, it can act as a gentle nudge to those team members who are not performing or whose progress has slowed down.
The reasons become more compelling when things are not going well with the project. Meetings facilitate early identification of risks, issues and concerns and the team can brainstorm mitigating actions. The actions can then be assigned to rectify and mitigate an issues or risks. Bringing people together also allows for healthy discussions, gives the team members the opportunity to ask for assistance, input and advice as well as to build morale.
Finally, it is important to have a monthly (or quarterly) update meeting with the steering committee. These sessions will not only review the progress and achievements of this project, but likely other projects as well. It is also an opportunity to ask for assistance and additional resources and highlight risks, issues and concerns.
To review: the action steps to take here are:
1. Ensure that regular project review meetings have been set up
2. Make sure to attend these meetings
3. Encourage others to attend as well
4. Ensure that the Steering Committee is regularly updated
5. Most importantly participate in the meetings
Good luck with your current and next project, and remember to check your tyre pressure!