We all deal with projects of various types all the time, personally and professionally. When dealing with work related projects, we probably take a more formal approach. In fact, we should, if we want to ensure a high level of success. Before delving into approaches and processes, however, let me begin wtih a definition. What is a project?

According to A Guide to the Project Management Body of Knowledge, a project is "a temporary endeavor undertaken to create a unique product or service." Let's break this down. First, it's temporary. It might be a short project or a long one, spanning years, but it has a definite end date. This distinguishes a project from the ongoing operations of a business which continue indefinitely. Second, it's an "endeavor". It's work requiring a variety of resources. Finally, it creates something, a "unique product or service", or in the current vernacular, a deliverable.

Successful projects don't just happen. This is particularly true of projects to accomplish business purposes that just might be mission critical. A well- run project that accomplishes the desired goal on time and on budget is most likely the result of good project management done by a skilled project manager.

To manage a project well, one must balance the three constraints of time, cost and scope. You begin with careful planning, keeping these constraints in mind. During the course of the project, you may have to adjust to changes in one area by altering another, reestablishing that balance. For example, if the time you have available to complete the project decreases, you may have to incur additional costs to stay on schedule. If you don't have the additional dollars, you may have to reduce the scope of the project instead.

A project plan needs to be detailed and complete. A large project may have hundreds of tasks and a large team of people working on them. Tasks have relationships. Task B may not be able to begin until Task A is complete. Tasks C and D may be able to run concurrently, but may be constrained by a resource. Expand this small example to include hundreds of tasks and relationships, and you have something that can be very complex. All of these complexities must be tracked, coordinated and managed to ensure success.

There are many tools available to help with the planning and tracking efforts. The key word here is "help". The electronic tools, such as Microsoft's excellent Project software, are invaluable, but they don't replace the people skill needed to pull it all together. These skills come from the Project Manager.

Teams of people need direction in order to work effectively together to achieve a common goal. They need a leader to communicate the mission, coordinate progress and keep everyone on task to completion. A project may be launched with great fanfare and the team may dive into the effort enthusiastically, at least at first. In the typical work environment, however, it is easy to get sidetracked by other pressing responsibilities. A project leader can avoid this problem or help redirect people toward the project goals by tracking progress, following up with team members, encouraging, listening to issues, and helping to solve problems as the project moves forward. In short, the project manager must communicate, regularly and effectively, both to team members and to upper management and other stakeholders. Ultimately, the ability to manage not only the tasks but the people effectively is the mark of a great project manager.

What projects are you hoping to accomplish in your business? Don't shortchange the project and limit your potential for success by skimping on project management. I have seen many projects stumble as the result of inadequate or non-existent management. It costs more to fix it later than to do it right the first time. Not sure you have the necessary skill on staff? Then look outside for a skilled resource. This is a good time to consider using a consultant skilled in the art and science of project management. There are excellent sources available to assist with this critical endeavor, including Next Step Solutions. Let us know how we can help with your next project!