Project management : How to manage ?

Management plays a crucial role in project management. A methodical, organized approach is essential to the successful development of your business and the commitment of your teams. In this article, we look at the key principles of project management, the best practices for effective implementation, and the advantages and limitations of such an approach. Karine LOUCHART, IT Project Manager at Blancheporte, shares her experience and advice in her video testimonial.

Karine LOUCHART - IT Project Manager at Blancheporte and member of the Focustribes community, shares her experience of a project to modernize Blancheporte's international information system.

 I - Definition of project management 

Project management involves planning, organizing, directing and controlling resources to achieve a specific objective within the given time, budget and quality limits. It is an essential discipline for ensuring the success of any initiative, large or small, by providing a clear structure for task execution and risk management.

• Planning :

• Define objectives, deliverables and the steps needed to achieve them. This includes setting a realistic timetable and identifying the necessary resources.

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• Organization :

• Allocate the necessary human, financial and material resources. This means building a balanced team and ensuring that resources are used efficiently.
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• Direction :

• Motivate and guide team members towards the achievement of objectives. This includes clearly communicating expectations and encouraging collaboration.
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• Control :

• Monitor and evaluate project progress, adjusting if necessary to stay on course. This involves measuring performance against the plan, and resolving problems quickly using methodologies adapted to your project and organization, such as agile.

 II - How to organize effective project management? Steps to follow, advice, best practices and methodologies :

To successfully navigate the complex world of project management, a rigorous methodology and the adoption of best practices are essential. This includes the development of a clear project charter, the precise definition of roles and responsibilities, and the use of modern management tools. Flexibility and transparent communication are also key to adapting to unforeseen circumstances and maintaining team alignment.

1. Procedure

To succeed in project management, it is crucial to follow a methodical approach and implement best practices :

• Drawing up a detailed project charter :

  Clear definition of project scope, roles and responsibilities for each team member. Meticulous planning of tasks, deadlines and resources, not forgetting the estimation of risks in order to anticipate them.

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• Flexibility and adaptability : In the face of change, it's crucial to be flexible and encourage open, transparent communication.

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• Use of appropriate tools : To facilitate collaboration and the proper circulation and tracking of information, the adoption of modern project management tools is recommended.

2. What project management tools and methodologies are available? 

To facilitate project management, various tools and methodologies can be implemented to enable companies to ensure better organization and communication within the team. These documents should be drawn up at the start of the project and updated regularly, so that they are always available to the teams.

 RACI

The RACI (Responsible, Accountable, Consulted, Informed) is a table that defines everyone's roles. It lists the different phases of the project, as well as the major tasks within each phase.
Everyone involved in the project is listed in this table, and has a defined role for each task.

Responsible 

People carry out the task assigned to them and ensure its quality. There may be several people "responsible" for a task. 

Accountable

"Accountable" people are those who are responsible for the task's success. They supervise the work of the "responsible" people (R) and give final approval. An "accountable" person is always assigned to a task. This person is responsible for team coordination, task completion and task quality.

Consulted

"Consulted" people provide their expert opinion before the task or activity is completed. They may not be directly involved in carrying out the task, but their contribution is necessary.

Informed

The "informed" persons are kept informed of the progress of the task, but do not actively participate in its completion.

RACI is often used to clarify roles and responsibilities within a project team or process, helping to improve communication, reduce conflicts of responsibility and ensure that all stakeholders clearly understand what is expected of them.

Gantt chart

A Gantt chart is a project management tool that visually represents the scheduling of tasks on a timeline. It is used to display the chronology of the different stages of a project, as well as the expected duration of each task. Tasks are usually represented by horizontal bars on the graph, whose length indicates the estimated duration of the task. Dependencies between tasks can also be indicated, showing the relationships between different project activities.

Gantt charts are widely used in project management to help plan, schedule and monitor progress. They provide a clear overview of project activities, enabling project managers and team members to easily track deadlines, identify potential delays and adjust plans accordingly.

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 III - What are the advantages of management in project management ? 

Management plays a crucial role in project management. When carried out properly, it offers several essential advantages :

1. Efficient organization :

Management establishes a clear organizational structure for the project, defining the roles and responsibilities of each team member. This optimizes available resources and ensures that everyone knows what is expected of them.

2. Improved communication :

Management promotes open and transparent communication between project team members, as well as with external stakeholders. Good communication reduces the risk of misunderstandings and conflicts, helping to keep the project on track.

3. Risk management :

A project rarely goes off without a hitch. The project manager identifies, assesses and manages the potential risks associated with the project. This enables preventive measures to be taken to minimize negative impacts on the project, and to exploit opportunities as they arise.

4. Monitoring and control :

Management sets up monitoring and control mechanisms to regularly assess the project's progress in relation to the objectives set. This enables deviations to be detected quickly and corrective action to be taken.

5. Efficient resource allocation :

Management ensures that project resources such as time, budget, personnel and materials are used effectively and efficiently. This helps maximize profitability and minimize waste.

6. Team motivation :

Management creates a favorable working environment that encourages motivation, commitment and collaboration within the project team. This helps improve productivity and maintain a high level of performance.

7. Strategic direction:

Management ensures that the project is aligned with the organization's strategic objectives. This ensures that the project makes a significant contribution to achieving the company's vision and missions.

 IV - What are the disadvantages and challenges of project management ? 

Although management is an essential element of project management, it also has certain limitations:

1. Human complexity:

Projects often involve complex interactions between people, making it difficult to manage the human aspects of the project. Team dynamics, interpersonal conflicts and motivation problems can have a negative impact on project management, despite management efforts. Good upstream preparation of teams, coupled with facilitated communication throughout the project, generally helps to avoid these inconveniences.

2. Uncertainty and unpredictability :

Even with careful planning, projects can be subject to unforeseen external factors such as changes in regulations. These can make effective project management difficult, and require ongoing adjustments.

3. Limits of project management methodologies :

Project management methodologies such as the waterfall model or agile methodology have their own limitations, and are not always suitable for all types of project or all situations. Using the wrong methodology can lead to inefficiencies and obstacles to project success. So it's important to take the time upstream to adapt the organization's operating methodologies, and to implement the best suited one to the type and scope of the project.

4. Time and resource constraints :

In many cases, project managers have to juggle limited time and resources. This can make it difficult to complete all the necessary tasks to perfection, leading to compromises on quality or delays in project completion. The project manager's job is to provide the decision-makers with objective, fluid feedback on the problems encountered, so that they can take the necessary decisions to achieve the company's objectives.

5. Managing stakeholder expectations :

Stakeholder expectations can be divergent and sometimes irreconcilable. It can be difficult to satisfy everyone, especially if their needs and interests conflict. Trade-offs will therefore have to be made with regard to the organization's major stakes and strategic choices.

6. Information overload :

In a world where data and information are ubiquitous, project managers can be overwhelmed by information overload, making it difficult to make informed decisions and prioritize activities. Defining clear, precise KPIs for everyone, upstream, will help to avoid getting lost and make it as easy as possible to steer project progress.

7. Changing objectives and priorities :

Project objectives and priorities may evolve over time due to changes in the business environment, stakeholder demands or new information. Managing these changes while maintaining consistency and traceability can be a challenge. Certain methodologies, such as agile, facilitate the ability to adapt throughout the project.

 VI - How can Focustribes help you manage your project? 

In conclusion, project management is an essential element of any successful digital transformation initiative. By following a methodical approach and overcoming challenges, your company can successfully move towards digital innovation.

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