Why Do 71% of All Projects Fail to Deliver What Was Promised?
Imagine a world where every project is a success story, teams work in perfect harmony, and deadlines are easily met. Now, snap back to reality: 71% of all projects fail to deliver what was promised according to a study done by The Standish Group in 2015. This gap between our goals and reality is what makes project management not just important, but necessary.
In this article, we will explore the different levels of project management. We’ll start with the basics, move on to more advanced ideas, and share tips from experienced professionals. You can expect practical tips, expert advice, and statistics that may change how you approach project management.
Understanding the 7 Levels of Project Management Roles
Project management is more than a job. It’s a path of opportunity, with each step representing a role that helps make the project successful. Trusted sources like the Project Management Institute (PMI) shape these roles, which sets global standards, and real-world job listings from LinkedIn, showing current industry needs and practices.
Understanding these roles is crucial because, as TeamStage reports, organisations that adopt formal project management approaches have a 73% success rate in meeting their goals. Let’s break down these roles to see how each contributes to this statistic.
1- Project Coordinator
At the base, we have the Project Coordinator, the organisational whiz who keeps the gears turning smoothly. Firstly, they’re the ones dotting the i’s and crossing the t’s, subsequently ensuring that every task is on track and every deadline is met.
Project Coordinators are the unsung heroes of project teams, providing the glue that holds everything together, as noted by Jennifer Bridges, PMP. They also play a key role in keeping the project on track, making sure tasks stay on schedule and resources are used properly.
Task List Example:
- Maintain and monitor project plans and schedules.
- Organise and participate in stakeholder meetings.
- Document and follow up on important actions and decisions from meetings.
- Prepare necessary presentation materials for meetings.
2- Assistant Project Manager
Assistant Project Managers are the right-hand figures in the project management hierarchy. They play a pivotal role in the planning and execution phases, providing indispensable support to the Project Manager and also ensuring that the project’s daily operations run without a hitch. Assistant Project Managers bring a blend of leadership and detailed oversight that is essential for project success, notes a project management expert from Coursera.
Task List Example:
- Assist in developing project plans and schedules.
- Coordinate with project team members and stakeholders.
- Perform administrative tasks such as preparing invoices and scheduling meetings.
3- Project Manager
The Project Manager is the captain of the ship, leading the project through strategic planning, execution, and delivery. Additionally, their role is central to connecting the project goals with the collective efforts of their team. A Project Manager’s ability to lead and navigate through challenges is what ultimately drives a project to its successful completion, according to a Harvard Business Review on levels of project management.
Task List Example:
- Define project scope, goals, and deliverables.
- Collect and manage project team and resources.
- Create a project schedule and timeline.
- Monitor project progress and handle any issues that arise.
4- Senior Project Manager
Senior Project Managers oversee several projects, making sure they align with the company’s goals. They also guide junior managers and ensure projects add value to the organisation. Senior Project Managers are the strategic visionaries behind successful project portfolios, according to PMWorld 360.
Task List Example:
- Develop and implement project management programs.
- Establish realistic goals and action plans for achieving set objectives.
- Guide and direct project team members to ensure compliance with standards.
5- Director of Program Management
The Director of Program Management is in charge of the overall direction and execution of multiple projects and programs. They also make sure that all initiatives align with the company’s goals. Directors of Program Management are key to driving organisational success by ensuring strategic alignment across various programs, highlights PMWorld 360.
Task List Example:
- Initiate and set goals for programs according to strategic objectives.
- Plan programs from start to completion involving deadlines and processes.
- Develop or approve budgets and operations.
6- Project Scheduler
Project Schedulers are the timekeepers in project management. They carefully plan timelines, making sure each project phase stays on track and resources are used efficiently. Project Schedulers are essential for keeping projects on time and running smoothly, says Yad Senapathy, PMP.
Task List Example:
- Add tasks, assign resources to tasks, and update the progress on tasks.
- View task information and adjust schedules as needed.
7- Team Leader
Team Leaders are responsible for guiding their team towards the achievement of project goals. While they don’t always have a formal title within the levels of project management, they foster a collaborative environment, and motivate team members, ensuring that the team remains focused and cohesive. Good Team Leaders play a key role in the team’s success and growth, says Indeed’s insights on team leadership.
Reflecting on my own experiences, I’ve seen the stark contrast between working under effective and less effective team leaders. Under a strong leader, the work environment was energised and purpose-driven, which significantly boosted my productivity and job satisfaction. Conversely, under a weaker leader, a lack of clear direction and support often leads to confusion and a dip in team morale. It’s clear to me that effective team leaders truly are the catalysts for a team’s success and growth.
Task List Example:
- Coach team members on achieving goals and developing necessary skills.
- Develop team strengths and also improve weaknesses.
- Identify team goals and evaluate team progress.
Key Skills for Project Managers
Project management is a constantly evolving field that demands a variety of skills. These skills can be divided into two main categories: hard skills and soft skills. Both types are essential at different levels of project management and are crucial for successfully leading projects.
Hard Skills
1. Project Planning and Scheduling: Project managers need to be skilled at developing clear project plans that define the project’s scope, resources, timelines, and milestones. Tools like Gantt charts and project management software can help a lot.
2. Budgeting and Financial Management: Managing the project budget is essential. Project managers need to predict costs, control spending, and keep the project within budget.
3. Quality Management: Making sure the project meets the required standards is an important job. Understanding quality methods and ways to improve processes is key.
4. Risk Management: Spotting potential risks and planning ways to handle them is a crucial skill. Project managers also need to assess risks and create backup plans.
Soft Skills
1. Leadership: Effective project managers inspire and motivate their teams. They provide direction and can make tough decisions when necessary.
2. Communication: The ability to communicate clearly and effectively with stakeholders at all levels is paramount. This includes verbal and written communication, as well as active listening skills.
3. Problem-Solving: Project managers often face unexpected challenges and must be able to think on their feet to find solutions that keep the project on track.
4. Adaptability: Being able to adjust to changes and handle unexpected events is an important skill that can make or break a project’s success.
5. Team Management: Building, managing, and leading a team effectively is essential. This includes conflict resolution, performance management, and fostering a collaborative environment. Tom DeMarco, Software Engineer and Author once said, ‘Get the right people. Then no matter what else you might do wrong after that, the people will save you.’ This resonates with my belief in the power of assembling and managing the right team for project success.
Top 10 Project Management Tips
This section provides useful tips and expert advice to help project managers work more efficiently. These insights come from the likes of Dr. Harold Kerzner, a giant in project management education, and the methodologies are influenced by organisations such as the Project Management Institute (PMI). Every strategy and tool here is backed by experienced professionals. Let’s navigate through the essentials of project management, from setting clear objectives to nurturing robust communication, equipping you to surmount any challenge within the levels of project management.
1. Set Clear Goals
Begin by setting clear, attainable objectives. The SMART criteria—Specific, Measurable, Achievable, Relevant, and Time-bound—is a framework I value for its ability to transform overwhelming projects into structured plans.
For example, a goal to launch a new website becomes manageable when it’s Specific (launching the site), Measurable (tracking visitor engagement), Achievable (with available resources), Relevant (enhancing online presence), and Time-bound (target set for Quarter three). By writing down and sharing these goals, you create a clear plan.
The Project Management Institute (PMI) highlights that organisations employing SMART goals are more likely to find success, with a 2.5-fold increase in achieving their project outcomes.
2. Embrace Agile Methodologies
Adopt Agile methodologies like Scrum and Kanban to foster flexibility and rapid iteration. The Standish Group reports that Agile projects have a 64% success rate compared to 49% for traditional methods. A notable example is Spotify, which adopted Agile practices and improved its product development cycle, resulting in faster feature releases and increased user satisfaction.
Start by training your team on Agile principles. Then, organise work into sprints, typically 2-4 weeks long, and use daily stand-up meetings to track progress. Tools like Jira or Trello can help visualise tasks and manage backlogs.
3. Utilise Work Breakdown Structure (WBS)
Break down large projects into smaller, more manageable tasks using a WBS. This approach, used by NASA in its Space Shuttle program, boosts job satisfaction and engagement according to the Journal of Business and Psychology. This hierarchical decomposition helps teams understand the finer details of the project and also better manage their workload.
For example, start with the end goal and break it down into components, such as design, development, testing, and deployment for a mobile app project. Alicia Raeburn, a seasoned project manager, also emphasises that WBS is essential for project coordinators to visualise the entirety of a project and manage its parts.
4. Apply the Critical Path Method (CPM)
Identify the sequence of crucial project tasks that directly affect the completion date with CPM. Intel’s application of CPM has streamlined its operations and reduced product time-to-market. Utilise software like Microsoft Project to map out the critical path, focusing on essential tasks to stay on budget and also efficiently schedule resources.
Forbes states, ‘The critical path method offers project managers the ability to stay on budget more easily, schedule talent and resources efficiently, furthermore, monitor progress, not get overwhelmed with project management demands, also, monitor and report on project progress and keep scope creep in check.’ By doing so, focusing on these tasks, you can streamline workflows and ensure timely project delivery.
5. Implement Gantt Charts
Utilise Gantt charts, designed by Henry Gantt, as a visual tool for project planning and tracking. Gantt charts have been shown to increase project tracking efficiency by 30%, allowing for better time management and stakeholder communication.
Initially, they display tasks along a timeline, which allows you to see the duration of each task and how they overlap, thereby aiding in efficient time management. Subsequently, create a Gantt chart using tools like Smartsheet or Microsoft Excel. Then, list all project activities and their respective start and end dates. Finally, update the chart regularly to reflect the current status of the project.
6. Prioritise Risk Management
Assess potential risks early and develop mitigation strategies. With 85% of project managers juggling multiple projects according to Visual Planning, robust risk management is crucial. Regularly review and also adjust strategies to proactively address issues, a practice vital for all project management levels.
7. Foster Strong Communication
Maintain open lines of communication with your team and stakeholders. PMI’s research reveals that highly effective communicators are more likely to deliver projects on time (71%) and within budget (76%) compared to less effective communicators. Use regular status meetings, email updates, and also collaborative tools like Slack to keep everyone informed and encourage feedback.
8. Develop Leadership Skills
Lead by example and inspire your team to excel. A survey by Apollo Technical found that leadership quality is viewed as high by 48% of leaders in their current organisations, up from 34% in 2011. Engage in leadership training, practice active listening, empathy, and decisiveness, and also empower team members through mentorship and effective delegation.
Leadership courses have been pivotal in enhancing my decision-making and team management skills. They’ve provided me with valuable insights into effective communication and the importance of empathy in leadership.
9. Encourage Team Collaboration
Promote a collaborative environment where team members can share ideas and solve problems together. TeamStage statistics show that online collaboration tools can scale up productivity by 30%. Additionally, use collaboration platforms like Microsoft Teams or Asana to facilitate teamwork. Moreover, organise brainstorming sessions and encourage team members to contribute ideas and solutions. Furthermore, foster an environment where open communication and idea exchange are valued.
10. Continuously Learn and Adapt
Stay updated with the latest project management trends and tools. Furthermore, stay current with project management trends by subscribing to industry publications. In addition, joining professional networks can provide valuable insights. Moreover, attending relevant workshops and conferences offers opportunities for learning and networking. Additionally, be sure to apply new techniques and tools to your projects where appropriate.
Dr. Harold Kerzner’s, a giant in project management education, perspective on learning is clear that Project management is a field that is constantly evolving, and so must the project manager.
Project Management Methodologies
Project management methods are the foundation of any successful project, giving structure and guidance at every level. Whether you’re a team leader or a senior manager, choosing the right method is key. In this section, we’ll look at different project management approaches, including Agile, Waterfall, and Hybrid, and explain how to use them effectively at different levels to ensure success.
#1- Agile Methodology
Agile is a dynamic and iterative approach that focuses on collaboration, customer feedback, and small, rapid releases. Furthermore, it adapts well to projects where requirements evolve and the end goal is not always clear from the beginning. Additionally, Alistair Cockburn, one of the original signatories of the Agile Manifesto, captures the essence of Agile with his words, ‘Agile is an attitude, not a technique with boundaries.’ Hence, embracing Agile requires a mindset shift towards flexibility and adaptability.
An attitude has no limits, so instead of asking, ‘Can I use Agile here?’ we should ask, ‘How can we work in an Agile way here?’ or ‘How Agile can we be in this situation?’ To use Agile, teams usually work in sprints, which are short, steady cycles where certain tasks are completed and ready for review.
#2- Waterfall Methodology
Waterfall is a linear and sequential approach where each phase must be completed before the next begins, making it easy to understand and manage. It’s best suited for projects with well-defined stages and clear expectations.
As Patrick Rockwell, a subject matter expert on project management methodologies, suggests that though less common these days when your end product’s requirements are fixed yet time and money are variable, choose the waterfall method. The Waterfall method follows a set order: requirements, design, implementation, testing, and maintenance.
#3- Hybrid Methodology
Hybrid methods combine elements of both Agile and Waterfall, using Waterfall’s structure and Agile’s flexibility. Galen Low, a thought leader in digital project management, describes the hybrid approach:
In project management, the core methodologies reign supreme, and hybrid project management methodologies are often regarded as blasphemy. Your team either has to be predictive or adaptive, and there’s no room for blurring the lines, lest you be exiled from the realm of pure project management methodologies.’
To implement a Hybrid methodology, one might start with the Waterfall approach for clear requirements and then switch to Agile sprints as the project progresses and new situations arise.
Conclusion
In conclusion, project management is more than just leading teams and meeting deadlines; it’s a strategic process built on expert knowledge and real-world experience. This article is a guide to help you succeed in managing projects, whether you’re new or experienced. We’ve shared insights from experts like Dr. Harold Kerzner and success stories from Spotify’s Agile transformation to show how these strategies work in practice.
With a 73% success rate linked to formal management methods, it’s clear that these approaches deliver results. So, as you prepare for your next project, remember that the tips in this article are your key to success.
