Project management work breakdown structure

Project Management Process_ Expectation vs Reality

Projects need to be managed

Recent statistics show that the task coordinator who is knowledgeable and skilled in managing people can greatly increase the project’s profitability, speed, implementation and most importantly, fit the adopted budget during their project management work breakdown structure.

These factors all play key roles in the project management process for agile project management in software development.

The definition of a project is a task with a beginning and an end. The fact is – projects need to be managed.

What makes a project successful

The ideal project management work breakdown structure

A successful project depends on many factors towards the internal project management work breakdown structure. These factors include: the people who work on a project, the management of a project, the tools used for a project, and the person who coordinates the project – which are all key roles in the project management process.

We also need to bear in mind here about other important factors that come into play such as finances, deadlines and technology. In most cases, our expectations towards project management is far different than reality – meaning that at times project management can go all wrong.

The Project Management Institute said that companies who make good use of the help of an experienced manager during their project management process lost 27 times less money!

We will dig deeper to why that is below.

The comparison

The comparison, conducted in 2017, shows that there are big differences between the two groups shown above. Companies who make use of project management methodologies along with all possible tools complete 88% of projects on time and 90% within the set budget!

If an undertaking fails for some reason, the loss which the enterprise suffers fluctuates within 14% of the entire budget.

In the case of second group, the statistics showed that only 24% of projects are finished on time, 25% within the set budget, and failure of a project brings losses of 46% of allocated funds. The dramatic differences here showcases how vital good task management is.

Project Management: Expectation

Most project managers expect good delegation of tasks and resources so that the workflow goes smoothly for everyone. Here are a few examples of how managers expect to start a project:

  • Money + Time. If the client’s priorities are affordability and speed, the project manager will budget fewer hours into completing the work, and those hours will need to come from junior resources that come with a lower rate for their time. The client needs to know that for a quick turnaround, they are going to sacrifice some quality.
  • Time + Quality. If the client’s priorities are speed and high quality work, then the project manager needs to increase the sales rate, and draw from their pool of contractors to immediately get additional resources on the project. The client needs to know that a shortened project timeline equals an increased project budget.
  • Quality + Money. If the client’s priorities are high quality work and affordability, the project manager needs to set the expectation of a longer timeline. They could use junior team members to do the initial work, and then have senior staff review and polish. The client needs to know that high quality work is more affordable if it doesn’t have to be delivered quickly.

The ideal scenario for project managers running a project is for each team member to be well-prepared in order to control the flow of the project – making sure to avoid tight deadlines and pitfalls which would cause stress, discouragement and possibly failure amongst the teams.

Project Management: Reality

46% of organizations do not notice or appreciate the value of a project manager – often, project management tasks are passed to other people with no direct experience.

We all expect that projects will be implemented on time and within the set budget and resources. However, this is not the case for most companies.

First of all, we forget that in an organization, a lot of actions take place at the same time meaning more than one task is being performed in different units. Therefore, not every unit knows who is engaged in which projects in other departments. 

Most of the time, the manager has to handle multiple projects with a dozen people from different departments. At the same time, these people are also working on several projects at the same time. Such mismanagement can affect the success of a project.

Another problem is the lack of access to necessary information for each team member.  Moreover, a lack of project management tools, even for simple projects, can really slow down communication in the team.

The bottom line is that, unless the lower-tier employees understand all the information regarding the project implementation, the higher-tier managers or the project manager must possess this knowledge.

The most important aspects for the team are milestones, budget, and available tools at their disposal. The flow of information between individual units is extremely important as well.

It is also vital for the employees to have clearly defined and measurable goals – as this will result in them knowing when and to whom to report completed tasks and when the deadline is.

37% of projects fail due to a lack of clear and measurable goals in the project management process which could be enforced by strong and effective leadership.

Conclusion

Synergize through better control, management, and teamwork within your project management work breakdown structure

One of the reasons a project manager is crucial to your team is because they can help you set feasible goals rather than unrealistic ones.

Nonetheless, you should provide the project manager with your ideas first, before determining if they are achievable. Don’t be discouraged if you can’t have what you want. With some creativity, adaptability and a positive mindset, you will most likely still be very pleased with the results.

Ultimately, the strengths of every project are its people, ideas and teamwork through effective control and management. Mix these strengths together and your project will surely run more smoothly with higher success rate.

How we manage a project at Seven Peaks Software is vital, from our project management work breakdown structure to project delivery. Many tasks were concluded successfully without exceeding the deadlines and the budget. If you’re interested in our dedicated software development team, feel free to reach out to us!

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