The key to successful project management depends not only on what you do, but how you do it. I once heard a business person say, “A project manager isn’t a position most people aspire to’. To that person I say, you undervalue your project manager (and you must have never employed a great one!) Great PMs understand how their business works and what it takes for them to be successful. Here are six tips to Successful Project Management:

1. Have a Clear Understanding of the Project from the Start. 

In the past I’ve been in situations where I’ve started a project (or one has been handed off to me) where I haven’t been clear on what actually needs accomplished.  This is bad news – obviously if you don’t know what’s expected, you’re set up to fail from the get-go. So, call your team together for a pow-wow and go through the proposal or work-start documents.

Ask questions like, “What deadlines has the client been made aware of, if any?”, “Are there any special circumstances that make this project different from previous projects (2 blogs vs 4, is design required, etc)?”, “Is this project within our team’s capabilities, or do we need to look for other vendors?”  Certainly your questions will vary depending on your specific project. Just make sure you get all the details so you can set out on the right foot.

2. Have a Close Working Relationship with your Team. 

This one seems like a no-brainer, but let’s face it… Project Managers can get a bad wrap.  We can be your best friend or your worst nightmare.  We PM’s need to practice what I call “Personality Management.” Everyone works differently and everyone has different motivation triggers.  

My best advice to my fellow PM’s is to:

1) Be Direct: Make sure all team members know what is expected of them.

2) Be Considerate: Listen to your team’s concerns and be flexible within reason

3) Be Systematic: Know your process and make sure your team does too.

4) Always Have their Back: Mistakes are okay so don’t play the blame game…

you all have the same goal—Client Satisfaction.

3. Use a Great Project Management Software (And Make Sure Everyone is Using It).

I’ve been through quite a few Project Management programs and they all have pros and cons. You’ll need to consider a few things when making your selection. For example, does the software need to work for your internal team only or for external vendors as well? Do you simply need to assign a task or do you need team collaboration? Do you need invoicing capabilities?  For me, the answer is all of the above. In the past, I’ve used Basecamp, which frankly just wasn’t working – too minimalistic.  Recently, I’ve switched to Asana and love it! Asana allows me to see all due dates for each project and I can see everything on one screen. Tasks can be easily moved or changed and (I might love this the most) NO EMAIL!

Although I’m kind of in love with Asana, I have just been introduced to Workamagig. For now, I won’t cheat on Asana, but Workamagig does look interesting.  The key takeaway here is to do your research, consider your needs and select the program that works for your team. Oh, and make sure everyone is educated on how to use said program.  If your team isn’t using it to its full potential, it’s useless.

4. Find a Great Time Tracking Software (And Make Sure Everyone is Using It).

One of my main responsibilities is not only making sure our projects are completed on time, but making sure they’re completed within budget. Having a great time tracking software is key. Like PM software, there are many time tracking programs to choose from, but unlike project management software, simple is better. Harvest allows me to see who’s spending time on what and generate reports to see an overview of billable hours and budget.  Picking a software that helps you track hours to budget will make you a hero—to both your client and your boss.

5. Follow-Up.

Our clients are as busy as we are, and as much as they may hate to admit it, things sometimes fall through the cracks.  Follow up is key to making your relationship run smoothly.  It may be their “job” to approve a blog, but ultimately it’s our job to ensure it's approved and published on time.  You may feel like you’re a nuisance to your client, but trust me, a gentle reminder is a quick way to build a solid relationship.

6. Talk it Out, Don’t Type it Out. 

Sometimes I would love to sit behind my computer and fire off email after email, not having to speak to a single soul.  Unfortunately emails sometimes get lost in the shuffle—or worse, the tone of emails can be misconstrued causing much unnecessary stress.  Both of these issues can be avoided by simply picking up the phone. This goes for both your internal team and your clients. Remember, there is no replacement for human interaction!

Communication is Key

Great communication plus software that keeps you on track equals a happy you, a happy team and most importantly a happy client.

Happy PMing!