{"id":706,"date":"2023-01-18T19:38:02","date_gmt":"2023-01-18T18:38:02","guid":{"rendered":"https:\/\/cms-bw.freelo.io\/?p=706"},"modified":"2024-02-06T16:03:04","modified_gmt":"2024-02-06T15:03:04","slug":"10-tips-on-how-to-effectively-manage-a-project-in-2024-practical-checklist","status":"publish","type":"post","link":"http:\/\/cms-bw.freelo.io\/en\/10-tips-on-how-to-effectively-manage-a-project-in-2024-practical-checklist\/","title":{"rendered":"10 Tips on How to Effectively Manage a Project in 2024 + Practical Checklist"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">As many as <\/span><a href=\"https:\/\/project-management.com\/top-10-main-causes-of-project-failure\/\"><span style=\"font-weight: 400;\">70%<\/span><\/a><span style=\"font-weight: 400;\"> of projects do not get done on time, the budget is suddenly swallowed up or the result is not what was originally expected. It is a lot of wasted energy, time, and money. Project management isn&#8217;t rocket science. Just stick to certain simple principles and instill a few important rules in your team. That is what this article and the bonus checklist at the end will help you with. <\/span><span style=\"font-weight: 400;\">\u2705<\/span><!--more--><\/p>\n<h2>1. Kick the Project Off in the Right Direction<\/h2>\n<p><span style=\"font-weight: 400;\">As the old Chinese saying goes: Even a thousand million long journey starts with the first step. So don&#8217;t worry and get going!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The basic <\/span><b>phases of a successful project<\/b><span style=\"font-weight: 400;\"> are the <\/span><b>start, planning, execution, and end<\/b><span style=\"font-weight: 400;\">. In fact, the start (the path from the idea and analysis to setting goals and project brief) forms a third of the success of the whole project, so don\u2019t cut corners with it. \u261d\ufe0f<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><strong>How to assemble a project brief?<\/strong> Simply answer these questions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Why <\/b><span style=\"font-weight: 400;\">go through with the project (what is the measurable purpose)?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Where <\/b><span style=\"font-weight: 400;\">does the project lead (what is the goal &#8211; output)?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>When <\/b><span style=\"font-weight: 400;\">do you want the goal to be completed? &#8211; an estimate<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>How many<\/b><span style=\"font-weight: 400;\"> (financial) resources do you have? &#8211; an estimate<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Who <\/b><span style=\"font-weight: 400;\">will manage the project and how will the team be arranged?<\/span><\/li>\n<\/ul>\n<p><b>What is often forgotten about in the starting (or initiation) phase? \ud83d\udc47<\/b><\/p>\n<h3>A) <b>Get your expectations clear from the start<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The contractor as well as the project team should be on the same page in regards to the outcome of the project. If they are not, all the invested energy, time, and money can go to waste. <\/span><a href=\"https:\/\/en.wikipedia.org\/wiki\/SMART_criteria\"><span style=\"font-weight: 400;\">SMART criteria<\/span><\/a><span style=\"font-weight: 400;\">, which says that <\/span><b>goals should be measurable, concrete, reachable, relevant, and time limited<\/b><span style=\"font-weight: 400;\">, can help with getting a clear brief and set goals.<\/span><\/p>\n<figure id=\"attachment_142\" aria-describedby=\"caption-attachment-142\" style=\"width: 762px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 sm-br-3 wp-image-142 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image8.png\" alt=\"SMART metoda p\u0159ehledn\u011b\" width=\"762\" height=\"488\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image8.png 762w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image8-300x192.png 300w\" sizes=\"auto, (max-width: 762px) 100vw, 762px\" \/><figcaption id=\"caption-attachment-142\" class=\"wp-caption-text\">The SMART method helps you to better specify the project objectives. <em><a href=\"https:\/\/www.northpass.com\/blog\/smart-goals-template-for-strategic-and-data-driven-managers\">Source<\/a><\/em><\/figcaption><\/figure>\n<h3>B) <b>Do not get lost in budget planning or scheduling details<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A schedule or budget is set in the initiation phase by estimate. You will deal with exact numbers and dates in the second phase of project management: <em>Planning<\/em>. Focus mainly on the specific brief in the beginning &#8211; what you want to achieve, what all you will have to do to get there, what is the objective and point of the project.<\/span><\/p>\n<p><b>\ud83d\udca1 Goal vs objective<\/b><\/p>\n<p><b>Goal <\/b><span style=\"font-weight: 400;\">= Launch an upgraded e-shop with new functions and graphics.<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><strong>Objective<\/strong> = Increase traffic by 50% and orders by 20% more than the year before 6 months after the upgraded e-shop launch<\/span><\/p>\n<h3>C) <b>Choose the right method of\u00a0 project management<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Do you know how you will manage the project and team, assign tasks, react to changes and communicate with the client? Find out in the initiation phase. What about <strong>agile management, where the project is developed in the progress<\/strong> (e.g. the creation of new software or a website)? Or is <strong>the waterfall method, where all the steps are strictly planned<\/strong> (typically suitable for construction projects), more suitable for your project? Not too clear? Keep reading, The second chapter of this article will give you more practical information. \ud83d\ude42<\/span><\/p>\n<h2>2. Tailor the Way You Manage Your Project<\/h2>\n<p><span style=\"font-weight: 400;\">Today, project managers do not strictly follow a single project management method in almost <\/span><a href=\"https:\/\/thedigitalprojectmanager.com\/project-management-methodologies-made-simple\/\"><span style=\"font-weight: 400;\">half of the cases<\/span><\/a><span style=\"font-weight: 400;\">, but <\/span><b>combine different methods<\/b><span style=\"font-weight: 400;\"> to adapt them to their project, clients and the whole team. There are several methods of project management, but project managers often face a <\/span><b>dilemma: the waterfall or agile approach<\/b><span style=\"font-weight: 400;\">? Maybe you&#8217;re thinking about it too. Then let&#8217;s find out.<\/span><\/p>\n<h3>Advantages and disadvantages of Agile development<\/h3>\n<table>\n<tbody>\n<tr>\n<td><strong>ADVANTAGES<\/strong><\/td>\n<td><b>DISADVANTAGES<\/b><\/td>\n<\/tr>\n<tr>\n<td>Flexibility and responsiveness to change<\/td>\n<td>Unpredictability &#8211; the timing, budget, and form of the project&#8217;s output is not entirely certain<\/td>\n<\/tr>\n<tr>\n<td>The team has room for creative problem solving<\/td>\n<td>Requires a specific team of people who are difficult to replace in case of absence<\/td>\n<\/tr>\n<tr>\n<td>The project is updated as it progresses and the client is involved in all phases<\/td>\n<td>Unspecific plans can be a problem for novice or inexperienced project managers<\/td>\n<\/tr>\n<tr>\n<td>Statistically higher project success rate<\/td>\n<td>Very good communication within the team is required, otherwise it won&#8217;t work<\/td>\n<\/tr>\n<tr>\n<td>Errors are detected early due to regular sprints (quick briefings)<\/td>\n<td>Not suitable for large projects with several teams at once due to the complexity of coordination<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<h3>Advantages and disadvantages of the waterfall method<\/h3>\n<p>&nbsp;<\/p>\n<table>\n<tbody>\n<tr>\n<td><b>ADVANTAGES<\/b><\/td>\n<td><b>DISADVANTAGES<\/b><\/td>\n<\/tr>\n<tr>\n<td>Detailed plans of all parts of the project (deadlines, costs, objectives, deliverables) &#8211; thus better control during the process<\/td>\n<td>Inflexible &#8211; strict schedules do not allow much room for any changes during<\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Clearly specified expectations &#8211; the client knows exactly what they will get and doesn&#8217;t have to interfere during the process<\/span><\/td>\n<td>If the client&#8217;s needs change, it is difficult to respond to them<\/td>\n<\/tr>\n<tr>\n<td>Well-defined roles and responsibilities<\/td>\n<td>Testing and error detection is only done at the very end of the project and is lengthy<\/td>\n<\/tr>\n<tr>\n<td>Can handle large projects with specific and unchanging requirements<\/td>\n<td>Project is statistically more likely to fail<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<p><b>\ud83d\udcca <\/b><strong>Statistical window:<\/strong> Research shows that <strong>agile projects are 3 times more likely to succeed<\/strong>, while waterfall projects are 2 times more likely to fail.<\/p>\n<figure id=\"attachment_152\" aria-describedby=\"caption-attachment-152\" style=\"width: 834px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 bs-4 wp-image-152 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image13.jpg\" alt=\"Agiln\u00ed vs. waterfall metody, v\u00fdsledky v\u00fdzkumu\" width=\"834\" height=\"489\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image13.jpg 834w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image13-300x176.jpg 300w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image13-768x450.jpg 768w\" sizes=\"auto, (max-width: 834px) 100vw, 834px\" \/><figcaption id=\"caption-attachment-152\" class=\"wp-caption-text\"><a href=\"https:\/\/vitalitychicago.com\/blog\/agile-projects-are-more-successful-traditional-projects\/\"><em>Source<\/em><\/a><\/figcaption><\/figure>\n<h3>The Waterfall vs. Agile methods: How will you manage your project?<\/h3>\n<p>You already know the ups and downs, but let&#8217;s do one more guide that could help you decide.\ud83d\udc47<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-984\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2023\/01\/Untitled-6.png\" alt=\"\" width=\"555\" height=\"611\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2023\/01\/Untitled-6.png 555w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2023\/01\/Untitled-6-273x300.png 273w\" sizes=\"auto, (max-width: 555px) 100vw, 555px\" \/><\/p>\n<h3>More methodologies to help you manage your project like a pro<\/h3>\n<p><span style=\"font-weight: 400;\">It&#8217;s not just about the agile and waterfall methods of project management. You can also mix and match different practices from other practices to your project. <\/span><b>Will you choose from the most common ones<\/b><span style=\"font-weight: 400;\">? \ud83d\udc47<\/span><\/p>\n<ul>\n<li><b>Scrum <\/b><span style=\"font-weight: 400;\">= Agile methodology that emphasizes transparent communication within the team and towards the customer, frequent feedback and regular sprints (ongoing project evaluation). It is more suited for smaller teams and projects where deliverables are yet to be developed.<\/span><\/li>\n<li><b>Kanban <\/b><span style=\"font-weight: 400;\">= (Online) bulletin board that displays tasks in clear columns. Generally improves workflow, speeds up the task resolution process and keeps track of activities. It is also suitable (unlike scrum) for larger teams.\u00a0<\/span><\/li>\n<li><b>Lean <\/b><span style=\"font-weight: 400;\">= The goal is to meet customer requirements as much as possible and minimize waste. Hence the so-called lean method &#8211; to provide a quality product with minimal consumption of all resources. Originally used in industry, lean practices are now suitable for projects ranging from marketing and sales to software development.<\/span><\/li>\n<li><b>PRINCE2 <\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">= A methodology created by experienced designers and managers. Breaks a project into smaller logical parts and tracks incremental progress. This allows you to detect errors early and keep everything under control. Use these principles in smaller and larger teams across disciplines.<\/span><\/span><\/li>\n<\/ul>\n<h2>3. Implement Project Management Software<\/h2>\n<p><span style=\"font-weight: 400;\">It&#8217;s no coincidence that <\/span><a href=\"https:\/\/financesonline.com\/project-management-software-useful-benefits-importance-features\/\"><span style=\"font-weight: 400;\">77%<\/span><\/a><span style=\"font-weight: 400;\"> of high-performing projects use a professional <\/span><a href=\"https:\/\/www.freelo.io\/en\"><span style=\"font-weight: 400;\">project management tool<\/span><\/a><span style=\"font-weight: 400;\">. They have <\/span><b>several good reasons<\/b><span style=\"font-weight: 400;\"> for doing so:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You know <strong>who&#8217;s working on what and how much time it took them<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">you have an <strong>overview of how much money you have spent<\/strong> on a specific task or team member,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>each task has a deadline<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>you have all the notes<\/strong> (from meetings, for example) pinned to the project,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">using <strong>established processes and templates<\/strong> saves you time,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">you can <strong>easily delegate work<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">the <strong>app is available anywhere<\/strong> on desktop and mobile,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>automate processes and various steps<\/strong> in project management,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">you can <strong>work efficiently with your team remotely<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><strong>repetitive tasks save you a lot of clicking<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">you can use <a href=\"https:\/\/help.freelo.io\/en\/help\/kanban-board\/\">Kanban views<\/a> and <strong>keep your tasks organized<\/strong>,<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">you can <strong>set a reminder for a task<\/strong> when you don&#8217;t have time for it.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">So <strong>why complicate your work with cluttered Excel spreadsheets<\/strong>, scribbles on a flipchart or numbered communication in emails <strong>when it&#8217;s much more efficient<\/strong>?<\/span><\/p>\n<figure id=\"attachment_707\" aria-describedby=\"caption-attachment-707\" style=\"width: 821px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-707 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/11\/bushman.png\" alt=\"\" width=\"821\" height=\"517\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/11\/bushman.png 821w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/11\/bushman-300x189.png 300w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/11\/bushman-768x484.png 768w\" sizes=\"auto, (max-width: 821px) 100vw, 821px\" \/><figcaption id=\"caption-attachment-707\" class=\"wp-caption-text\">Recommendation from Bushman on why to implement project management software. <a href=\"https:\/\/www.freelo.io\/en\/references\"><em>Source<\/em><\/a><\/figcaption><\/figure>\n<p>Such a tool will also save you a lot of time. For example, with <a href=\"https:\/\/www.freelo.io\/en\">Freelo<\/a> it&#8217;s 30 minutes per worker per day, which in a team of ten <strong>is 100 hours saved per month<\/strong>. Multiply that by the average hourly time of your employees. What all would you get for those tens of thousands? \ud83d\ude42<\/p>\n<h2>4. Bet on Transparency in the Project Team<\/h2>\n<p><span style=\"font-weight: 400;\">The secret to success lies in openness and honesty. This is as true in personal relationships as it is in working ones. The equation is simple: <\/span><b>well-built trust and transparency = a motivated team and a better chance of a successful project.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">\ud83d\udcca <\/span><b>Statistical window<\/b><span style=\"font-weight: 400;\">: Why should you have open communication in your team?<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/hbr.org\/resources\/pdfs\/comm\/achievers\/hbr_achievers_report_sep13.pdf\"><span style=\"font-weight: 400;\">70% of employees<\/span><\/a><span style=\"font-weight: 400;\"> confirm that they are more passionate about their work when senior management communicates openly with them\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/www.kudos.com\/blog\/how-to-create-workplace-transparency-in-4-simple-steps\"><span style=\"font-weight: 400;\">50% of workers<\/span><\/a><span style=\"font-weight: 400;\"> feel that the company they work for lacks transparency and is therefore inefficient<\/span><\/li>\n<li><a href=\"https:\/\/www.kudos.com\/blog\/how-to-create-workplace-transparency-in-4-simple-steps\"><span style=\"font-weight: 400;\">46% of employees<\/span><\/a><span style=\"font-weight: 400;\"> say a lack of transparent communication from management will cause them to look for a new job<\/span><\/li>\n<\/ul>\n<table>\n<tbody>\n<tr>\n<td>\n<h3>TEST: Is your team transparent?<\/h3>\n<p>1. Do you communicate openly within the team about everything related to the project itself and share all information together, including important data?<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">YES<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">NO<\/span><\/li>\n<\/ul>\n<p>2. Do you have regular team meetings where anyone can come with their ideas and insights?<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">YES<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">NO<\/span><\/li>\n<\/ul>\n<p>3. Do you use a project management tool that allows everyone to keep track of their tasks, as well as those of their colleagues and the overall progress of the project?<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">YES<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">NO<\/span><\/li>\n<\/ul>\n<p>4. Do you organize team building to strengthen personal relationships within the team as well?<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">YES<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">NO<\/span><\/li>\n<\/ul>\n<p>5. Do you ask your colleagues enough questions about how they feel in the team, how they work and what you and they could improve (perhaps in a 1-to-1 session)?<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">YES<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-checked=\"false\" aria-level=\"1\"><span style=\"font-weight: 400;\">NO<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Did you answer YES to most of the questions? Great job, keep up the good work! \ud83e\udd73 If you hesitated somewhere, remind yourself <strong>what you can gain by building a transparent company culture<\/strong>:<\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"><strong>Better results<\/strong> &#8211; team members feel that they are directly involved in the development of the project, which makes them more motivated and accountable in completing tasks,<\/span><\/li>\n<li><strong>A great team atmosphere<\/strong> &#8211; when there is no whispering and secrecy, you feel comfortable in the team and work better,<\/li>\n<li aria-level=\"1\"><b>honest communication <\/b>&#8211; employees are not afraid to admit mistakes, say what bothers them or what they like, so there are no unresolved issues in the team,<\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>more heads know more<\/strong> &#8211; every employee can come up with an interesting idea that will move the project forward.<\/li>\n<\/ul>\n<figure id=\"attachment_130\" aria-describedby=\"caption-attachment-130\" style=\"width: 1740px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 wp-image-130 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1.jpg\" alt=\"Transparentnost ve firm\u011b p\u0159ed a po\" width=\"1740\" height=\"612\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1.jpg 1740w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1-300x106.jpg 300w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1-1024x360.jpg 1024w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1-768x270.jpg 768w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1-1536x540.jpg 1536w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image2-1-1568x552.jpg 1568w\" sizes=\"auto, (max-width: 1740px) 100vw, 1740px\" \/><figcaption id=\"caption-attachment-130\" class=\"wp-caption-text\">Before and after the introduction of transparency in a team. <em><a href=\"https:\/\/www.onemedical.com\/blog\/healthy-living\/work-bullying\/\">Source 1<\/a>, <a href=\"https:\/\/ungoti.com\/blog\/ms-teams-best-for-project-management\/\">Source 2<\/a><\/em><\/figcaption><\/figure>\n<h3>How to have transparent communication in the project team<\/h3>\n<ul>\n<li aria-level=\"1\"><strong>Be honest and don&#8217;t hide anything<\/strong><\/li>\n<\/ul>\n<p>Reveal the numbers to your team, show them how the company and the project are doing. Communicate completely openly. Don&#8217;t make unnecessary assumptions that could undermine the entire team.<\/p>\n<ul>\n<li aria-level=\"1\"><b>Ask questions<\/b><\/li>\n<\/ul>\n<p>You&#8217;d be amazed at the discussion that can be sparked every Friday by the question, &#8220;<em>So how did you work this week?<\/em>&#8221; Encourage your team to say what they think. By asking questions, you&#8217;ll find out what your colleagues often wouldn&#8217;t tell you on their own. Plus, you&#8217;ll show that you care about their opinion.<\/p>\n<ul>\n<li aria-level=\"1\"><strong>Spread the word smartly<\/strong><\/li>\n<\/ul>\n<p>Ineffective communication via email causes information to crumble until it&#8217;s completely gone. The most important information often doesn&#8217;t reach all employees and can lead to unpleasant misunderstandings. The solution? <a href=\"https:\/\/www.freelo.io\/en\">A project management tool<\/a>, but you already know that. \ud83d\ude42<\/p>\n<ul>\n<li aria-level=\"1\"><strong>Give and receive feedback<\/strong><\/li>\n<\/ul>\n<p>Let your team members know that they can come and say what&#8217;s on their mind at any time. It&#8217;s the best thing for maintaining a healthy work environment. How? Talk to them. Perhaps in regular 1-to-1 meetings, which are a safe place to communicate anything.<\/p>\n<ul>\n<li aria-level=\"1\"><strong>Look after your team of people<\/strong><\/li>\n<\/ul>\n<p>Hold team building sessions, breakfasts together or regular hackathons. Over a beer or a good coffee, you&#8217;ll get to know your colleagues in a whole new way and communication at work is much better.<\/p>\n<ul>\n<li aria-level=\"1\"><strong>Choose the right people for your team<\/strong><\/li>\n<\/ul>\n<p>Reliable, caring and enthusiastic. Without such colleagues, the team wouldn&#8217;t work. Give consideration to your gut feeling and, in addition to the candidate&#8217;s experience and expertise, also think about <a href=\"https:\/\/www.bbc.com\/worklife\/article\/20211015-what-does-being-a-cultural-fit-actually-mean\">cultural fit &#8211; so the person fits into the team innately.<\/a><\/p>\n<h2>5. Communicate in a Way that Avoids Unnecessary Misunderstandings<\/h2>\n<p>On average, <a href=\"https:\/\/truelist.co\/blog\/project-management-statistics\/\">one in three projects<\/a> fail due to poor communication. That&#8217;s not a lot, is it? It&#8217;s important to <strong>set the rules right from the start<\/strong>. What platform will the team communicate through and how?<\/p>\n<h3>Task assignment via email? Oh, come on&#8230;<\/h3>\n<p>Via email, messenger, WhatsApp or just between conversations by the microwave in the kitchen &#8211; you can enter a task in different ways. Fortunately, many smaller and larger teams have come to understand that <strong>the most effective communication for tasks can be done in project management software<\/strong> (as we discussed in the third point of this article, by the way).<\/p>\n<p><strong>How to correctly assign a task in a project management tool<\/strong><\/p>\n<p>A concise, clear, and to the point task assignment is essential. This is the only way to avoid unnecessarily long and unclear discussions and save time.<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\"><strong>Get straight to the point<\/strong> &#8211; the assignment must be as concise as possible, but with all the important information,<\/li>\n<li aria-level=\"1\"><strong>include all the materials<\/strong> &#8211; documents, screenshots, video recordings, anything that can help you to understand the assignment better,<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>identify the problem solver and the deadline for the assignment<\/strong> &#8211; make it clear who is responsible for the assignment and by when it will be finished,<\/li>\n<li aria-level=\"1\"><strong>don&#8217;t tag the whole team<\/strong> &#8211; only involve the colleagues involved in the discussion so as not to delay others unnecessarily,<\/li>\n<li aria-level=\"1\"><strong>remove a colleague from a task when they have completed their part<\/strong> &#8211; don&#8217;t disturb them with more notifications they don&#8217;t need to see,<\/li>\n<li aria-level=\"1\"><strong>complete the tasks<\/strong> &#8211; keep the tasks that have been distributed and completed in order.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Conduct synchronous communication so as not to disturb colleagues<\/h3>\n<p>We (and <a href=\"https:\/\/slack.com\/about\">170,000 other teams<\/a> around the world) have found <a href=\"https:\/\/slack.com\/about\"><strong>Slack<\/strong> <\/a>to be a great way to communicate on a daily basis. It&#8217;s where you engage the entire company community and <strong>address what you want to communicate right away<\/strong>, but what can easily fall into place over time. That&#8217;s covers synchronous communication. For asynchronous communication (that is, the one that disturbs you less), other tools (like <a href=\"https:\/\/www.freelo.io\/en\">Freelo<\/a>) come in handy.<\/p>\n<p>\ud83d\udca1 <strong>On average, you lose <a href=\"https:\/\/www.ics.uci.edu\/~gmark\/chi08-mark.pdf\">23 minutes<\/a> every time someone interrupts you with a message<\/strong> on Slack, WhatsApp, email or any other communication channel. Therefore, <strong>be sparing with this communication<\/strong> so that you don&#8217;t distract your colleagues from their work.<\/p>\n<p><strong>Tips on how to use Slack channels<\/strong><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>#egobooster<\/b><span style=\"font-weight: 400;\"> \u2013 to praise your team and individual members and to share company successes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>#hyperloop <\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\u2013 <\/span><\/span>when someone newly pays Freelo, we flash a message in this channel<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>#status<\/b><span style=\"font-weight: 400;\"> \u2013 at the end of each day, we&#8217;ll summarize what we&#8217;ve been working on here<\/span><\/li>\n<\/ul>\n<p><b>#lowerdeck<\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">\u2013 for non-work topics, arranging joint events and other more or less urgent things<\/span><\/span><\/p>\n<h2>6. Lead Fast and Effective Team Meetings<\/h2>\n<p>A survey we conducted with 100 programmers found that a full quarter of them are <strong>most bothered by unnecessary bureaucracy, meetings and meetings<\/strong> that keep them from more important work. According to <a href=\"https:\/\/www.forbes.com\/sites\/soulaimagourani\/2021\/05\/06\/why-most-meetings-fail-before-they-even-begin\/?sh=4bb1be431096\">Forbes<\/a>, up to <strong>70% of people find meetings unproductive<\/strong> and inefficient.<\/p>\n<p>&#8220;<em>At work, I&#8217;m most bothered by long, pointless meetings and working with colleagues who don&#8217;t follow through.<\/em>&#8221;<\/p>\n<p>Programmer from Freelo&#8217;s survey<\/p>\n<h3>What has worked well for us in a small team of up to 20 employees?<\/h3>\n<ul>\n<li aria-level=\"1\"><b>Sprint<\/b><\/li>\n<\/ul>\n<p>Sprints are part of the scrum model and are <strong>cycles of varying lengths (usually 1-4 weeks) during which a piece of work is planned, delivered and evaluated.<\/strong><\/p>\n<p><strong>In practice:<\/strong> at Freelo we have weekly sprints. This means that every Friday, all team members get a list of tasks that await them the following week from the project manager. On Monday, the team gets together, summarizes the previous week&#8217;s work and makes sure everyone understands the scheduled tasks. This way, everyone is up to date and knows what they need to work on and what, if any, continuity the tasks of all members have.<\/p>\n<ul>\n<li aria-level=\"1\"><b>Retrospectives<\/b><\/li>\n<\/ul>\n<p>Retrospectives &#8211; team and individual &#8211; have proven useful for maintaining healthy working relationships.<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>1-to-1 retrospective<\/strong> = once a month, the captain (project manager, boss) reviews the previous four weeks with each member of their team. It&#8217;s a safe space for feedback from both sides. Often things are heard that there is no time or opportunity to talk about in the normal work process.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>Team retrospective<\/strong> = once every three months the whole team gets together and reviews the past quarter. The captain will uncover important numbers and information about the project to keep each member in the loop and make the collaboration transparent. Everyone writes on green paper what they are satisfied with, what made them happy, or who they would like to praise. On the red paper, on the other hand, what the team should work on. Depending on what is most frequently mentioned on the red paper, the team members will set themselves tasks for the next period.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"br-2 sm-br-3 wp-image-138 size-full aligncenter\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image6.jpg\" alt=\"Uk\u00e1zka t\u00fdmov\u00e9 retrospektivy ve Freelu\" width=\"765\" height=\"724\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image6.jpg 765w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image6-300x284.jpg 300w\" sizes=\"auto, (max-width: 765px) 100vw, 765px\" \/><\/p>\n<p style=\"text-align: center;\"><span style=\"font-weight: 400; font-size: 10pt;\">An example of team retrospectives at Freelo.<\/span><\/p>\n<ul>\n<li aria-level=\"1\"><b>Notes from consultations attached to the project<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Notes on a whiteboard that you delete after a meeting, on a piece of paper that you file and lose, or in Word that you can&#8217;t find when you need it the most. Such notes from meetings are long overdue. \u261d\ufe0f<br \/>\nKeep your notes pinned right next to your project in one place. How? Ideally <strong>in the software you&#8217;re managing the project in.<\/strong><\/span><\/p>\n<h2>7. Manage Your Remote Team Properly<\/h2>\n<p>More than <a href=\"https:\/\/financesonline.com\/project-management-software-statistics\/\">half<\/a> of the <strong>project teams work remotely<\/strong> and only 14% work directly in the central office. Change out of your pajamas, set aside a room to work in, follow a routine as if you were at work. We&#8217;ve all been there. But how do you effectively manage an entire team when you&#8217;re not in the office together?<\/p>\n<h3>Some practical tips on how to work together remotely<\/h3>\n<ol>\n<li aria-level=\"1\">Start from scratch &#8211; <strong>choose the right people for your team<\/strong> who can work remotely and are responsible,<\/li>\n<li aria-level=\"1\">set up <strong>regular online meetings<\/strong> to keep yourself in the loop,<\/li>\n<li aria-level=\"1\">in the company chat, <strong>everyone summarizes what they&#8217;ve been working<\/strong> on at the end of the day,<\/li>\n<li aria-level=\"1\">use <strong>project management software<\/strong> to keep track of tasks,<\/li>\n<li aria-level=\"1\">set <strong>time slots in your team when you&#8217;re all available<\/strong>,<\/li>\n<li aria-level=\"1\"><strong>trust your team<\/strong> &#8211; they are learning the right home office routine too. Let them know you trust them,<\/li>\n<\/ol>\n<p><strong>look at the quality of your team members&#8217; output<\/strong> rather than the time spent on work.<\/p>\n<h2>8. Avoid Perfectionism Not Only in Project Management<\/h2>\n<p>Punctiliousness and an almost anxious meticulousness. Traits that may be familiar to you as a project manager. It sounds like a great asset, but it can often <strong>hinder the project<\/strong>. Focusing on every little detail and having <strong>unrealistic expectations<\/strong> &#8211; it doesn&#8217;t do any good.<\/p>\n<h3>Better to get done than to forever perfect<\/h3>\n<p>If you want something to be perfect, <strong>you&#8217;ll never feel like it&#8217;s done<\/strong>. And spending dozens of hours just trying to get it 100% perfect is, let&#8217;s face it, really inefficient. Plus &#8211; <strong>if you try to have something perfect, you might not end up having it at all.<\/strong><\/p>\n<p>They say 70% is good enough &#8211; don&#8217;t waste time perfecting the last 30% and let it out into the world! \ud83d\ude42<\/p>\n<figure id=\"attachment_136\" aria-describedby=\"caption-attachment-136\" style=\"width: 553px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 wp-image-136\" src=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image5.jpg\" alt=\"Meme the thinker, the doer\" width=\"553\" height=\"550\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image5.jpg 880w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image5-150x150.jpg 150w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image5-768x765.jpg 768w\" sizes=\"auto, (max-width: 553px) 100vw, 553px\" \/><figcaption id=\"caption-attachment-136\" class=\"wp-caption-text\">Don&#8217;t overthink things, get them done. <em><a href=\"https:\/\/twitter.com\/MonkPhilosophy\/status\/1506277028441600012\/photo\/1\">Source<\/a><\/em><\/figcaption><\/figure>\n<h3>Think like developer Zuckerberg, not perfectionist Jobs<\/h3>\n<p>Steve Jobs, the founder of Apple, was able to return a restaurant meal five times until it was absolutely perfect. How much time did he lose because of that? Was it worth it? Of course not. Mark Zuckerberg, the founder of Facebook, on the other hand, takes the so-called <a href=\"https:\/\/seo-hacker.com\/hacker\/\">Hacker Way<\/a>. That is, the way where <strong>he releases a product into the world that is usable but not perfect.<\/strong> Only then is it modified and improved. <strong>This is the only way to learn from a project and gradually perfect it.<\/strong><\/p>\n<p>&#8220;<em>Ideas don&#8217;t come fully formed. They become clear only when you work on them. You just have to start.<\/em>&#8221;<br \/>\n<strong>Mark Zuckerberg, founder of Facebook<\/strong><\/p>\n<figure id=\"attachment_140\" aria-describedby=\"caption-attachment-140\" style=\"width: 500px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 wp-image-140 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image7.png\" alt=\"Done is better than perfect, plak\u00e1t v kancel\u00e1\u0159i Facebooku\" width=\"500\" height=\"476\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image7.png 500w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image7-300x286.png 300w\" sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><figcaption id=\"caption-attachment-140\" class=\"wp-caption-text\">Famous poster on the wall of the Facebook offices. <em><a href=\"https:\/\/medium.com\/@chihweitang\/done-is-better-than-perfect-6cc86635ccdd\">Source<\/a><\/em><\/figcaption><\/figure>\n<h2>9. Avoid Multitasking and Become More Productive<\/h2>\n<p>Take a look at what you&#8217;re doing or thinking about right now besides reading this article. You&#8217;ve got an email open, an unread Messenger message, you&#8217;re getting ready for a meeting, you&#8217;re on your phone, you&#8217;re checking your calendar&#8230; Doing multiple things at once doesn&#8217;t pay off &#8211; it can cause up to <a href=\"https:\/\/www.northeastern.edu\/graduate\/blog\/project-management-tips\/\">40% loss of productivity<\/a>. When you&#8217;re working on something, <strong>give it 100% attention<\/strong> and don&#8217;t jump from one task to the next.<\/p>\n<p><strong>What helps us <a href=\"https:\/\/www.forbes.com\/sites\/travisbradberry\/2014\/10\/08\/multitasking-damages-your-brain-and-career-new-studies-suggest\/\">avoid multitasking<\/a>?<\/strong> Turn off notifications on email, Slack, WhatsApp, Messenger, and other apps that interrupt us for an hour. Set aside this time slot to actually do a specific task and don&#8217;t take your mind off of it.<\/p>\n<figure id=\"attachment_144\" aria-describedby=\"caption-attachment-144\" style=\"width: 640px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 bs-4 wp-image-144 size-large\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image9-1-1024x935.png\" alt=\"Multitasking v projektov\u00e9m \u0159\u00edzen\u00ed\" width=\"640\" height=\"584\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image9-1-1024x935.png 1024w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image9-1-300x274.png 300w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image9-1-768x702.png 768w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image9-1.png 1202w\" sizes=\"auto, (max-width: 640px) 100vw, 640px\" \/><figcaption id=\"caption-attachment-144\" class=\"wp-caption-text\"><span style=\"font-size: 11pt;\"><em><a href=\"https:\/\/twitter.com\/asugearup\/status\/1171507592687841281\">Source<\/a><\/em><\/span><\/figcaption><\/figure>\n<h2>10. Don&#8217;t Forget Your Personal Life And Your Health<\/h2>\n<p><strong>Work isn&#8217;t everything.<\/strong> Why would you work hard if you had no personal life? \ud83d\ude42<\/p>\n<p><b>What helps us maintain a good work-life balance at Freel?<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><strong>The 8-8-8 rule<\/strong>, 8 hours of work-fun-sleep,<\/li>\n<li aria-level=\"1\">we believe that only <strong>a healthy and rested team will do the best job<\/strong>,<\/li>\n<li aria-level=\"1\"><strong>3 hours a week for sports activities during working hours<\/strong> for all employees,<\/li>\n<li aria-level=\"1\"><strong>health and family comes first.<\/strong><\/li>\n<\/ul>\n<figure id=\"attachment_146\" aria-describedby=\"caption-attachment-146\" style=\"width: 620px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" class=\"br-2 wp-image-146 size-full\" src=\"https:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image10.jpg\" alt=\"Work-life balance\" width=\"620\" height=\"465\" srcset=\"http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image10.jpg 620w, http:\/\/cms-bw.freelo.io\/wp-content\/uploads\/2022\/04\/image10-300x225.jpg 300w\" sizes=\"auto, (max-width: 620px) 100vw, 620px\" \/><figcaption id=\"caption-attachment-146\" class=\"wp-caption-text\"><em><a href=\"https:\/\/www.quoteslines.com\/work-life-balance-quotes\/\">Source<\/a><\/em><\/figcaption><\/figure>\n<h2>The Practical Checklist for Perfect Project Management<\/h2>\n<p><span style=\"font-weight: 400;\">You already know the theory, so now put everything you learned in the article into practice. Our practical checklist will help you do so:<\/span><\/p>\n<p><strong>General project management template<\/strong><\/p>\n<p>= Pre-project phase<\/p>\n<p>Define goals and objectives (SMART method)<\/p>\n<p>Clarify expectations of all parties<\/p>\n<p>Assemble a team<\/p>\n<p>Create a schedule<\/p>\n<p>Establish a budget<\/p>\n<p>Establish a communication plan<\/p>\n<p>&#8211; Implement project management software<\/p>\n<p>Create a project mind map<\/p>\n<p>Determine the appropriate project management method and communicate it to the team<\/p>\n<p>Create an opportunity and risk analysis<\/p>\n<p>&#8211; SWOT analysis<\/p>\n<p>= Implementation phase<\/p>\n<p>Meetings, sprints (recurring task)<\/p>\n<p>&#8211; Record meetings in notes<\/p>\n<p>Ongoing check on schedule (recurring task)<\/p>\n<p>Ongoing check on budget adherence (recurring task)<\/p>\n<p>&#8211; Record real costs<\/p>\n<p>Team retrospective (recurring task)<\/p>\n<p>1-to-1 retrospective (recurring task)<\/p>\n<p>Officially close the project<\/p>\n<p>&#8211; Team celebration of successfully completed project<\/p>\n<p>= Post-project phase<\/p>\n<p>Overall evaluation of project management<\/p>\n<p>&#8211; Adherence to schedule<\/p>\n<p>&#8211; Adherence to budget<\/p>\n<p>&#8211; Team functioning and communication<\/p>\n<p>&#8211; Effectiveness of meetings<\/p>\n<p>Evaluate the impact of the project on the company<\/p>\n<p>Evaluate whether the project has met the goals<\/p>\n<p>Weekly review to see if the project is meeting the objectives (recurring task)<\/p>\n<p>Write up lessons learned for next time<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As many as 70% of projects do not get done on time, the budget is suddenly swallowed up or the result is not what was originally expected. It is a lot of wasted energy, time, and money. Project management isn&#8217;t rocket science. Just stick to certain simple principles and instill a few important rules in &hellip; <\/p>\n<p class=\"link-more\"><a href=\"http:\/\/cms-bw.freelo.io\/en\/10-tips-on-how-to-effectively-manage-a-project-in-2024-practical-checklist\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;10 Tips on How to Effectively Manage a Project in 2024 + Practical Checklist&#8221;<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":258,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[25],"tags":[],"class_list":["post-706","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management-wiki","entry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Effectively Manage a Project | Business Wiki<\/title>\n<meta name=\"description\" content=\"Project management isn&#039;t rocket science. 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