Projects fail. Two-thirds of small projects fail. Overruns in budget and schedule can occur multiple times. Managers make the same mistakes time after time. [iSotck/ronstik]There is a misunderstanding in a way we manage small projects. Once you have this figured out, you can handle them with ease.
3 Misconceptions About Small Projects
We need to change our mindset about three things: #1: Small projects are not important
These projects can be managed with your hands down. It is a small part of a huge treadmill machine, and nobody cares.
Your team’s attitude towards the project’s worth will impact your behavior. They will find something else to do if they aren’t interested in your project.
Stakeholders are the same. Their engagement will wane if you don’t care about them and aren’t focused on the results.
The first thing you should do at all levels is to stand up for your cause. Find out why this project is important to your organisation, stakeholders, and the project team.
#2: You Can Lead Several Projects Easily
I was there, too. I managed seven small projects simultaneously at one point.
Here’s what your management doesn’t understand:
Four small projects are not equal to one large project with the same team size or complexity.
Why?
Communications overhead.
There will be more stakeholders and they will be less involved, so each problem will require more attention from your part.
#3: All of them can be managed using the same approach
Even though projects may share the same nature, they can be unique. You will feel the need to standardize your approach so it is applicable to all projects.
This is a fatal error.
They will be at different stages.
There will be many stakeholders.
Different experience levels will be present in different teams. They will have different approaches.
The projects’ goals will differ.
Different sources of risk will exist.
You are the only thing that has a common thread.
Many failed projects are caused by tunnel vision. It does not necessarily mean that a small project is easy and standard. It still requires the same level analysis from the perspective project management.
Here are the essentials for managing a small project.
You can’t allow yourself to go through a complete project management cycle. You don’t have the time.
However, this doesn’t mean you can ignore the project management plan. It is important to consider all aspects of the project. But tools and techniques are not the same.
When analyzing the current project’s needs for processes and tools, you should pay attention to the following areas:
1. Choose the right tools and processes
Many of the tools and processes in PMBOK(r), Guide don’t work the same as they do out of the box. The main reason is that they are universal fit-all-industries-and-sizes solutions. They are unlikely to be efficient.
You must visualize the work of the team while managing a small project. Only by focusing on tangible results can you complete the project.
List and whiteboards are my favorite tools.
They should communicate clearly:
Next task for each member of the team
Upcoming risks
Deadlines
Impediments
Do you want something more robust? No, unless it is an integrated project management system that can be used to manage multiple projects. Be specific with your whiteboards and lists.
2. Plan ahead. It is crucial!
Planning for a small project can be more important than planning for a larger one.
Why?
The margin of failure is much smaller.
We have not identified any part of the project scope! Bam. 25% over budget and 50% behind schedule
Two weeks of sickness caused by a key member of the team. The project could not be completed! The learning curve for substituting is the same as the original project, and takes two weeks.
Although the overruns in absolute values are not too scary, they can be fatal to a project.
What are the most important areas to plan for?
Scope Management
Risk Management
Change Management
3. Scope Creep is Devastating
Rolling Wave Planning is impossible to do when there is not enough space
