50MINUTES - Effective Project Management: Lead your team to success on every project

The answer may seem obvious but wait! A project is a set of activities (or tasks) conducted to achieve set objectives, using predetermined human, material and financial resources. This definition thus highlights the basic components of a project:

• one or more precise and specific target(s) to be achieved;
• a time schedule to be followed;
• resources that include a budget, a team and the necessary technical means.

This also emphasises its temporary aspect, because although it may last several months or even years, it still has a specific and limited period.

Projects have never been studied and analysed as much as they have in recent years. Indeed, in our society, where businesses are in constant competition, project management (or simply management) must be as accurate as possible to become a market leader. It is almost a scientific approach, involving a set of tools and methods to improve the quality of your project, as well as to optimise production and its chances of success. Specifically, project management allows you to:

• plan the projects implementation and see it through;
• increase performance by being more effective in your organisation and task management;
• assess, anticipate and, in particular, overcome the difficulties and risks that may arise;
• cope with change and unexpected problems;
• manage a team.

The leader is both the heart and head of the project. They are not content with being the architect who draws up the plans, they are also the site supervisor leading the work every day and guiding the team. It is not enough for them to give orders; they must also pass the torch to allow the group to take control of the project. Their missions are to:

• conduct the completion of targets respecting the specifications;
• develop and manage the team;
• ensure the daily monitoring of the project and adapt initial plans where necessary;
• deal with the unexpected.

To accomplish these tasks, certain qualities are essential:

• take responsibility;
• have a sense of initiative and make tough decisions;
• surround themselves with the right people;
• manage and motivate the team;
• be a good communicator;
• be able to handle stressful situations;
• anticipate.

If you are not a born leader, you can still acquire these skills in the field:

When I started my career 20 years ago, I was unable to act as a leader and I could not pass on my passion. Even worse, my subordinates were not listening. One day, a friend, who is a football coach, asked me to accompany him in the locker room during the game to see how he led his players. I have never regretted saying yes! Following his example, I learned to assert myself, to choose my words carefully, to raise the tone when necessary or be conciliatory! (Boris, IT project manager)

Any good project management is based on three steps:

• the preparation phase, during which you plan the progress of your project;
• the implementation phase, corresponding to the time you spend putting your plan into action;
• the closing phase, which allows you to take stock of your project once it is completed.

It is not recommended to start the implementation of a project without having prepared beforehand. This may seem like an obvious statement, but it is not uncommon to see people diving headfirst into a project, thinking they are saving time. However, do not rely on this preconceived idea, because although you will certainly lose a bit of time in the development of your project, it will allow you to gain more in the long run.

The preparation phase is often snubbed or shortened. Yet, this is where a fatal error will lead you straight into a brick wall. In fact, this step is crucial because it allows you to:

• define the objective of the project, in line with the business needs;
• establish a schedule;
• establish the structure and organisation of the project;
• define the budget and the delivery time;
• identify all the inherent participants and train the team.

Whatever the situation, whether you are the initiator of the project or not, the first question you need to ask is: What need (within the company) does this project satisfy?. The quality of the project is determined by its ability to meet that need.

Advice

It is possible that your project will be in competition with others carried out internally and you need to share your resources. Therefore, the priority project will be the one that best meets the needs of the company. This is why it is important to understand the reasons behind your actions.

The business need therefore determines the project objectives. For example, if the company wishes to establish itself in the smartphone market, the project could produce a model where the cost of production would be between $90 and $100, but features some technologies. A project does not have to be a product, it can also take the form of a service (the staging of a show, improving after-sales services, etc.). A good objective will meet three criteria: