Project Management

I never set out to become a Project Manager, yet through my career it has kind of ended up on my doorstep.  Our account team provides IT development and support for our government client.  My focus used to be more on the day to day management of team members who did mostly maintenance on our portfolio of over 30 applications. 

But more and more our clients are needing new systems built to handle their many initiatives.  This is good stuff as it gives us the opportunity to design and construct new sophisticated applications from the ground up.  I used to be the one who did the design and prototypes, but now that gauntlet has been passed on.  Instead of working in Macromedia and Photoshop, my tools are Project Server and Word....oooo exciting!!

It's not all bad but certainly doesn't float my boat like the design part did.  However, it has to be done and it helps our company generate a lot of revenue for which we all benefit from in the end.  Like most everything I do, I use the fly by the seat of my pantelonies method of learning the art of project management.  I have had the odd course here and there but really learn a lot by doing.  Every project I manage I learn from.  Each time I sit back and think what would I do differently next time?  What worked and what didn't?  Here is what I have learned:

Just because the spreadsheet says this is the plan...plans change on a daily basis.  Spreadsheet Project Managers often fail in my opinion.  Sitting at your desk, ignoring your team and clients and stroking MS project on a daily basis helps no one.

Just because a Developer tells you he is done does not mean he is done.  He may not be trying to deceiver you but likely his definition of "done" and yours are two totally different things.

Client's need to be managed.  You need to be perceptive and see the shit flying out of the fan before it hits the wall.  You are the PM, its your job to stop it from hitting the wall. 

You need to identify potential problems early on.  This one has been a challenge for me as sometimes it is hard to tell clients the truth...(YOU CANT HANDLE THE TRUTH!)  You have to find a way to nicely but firmly say this project won't finish on time because your Tester is never in the office even though they agreed to the project schedule.  I now say this is not a problem however a Change Request will be forthcoming that will adjust the project end date and add additional costs.  The threat of additional costs often gets their attention.

Milestones can be effective.  Many people can't seem to absorb a giant project schedule but if they have specific objectives and milestones to work towards then it seems to help.  Also going back to the "I am done" thing...I have milestone show and tells along the way.  This really helps to see just how well things are going and also catch that someone is struggling or misinterpreted a spec.

Pre-schedule meetings.  We often have to discuss important decisions along the project life cycle which often requires meeting with a large group of clients together for consensus.  If you leave the planning of these key meetings too late you can't get them together and your schedule gets impacted.  I book way in advance to get their time committed and then forward documents and agendas closer to the meeting date.

Projects always require some give and take.  You need to find the line between managing your scope and being clear about expectations and throwing in things that come along that are no biggie.  The PM can really set the tone for the project, so you need to always try and keep your composure and learn the art of negotiation.  This is probably one of the main areas I have grown in over the years.  I have gotten a bit tougher and more direct, but also realize I have to make sure everyone understands what is expected of them up front as well.

Food can lighten things up.  If you have a contentious meeting sometimes bringing some treats can break the ice and remind people we are really all on the same team working towards the same objective.  It is in everyone's best interest to come up with resolutions to issues and keep things moving forward.

Well I am sure I have a ton more things I have learned but that is my list for tonight. I never stop trying to learn and improving my methods and communication skills.  PM courses can give you some great ideas and a good foundation, but nothing is as good as experience.