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6 key practices every project manager should know
January 10, 2023
8 Min Read
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Sajid A. Khan
CEO, Microagility
As Founder & President of MicroAgility, Sajid is responsible for the firms strategy and direction. With over three decades of experience, Sajid is a seasoned professional in business transformation. His knowledge and understanding of organizational dynamics have made him a trusted advisor and strategist.
Table of Contents
In a Nutshell
Successful project management is more than just ticking boxes—it’s about creating a roadmap that guides your team through challenges while staying aligned with the big picture. By embracing clear communication, strong leadership, and continuous learning, project managers can turn ambitious goals into reality. At the end of the day, it’s all about empowering your team, building trust, and staying adaptable in the face of change.
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Define Clear Objectives and Align the Team
Successful projects begin with clarity. From our experience, the clearer the objectives, the more aligned the team will be, making it easier to navigate complexities as they arise. Defining specific, measurable goals ensures that everyone knows what success looks like and how their contributions drive the project forward.
According to the Project Management Institute, 37% of projects fail due to a lack of clear objectives.
Clear communication about goals helps prevent this common pitfall.
How to Ensure Clarity:
- Make objectives SMART:
Ensure that your goals are Specific, Measurable, Achievable, Relevant, and Time-bound.
- Communicate often:
Regularly remind the team of these objectives to keep everyone on the same page.
Clarity eliminates confusion and keeps everyone working toward the same outcome.
Consistent communication reinforces alignment and prevents drift.
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Build Strong Relationships and Foster Collaboration
We’ve seen how crucial leadership alignment is to executing strategy effectively. It’s not just about getting executives to agree—it’s about ensuring that everyone, from the C-suite to mid-level managers, is on the same page. When leadership is aligned, it filters down through the organization, creating unity and purpose. This isn’t a one-time effort—it’s something that needs regular attention.
Gartner reports that 75% of cross-functional teams struggle to collaborate effectively, which can derail even the most well-planned projects.
How to Foster Collaboration:
- Encourage teamwork:
Create opportunities for team members to collaborate on challenges and solutions.
- Build trust:
Regular check-ins and open communication build rapport and ensure that everyone feels supported.
Collaboration is the fuel that keeps projects moving forward.
Trust is built through consistent, open communication and creates a culture where ideas flow freely.
Check out how our Technology & Operations services can help you integrate the right tools to boost project efficiency.
Leverage Technology to Streamline Processes
According to McKinsey, project managers using digital tools experience a 20-30% improvement in outcomes.
The secret is selecting tools that actually enhance your workflow rather than complicate it.
Let’s be honest—technology can make or break a project. We’ve seen how the right tools can streamline processes, reduce manual errors, and improve overall outcomes. Whether it’s tracking progress, facilitating communication, or managing resources, the right tech stack is crucial for modern project management.
How to Choose and Use Technology:
- Pick the right tools:
Choose software that fits your team’s specific needs, whether that’s for task management, communication, or time tracking.
- Automate where it counts:
Use automation to reduce manual errors and free up time for more strategic work.
Effective technology empowers your team to work smarter, not harder.
Automation frees up your team’s energy for more impactful tasks.
Point of View
At the heart of every successful project are the people who make it happen. We’ve learned that while processes, tools, and metrics are important, the real driving force behind a project’s success is the team. Great project managers know that empowering their teams, fostering collaboration, and building trust are just as crucial as any project plan or tool.
By staying adaptable, prioritizing communication, and continuously learning, project managers can guide their teams through the complexities of modern projects while creating an environment where everyone thrives.
Master the Art of Communication
Research by PMI shows that 56% of projects fail due to poor communication.
Effective communication bridges the gap between planning and execution, ensuring that everyone is aligned and ready to act. If there’s one thing we’ve learned, it’s that communication is everything in project management. You can have the best-laid plans, but without clear and consistent communication, things can fall apart fast. Keeping everyone informed and engaged isn’t just important—it’s essential to staying on track and avoiding misunderstandings.
How to Communicate Effectively:
- Regular updates:
Hold regular meetings or send progress updates to keep everyone in the loop.
- Listen actively:
Encourage open dialogue, and make sure you’re listening to your team’s feedback and concerns.
Regular updates ensure that everyone stays aligned with project goals and timelines.
Active listening fosters a culture of open dialogue, which can uncover potential issues early on.
Focus on Risk Management
PwC found that 83% of high-performing organizations actively manage risks throughout their projects.
Being proactive allows you to stay one step ahead of potential challenges.
Every project comes with risks. The trick is to manage them before they become real problems. From our experience, project managers who anticipate risks and have contingency plans in place are the ones who navigate challenges more effectively. Being proactive about risk management can mean the difference between success and failure.
How to Manage Risks:
- Identify risks upfront:
Conduct a risk assessment at the start and periodically throughout the project.
- Develop contingency plans:
For every identified risk, create a plan to mitigate its impact
Regular updates ensure that everyone stays aligned with project goals and timelines.
Active listening fosters a culture of open dialogue, which can uncover potential issues early on.
Our Planning & Delivery services are designed to help you identify and manage risks effectively, ensuring smoother project execution.
Embrace Continuous Learning and Improvement
Deloitte reports that 94% of executives believe continuous learning is critical for long-term success.
Embracing a culture of growth not only benefits your current project but also sets you up for future success. The best project managers are lifelong learners. Whether through formal training, lessons learned from past projects, or staying updated on industry trends, continuous improvement is crucial in a fast-evolving field like project management. We’ve seen that teams who prioritize growth and learning end up delivering better results over time.
How to Foster Continuous Improvement:
- Encourage feedback:
Create an environment where feedback is welcomed, and use it to improve future projects.
- Invest in learning:
Regularly update your skills and knowledge to stay competitive in your field.
Continuous learning keeps your skills sharp and your projects on track
Feedback loops help refine processes, leading to long-term improvements.
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Sajid A. Khan
CEO, Microagility
Sajid Khan is the President at MicroAgility and has over three decades of management and consulting experience. He leadss the offorts in many project including operational improvement, cost reduction, and managing growth. Sajid stives to help others succceed and to create opprtiunities that are sustainable and uplifting for hummanity-alwasys guided by the virtues of hard work, quality, and kindness
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Conclusion
Successful project management is all about balancing clarity, communication, risk management, and continuous improvement, all centered around the people driving the project. By following these best practices, project managers can turn ambitious goals into reality while empowering their teams to succeed. With the right tools, strong relationships, and a focus on continuous growth, project management becomes the key to driving business success.
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