5 Effective Project Management Tips

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I’ve managed multi-million dollar grants, coordinated events, coordinated programs, oversaw my own house renovation, worked on construction projects, as well as run a business. I’m not trying to make the case that my resume is better than yours or say that I’m a know-it-all, but simply that I have a bit of experience in the project management area. I don’t think my skills make me marketable to a fortune 500 company to be a regional manager or anything like that; however, if you’re reading this blog I’m sure your project scope isn’t anything near that level so what I am offering is my experience on small projects and 5 of my most effective project management tips!

Yay! Well, let’s get started! Effective project management is a mindset, first of all. It takes focus, dedication, and an ability to see both the micro and macro picture at all times during the course of your project. That, my friends, takes ORGANIZATION! I would recommend that you keep NOTES for every conversation and transaction that takes place and keep a log of all of your paperwork so you can refer to any contract, email, change order, estimate, etc. at any time! ORGANIZATION is such a huge factor it cannot be overstated; well, actually it can. It is so overstated that I am not even including it in my list of 5 Effective Project Management Tips!

Keep a physical file location for all physical files. Keep an electronic file location for all digital files. For me this means (1) a file drawer or portable box for physical paperwork such as contracts and drawings; (2) a computer file on my desktop, backed up on my hd; (3) a pdf file on my phone for quick reference to materials while I am on the go. For example, I was just able to refer to a set of kitchen drawings that were in dispute the other day and come to a consensus between the builder and the electrician because I had those drawings handy on my phone and we could reference the exact measurements!

See my article on The Secret to Simple, Successful Goal Setting!

1. COMMUNICATE
If you take anything away from this article, this is the life-saver! Communication, in my experience, will make or break any project. Don’t assume people understand your expectations – most people aren’t mind readers! “When you assume, you make an ass out of u and me!” as the saying goes.

Stay in touch with people working either for you or with you. Emailing is good for details, calling or texting is good to just stay in touch and get quick messages out. I like to text people and check up on how they are doing. In fact, the next 4 tips are really communication-related, like communication in disguise.

I never simply wait until someone has a question to email me; I sent preemptive communications out on a regular basis asking if people have questions or if there are any things that I can help them with. The trick over time is to learn finesse! Too many emails and people will think you are overbearing and annoying, too little and they will think you don’t care and are being patronizing. It’s a skill to learn that you can acquire simply by reading people. I know that I have to almost coddle certain contractors, others are good to go on their own – only experience will tell the difference. In fact, the best way to communicate is in person!!!

2. BE THERE
In most cases I would say that you can’t run a project from a distance! If you expect people to be there working, you should be there too. That might mean: go and see what people are doing to your house, in an office, at a business location in person. Periodically drop by and say hello and let them know you are there. You will also be letting them know that they cannot cut corners by your presence. “It’s always good to have a dog in the yard!” as I say.

Some might call it “staying on top of people” but in reality, every project demands a different level of ‘being there.’ When I was running million dollar grants ‘being there’ meant 9-5+ overtime! When I was doing a house renovation ‘being there’ meant a few times a week during the day, as needed.

The other big component to ‘being there’ is WORKING! Don’t just show up, strut around and glad-hand like a politician but get in the project and contribute to it. If you get your hands dirty with your team they will respect you and that is a currency that goes a long way!!!

3. SCHEDULE
As the effective project manager, you will need to have a schedule. Your timeline should be detailed yet flexible and should be vetted (if necessary) through the various contributors to your project. If you need to change items or dates on your schedule (1) take the time to realize the snowball effect of any changes; (2) give people enough lead time to adjust to any changes.

See my article on Overcoming Procrastination: The Now Habit

4. PROBLEM SOLVER
Any effective project manager is a problem solver. When you COMMUNICATE to your crew, let them know that you are there for them. Let them know that you are the go-to person to get things done. Be like Vanilla Ice! Come off as the problem solver and give them results when they ask you for anything.

Leadership is being a servant! Leadership is not being a tyrant. Please don’t ever forget that. When people on your project ask you to do something for them, communicate, then follow through, then communicate again. The more you help to take pressure off of people the quicker and more efficiently the project will move along. Being a problem solver is being an intermediary and helping others. Think of your project as a collection of specialists, according to economic theory people are most productive when they specialize so your job as the project manager is to ensure that your workers have the tools and space they need to work at their peak efficiency which is when they have what they need and the time they need to complete their specialized tasks.

See my article on 1 Technique That Can Solve All Your Problems!

5. REWARD BEHAVIOR
This is an truly underrated facet of project management and a golden key to maintain morale and future business. When people do good things, or complete tasks, reward them! Depending on the scope of the project and the type of people you are working with will determine the type of reward you can incorporate.

For construction jobs, bring food by the project, have an after work celebration, pass on referrals to other clients. For office jobs, bring lunch, take people out to lunch, give out reward gift cards or coffee cards. “Thank yous” go a long way as well. That includes a “thank you” in every email! The little things go a long way; don’t be ingratiating but do things from the heart.

Rewarding behavior engenders a team morale and makes people want to do things for you because the like you and/or respect you. If people see you putting in the extra effort, they most likely will too . . . if you hire the right people. Creating an open atmosphere also has the benefit of increasing communication; workers will open up to you if they feel like they can and will be willing to confide in you regarding any issues they might have, which, as the 5-in-one Effective Project Manager, you will be more than happy to respond to!

Remember, effective project management is about people! It’s a people business, not merely about facts, dates, and deadlines. Your job is not to be a DEADline, but to be a LIFEline!