As entrepreneurs, the first question we need to ask ourselves is, what is successful project management and why does it matter? The answers to this inquiry can vary, but I’ll try to compile them into one phrase. Successful project management can be defined as structured, scheduled work completed within a timely timeframe with the purpose of maximizing resources and controlling the costs of one’s company. The main advantage of having a successful project management team is that your business will ultimately be able to manage product quality quickly and fairly. But there are other important ways in which project management can help your business grow – so here are eleven reasons why you should use this approach.
1. It will help you understand your resource capability
Creating a resource capability business plan is one of the first things you should have in mind if owning a business. The reason this step is such an important milestone in reaching your ultimate goal is that it will help you realize the following:
- It helps identify what types of resources are present in different sectors of the world and how you will be able to purchase them
- It helps you reduce resource waste and distribute them efficiently among regions potentially suffering shortages
- It helps you keep track of all of the remaining resources
- It helps your business stay sustainable and contribute to the quality life of our planet
Besides the above factors, a resource capability plan will show you what impact your project has on various customers, improving overall business productivity and reducing costs by tracking results.
2. And help you optimize it accordingly
In your resource capability plan, you will nevertheless include your resource usage and thus establish the practicability of your project. This is another essential step as it helps you develop real ideas and implement them in a genuine way instead of losing valuable time tracking poor resource advancement. You should schedule resources before the project starts and align tasks accordingly in regard to customer expectations. This way, you will be able to prioritize tasks and assign them to the fittest employee.
This is why feasibility studies are so important in project management!
- The technicalities – what resources does your company have available for the project you are about to implement?
- The financials – how does your cost/benefits project analysis look like?
- The legality – if your project conflicts with any legal requirements, you should definitely know about it
- The schedule – it’s always a great idea to decide who’s in charge of what within your business project; delegating tasks will make your (and everyone else’s job easier)
- The operations – last but not least, think about the impact that your project will have overall
3. It will improve your budgeting skills
If you are worried about controlling company costs, here is your chance to overcome that fear. Project management allows business owners to plan their budget properly and thus improve their management skills.
You could also try to:
- Keep your budget and forecasting flexible to allow for better accuracy
- Budget your plan by thinking about the impacts any cost/spending will have on your company
- Communicate with all the departments constantly and keep them updated on your business activity; this will minimize the issues that could pop up
- Be very clear when defining your budgeting goals; it’s important that you predict your business’s economic status ahead of time to plan accordingly
- Run various scenarios in your head and find smart solutions
4. And improve product or service delivery
Any company needs proficient software providing managers with the right tools to run that business efficiently. Having no strategy or instruments at hand can be quite overwhelming, especially if you are just starting to get the gist of it. Project management provides just the right mechanisms – it will help your employees understand their exact responsibilities clearly, and it will raise your clients’ awareness in the long-term.
5. It will help you select the right projects
Project management includes smart project planning, – both short and long time – which means that you will finally be able to organize and prioritize your tasks efficiently (if you haven’t done so already). The predominant and most important outcome will be maximizing profits and minimizing costs while removing project failures. Prioritizing your work accordingly will do nothing but help your company’s task management efficiency grow and thus reduce resource depletion.
When every project feels like number one, these tips could bring some light to the issue –
- Assess business value – when in doubt, ask yourself, “how will this project impact my company’s well-being both in the short and long term?” or “how will it make customers’ lives easier overall?” If this is a milestone you must reach for your company to survive, it’s a definite ‘yes’; if the plan could be postponed, it’s a definite ‘no’ – it means you have other projects waiting to be implemented ahead of this one.
- Identify urgency – as I was saying, ask yourself “how urgent is the issue I am trying to solve?” and come up with a serious answer; here’s a quick tip” if your project is important, it will add value to your business in the long term; if it’s urgent, it needs a solution right now and requires your immediate attention.
- Lean how to say ‘no’ – some projects just don’t fit your business goals and that is perfectly fine. Trying to implement project after project can be quite overwhelming both for your employees and the business itself. Saying ‘no’ to these avert project is a smart strategy for success.
- Be flexible – you already know that things change as seconds pass by, so a great entrepreneur will always be flexible. As a manager, you can either bend or break!
6. It will help you gain real time visibility
Project management will also help you clear things up and gain real time visibility. Different projects require different milestones, so managing project deliverables directly will help you gain insight into each deliverable separately and thus, improve profit predicament for each one of your company’s ongoing projects.
7. It will facilitate collaboration and improve courage
Having a successful project management team will help the business in ways you cannot even imagine. That’s because when everything becomes more organized, the work structure changes for the better, leaving employees with the same amount of hard work but an increased collaboration practice. Your staff will become increasingly interested in working with other departments and focus more on collaborative results than individual effort.
In a nutshell, the work environment is an essential aspect of business efficiency, so you can easily tell why project management is so important – it’s literally making employees co-exist. Project management will indeed bring about considerable benefits, through which better customer satisfaction, improved efficiency, and increased flexibility, but that is not all. Project management will also help you boost employees’ morale and facilitate team collaboration bringing it to its full potential.
8. Minimizing the risks is another advantage
If you are anxious about risk management (who isn’t?), project planning is definitely something you should apply to your work model. Mapping out a risk management plan ahead of time means being prepared for any situation that comes your way, helping your employees and managers deal with various issues accordingly, without fearing failure. Reducing risks will better your efficiency and improve product quality and delivery.
9. It will help you track and measure productivity
Your project plans will help you keep track of your employees’ progress and expenses, update your progress, and upgrade cost control and efficiency. If you are not sure if you can handle this on your own, there are specialists who will be able to help you keep track of your records. They will check your content and give you a brief update on your progress, which is quite helpful when in doubt. Make sure you work independently but don’t forget to ask for help when needed.
10. Customer response rates will improve
Because your work will be more structured and less disorganized, it will be easier to facilitate customer experience and one on one interaction by implementing a project management plan. Your team will be able to solve problems quicker and more efficiently, improving customer satisfaction rates and building new relationships with clients as their number one irreplaceable supplier.
11. It will improve your cash flow and reduce the errors
With new technology available, your company can now automate billing and thus reduce careless errors. This process will improve your company’s cash flow through maximizing revenue and minimizing time lost (when checking for bill accuracy).
Whichever stage your business is in right now, it’s important to recognize the significance of designing a project management plan – it will help your company stay more organized, efficient, collaborative, and energetic! More than that, it will develop an unbeatable company culture and increase flexibility and creativity for your whole team. If you haven’t already, you should definitely try it! Good luck!
Becky Holton is a journalist and a blogger. She is interested in education technologies, and is always ready to support informative speaking. Follow her on Twitter.