Like world history, historical information from past projects provides you with the opportunity to benefit from past successes while avoiding past failures.
Past projects provide you with inputs for your current project, telling you what people, equipment, and materials were needed for which tasks. Project historical data also tells you which practices and procedures were effective and which were not.
Analyzing project historical data is made easier when you keep a project notebook. A project notebook holds data records in the form of various reports. These reports include:
- project plans
- status reports
- budget reports
- resource and supplier QA and performance reports
- project logs (issues and problems).
Status reports indicate how well the resources that were used functioned while budget reports provide information about the cost of potential suppliers and contractors, which can help you estimate the cost of future projects.
Quality assurance reports give information on the quality level of the resources used on a project. The same type of information regarding suppliers is found in supplier performance reports.
Project logs reveal past issues and problems. You can apply these "lessons learned" to your current project.
Consider the example of an international telecommunications project. A similar project estimated the timelines for various stages of a project in its project plans. The actual timelines were recorded in the status reports. Reasons for the discrepancy between the two were recorded in the project logs. The budget report stated the costs, and an analysis of the project flow was included in the resource and supplier performance reports.
The paper trail left from previous projects helps you estimate costs, choose suppliers, estimate timelines, and see different approaches to a project. As such, it is your guidepost to the success of your current project.
2 comments:
Thanks for sharing this knowledgeable post. I will follow your tips for my project management. Now i am using an project resource management tool for my business, which is very helpful to save important information in less time.
Keep sharing such interesting article.
Tag: PM206A53. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it
1. Plan your day using time management techniques
As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.
If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.
Related post: Free ebook 104 secrets to become a great project manager
2. Include stakeholders in important project conversations
While you will have plenty of responsibilities regarding the project, don’t neglect your clients.
Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.
Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.
3. Regularly communicate with your team
Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.
For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.
4. Anticipate project setbacks
Even the best-laid plans often go awry.
Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.
Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.
Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.
Related post: 92 free project management templates
5. Stay focused on the details
A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.
Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.
And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs
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