The “project manager” title means that you will be at the core
of the entire project’s activity. It
will require you to know all that is going on and all that is not going on
within your project. It is the “unknowns”
of a project that keep a project manager up at night. After the ink on the project charter has
dried, it is time to start conducting some risk identifying. Analyzing risk is a lot like communicating in
a project, do it early and often. A risk
management plan is a companion to your overall plan and should be considered and
revised throughout most stages of your project.
I would even argue that it should be examined before putting together
the project charter. If you are lucky
enough to have time to conduct a feasibility study about the potential project,
then you would have already identified the more obvious risks before your
sponsor blessed the project.
After you have sat down with your project team and played
several rounds of “worst-case scenario,” take your collection of risks and make
an action plan for mitigating them.
Tips for risk mitigation:
·
Assign a probability to each risk factor. Those factors 80% or above of happening would
require more tracking than those with a lower probability.
·
Make sure you have back-up personnel to your
core project team trained and ready to jump in the game, if required.
·
Make checklists for project tasks to make
certain nothing is left undone and for your records.
·
Check in with your team regularly for status
updates and document the meetings.
·
Avoid project fatigue by having off-site or
outdoor meetings (donuts help too).
·
Delegate appropriately to qualified personnel or
sub-contractors. Verify their skills
before implementation of the project begins.
·
Have an appropriate communication plan. For example, don’t send an email when the
team prefers and responds better to text updates.
·
Make quick decisions about changes and make sure
to communicate those changes pursuant to your change management system.
·
If you do not directly supervise your project team,
meet regularly with their supervisors to head off any possible delays due to
work conflicts or bad job performance.
·
Document everything! Your project file should
have minimally a schedule, calendar, contacts, organization chart, definitions,
plan, budget, risk log, risk and mitigation plan, meeting minutes, and answers
to any frequently asked questions about the project.
·
Know what scope creep within your project looks
like and extinguish it fast! There are
many factors and ways that a project can be influenced to change its
scope. Identify those and keep one eye
on them at all times so things don’t get out of control.
·
To avoid scope creep and find more risks you had
not thought about, meet regularly with your stakeholders.
·
Say “no” to adding or gold-platting to the scope
of the project, especially if it impacts the time, budget or quality.
The reality about projects is that there are always going to
be some surprises. I have found that the
more people involved in the project tend to increase possible risks. The best advice I can give for making sure
your project runs smoothly is to communicate, communicate, and communicate some
more. In the end, there is nothing that
your project cannot survive if you have taken the time to analyze the risks and
communicated how to manage them if they should happen.
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