The best projects are those that:<\/p>\n\n\n\n
- \n
- Don\u2019t go over budget,<\/li>\n\n\n\n
- Finish within their set deadline, and <\/li>\n\n\n\n
- Don\u2019t compromise their quality.<\/li>\n<\/ul>\n\n\n\n
These projects are rare \u2014 but you can boost the chances of filing your project among their ranks by following our 13 project management tips for beginners.<\/p>\n\n\n
\n![\"Actionable](\"https:\/\/plaky.com\/blog\/wp-content\/uploads\/2022\/07\/Actionable-project-management-tips-cover.png\")
<\/figure>\n<\/div>\n\n\nTip #1: Avoid scope creep<\/h2>\n\n\n\n
It is said that a journey of a thousand miles begins with a single step.<\/p>\n\n\n\n
But the motivation to take this journey is in its destination. Not even ten thousand steps will help if you\u2019re moving in the wrong direction.<\/p>\n\n\n\n
So, one of the most important things you need to do when managing a project is know where you’re going.<\/p>\n\n\n\n
In project management, we would call this the project requirements or project scope<\/a>.<\/p>\n\n\n\n
By detailing the project requirements, a project scope acts as the foundation for any project.<\/p>\n\n\n\n
With a defined scope, you can work to ensure that each step your team makes is leading you closer to achieving the desired project end goal.<\/p>\n\n\n\n
Having clearly defined requirements helps avoid scope creep. Scope creep happens when the project manager is asked to do more than originally agreed upon, but without extending the project deadline<\/a> or increasing the budget.<\/p>\n\n\n\n
Even in organizations with high project management maturity<\/a> \u2014 where project management practices are well understood and integrated into the company culture \u2014 30% of projects suffer from scope creep. In low maturity organizations, this number reaches 47%.<\/p>\n\n\n\n
Scope creep is often cited as one of the more common issues in project management<\/a> \u2014 but you can avoid it by establishing clearly defined project requirements and sticking to them. <\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
To learn what the primary causes of scope creep are and hot to avoid them, read the following guide:<\/p>\n\n\n\n
- \n
- What Is Scope Creep in Project Management?<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #2: Create a WBS<\/h2>\n\n\n\n
Projects range in size from small ones to ones that are simply gargantuan. Depending on its size, staying on top of a project can range from difficult to impossible.<\/p>\n\n\n\n
The solution to this problem is simple \u2014 create a Work Breakdown Structure (WBS)<\/a>.<\/p>\n\n\n\n
A WBS takes the project and breaks it down into smaller, more manageable chunks (tasks).<\/p>\n\n\n\n
In keeping with the journey analogy from the previous tip, a WBS shows you how many steps you need to make to complete your thousand-mile journey<\/strong>.<\/p>\n\n\n\n
The benefits of using a Work Breakdown Structure are many \u2014 but some of the more notable ones include:<\/p>\n\n\n\n
- \n
- The ability to create an effective project schedule,<\/li>\n\n\n\n
- The ability to calculate the project deadline using a scheduling algorithm \u2014 like the Critical Path Method<\/a>,<\/li>\n\n\n\n
- The ability to identify risks by pointing out dependencies<\/a>, and<\/li>\n\n\n\n
- The ability to set clear project benchmarks and milestones.<\/li>\n<\/ul>\n\n\n\n
With a Work Breakdown Structure, you\u2019ll know not only where you\u2019re going, but also how to get there \u2014 and how long it will take.<\/p>\n\n\n
\n![\"Example](\"https:\/\/plaky.com\/blog\/wp-content\/uploads\/2022\/07\/Deliverable-oriented-WBS-1.png\")
Example of a simple Work Breakdown Structure<\/figcaption><\/figure>\n<\/div>\n\n\n Tip #3: Get a project management certification<\/h2>\n\n\n\n
More than half of all projects are run by non-certified project managers.<\/p>\n\n\n\n
This isn\u2019t to say that only certified PMs know how to get the job done.<\/p>\n\n\n\n
But, the average project manager works as a contractor \u2014 and having a project management certification<\/a> to their name can help them out quite a bit.<\/p>\n\n\n\n
Having a certification helps both land gigs and secure higher pay.<\/p>\n\n\n\n
Project Management Professionals, on a global average, have a 22% higher pay than non-certified PMs \u2014 while in the US, this difference in pay stands at 32%.<\/p>\n\n\n\n
Meanwhile, 72% of PMO<\/a> leaders argue the importance of PM certifications for professional development.<\/p>\n\n\n\n
Statistics show that acquiring a PM certification is the #1 career goal for the majority of project managers.<\/p>\n\n\n\n
So, despite the fact that some of the most important project management skills<\/a> are soft skills \u2014 like leadership, communication, and adaptability, that cannot exactly be taught \u2014 obtaining a certification is something you should strive towards.<\/p>\n\n\n\n
This tip may not directly help you manage projects \u2014 but, having a certification in project management is likely to bring certain benefits to your project management efforts in the long run.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
All statistics used in this article are taken from a single source. Learn more about the current state of project management by reading the complete collection of statistics here:<\/p>\n\n\n\n
- \n
- Must-Know Project Management Statistics<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #4: Define milestones<\/h2>\n\n\n\n
When running a marathon, runners encounter several checkpoints along the route.<\/p>\n\n\n\n
These checkpoints allow them to take stock of their progress \u2014 see how far they\u2019ve come, how quickly, and how much further they need to go.<\/p>\n\n\n\n
It is advised to define milestones within projects<\/a> for much the same reason.<\/p>\n\n\n\n
Milestones serve as checkpoints that can motivate the team and inform stakeholders<\/a> on the state of project progress.<\/p>\n\n\n\n
Some of the most common milestones in project management include: <\/p>\n\n\n\n
- \n
- Deliverables<\/a> \u2014 hard-earned pieces of output that are part of the project scope (e.g. creating a website wireframe).<\/li>\n\n\n\n
- Objectives \u2014 predicted outcomes that the project aims to reach (e.g. getting 100.000 subscribers).<\/li>\n\n\n\n
- Phases \u2014 entering a new stage in the project lifespan (e.g. moving from the Design stage to the Implementation stage in a Waterfall project).<\/li>\n<\/ul>\n\n\n\n
Milestones help the project manager keep track of the bigger picture while motivating stakeholders by giving them goals to strive towards \u2014 goals that are within a more immediate reach. <\/p>\n\n\n\n
Milestones celebrate progress without losing sight of the end product \u2014 so, define them for every project.<\/p>\n\n\n\n\n
\n\n\n \n Free project management software <\/span>\nTake control of your team\u2019s workload and achieve better project results with Plaky by CAKE.com.<\/p>\n
\n \n Sign up <\/a>\n \n Learn more <\/a>\n <\/div>\n <\/div>\n\n \n ![\"Plaky](\"https:\/\/plaky.com\/blog\/wp-content\/themes\/cake-blog\/theme\/images\/banners\/default.png\")
\n <\/picture>\n <\/div>\n<\/div>\n\n\n \n\n\n\nTip #5: Communicate<\/h2>\n\n\n\n
Communication is the glue that holds projects together.<\/p>\n\n\n\n
Statistics show that communication accounts for 90% of what project managers do<\/a>.<\/p>\n\n\n\n
This shouldn\u2019t be surprising, considering that PMs are expected to:<\/p>\n\n\n\n
- \n
- Set expectations,<\/li>\n\n\n\n
- Provide and listen to feedback,<\/li>\n\n\n\n
- Negotiate with clients, vendors, or stakeholders,<\/li>\n\n\n\n
- Keep the team up to date on project progress,<\/li>\n\n\n\n
- Manage tasks,<\/li>\n\n\n\n
- Motivate, and so much more.<\/li>\n<\/ul>\n\n\n\n
Therefore, a project manager needs to be willing to communicate often and able to communicate effectively.<\/p>\n\n\n\n
It\u2019s also important to note that the project manager is the one who sets the tone for communication within the project. <\/p>\n\n\n\n
It\u2019s fair to say that communication is one of the most important project management skills<\/a>.<\/p>\n\n\n\n
Your job isn\u2019t just to communicate directly, but also to organize communication.<\/p>\n\n\n\n
This is best done by creating a communication management plan which outlines:<\/p>\n\n\n\n
- \n
- How frequently communication is expected (in terms of planned meetings, this shouldn\u2019t stop the team from directly messaging one another or the PM),<\/li>\n\n\n\n
- What channels should be used,<\/li>\n\n\n\n
- What direction of communication is supported,<\/li>\n\n\n\n
- When feedback will be provided, and<\/li>\n\n\n\n
- Who should be contacted for what.<\/li>\n<\/ul>\n\n\n\n
On paper, this may sound like something that stilts communication \u2014 but the effect is quite the contrary.<\/p>\n\n\n\n
A good communication management plan lets the team focus on the contents of their message rather than worry about its form.<\/p>\n\n\n\n
\n\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n
Learn more about the different types on communication in project management and how to manage them by following these 6 tips:<\/p>\n\n\n\n
- \n
- Why Is Communication Important in Project Management?<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #6: Use a project management tool<\/h2>\n\n\n\n
Let\u2019s imagine it\u2019s the early 2000s and you\u2019re driving to your friend\u2019s house in another city with no GPS or navigation to guide you. <\/p>\n\n\n\n
How do you get there?<\/p>\n\n\n\n
Your options include writing down directions over the telephone, stopping to ask passers-by for directions, or looking up physical road maps.<\/p>\n\n\n\n
People still got around in the early 2000s \u2014 but isn\u2019t it simpler to use GPS navigation in the 2020s?<\/p>\n\n\n\n
Well, much in the same vein as driving without a GPS today, you\u2019re giving yourself the same handicap if you try to manage projects without using project management software<\/a>.<\/p>\n\n\n\n
With a project management tool like Plaky<\/a> by CAKE.com<\/a>, you can centralize all your project management communication and collaboration needs on one powerful and customizable platform.<\/p>\n\n\n\n
All information related to a task will be contained within that task\u2019s card. <\/p>\n\n\n\n
All communication pertaining to a task can be done within the card\u2019s Comment <\/em>section \u2014 eliminating the need to search for relevant info through lengthy DM histories or email.<\/p>\n\n\n\n
Through the Kanban view feature, a PM tool like Plaky also gives the PM visual insight into the project\u2019s current state. Meanwhile, the Activity Log<\/em> feature<\/a> lets them stay informed on all project goings-on.<\/p>\n\n\n
\n![\"Example](\"https:\/\/plaky.com\/blog\/wp-content\/uploads\/2024\/02\/Example-of-Kanban-in-Plaky.png\")
Example of Kanban in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n Now, you could <\/em>manage projects without such a tool \u2014 pyramids were built without it. <\/p>\n\n\n\n
But, with how extensive the list of things that project managers do<\/a> is, streamlining everything that can be streamlined through technology is something every PM should strive towards if they want to maximize performance \u2014 and protect their sanity.<\/p>\n\n\n\n
Tip #7: Manage risks<\/h2>\n\n\n\n
As Murphy\u2019s law states, \u201cEverything that can go wrong will go wrong<\/em>.\u201d<\/p>\n\n\n\n
It is with this mindset that project managers should approach project planning and execution.<\/p>\n\n\n\n
Entertain the idea of what can go wrong. Be as comprehensive as you can when doing so. This will help you identify most (if not all) project risks<\/a>.<\/p>\n\n\n\n
You should also make sure to involve other stakeholders in this risk identification process.<\/p>\n\n\n\n
As Michelle M. Campbell<\/a>, an experienced project manager with many PM certifications to her name, put it: <\/p>\n\n\n\n
\n\n![\"Michelle](\"https:\/\/plaky.com\/blog\/wp-content\/uploads\/2022\/07\/Michelle-M.-Campbell.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cConducting an early team pre-mortem leads to potential risks I had not anticipated and buy-in from the team. A pre-mortem is where I ask my team members to tell me why the project (or even an early task) is likely to fail<\/em>.\u201d<\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nAfter conducting a pre-mortem, create a response plan for every project risk you\u2019ve identified. <\/p>\n\n\n\n
For this, we recommend using a risk assessment matrix to help you prioritize risks according to their likelihood of occurring and potential severity.<\/p>\n\n\n\n
![\"Risk](\"https:\/\/plaky.com\/blog\/wp-content\/uploads\/2022\/07\/Risk-assessment-matrix.jpg\")
Example of a risk assessment matrix<\/figcaption><\/figure>\n\n\n\n This is what risk management<\/a> is all about, and it is essential to guaranteeing project success.<\/p>\n\n\n\n
After all, poor risk management has proven to be one of the top 10 challenges projects face (#8, to be exact) \u2014 yet 34% of PMs simply ignore this.<\/p>\n\n\n\n
But, with proper risk management, you can minimize the chances of an issue derailing your project.<\/p>\n\n\n\n
Tip #8: Use the right PM methodology<\/h2>\n\n\n\n
Project management methodologies are sets of guidelines used to plan and execute projects.<\/p>\n\n\n\n
Backed up by years of research and case studies, project management methodologies help guide efforts in standardized and \u2014 more importantly \u2014 effective ways.<\/p>\n\n\n\n
Despite this, only 42% of project managers follow formal PM methodologies.<\/p>\n\n\n\n
The differences in success rates between projects that follow a PM methodology and those that do not, speak for themselves.<\/p>\n\n\n\n
- Why Is Communication Important in Project Management?<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Deliverables<\/a> \u2014 hard-earned pieces of output that are part of the project scope (e.g. creating a website wireframe).<\/li>\n\n\n\n
- The ability to identify risks by pointing out dependencies<\/a>, and<\/li>\n\n\n\n
- What Is Scope Creep in Project Management?<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
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