In your experience which project management processes are the most challenging project management processes to embed? Close your eyes, no peeking, now name your three.
Here are our top 3 along with some practical guidance on how you might tackle them. Open your eyes and wrestle these to the ground.
Top 5 techniques that add the most value in project management
Most challenging project management processes to embed
- Benefits Realisation
- Lessons Learned
- Change Control
OK, so we have some strong matches! The things that (if done well) deliver the most value, also happen to be the techniques or processes that are the most difficult to embed!
Let’s take a look at each of these and consider how well your organisation approaches these. Is there room for improvement?
Number 1: Benefits Realisation
Are we enjoying the benefits we were sold at the beginning? Do we actually know? Is anyone tracking them? So hopefully your Business Case/Proposal/PID lists the anticipated benefits and these are measurable.
The Project Manager must retain a focus on delivering benefits throughout the project, after all, that’s what they are here to achieve, not just completing the project for the sake of it. The regular Project Status Report should highlight whether the project is still on track to deliver benefits; it should be one of the standard RAG KPIs.
Once the project is in the Handover & Close phase we must ensure someone takes ownership of measuring benefits on a timely basis. Benefits are owned by the Sponsor but perhaps a more practical solution is for the PMO that picks up this work on their behalf.
No2: Lessons Learned
Throughout the project, the Project Manager and project team should be capturing “Lessons Learned”. What could we do better next time and equally what did we do well that future projects should replicate? I do like the “Lessons Identified” approach, just putting a lesson on a spreadsheet doesn’t mean anyone has learned from it.
The project team should focus on identifying lessons and then, again, perhaps the PMO should take these and communicate them more widely ensuring the organisation as a whole LEARNS.
The reality is that once a project is finishing everyone rushes off to their next challenge.We need to capture Lessons and hold them centrally…the PMO again! A key input into new projects would be a review of previous lessons for consideration by the project team. This needs to be part of the standard project start-up process.
No 3: Change Control
This is a slightly more surprising inclusion in the “difficult” list. It’s a fundamental as it links directly with scope management. The number 1 reason why projects fail is scope creep or lack of scope definition. Write a scoping document and get it approved. Simple.
By the end of the Planning phase, we should have defined the scope, the timescale, the costs, benefits, quality standards, and resource need. These define the baselines for the project and what we can compare change against. Any small change may, of course, be absorbed by the practical Project Manager, but anything that is of a reasonable scale that could make a material difference to time, cost, quality and benefit should be treated through a change control process.
The project team should assess the impact of the PROPOSED change and make the consequences clear, allowing an informed decision on whether the proposed change should be approved or rejected. It is normal for the Project Manager to, therefore, maintain a list of changes, the ChangeLog.
I do know some clients who mandate the change requester must complete the Change Request Form (often “part 1” of this form). They, therefore, make the Change Form a little onerous to complete as it acts as a natural filter…you’ll only complete the form if you REALLY want the change!
Also, let’s be clear who approves the change, typically this is the Sponsor within certain parameters. Larger changes (often those requiring additional funding beyond contingency) might have to go to a higher approval level. These approval levels must be clearly defined and potentially included in the details PID or Project & Portfolio Management Methodology documentation.
In summary. Take a look at these 3 challenging project management processes within your organisation. Can you improve your benefits realisation, lessons learned and change control processes? I bet you can. Keep it practical, simple and invest time in communicating any improvements to stakeholders. It’s one thing to have defined a great process, but it’s a much better thing to have a reasonable process that everyone actually follows. Good luck!