Successful Technology Project Management

By Anthony Ricigliano: Managing a Technology Project involves managing both the new system components and the programmers and analysts that create them. In many ways, managing the people involved can be a more daunting task that tracking each new piece of code or hardware item. If each person on the team is not kept up-to-date and on the same page, the process can quickly break down and mistakes will be made.

The Right Approach Can Increase the Chances of Success
While the exact approach taken may depend on the organization and the project details, there are a few methods that should always be used. Many project managers like to detail their project within software packages like Microsoft Project, or Sharepoint, but it may not be very effective without communication that goes beyond recording tasks and deadlines. The project manager should realize that while some people work well with a list, most people will need more direction. In addition, the team will probably be made up of an assortment of people with different learning styles. The material should be presented verbally and visually for the best results. At a minimum, the project manager should create a project plan, schedule a launch meeting to explain the project in detail, and then plan on weekly meetings for progress reports and problem resolution.

Improved Human Interaction Can Prevent Project Failures
If a project manager only informs, and doesn't communicate, there is a high chance that the project will fail. They should be open to all questions, feedback, and suggestions to ensure that everyone understands both their role in the project and the potential cost of a failure. Excellent suggestions about better methods for implementing new technology can sometimes come from surprising sources. If an open-door approach is not maintained, a team member with a great idea could decide to keep it to themselves rather than risk ridicule or rejection. While it is important to go over the minute details of system changes that must be implemented, it is just as important that everyone understands the big picture. If the entire team understands that their next raise is dependent on the revenue increase that a successful project outcome will bring and that a failure could mean layoffs, they will be more likely to put in their best effort. The project manager should also make sure that they are aware of each team member's vacation plans and personal issues that could result in an absence during a critical phase of the project. While unforeseen events will always happen during a project, asking a few questions can minimize the surprises.

Is Over-Communication Possible?
While anything is possible, it's very hard to over-communicate during a project. Always ask for elaboration on any answer to make sure that each party understands both the question and the answer. Yes and no questions rarely give the full picture. Frequently, team members will think they have the same technical definition of a business term, but actually bring a slightly different viewpoint to the table. Neither is wrong, just from different perspectives. For example, one person may think that a payment timetable begins when they place an order, while someone in a different area may think that the clock doesn't start ticking until the product actually arrives.

Communicate at all Levels within the Organization
Effective communication is required within and between all levels of the organization. While executives have very different perspectives than middle management and the technical staff, they will need frequent updates about each project. The executive level should expect weekly updates that let them know whether or not the project is on target to meet the deadline or if the project manager requires additional resources to achieve the ultimate goal. Middle management will also require a weekly update, but will want more details about each task and the testing results. The team will require the most information so that they know if their part is causing a delay in any other area or if they will have to wait on another component before they can complete their part. Communication should go both ways. Projects that involve inter-company partnerships require even more back and forth communication. As the project approaches its target launch dates, meetings may be escalated from weekly to daily when necessary.

Effective Communication Leads to Improved Support
When everyone feels like they are a valuable part of the project, they are more likely to provide the support required for a successful project. Each person involved from management to staff with minimal roles should be included in all communications and feel that they are providing useful input so that they engaged and buy into the importance of success. An executive who believes in the value that the project will bring to the organization will be more likely to pull a few strings when needed to add resources to a project when they are desperately needed. Along the same line, a technician who feels that their input is heard will be more likely to fit your needs into their busy schedule than if they think their ideas are only given a token amount of consideration.