Running projects is an inherent element of everyday professional duties. Small companies, large corporations, newly founded start-ups, organisations and institutions – they all manage projects. Regardless of the organisation’s size and profile, they all have one goal – implement the project until its completion with a positive result. Managing a project is, most of all, a systematic sequence of actions of several team who have to achieve a pre-determined goal within specific time and cost frames. There are lots of methods to manage projects, but they all have their pros and cons. All projects can be divided into three stages: planning, execution – assignment of tasks, determination of deadlines and possible costs as well as closure of the project, i.e. the summary of results.
Project size versus team size
Running large projects is not exclusively the domain of large corporations. The project size is not always equal to the team size. Small companies can run really large projects which require excellent organisational and communication skills. A smaller group of people and, thus, more to focus on, requires a great deal of attention from each team member. In any case, running projects is a team job with breakdown into individual duties which eventually are to lead to the success of the completed project.
Communication errors in a large group
In large groups, there are often communication issues that can disrupt the process of running a project. At the “brainstorming” stage, exchange of ideas is used to plan the incoming project, but then, at the later stages, irregularities arise. Misinterpretation of messages, forgetting about deadlines, rush, imprecise fulfilment of duties or even lack of assertiveness on the part of participants, leading to unfair division of roles. All this results in a delay in execution of the action plan. It is important to use a tool that will facilitate communication and make it fast and efficient for all participants.
Project management methods
Projects can be implemented in many ways. Everyone must choose their individual route so as to make project implementation convenient and to obtain a positive end result. The most traditional method is a notebook and a block of colour sticky notes. This is definitely a way to go for rusty with technological advancements or those who are afraid of overly complicated programs.
A quick glance at the sticky note on our monitor will remind us about assigned duties but, at some point, we all lose one or two such notes, thus losing important information. Another method is to use your own memory, but this one is probably most prone to failure of them all. No one is a robot ready to memorise endless amounts of information. Humans have two types of memory: long-term and short-term memory. The former is responsible for fixed information – name, surname or address. The latter, on the other hand, is responsible for information that might be valid for a long period of time, but it is not fixed. This includes professional duties, but also private affairs. This is why it is important to note down the information we hear. Short-term memory quickly erases itself to make place for new information and messages.Special applications facilitating project management are also a good solution.Not all of them have all the desired functions, though. When choosing the application, we should follow our expectations. What has to be considered is whether the project entrusted to us requires the use of Kanban cards, worktime recording, cost control or use of a messenger. This is why it is good to choose a program featuring all the most important functions. IC Project definitely makes project management easier. The management system based on Kanban cards is a transparent method to record tasks and assign them to their participants. Such functions as worktime reports and messenger will be surely found useful when running a project.