In the realm of business, where successful project management is the bedrock of strategic success, a persistent question echoes: Are we truly advancing in the mastery of project execution? I imagine you\’ve heard on various occasions, the grim project success stats. The revelation that greater than 50% of projects grapple with challenges or outright failure prompts one to scrutinize our journey. (Granted these stats typically pertain to IT projects but that is the data we have, so let\’s not split hairs.) Let\’s consider insights from pivotal industry reports—the Project Management Institute\’s (PMI) Pulse of the Profession publications and the Standish Group\’s CHAOS Report 2020—to examine the intricacies of project management success (or lack thereof).
The Landscape of Project Management
Project management, evolving from its early stages, now boasts structured methodologies like PMI’s PMBOK Guide and PRINCE2 and a boatload of articles, guides and books where people have outlined how to successfully execute a project. However, one might ask, “how has this helped the execution of projects in corporations?” Standish began publishing their CHAOS Report in 1994. Back then, the report found that only 16% of IT projects were successful and in 2020, that rate doubled but still remains significantly low at 31%. The PMI Pulse of the Profession report, Success in Disruptive Times (2018) underscores the reality: inadequate communication, poor planning, and scope creep continue to haunt our endeavors.
Communication Breakdowns
Communication BreakdownsEffective communication, the heartbeat of successful projects, remains a perpetual challenge. As highlighted in PMI\’s findings, insufficient communication remains a primary culprit in project shortcomings. Poor communication leads to misunderstandings, delays and rework. In an era of dispersed teams, remote work and global collaborations, the imperative to enhance communication has never been more pronounced.
Recommendations:
- Establish clear and concise communication channels
- Hold regular meetings with stakeholders
- Use technology to facilitate communication
- Be transparent about project progress and challenges
Planning Pitfalls
In the sprint for deadlines and agility, meticulous planning often takes a back seat. (see what I did there?) The CHAOS Report 2020 serves as a stark reminder that insufficient planning remains a substantial factor in project failure. PMI states that 28% of projects fail due to poor planning. This leads to unrealistic deadlines, insufficient resources and a lack of clarity about project goals. This necessitates a reevaluation of organizational planning processes, advocating for a strategic allocation of time and resources at the project\’s inception. If your sponsor tells you there is no time to plan, run … run far away.
Recommendations:
- Conduct thorough project planning and risk assessment
- Develop a detailed project schedule and budget
- Identify and manage project dependencies
- Be prepared to adapt to changes
Scope Creep, The Silent Saboteur
The insidious threat of scope creep endangers projects by introducing uncontrolled changes. Scope creep is when the scope of a project changes significantly after the project has already started. This can lead to delays, budget overruns, team confusion and deliverables that do not meet the needs of the stakeholders. Both PMI and the Standish Group emphasize the dangers of scope creep, stressing the necessity for vigilant scope management throughout the project lifecycle.
Recommendations:
- Clearly define the scope of the project at the outset
- Use change management processes to manage scope changes
- Get sign-off from stakeholders on any scope changes
- Be proactive in identifying and addressing potential scope creep
Honorable Mentions
Stakeholder Engagement
Stakeholders wield influence crucial to project success, yet their engagement is often an afterthought. PMI\’s Pulse of the Profession report accentuates the significance of active stakeholder involvement, asserting that projects with engaged stakeholders are more likely to succeed. This calls for a cultural shift, urging organizations to prioritize collaboration and embrace diverse perspectives.
The Human Factor
The unpredictable human element introduces challenges such as resistance to change, internal conflicts, and team dynamics. While methodologies provide frameworks, the ability to navigate the human factor transcends certifications. Organizations must foster a culture that embraces change and values the people steering the projects.
Resource Realities
Budget constraints and inadequate personnel can disrupt even the most meticulously planned projects. Both the PMI Pulse of the Profession report and the CHAOS Report underline the role of resource management in project success. Addressing this challenge requires a holistic approach, considering not only financial resources but also the human capital necessary for project execution.
Risk Management
Effective risk management helps teams triumph over adversity in project management. PMI\’s insights underscore the crucial role of risk management in project success. Organizations must adopt a proactive approach, identifying and mitigating risks before they escalate into project roadblocks.
Executive Sponsorship
Projects lacking strong executive sponsorship may find themselves adrift. The significance of leadership and support, integral components of stakeholder engagement, is evident throughout PMI\’s principles. Leadership is recognized as a crucial factor for project success within the broader context of stakeholder involvement. Strong executive sponsorship provides the necessary resources, authority, and strategic direction crucial for project success.
A Call to Action
In our pursuit of project management excellence, challenges persist despite certifications and advancements. The reports from PMI and the Standish Group serve as invaluable guides, offering insights into the intricacies of modern project management. My personal experience doesn\’t always align with the findings in these reports. I also have some strong feelings about the CHAOS report\’s heavy lean toward agile and the proclaimed success of projects without project managers – projects without a project even! We can save that conversation for another blog though. To genuinely elevate our project management prowess, organizations must heed these lessons, fostering a culture of communication, collaboration, and adaptability.
The journey to project management excellence demands a commitment to continuous improvement. Organizations must invest in training, embrace evolving methodologies, and, most importantly, glean insights from both successes and failures. The goal is not perfection but progress, right? —a forward momentum propelling us toward a future where project success becomes the norm.
Do you believe we\’ve gotten better at executing projects despite the reports? As seasoned project managers, how have you navigated these challenges in your career? What strategies proved most effective in ensuring project success, and how do you envision the future of project management evolving? Share your insights and experiences in the comments below.
