Poor project management can turn a promising new project into the project from hell. From tight deadlines and crushing budgets, to last minute changes that make you want to give up and open a bakery. But project management is an area you must dominate if you want to run a successful creative studio or agency. We all know what it's like when a client requests changes here, there and everywhere, but all of these little changes can add up to much bigger problems; project management hell! Don't let it happen to you.

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2. How to avoid
hell
PROJECT
MANAGEMENT

3. According to a study by Spikes Cavell.
of projects fail due to
How will you prevent yours from failing?
“a breakdown in communications”
57%

4. Scope your project right,
the first time.
A project with unclear goals and objectives is destined to
fail. It’s vital to have a clear and complete definition of the
project’s scope before beginning!

5. Don’t be a crowd pleaser, unless you
can deliver on time, every time.
It's too easy to be a “crowd pleaser” when it comes to
setting deadlines. Missing deadline after deadline leaves a
very sour taste with the client, and removes any
possibilites for repeat work or referrals. Be reaslistic.

6. Never be afraid to over-communicate.
Ever!
Take 5 minutes out of your day to send your client a
progress report. Regular updates give your client
confirmation that their money is hard at work and that
everything is heading in the right direction.

7. Communication is key to
client success.
The time your project management team get to spend
with a client will be limited, so it must be spent well.
If a client has to get on the phone to see what's happening,
something isn't right. Pro-active communication!

8. Assign the right project manager.
“A good project manager doesn’t need to know anything
about the subject to get it done.” Ever heard this one?
But a project manager that really understands what’s
happening within a project has a much better chance of
taking that project to successful completion.

9. Maintain project documentation.
Right from the initial discussion, start documenting.
Document your meetings, your plans, the work you do
and everything that happens along the way. Be aware
that inconsistencies in documentation can cause
disagreements and confusion between team members
and subsequently create problems with your client.

10. Start with a solid project proposal.
Write a proposal that details just how you intend to help
your client reach, if not surpass their goals. A proposal
does two things, it lets your client see that you’ve listened
and understood their problem. But it also sets the outline
for how you will work to achieve the desired results.

11. Be specific with deadlines.
Include time estimates for everything that will be worked
on, at least to a reasonable extent. It will help your client
understand the amount of work needed to complete a task
or milestone.

12. Use clear and easy to understand
language in your proposal and
communications.
If you wander into "techno-babble" your client may not
understand what you’re saying, which can lead to
ambiguity and uncertainty. Using a client’s own phrases
in your communication says, “They get me”.

13. Plan for the work ahead.
After your proposal has been accepted, a detailed work
plan is a great next step. The more time you spend
planning the project will result in less time managing a
project that is running out of control.

14. Don’t bite off more than you can chew.
When it makes sense, break large milestones into
multiple smaller tasks. This helps to estimate the time
required more accurately. If in doubt, over estimate.

15. If you need something, ask.
Include details of all resources that will be required at
each stage of the project. This goes for clients as well.
How should they get feedback to you, how soon and in
what format? You are in control.

16. Check, monitor and check again.
Review your work plan on a regular basis in order to stay
on schedule and on budget. Make sure everyone is up to
speed on progress. Monitor the budget closely and keep
an eye on your timelines. If things aren’t going as
expected, act sooner rather than later.

17. Communication, Communication!
Communication is central to the success of any project.
You can be sure that your client will appreciate a daily or
weekly email check-in or phone call. But let there be no
mistake, you are in the driving seat. It’s up to you to set
expectations, and up to you to manage and surpass those
very same expectations.

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