1. Can Management by Projects Help Your Organization - Part II: What Are the
Benefits?
By: Rob Cimini
Apogee Management Group
In Part I of this series, we questioned the value of project management and
identified some of the obstacles to adopting the practices within an organization.
Thirdly we posed the question, given the obstacles of adopting the approach of
management by projects, why seriously consider adopting it. The alarming statistics
of disappointing project results exposed the stark reality of how businesses approach
and manage their critical initiatives. Part II of this series, will take a critical look at
the full range of benefits to businesses and organizations.
Project management is a process and methodology for managing initiatives -
essentially any initiative. For example, it is not in conflict with improvement
techniques such as Six Sigma or Lean or quality systems or even reorganization
initiatives. Instead, it provides the discipline and management techniques to help
assure meeting the objectives that are sought through these techniques.
Strategic Benefits
Given that projects represent the building blocks of a businesses products and
services, then meeting the objectives of these projects leads to attaining the
business goals. In fact project management ensures that projects are tied to
business goals and that the subsequent deliverables are directly linked to the
business objectives. This ensures that projects have proper justification through the
business plan. So the strategic aspect of project management is a significant benefit
that is often overlooked by senior management and bypassed in the quest for short-
term results.
How Does it Help Management?
In addition to strategic benefits, project management provides numerous tactical
benefits that appeal to the upper and senior management level in an organization. If
the strategic justification is adequate, then senior management is compelled to
provide the support, primarily resources that are required to achieve success.
The structure of project management, e.g. requiring a plan that meets essential
criteria (identified below), having formalized change control methods and requiring
the planning of an effective communication process, instills a confidence that project
objectives and ultimately the expectations of all stakeholders will be met. Project
closure requires that a review be held with a key objective being the capture of
lessons learned. The use of gained experience and knowledge to improve project
performance and avoid repetition of mistakes is a main–stay of a properly applied
project management approach.
How Does It Help the Project?
The tactical benefits are clearly highlighted through the project management
framework. The framework address all the elements required for project success and
it applies to all initiatives regardless of the size or the technology. As referenced
above, continuous improvement techniques such as Lean and Six Sigma benefit from
the management structure of project management.
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2. The foundation of the framework is the project plan. And an effective plan must meet
four essential criteria.
• It must be formalized. The plan must be documented regardless of the
project size. Without the commitment to a documented plan, the depth of the
thinking required to make it effective is absent.
• It must be realistic. Sanguine input and objectives from upper management
does not constitute a realistic and achievable plan.
• It must be bought into by all stakeholders. Ensuring this condition makes it
more likely that support will be provided at critical junctures of the project.
• It must be approved. Signing-off on the plan shows that the stakeholders
have had the opportunity to understand the project objectives and all the
resources required to achieve them. Approval translates into support which is
a key factor in project success.
Plan development combined with proper execution and control practices can have the
benefit of improving vital aspects of an organization's infrastructure. Elements of
good communication that are required for a well managed project can remain as
acquired skills after the project is completed. Sound procurement practices
developed during the project can remain as a benefit to the organization. And the list
goes on to include other areas such as managing costs, human resource
management, and managing risk.
Benefits to the People
An aspect of the project management approach that cannot be underestimated is the
positive impact on the employees and project team members. A properly run project
with an empowered project team can spawn a very positive working environment.
Motivated by job satisfaction through achieving goals is a tremendous morale
builder. And the proactive environment that is established through sound techniques,
for example in planning and communication, enhances the quality of the working
environment and employee satisfaction.
When asking the question if management by projects can help your organization,
first look at the potential benefits before concluding that it may not fit into your
organization. Strategic benefits are often overlooked but are somewhat inherent
because of the very nature of the project management structure. And the benefits
extend beyond just tactical benefits to include management and employee benefits.
Next month in Part III of this series, we will present those factors that must be
addressed to make project management successful within your organization.
Rob Cimini is a Principal Consultant with Apogee Management Group. Rob has over 30
years of experience in diverse manufacturing and research responsibilities. He has a
Masters degree in chemical engineering and is a certified project management
professional (PMP) through the Project Management Institute. Questions or comments on
this article should be directed to Rob at rcimini@apogeemg.com
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