In the world of project management, the path to success is often riddled with roadblocks and potential pitfalls. Every project comes with unique challenges and unforeseen circumstances that stand between the project manager and the finish line. But imagine if you had a roadmap highlighting common project management mistakes so that you could easily avoid them?
While project management encompasses a wide array of projects, each with its own mix of potential roadblocks, we’ve pinpointed 10 problems that can threaten any project’s trajectory. By arming yourself with this knowledge, you’re better positioned to steer even the most challenging project successfully to completion.
Top 10 Project Management Mistakes
How many of the following problems have you experienced? Let’s take a closer look at common project management missteps and some tips on how to avoid them on your next big project.
1.Mismanaging team member skill sets
Team resources are crucial and understanding how to match them with the work at hand is critical for project success. Good leaders know how to get the best from each team member, but they also understand the importance of matching each members’ skills with the specific type of work needed for the success of the project.
For example, it’s not enough to know that you have three web developers on your team. Knowing how their strengths and weaknesses stack up between database development, business layer coding or user interface scripting allows you to match the best skill set with each critical component of a project.
2.Putting an inexperienced project manager in charge
Taking charge of a project is hard but it’s even harder if the person in charge doesn’t have enough experience. For highly visible projects, projects with complex activities or those with more than 10 team members, it’s best to have someone experienced in everything from status meetings to managing risks and expectations.
It’s also helpful to align areas of experience with the specific needs of the project, especially on mission-critical projects. For example, if the project is a complex web development activity, assign it to a project manager with technical experience. In theory, a competent leader has the ability to execute across subject matters. In reality, successful leaders frequently have backgrounds in a specific area of expertise.
3.Mismanaging project scope
Sometimes projects start out with a clear objective and slowly balloon into a completely different project. Scope creep is real, and it’s a problem. While scope isn’t always set in stone and may require compromise, there should be a process to evaluate requests that could change it. Before a request can be accommodated it’s important to know how it will impact all aspects of the project, from timeline and workload to budget.
What causes scope creep? Many situations lead to an ever-expanding project scope, from kicking off a project without defining the scope to failing to prioritize outcomes and mismanaging requests. The primary challenge in scope management is not the introduction of unplanned requirements but failing to evaluate them against project priorities. A close second is failing to communicate these changes in the project schedule and budget.
4.Poor project scheduling
Project schedules are a critical part of project management. Not only do they help projects stay on course for completion, hitting deadlines as the project progresses is a crucial measure of success. This is why it is vital to carefully consider and communicate scheduling. This keeps stakeholders aware of the timeline and any changes that may occur.
A common project management mistake that causes issues occurs when stakeholders and clients are not kept aware of scheduled deadlines. This extends to being unaware of roadblocks that may delay progress. It is always better to keep a project’s schedule front and center and be as open as possible about potential delays.
5.Ego problems
It’s dangerous, but also easy to fall into the “my way or the highway” approach to project management. This attitude often results in the reluctance of team members to provide valuable feedback. Not only does it over-value the project leader role, but it cultivates poor team morale and implies condescension.
It’s not always easy to recognize this issue within yourself, but it’s important to consider because it can stand between you and success. So how do you know if people perceive you as an “all or nothing” project manager? A few signs including people being shy to share ideas, reluctant to communicate, and unwilling to loop you into conversations.
6.Underestimating project effort
Underestimating project effort creates a series of problems that affect everyone on the team. The burden of completing a project faster or cheaper creates stress and chaos. Oftentimes, teams must shuffle priorities and resources to accommodate. Other projects may be put on the backburner and at risk which creates a cycle of rushed work and unnecessary stress.
Every project manager wants to be effective, it’s a hallmark of the role. It’s important to balance your eagerness to get things done and be someone that can make magic happen with reality. It’s better to under promise and overdeliver, so remain realistic about the time, energy, resources, and effort that a project requires.
7.Letting small issues evolve into big problems
Many projects fail because small issues turn into huge problems, causing distrust between the client and project team. This creates conflict that can impede communication and slow down decision making. In the end, even the best of plans can fall apart in an argumentative environment.
Whether a team member misunderstands a requirement that results in additional work, or you discover a budgeting error, tackle the issue as soon as it rears its head. Ask clarifying questions early and often, work to make communication open and effective, and have regular touchpoints to keep everyone aligned.
8.Not knowing when to ask for help
Do you have trouble asking for help when you need it? If so, you’re not alone, especially in the world or project management. As the project manager, you may feel like you should have all the answers. You may even see needing help as a sign that you’re not qualified to lead the project. In reality, asking for and giving help when needed creates a positive and effective work environment.
So, if you’re stuck, ask for help. Start by asking your team if you need technical or subject matter expertise. If you need assistance managing your client or project, reach out to a colleague or upper management. Be honest and positive with your request and others will respect your ability to ask for help. Acting arrogant and failing to ask for help can put a project at serious risk.
9.Saying “yes” to everything
Do you always want to be the hero? It’s easy to fall into this, but before you put on the cape and save the day, remember your project’s scope. While you should remain flexible and visibly eager to assist, don’t say “yes” to every request. It’s a bad habit that can lead to projects that spiral out of scope and overworked team members.
So how do you know when to say no? It is important to know when enough is enough and how to diplomatically reject requests that do not work with the project’s schedule and budget. Refer to your project’s scope regularly and let it be your guide. If a request takes you off track, now is not the time to accept it. With practice, this will become second nature.
10.Ignoring team mistakes
Mistakes happen, especially on complex projects or when teams are juggling a heavy workload. While it’s important to understand that mistakes are normal, it’s also important to spot those mistakes and deal with them in a diplomatic, positive fashion.
Failure to address team mistakes will poison a project and result in a culture where quality isn’t a priority. If a mistake affects your client, explain how you plan to fix it and prevent future problems. Look for the root cause of the mistake to prevent it from recurring in future projects.
As a project manager, the success of your project is your highest priority. Unfortunately, in an effort to achieve that success, you may make well-intentioned decisions that have unintended negative consequences. Remember though, the most successful project managers are not those who never face challenges, but those who use them as opportunities for growth and improvement.
