Among the most common complaints in organizations is the ‘lack of effective communication in projects.’ Managing projects without effective communication is a nightmare, and that should not be the case.

Effective communication in projects borders on both verbal and non-verbal transmission of messages and cues, then later waiting for feedback. Communication unites stakeholders and team members to share the objectives of a project. It also makes them understand their roles and execute them with certainty.

 Importance of effective communication in projects

Some people think that a project manager’s job is nagging as it keeps reminding the team players of their deliverables and deadlines. Although the description is undesirable, a significant chunk of a project manager job is to communicate to the team for various purposes such as:

1. Relaying information

Project managers must keep everybody informed with regards to project progress and details. They should be aware of constraints such as time and resources that may prohibit the conclusion of a project in time.

2. Access to information

Without a proper communication strategy, it is only a matter of time before a project collapses. It helps to stick to a system of communication that enshrines focused and regular contact. This practice will prevent conflicts and misunderstandings within the project team.

3. Changes in situations

A project manager must prepare to handle challenges that arise within a project’s lifecycle. The challenges must come, and the best way to handle them is to know the following.

• Who needs to be communicated to and at what time
• What type of communication is necessary; face to face, emails, phone calls, video conferences, etc.
• The frequency of the communication needed.

4. Bridging the communication barrier

Effective communication means steering away from jargon that hinders communication. As a project manager, communication revolves around talking, listening, and interactions.  

For every project to succeed, it must have clear and defined project goals. To achieve these goals, project managers need to distribute roles and assign responsibilities to the right people. This task will include getting people for both management and non-management positions. It also includes getting people with soft skills and varied professional abilities. In short, projects need team players.

A project team comprises of different team players who perform various roles within the same project for a given period.

It would help if you appreciated that a team includes people of different backgrounds and expertise. A winning team seeks to integrate the various people into one unit.

Understanding the critical project players

How you approach a project depends on the nature of the project itself. However, there are typical player roles that will work for any project team. They are as follows.

• Project Sponsors

This team player refers to the person or the group that owns the project. They are the reason why there is a project in the first place. Project sponsors do not engage in the day to day running of the project. But, they are involved all through the project to ensure its success.

As far as implementation and control are concerned, project sponsors are above the project manager. However, they must set boundaries and not overstep on the duties of the project manager.

The project sponsor also engages with other stakeholders to help in decision making whenever it isn’t straightforward to reach a consensus. They determine risks and effect changes that may be beyond the project manager to give the go or no go at different stages of the project’s life cycle.

• Project Manager

This team member is the point person that spearheads a project. Once appointed, project managers become the face of the project and get involved in the day to day operations. They play a leadership role, which consists of motivating and coordinating team members at each stage of the project.

They set milestones and determine the work scope when they are scheduling project activities. Project managers are also problem solvers whenever issues arise during the project.

Project managers are the link between Project sponsors and other key players. They communicate the desires and effect the changes made by the sponsors of the project.

Project managers are often credited or discredited for the success or failure of a project. 

• Team members

They are at the heart of operations. The main task involves the execution of project activities as scheduled by performing designated assignments. Team members can either be external staff or in house members. They may be engaged full time or on a part-time basis depending on their professional and soft skill sets that they possess.

In creating the killer project team, you should consider the stakeholders in totality. Generally, there are two types of stakeholders including internal stakeholders (sponsor, customer, management, and project team) and external stakeholders (suppliers, sub-contractors, government, communities, and the media)

There is a common misconception that assumes a project manager’s job is reminding people about the deadlines of projects. On the contrary, a manager’s job involves executing the science of the phases in project management. A manager will make sense of the seemingly dozens or hundreds of activities required to complete a project.

Project management rides on the single idea that every project runs through several phases. And that these stages are marked with distinct activities to see through a project from concept to conclusion. The Project Management Institute (PMI) developed the five steps, which are a cornerstone to understanding project management. 

All projects, whether big or small, have constraints like time, cost, and resources (triple constraints). When dealing with any project, to avoid getting lost in your jamboree, you must structure your project and define individual processes all through the entire project’s life cycle.

The next section explains the five stages of PM:

1. Project Initiation Phase

This stage marks the beginning of a project where an abstract idea is actualized to a meaningful goal. Sponsors and stakeholders determine the viability of the project. They decide whether or not to soldier on with the project to the next stage. But before this, they must establish the need for the project.

The nature of the project determines the kind of feasibility study to undertake. For many projects, business charters or project initiation document marks the conclusion of the initiation stage.

The particulars of a project charter consist of the project goals, existing constraints, appointment of a project manager, timeline to achieve deliverables, associated risks, available resources, and the budget.

After placing the goals into scope, you should proceed to identify stakeholders with their roles, range of influence, and communication requirements.

The charter does not touch on the technical details of the project.  It borders on the fringes of the idea as a whole. For example, suppose a luxury boat manufacturer plans to develop an electric boat. The initiation stage will not discuss details such as the design selection, source of power, or the capacity of the boat. Instead, the stakeholders will focus on developing the electric boat within a specified period and a predetermined budget.

2. Project Planning

This phase is where project managers earn their coin. They need to come up with solid plans that will guide the team to see through the project to its logical conclusion. A well-drafted project will be inclusive of how resources are to be acquired, the financing of the project, and the procurement of the required materials on each stage.

The project plan will direct the team on ways to achieve quality deliverables, how to cope with risks, and ways to communicate with the stakeholders and suppliers.

In this complex phase, project managers handle all operational requirements, functional requirements, and design limitations. There must be a plan for changes and the risks associated with the changes. To achieve this, they need to develop S.M.A.R.T and C.L.E.A.R objectives as defined below.

Smart goals help to vet individual goals with a fine comb.

• S- Specific. Should answer the questions who, what, where, when, why, and which.
• M- Measurable. Develop metrics that will assess the goals.
• A- Achievable. Identify critical goals and how to attain them
• R- Realistic. Create goals that are attainable within the prevailing conditions
• T- Timely. Have a specified timeframe to achieve the purpose(s) you have set.

 Modern organizations and businesses prioritize setting ‘clear’ instead of ‘smart’ goals. Clear goals mean:

• C- Collaborative. Goals should bring employees to work together
• L- Limited. It should have a limited time scope and be manageable.
• E- Emotional. If employees are passionate about the goals, then it is easy to get optimum output.
• A- Appreciable. Be able to break big tasks to small achievable tasks
• R- Refinable. You should be able to keep refining your goals as new situations arise. Have flexible goals that can adjust to changing tides.

As a standalone, Project Management refers to the experience, skills, knowledge, processes, and methods aimed at achieving the goal(s) of a project.

It involves critical planning, organizing, execution, and management of things as well as people. The aim of project management is to ensure that projects are concluded successfully. The project management basics can be summarized in four phases.

Phases/stages involved in project management

Even though it may appear tedious or complicated on paper, in reality, project management is a step by step process that guarantees projects are completed in time. It requires a series of logical stages to complete a project and achieve desired results and quality standards.

• Initiation Phase- It involves meeting the client (and/or stakeholders) to analyze and establish whether or not resources are available for the successful implementation of a project. At this stage, all the stakeholders should agree on the objectives and implementation of the project. Lack of clear objectives in the planning phase is a major contributor of project failures.
• Planning Phase- Developing the step to step details of what needs to be done during a projects life cycle.
• Monitoring and Execution phase- This involves the preparation of deliverables and gaining control of the progress of the project. To many people, execution is the most important part of the project cycle.
• Closing phase- It involves the review of finished contracts before full closure.

Examples of projects that often require project management

Projects refer to a series of activities needed to achieve particular goal. In essence, we deal with projects often in our day-to-day lives whether at home, work, or school. Some examples of common projects include

1. Construction, mining and quarrying projects

They usually involve industrial projects. What is common for such projects is that the fulfillment stage is conducted on a far off-site away from the contractor’s office.

Construction projects target to erect buildings, tunnels, roads, and bridges. As for mining, quarry and petrochemical management, the elements must be exposed to the site.

Projects of such stature bear special risks and often require huge capital investments, thorough management and tracking of progress as well as quality in the deliverables.

Projects of this magnitude may also be too complicated for one contractor to manage or risk managing. It is why the main players often act as a consortium at different phases of the project.

The communication is often laden with different specialists and complications may arise from this if the management is slack.

2. Manufacturing projects

These refer to the projects that aim to produce item(s) that have a special design and hardware. The final product may be a piece of equipment or machinery like ships, vehicles, aircraft, destroyers, submarines, etc.

Such projects are done in home-based environments or factories where the manufacturing companies practice spot on management.

In some cases, some projects may involve working away from the manufacturing plant. They may include installation, consumer training, service, and maintenance. Where the product is a complex product like an aircraft, different contractor companies may get involved at different stages. The companies involved may have overlapping international borders making communication and coordination a challenge between contractors.

The downside of massive manufacturing projects like this is that they attract high capital investments to run. Therefore it may be too complex for one contractor to see through the entire project to successful completion.

3. Management Projects

Every company regardless of the size will need management expertise at some point. Such incidences occur when companies have to relocate from headquarters, introduce or develop a new computer system, launch marketing campaigns and prepare for trade exhibitions.

Management projects also produce feasibility and study reports. An organizations restructuring or general coordination of company activities that produce measurable results.

The nature of managing projects is not openly discerned. Even though they may lack visible or tangible creation they are still dependent on their successful outcome.

For example, there are instances where an organization invests in a new computer system but fails to implement its use correctly. This may result in critical systems and operational breakdown that exposes the managers involved to public ridicule or professional discredit.

Therefore, effective project management should be executed with as much importance as you will a manufacturing project or a large construction and mining company.

4. Research projects

All research projects tend to follow the same principles regardless of whether it is an academic discipline or not. The intellectual deliverables cut across all subjects and disciplines. A dissertation must follow a predetermined format that includes the introduction, main body and have a conclusion.

A detailed research project must have a literature review, an investigation topic, and an analysis of research findings. 

Sometimes students encounter complex research projects that have multiple deadlines for different activities. The nature of such research projects may take many forms. There are tasks that must be performed consecutively. One task cannot begin until the previous is finished.

Other tasks can take place concurrently while others can be started without finishing the previous tasks but can never be completed without finishing the previous tasks. For example, you may analyze your data before you finish gathering the data.  

Research projects can be difficult when trying to establish the objective as the results may be unpredictable.

The objective of all projects

• Function

The end result must always satisfy the needs of the final user. If for instance, it is a race bike you are making, the objective will be to meet the standard safety protocols and performance of the race bike.

• Spend within budget limitations

It is important to complete objectives within the specified budget costs. Failure may lead to you having to charge more than your competitors with similar products.

• Time

Projects often are time-sensitive as the completion of one project may be tied to a launching date. If the project is to develop a car, then the completion date should coincide with the launch at the motor show.

The objectives of projects can be captured by the triple constraint, which is atrguably the single most important concept in project management. According to the theory, projects operate within the constraints of scope, time, and cost. A change in one of the variable will affect other variables. A project manager’s job is to balance the trade-offs of the various variables. The triple constraint is also referred as the project management tiangle and triple triangle.

In the end, all successful projects are judged by the success of each stage of the project’s life cycle. However complicated a project may appear, you should always determine your depth by laying out a solid plan that will be executed on time.

All factors considered. Project management is not a single entity like a tool or a person. Instead, it is a practice. Like all practices, the more you do them the more you become knowledgeable and a master of the practice.

The field of project management is wide and contains a plethora of concepts from project initiation to the project closure stage. Silvica has selected 21 questions from Module 1 questions of Australian Institute of Project Management. The answers are relevant to students and enthusiasts of project management 

1)            What Best defines a project?

A) A temporary endeavor undertaken to create a unique product, service or result

2)            List some three Characteristics of a project

a) Constrained by limited resources

b) Planned, executed, and controlled

c) Creates a unique product or service

3)            What is the ideal project structure?

1. a) There is no ideal structure

4)            What are included in the five PMBOK process group include?

a) Initiating

b) Planning

c) Executing

d) Monitoring and controlling

e) Closing

The Project Management definition, history, life cycle, and stakeholders roles

The capacity to deliver projects on budget, schedule and business goal is a vital advantage in the contemporary business environment. The good news is that the discipline of project management equips individuals with the skills necessary to handle such complex and timely assignments. It goes without saying that project management skills are a necessity for any modern professional.

We need to define a project before we talk about project management. A project refers to “a temporary endeavor undertaken to create a unique product, service or result.” (Project Management Institute). Every project has the components of objectives, timelines, budget, stakeholders and project managers.

What should be clear from the definition is that projects do not encompass routine day-to-day running of the organization. In many cases, the day to day runnings of organizations lacks a definite start and a finish time.

Silvica believes that every individual is a project manager in their own rights. Think about it.  We undertake different projects every day. Examples of projects that you undertake include moving houses, renovating a house or even planning a wedding. All the examples fit the examples of projects as they seek to create unique products in a specified period of time. Let us examine if a wedding has the five components of a project:  

1. Objective: Many objectives will involve making the occasion memorable (in a good way) for the bride and groom
2. Timeline: The wedding has to take place on the predetermined date
3. Budget: Many weddings have a budget that will determine the choice of venue, number of guests, types of décor, etc
4. Stakeholders: The bride and groom are the main stakeholders. Others include the officiator, guests, suppliers and so on.
5. Project manager: the wedding planner

An understanding of what a project entails gives us the necessary background of understanding project management

THE DEFINITION AND RATIONALE OF PROJECT MANAGEMENT

The Project Management Institute defines project management as “application of knowledge, skills, tools, and techniques to project activities to meet the project requirements” Like the mainstream management, project management draws from the areas of integration, scope, time, cost, quality, procurement, human resources, communication, risk management, and stakeholder management. However, project management differs from mainstream management in the sense that it focuses on goals, resources, and schedules for each project.

Many accomplishments in the history of mankind are attributed to project management. The Great Wall of China and the Pyramids of Giza must have incorporated project management techniques. Nevertheless, modern project management techniques have their origins in the 19^th century when railway companies were employing thousands of people to work on the transcontinental railroad. Frank Taylor and Henry Gantt further developed the concepts. In World War II,  military and industrial leaders employed even more standardized project management tools like critical path methods.

The popularity of the practices was apparent that in the 1960s, The International Project Management Association and Project Management Institute were established. With the development of ICT and artificial development, project management keeps evolving.  

Common terms and phrases used in project management include:

Project process: A step or set of steps on the path to completing a project

A project phase: is a mini-project in its own right

A methodology: is a body of common practices, procedures, tools, and techniques

A PMO (Project Management Office): defines and maintains standards for project management within the organization

A project portfolio: is a collection of projects or programs and other work that are grouped together to facilitate effective management

Grants could come from the government, foundation, or corporation. Almost all sponsors have specific guidelines on how they would want you to submit the proposal. However, most of the time, grants require similar information. Sections of grant proposals that you are most likely to encounter in any grant proposal are listed below.

Every organization understands that writing grants is such a tall order. I have encountered organizations that have written grants in their dozens to no success, while some have quite impeccable success rates. Perhaps, debunking some of the myths in grant writing could increase your chances of attaining success.

Silvica has compiled 11 myths on grant writing that we think are pertinent. Read and review: