Tag: Project Management

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Enhance your workflow: transitioning to a PMO Role

Entering a role within the Project Management Office (PMO) provides a unique opportunity to expand your impact across an entire organization. PMOs have evolved significantly, moving beyond their traditional focus on governance and compliance to become critical players in aligning projects with strategic organizational goals. They serve as centers of excellence, fostering the professional growth of project managers and playing an integral role in driving technological and cultural advancements. 

Engaging with a PMO allows you to contribute to these strategic initiatives and gain insights into how project management practices can deliver organizational value. PMOs are pivotal in creating an ecosystem where both current and future projects can thrive, offering resources and expertise in areas like financial management, human resources, and communication. 

By working within a PMO, you’ll have the chance to support executives in portfolio management and strategic decision-making, ensuring that projects align with the broader organizational vision. The role offers a broader scope of influence, bridging the gap between individual project execution and overarching organizational objectives. 

For project managers eager to broaden their horizons, a role in the PMO provides the ideal platform to leverage their skills on a larger scale, making a meaningful impact on the organization’s strategic direction.

Distinctions between Project Managers and PMO Supervisors

Project Managers and PMO supervisors each play crucial but distinct roles within an organization. A Project Manager’s primary focus is on the execution and delivery of individual projects, ensuring they meet specific goals and adhere to set timelines and budgets. They are deeply involved in the day-to-day operations, from planning and resource allocation to risk management and stakeholder communication.

On the other hand, PMO supervisors operate at a higher level, overseeing a collection of projects or an entire portfolio. Their role is more strategic, aiming to align these projects with the organization’s long-term goals and objectives. This involves setting project management standards, establishing methodologies, and ensuring that all projects adhere to these guidelines. PMO supervisors work closely with executives, providing insights and data that inform strategic decisions, and they often play a key role in portfolio management.

Additionally, PMO supervisors serve as mentors and resources for project managers, offering guidance and support to ensure the successful delivery of projects. They are responsible for creating an environment where best practices are shared, and continuous improvement is encouraged. Through this support, PMO supervisors help elevate the overall quality and effectiveness of project management within the organization. 

In essence, while Project Managers focus on the tactical aspects of individual projects, PMO supervisors are concerned with the strategic oversight and alignment of multiple projects, driving broader organizational success.

Steps to move into a PMO position

  1. Transitioning into a PMO role requires a thoughtful and proactive approach. Start by networking with PMO practitioners within your organization. This helps you gain insights into the PMO’s functions and opens doors for potential opportunities. Clearly communicate your interest in transitioning to a PMO role, and don’t hesitate to ask about projects where your skills might be of value.
  1. Consider taking on responsibilities that align with PMO activities. This hands-on experience is invaluable for building your expertise in areas relevant to PMO functions. Look for internal development programs that focus on PMO competencies. These programs can provide you with the necessary knowledge and skills to navigate PMO responsibilities effectively.
  1. Volunteering to assist with PMO initiatives is another practical step. By contributing to specific projects, you can demonstrate your commitment and gain a deeper understanding of PMO operations. This proactive involvement not only showcases your initiative but also allows you to build relationships with key stakeholders.
  1. Pursuing professional certifications, such as the Project Management Professional (PMP)® certification, can further bolster your qualifications. These certifications validate your expertise and dedication, giving you a competitive edge when vying for PMO positions. They signal to your organization that you are well-equipped to handle the strategic responsibilities that come with a PMO role.

By strategically networking, seeking relevant development opportunities, and gaining hands-on experience, you can effectively position yourself for a successful transition into a PMO role.

The value of professional certifications

Earning professional certifications, such as the Project Management Professional (PMP)® certification, can be a game-changer when aiming for a PMO role. These certifications act as a formal acknowledgment of your skills, knowledge, and dedication to the field of project management. They can significantly enhance your credibility and marketability within your organization and industry. Certifications demonstrate a high level of expertise and a commitment to adhering to industry standards and best practices.

One of the key advantages of holding a certification is the confidence it instills in your colleagues and superiors. When you are certified, it signals that you possess the competencies required to manage complex projects and drive strategic initiatives. This can be particularly valuable when transitioning to a PMO role, where the scope of responsibilities is broader and more strategic. The rigorous process of obtaining a certification also equips you with up-to-date knowledge and skills, which are crucial in the ever-evolving landscape of project management.

Additionally, professional certifications often open the door to networking opportunities. Being part of a certified community can connect you with like-minded professionals, fostering relationships that can be beneficial for career growth and knowledge sharing. Moreover, many certifications require ongoing education to maintain, ensuring that you remain current with industry trends and advancements. This commitment to continuous learning and improvement aligns well with the strategic and adaptive nature required in a PMO role.

Essential skills for effective PMO leaders

For PMO leaders, several core skills are essential to drive success and align projects with organizational goals. First, strategic thinking is critical. It enables you to connect project management activities with the organization’s long-term objectives, ensuring that each project delivers measurable value. Effective communication is also vital. Being able to articulate changes and project updates clearly and persuasively to executive leaders helps secure buy-in and facilitates smoother transitions.

Collaborative leadership is another key skill. It involves bringing together diverse teams and stakeholders to work toward a common vision. This requires not only managing conflicts but also fostering an environment where everyone feels their contributions are valued. Building and maintaining strong relationships with stakeholders is equally important. This skill helps you understand their needs and expectations, enabling you to tailor project approaches to meet those needs effectively.

Additionally, problem-solving and adaptability are crucial in a PMO role. The ability to quickly assess issues and pivot strategies as needed ensures that projects stay on track despite unforeseen challenges. Lastly, proficiency in financial management and resource allocation ensures that projects are executed within budget and that resources are optimally utilized.

By honing these skills, PMO leaders can effectively guide their teams and projects toward achieving organizational success, making a meaningful impact on both individual projects and the broader strategic objectives of the organization.

Key technical skills required for PMO success

To excel in a PMO role, possessing a robust set of technical skills is paramount. Proficiency in project management software, such as Microsoft Project or Jira, is essential for efficient project planning, tracking, and reporting. These tools enable PMO leaders to maintain oversight of multiple projects, ensuring they stay on schedule and within budget. 

Knowledge of portfolio management software is also critical. These tools help in prioritizing projects, allocating resources effectively, and aligning projects with strategic business goals. Familiarity with data analysis and reporting tools, like Power BI or Tableau, can provide valuable insights into project performance and highlight areas for improvement.

Understanding financial management principles is another key skill. PMO leaders must be adept at budgeting, forecasting, and financial reporting to ensure that projects are financially viable and contribute to the organization’s bottom line. Proficiency in resource management software is equally important, as it allows for the optimal allocation and utilization of resources, preventing bottlenecks and ensuring smooth project execution.

Additionally, strong technical documentation skills are crucial. Creating and maintaining comprehensive project documentation ensures that all stakeholders are informed and that there is a clear record of project progress and decisions.

Incorporating these technical skills into your PMO toolkit not only enhances your ability to manage complex projects but also positions you as a strategic partner in achieving organizational objectives. By leveraging these technical capabilities, you can drive efficiency, innovation, and overall project success.

The need for lifelong learning and adaptation

Project management is an ever-evolving field, requiring leaders to stay updated with the latest methodologies and best practices. Continuous learning enables PMO leaders to navigate the complexities of modern projects, adapt to new challenges, and implement innovative solutions. This proactive approach to education helps in mastering emerging technologies and methodologies, which are crucial for staying competitive. 

Embracing lifelong learning cultivates a mindset of growth and adaptability. It empowers leaders to tackle unforeseen challenges with confidence and agility. Engaging in regular training, attending industry conferences, and participating in professional development courses can all contribute to this growth. This commitment to learning also fosters an environment of continuous improvement within the PMO, encouraging team members to elevate their own skills.

Furthermore, staying current with industry trends and advancements can enhance your ability to drive strategic initiatives. It allows you to identify new opportunities for process improvements and efficiency gains, ultimately contributing to the organization’s success.

Feel free to explore our extensive project management certification classes and learning materials to assist you on your journey.

Links:

Easy and effective tools for stakeholder analysis:https://youtu.be/eT_u6Rp3tcs?si=qW9L1mruGBEU7Aaz

3 ways to lead with emotional intelligence: https://youtu.be/9dLYMHQsblA?si=_CQztA2upPvCjsYg

RMC Learning Solutions CAPM/PMP Certifications: https://rmcls.com/project-management/

Project management fundamentals: https://rmcls.com/project-management-fundamentals/

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Peterson’s LLC Successfully Completes Acquisition of RMC Learning Solutions

FOR IMMEDIATE RELEASE

Peterson’s LLC Successfully Completes Acquisition of RMC Learning Solutions

Denver, January 25, 2024 – Peterson’s, a long-standing leader in test preparation and educational publishing, is thrilled to announce the successful completion of its acquisition of RMC Learning Solutions. This strategic move represents a pivotal moment in Peterson’s growth strategy and underscores its commitment to innovation and expansion in credentialing markets.

The acquisition of RMC Learning Solutions, a highly respected project management education company known for its PMP, CAPM, and Agile prep, positions Peterson’s to deliver enhanced value to customers and clients. The melding of resources and expertise is expected to drive synergies between organizations.

“We are excited to welcome RMC into the Peterson’s family,” said Mo Lam, President at Peterson’s. “This alignment brings together two entities with a shared commitment to excellence, and we believe it will propel us to new heights in terms of product service offerings and delivery channels.”

Key personnel from RMC are joining Peterson’s, bringing with them a wealth of talent and experience. This infusion of new perspectives is anticipated to further enrich the collaborative culture of Peterson’s and contribute to its ongoing success.

For media inquiries or further information about the acquisition, please contact:

Elizabeth Barry
VP Operations
Peterson’s LLC
pr@petersons.com

About Peterson’s:
Peterson’s is a leading educational publisher dedicated to furthering education after high school and beyond. From culinary school to medical school–and everything in-between–Peterson’s helps you discover, prepare for, and fund your education. www.petersons.com

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How to Prevent Project Scope Creep

Project manager using post it notes on white board to manage scope creep

Scope creep happens when a project’s scope is changed or additional requirements are implemented.  It happens after the start of a project, and you don’t really have any control over it. Although you know changes are likely to occur at some point during any project, the lack of control that comes with changes can be very stressful.

More specifically, scope creep occurs when changes to a project haven’t been authorized, and when the effects of those changes haven’t been addressed. Worse yet, you’re still required to achieve the project’s goals with the same schedule, budget, and resources that you had before the changes were made.

All of this might mean that you’re unable to meet the original authorized aspects of your project on time, and it might cause the project to fail unless you know how to tackle changes in scope. Continue reading How to Prevent Project Scope Creep

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What Careers Require CAPM Certification?

Group of colleagues at a conference table discussing getting their CAPM certification

The CAPM certification is a great way to explore a career in project management.  Becoming a Certified Associate in Project Management can also help take your existing career in a different direction, allowing you to earn a higher salary and gain more recognition. If you’ve decided to get your CAPM certification, Rita Mulcahy’s CAPM exam prep book is an excellent tool to help you prepare and pass the exam on your first try. If you haven’t made up your mind, let’s cover the CAPM benefits and career options.

CAPM Jobs and Career Opportunities

  1. The Benefits of the CAPM
  2. The CAPM 2023
  3. What Types of Jobs Can You Get with a CAPM?
  4. How to Get Your CAPM Certification
  5. Level Up Your Project Management Skills

A Brief Look at the Benefits of the CAPM Certification

More and more opportunities are opening in the field of project management. In fact, by 2030, 2.3 million new project management professionals will be needed each year to meet demand. Therefore, you’ll want to differentiate yourself from other candidates who are also looking to fill these positions. Even if you have little to no experience as a project manager, preparing for this certification can give you the know-how and confidence to get your CAPM.  This certification will help you build the core project management skills and best practices to take a project from start to finish.

In addition, it’s also a great place to start if you’re already a project manager but you want to handle more complex projects and larger teams.  Becoming a CAPM is a wise move.

The CAPM 2023

PMI has announced that the CAPM will be changing. The upcoming exam change will align the work of entry level professionals on project teams to the new exam content.

The CAPM certification will test your understanding of predictive, adaptive, and business analysis principles skills across four domains in the Examination Content Outline. The 2023 exam change will be significant.  Almost 50% of new questions will cover agile and business analysis principles.

Project Management Fundamentals and Core Concepts Domain:

This domain represents 36% the questions on the CAPM exam.  Therefore, you’ll be expected to understand multiple project lifecycles, project planning tasks, project roles and responsibilities, and common ways to problem solve.

Predictive Plan-Based Methodologies Domain:

This domain represents 17% of the CAPM certification exam. So, you’ll be tested on your understanding of when and how to use a predictive project approach including how to schedule and control plan-based projects.

Agile Frameworks and Methodologies Domain:

This domain represents 20% of exam questions. You will need to understand how and when to use an adaptive approach, what’s in an adaptive plan, planning project iterations, documenting project controls and managing tasks.

Business Analysis Frameworks Domain:

This domain represents 27% of exam questions.  You’ll need understand business analysis roles and responsibilities and how to conduct stakeholder communications, gather and validate requirements, define a product roadmap, and how to adapt business analysis process based on the type of method used for the project.

What Types of Jobs Can You Get with a CAPM?

With your CAPM certification, a variety of doors will open when you’re ready to start a new career or enhance an existing one.  In project management, you can consider pursuing positions like the following.  Keep in mind that these aren’t the only career paths that are possible with a CAPM.

CAPM Careers and Salaries

  • Junior project manager – you plan and organize projects, as well as direct and lead teams, for a company, but you’ll likely work under the direction of a senior project manager. Average Annual Salary: $72,200
  • Senior project manager – you use your previous experience and high-level skills to lead more than one project at once or lead more complex projects. Average Annual Salary: $104,400
  • Technical project manager – you work on various projects, ensuring they’re completed correctly, while also acting as an expert when it comes to technology needs and requirements. Average Annual Salary: $113,000
  • Associate project manager – you will likely assist higher level project managers and program managers, working on a variety of tasks to help complete large projects. Average Annual Salary: $67,000
  • Program manager – you come up with a strategy for a program, and you oversee multiple projects to ensure a business initiative is met. Average Annual Salary: $92,000
  • Project coordinator – you take care of smaller aspects of bigger projects while working under the direction of a project manager to help complete projects within budget and on deadline. Average Annual Salary: $55,000
  • IT Project coordinator – you compile project status reports, coordinate project schedules, and analyze systems requirements. Average Annual Salary: $68,000

In addition to the positions described above, individuals who have a CAPM certification might also be able to pursue jobs as consultants, PMO specialists, business analysts, and more.

Careers That Require or Prefer CAPM Certification

  • Acquisition program analyst
  • Senior project management analyst
  • Management and program analyst
  • Project controls analyst
  • Senior project management consultant
  • Project consultant
  • Enterprise architect
  • Deputy project manager
  • IT project manager
  • Agile project manager
  • Support technical manager
  • Infrastructure project manager
  • Project controller
  • Program delivery coordinator

See? It really is worth it to put the time and effort in to get this credential on your resume!

How to Get Your CAPM Certification

To meet the CAPM requirements, you need:

  • a secondary degree, which could be a high school diploma, associate’s degree, or the global equivalent
  • complete 23 hours of project management education by the time you take the CAPM certification exam

The next step is to prepare to take the exam offered by PMI.  Check out our virtual exam prep courses offered by RMC Learning Solutions. It is one of the fastest ways to prepare for the exam have you interact with an instructor in real-time. For example, with the Live Online class, you get the full RMC CAPM Exam Prep system including Rita’s CAPM Exam Prep Book, FASTrack exam simulation software, and Hot Topics flashcards, as well as the workbook from the course and follow up support if you need it.RMC instructors will guide you through everything that you need to know to successfully pass the CAPM certification exam on your first try. Importantly, by learning what you need to know for this exam, you’ll also develop skills that will make you a more effective project manager.

If you want to prep online at your own pace, consider our CAPM eLearning course. Our popular self-study options including our CAPM Exam Prep book,  CAPM exam simulator or our CAPM Exam Prep System. 

Level Up Your Project Management Skills

Any certification in project management can help you go farther than you would without it. But if you aren’t quite ready for more advanced certifications, like the Project Management Professional (PMP), the CAPM certification the ideal place to start your journey.  Given the anticipated exam change, now is the perfect time to consider getting your CAPM certification. 

Check out RMC’s CAPM certification exam prep courses, practice exam simulation and self-study options to help you pass the CAPM on your first try!

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How to create a project communication plan

Woman writing a project communication plan

Creating a clear communication plan can help you effectively collaborate with your team, client, and stakeholders. Like other tools that you’ll use for the duration of a project, this plan will set straightforward guidelines that everyone will follow to stay on the same page as they work on meeting goals.

What’s a Project Communication Plan?

This plan outlines the methods that will be used to share information (think: meetings, emails, phone calls, status reports, discussion boards, etc.). And it also covers when information will be shared, who will be sharing it, and who will be receiving it. Plus, it gives everyone the opportunity to provide critical feedback that can help ensure a project’s success. Continue reading How to create a project communication plan

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Create a Project Charter in Project Management

Young man creating a project charter

The project charter is a critical element of the project management process.  The charter is one of the first steps in initiating a project.  It is the tool allowing you to gain “buy in” on the project and its goals. Given its purpose, the charter should have minimum jargon and be easy to read.

 

Creating a Project Charter

  1. What Is a Project Charter?
  2. What Are the Benefits of Using a Charter?
  3. What to Include in A Project Charter

 

What Is a Project Charter?

The project charter is a document created by the project manager (along with the resources available). It is issued by the project’s sponsor and authorizes the project, giving the project manager authority to do their work. The charter is a high level description of , a target that must be met.The project has to be plans the project to reach that target.

 

Contained in the charter are the high-level scope and direction for the project, as well as other constraints and objectives that a project must meet in order to build that scope and be  considered a success. The information in the charter is the basis of the more detailed project management plan used to keep everyone focused on what needs to be achieved throughout the life of the project.

 

What Are the Benefits of Using a Charter?

A project charter provides the basis for the project manager and the team to know what problem they will solve or opportunity they will  take advantage of for their organization. Beyond that, a project charter provides the following benefits:

 

  • Formally authorizes the project to continue
  • Gives the project manager authority to spend money and commit resources on behalf of the organization
  • Provides the high-level project  requirements
  • Links the project to the ongoing work for the organization

 

What to Include In a Project Charter

Following are a list of items you should have in your project charter:

 

  1. A high-level description of the project. It should include the business case with the financial or other basis justifying the project.
  2. Establishment of a clear view of the initiative’s organizational value by addressing the business case and maintaining focus on meeting project objectives.
  3. dentification of  pre-assigned resources that may influence how the project will be planned. Some projects come with constraints on the number, location, or type of resources.
  4. identification of the key stakeholders who will affect or be affected by the project or product, as well as their known requirements.
  5. High level documentation of the major deliverables and the end result of the project as part of the product description.
  6. The intended end results of the project.
  7. Any known project constraints, such as time cost, scope, quality, resources, communications, risk, or stakeholder expectations. These may limit how the project is delivered.
  8. Known organizational, team or stakeholder assumptions.These will be tested , during planning, and updated throughout the project.
  9. Finally, the charter should describe project objectives in measurable terms, along with how the project will be evaluated for success or failure, who will sign off where necessary, and the authority level assigned to the project manager.

 

A charter including all this allows for the development of a project management plan that thoroughly defines the project, defines “done” and helps ensure a clear picture of what constitutes the end of the project.A

 

A Charter’s Big Impact on Your Project

Keep in mind that the project charter serves as a definition of how success of the project and the project manager will be measured. Therefore, without a charter, a project’s success, efficiency, and effectiveness are often difficult to measure.

 

If you are looking for additional resources about a project charter or other project management techniques,  get RMC’s Project Management Fundamentals book.  Our online book breaks down the tools and techniques every successful project manager should know and use in a predictive project environment.

 

Given its purpose and original (management) audience, the project charter should have a minimum of jargon, to be easy to read. It is a critical element of the project management process,  and is one of the outputs of project initiating .  It is essential to gaining buy in on the project and its goals.

 

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Project Manager vs. Project Leader: Which Are You?

Two project managers at table discussing a project

As a professional in project management, you don’t only manage projects, you also lead teams. So, being able to work as both a manager and a leader can help you excel and really stand out in the workplace.

It’s worth taking some time to uncover the things that differentiate a manager from a leader. After all, some people who are leaders might not make the best managers, and vice versa. But if you’re determined to be both, you can hone your skills to manage and lead more effectively.

Take a look at the information below on managers vs. leaders to figure out which one you are, and to gain a clearer picture of what you might need to do to advance your career.

Project Managers: Experts at Planning and Executing Projects

Outstanding project managers are capable of thinking strategically and solving problems creatively. And, as a manager, you need to be able to plan ahead, while also adapting quickly to changes that might occur throughout the duration of a project.

Managers are responsible for delegating tasks and responsibilities to those on their team. So they need strong interpersonal skills and communication skills to be able to get their message across, motivate others, and provide extra guidance to those who need it.

Put simply, the top managers have what it takes to get things done right. They know how to plan and organize a project, as well as how to control every part of a project until it’s completed according to stakeholders’ expectations.

Project Leaders: Experts at Inspiring and Motivating Others

Project leaders have a vision that they want to achieve. And they know how to motivate, encourage, and inspire others so that they, too, will want to bring that vision to life.

If you want to be a standout leader, others need to view you as responsible and trustworthy. Leadership goes beyond developing a plan, delegating tasks, and coming up with creative solutions to problems that might arise.

As a leader, you also need to be a good communicator and listener who takes feedback seriously. And if you can master the art of remaining positive even when things aren’t going according to plan, you can keep the members of your team going strong as well.

Key Differences Between Project Managers and Leaders

Even though they might seek the same end result, managers and leaders tend to take different approaches when working on a project.

Managers are known for:

  • Directing and instructing their team members
  • Being driven by the tasks that need to get done in order to finish a project
  • Being more controlling and rule oriented when working with others
  • Working towards minimizing and controlling risks
  • Thinking about the short-term
  • Planning details and then telling others about them
  • Having objectives that need to be met
  • Using control and consequences to get team members to complete tasks

Leaders are known for:

  • Coaching and encouraging their team members
  • Driving their overall mission and the purpose of a project
  • Being more inspirational and innovative when working with others
  • Willingness to take risks
  • Thinking about the long run
  • Setting a direction for a project and selling others on it
  • Having a vision that needs to be fulfilled
  • Trusting others to get the job done right

So, Which One Are You? And Are You Ready to Improve?

Whether you currently identify as a project manager or a leader, you can improve your skill set or change course completely when you pursue the right education and certification in the world of project management. It’s entirely up to you to decide which classes you want to take, but know that RMC Learning Solutions is there for you at every step.

The bottom line is this: managers and leaders play integral roles in business. And they do share many of the same qualities. After all, the goal of any solid manager or leader is to work effectively with others. They both strive to complete projects on time and according to expectations, and keep stakeholders and customers happy. They just happen to employ differing methods, but one type of professional isn’t necessarily better than the other, as they both hold value.

RMC offers virtual classes, along with eLearning courses and self-study products, that can help you become a more effective manager and leader. Whether you want to become certified in project management or you want to improve your skills in leading others, there’s a class for you!

Sources:

https://www.projectmanager.com/leadership-in-project-management

https://fairygodboss.com/career-topics/leadership-vs-management

https://www.resourcefulmanager.com/leaders-vs-managers/

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Six Tips for Planning Your Project Communications

Two coworkers planning their project communications plan on their computer

Having a well-thought-out and documented plan at the beginning of a project is important. The plan can often mean the difference between success and failure. As a project manager, you need to care about project communication. Too often project managers (PMs) approach their projects without planning communications. They may focus all their efforts on issuing status reports. Status reports are important. Unfortunately, all they do is describe where your project currently stands. Status reports don’t address the communication needs of the project from beginning to end. Given how crucial communication is to the project and project team, a failure to plan can lead to misunderstandings, rework, and other problems.

Planning communication on the project doesn’t have to be elaborate, but it does require some thought. You need to consider all the exchanges of information required of you and everyone involved on the project. Doing so will keep the project deadline on track. A plan can help you prepare for any obstacles the project encounters along the way. Such planning will guide you and the team in creating information that is clear and understandable. It will help you reach the right people and allow stakeholders to act when necessary.  Here are six ways to consider as you plan your project.

Six Communication Planning Tips

  1. Think How to Communicate: Think through the different types and methods available.  Make sure you choose the best approach for each item that needs to be communicated. Information can be communicated in different ways—formally or informally, written or verbal—and through a variety of methods. It’s important to consider what approach to use for the different information exchange needs of the project.
  1. Analyze Stakeholders’ Communication Requirement: Keep in mind the phrase “to each their own.” Ask your stakeholders how they prefer to give and receive information. Try to follow their preferences within reason. As the PM, you will likely need to communicate to individuals on your team using several different methods. Although this may mean extra work, it can be worth the effort if it prevents problems. Miscommunication can be avoided by asking a simple question like, “How would you like me to pass this information to you?”
  1. Consider the Company Culture and Existing Systems: You also need to take the company’s culture and expectations into consideration when planning project communications. If people in the organization are resistant to technology, for example, that will impact your thinking about what types of tools or software to include on the project. Similarly, the company may already have existing systems and programs in place. You’ll want to make use of for communicating.
  1. Refer to Lessons Learned from Past Projects: There’s no need to reinvent the wheel. Instead, draw on existing procedures, issues, and lessons learned from past projects. Assessments of what has and has not worked in the past can be a great help for planning.
  1. Take Advantage of Available Technology: Modern collaboration tools such as Trello and others can help keep project communication and the team organized. Such tools help the team track progress on deliverables. They allow the team to communicate about the schedule and other project concerns. These might document deadlines, ownership of tasks, updates, and the time required to complete tasks.
  1. Follow the Plan: Make sure everyone knows about the plan and how important it is to the project. Then, follow the plan in your own approach. Constantly refer the team back to the plan until the habit becomes ingrained.

RMC is Here to Help

You can’t plan for everything, and many unique situations will surface throughout your projects that you may not have anticipated. But planning and documenting in advance how you’ll communicate on a project—including how you’ll communicate around these unexpected situations—will help your projects run more smoothly.  Whether you are a new or experienced project manager, project communications can be a struggle.   If these tips aren’t enough, check out RMC’s Project Communication and Stakeholder Engagement eLearning course.

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Breaking Down the Project Charter

Two business women working on a project charter on the computer

Projects are most successful when there is written and approved authority for the project manager to plan and organize work. A project charter should be created by the project manager from input gathered from the sponsor(s) and the key stakeholders.

The project charter includes documentation of the project’s goals and the definition of the high-level project and product descriptions. The project manager uses the project charter throughout the project to make certain the business case and the project objectives can be met. Therefore, the charter becomes the mandate allowing you to gain “buy in” on the project and its goals. Given its purpose, the charter should have minimum jargon and be easy to read. There are additional benefits of the project charter.

The project charter should be broad enough that it does not need to change as the project progresses. Any change to the project charter should call in to question whether the project should continue.

Elements of a Project Charter

As we walk through the elements you will need to create a project charter, these sections are not exact as a charter should be tailored to meet the needs of the business and project.  Use these components to get you started.

Project Title and Description: The project title and description define What is the Project.

Project Manager Assigned and Authority Level:Includes the name and title of the project manager.  It answers the question, “To what extent can the assigned PM make decisions?” For example, can the project manager approve budget changes, change the schedule, and approve staffing assignments? Keep in mind that when the project is underway is not a good time to find answers and make such decisions!

Business Case: The business case should answer the business need for doing a project. It describes how the project links to the organization’s high level strategic goals. How will the project bring value to the business? On what financial or another basis can we justify doing this project? Understanding the business case will impact the way the project is managed and outlining it in the project charter is essential.

Resources Preassigned:  Have team members or other resources been assigned by management? How many or which resources will be provided? These preassigned resources must be considered when estimating and planning.

Stakeholders: Stakeholders are any people or organizations whose interests may be positively or negatively impacted by the project or the product of the project.  To help identify stakeholders, for the project charter, ask “Who will affect or be affected by this project, as known to date?” It includes all employees by department as well as outside representatives. Identifying all stakeholders early in planning may avoid costly changes later in the project.

Stakeholder Requirements as Known: What high-level requirements related to both the project and the product scope. Note that stakeholder requirements define decisions about the business needs, goals and objectives from the perspective of their role in the business. Further work to clarify and finalize requirements will come later.

High-Level Product Description/Key Deliverables:  The project charter defines what specific product deliverables are wanted, and what will be the result of the project? A measure of project success is that all the deliverables are met.

High-Level Assumptions: What do stakeholders believe to be true and reliable for the project, which may not be true? What do we believe to be the case but do not have proof or data for? Assumptions need to be reviewed throughout the project, since an assumption that is proven not to be true may cause changes in scope and other parts of the project management plan.

High-Level Constraints: What factors may limit the team’s ability to deliver the needed result of the project? What boundaries or parameters will the project have to function within?

Measurable Project Objective(s): These are a statement what is expected from the project. These should have metrics and specific values used to measure project success.  Objectives must be measurable to prove project success. And these objectives will depend on the defined priority of the project constraints.

Project Approval Requirements: What items need to be approved for the project, and who will have sign-off authority? What designates success?

Overall Project Risks:A project charter defines the overall opportunities and potential threats that could impact the project? Additional risks, as well as strategies to deal with them, will be documented later in planning.

Project Exit Criteria: What needs must be met so that the project manager will be able to close or terminate the project or phase?

Project Sponsor Authorizing This Project: The project charter requires a signature to give authority and make the project official. Depending on the environment in which your project will be completed, there could be more than one signature on the project charter.

More Project Charter Help

The project charter should contain all the elements described above. They can be abbreviated or elaborated upon depending on the organization’s culture, environment, level of planning, project management maturity, and best practices. It can also depend on the size of the project.

Overall, a successful project begins with a well written project charter that can be used to sell your project, measure progress, is a reference point for avoiding and settling disputes and a guide to keep the projects end solution as the focal point.

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Identifying Project Stakeholders in Project Management

African American project stakeholder

Effective project management requires detailed stakeholder identification to be performed. While the project manager needs to be the expert in project management, they rely on certain stakeholders to serve as experts in what needs to be done and how it should be accomplished. Stakeholders are important throughout the lifecycle of the project. Once identified, you need a plan to manage their expectations and their level of engagement and influence.

In a previous post, we covered the essential element, create a project charter. A charter should identify key project stakeholders, but this is only on the high level, so let’s dive into what it takes to effectively identify all your stakeholders.

Identifying Project Stakeholders

  1. Who Are Stakeholders?
  2. Types of Stakeholders
  3. How to Work with Stakeholders Successfully
  4. Stakeholder Engagement Skills

Who Are Stakeholders?

Stakeholders are people and organizations who:

  • Are involved in or impacted by the project or product
  • Can positively or negatively impact the project or product

It is important to identify anyone who can affect, or be affected by, the project or the product. Anyone who has any interest in the project, including those who might be opposed to the project or portions of it, are also stakeholders. To help you identify more people, ask them: “Who do you think are the stakeholders?” You don’t want to miss any.

Also, when identifying individuals and teams, the project manager must elicit, document, and evaluate stakeholders’ product, project, and project management requirements and expectations. These must be evaluated against the charter and project management plan to make sure the project stays within scope, builds the needed solution, and delivers to the business need.

Types of Stakeholders

There are several types of stakeholders.  The most common are internal or external stakeholders.

Internal stakeholders work within an organization. They include the project manager and team, customer, and sponsor.  It can also include individuals and groups you may not have considered such as board members and investors, other project managers or the Project Management Office.

External stakeholders work outside the organization but still have impact or interest in a project. These can include regulators, consultants, sellers, end users, customers, partners, competitors, shareholders, and other financial institutions.

Stakeholders may be actively involved in the project work or may fulfill or may fill an advisory role.

How to Work with Stakeholders Successfully

Successful project managers identify and properly involve key groups and individuals in the project planning process, and continually engage those stakeholders throughout the project as well.

Good project managers also understand their stakeholders’ requirements, expectations, influence, and impact, and use that analysis and planning to engage them throughout the project and in balance with project constraints. Since stakeholders play an important role in all aspects of projects, here are some ways you can involve them:

  1. Identify all stakeholders: Identify all of them as early as possible. Discovering them later in the process will likely request changes which can impact your project.
  2. Determine their requirements and expectations: We have already discussed the need to gather requirements but is essential to obtain all requirements before work begins. Expectations are more ambiguous than requirements. Expectations can include what stakeholder thinks will happen to them, their department, or the organization because of the project.
  3. Determine their interest: What is each stakeholder’s level of interest in the project. This information will help you structure the work, roles, and responsibilities to maximize engagement.
  4. Understand their level of influence and authority: A stakeholder’s influence and authority can affect the work and outcome of the project. It is important to gather and analyze this information you can leverage it to the benefit of the project.
  5. Plan to engage and communicate with stakeholders: Planning is a key to project management. You’ll want to create a plan to engage and keep stakeholder involved in the project. You will also want to plan your communication to get them to convey their thoughts and concerns to help prevent problems.

Stakeholder Engagement Skills

Balancing the science and art of project management requires that project managers know how to collaborate with key individuals and groups and meet their expectations. Developing these skills is vital successfully delivering projects.

Want to learn more about working with stakeholders? Consider RMC’s Project Communication and Stakeholder Engagement eLearning course.  This course teaches you how to identify stakeholders, discover their expectations and requirements, and how to propose modifications.

If you want to enhance your project management knowledge, RMC has synthesized our project management expertise into the essential elements of Project Fundamentals.  Learn new concepts with thoughtful exercises and content in our Project Management 2-day instructor-led virtual class. Our PM Crash eLearning course allows you to learn the fundamentals of project management any time, anywhere.

RMC also offers a FREE webinar on Stakeholder Engagement Analysis Tools that discuss how to use the variety of tools that can help with stakeholder engagement.

Sources

https://www.indeed.com/career-advice/career-development/stakeholders-in-the-workplace