Let\u2019s get started.<\/p>\n\n\n
![\"\"](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/Project-Management-Best-Practices-main-cover.webp\")
<\/figure>\n<\/div>\n\n\n- \n
- Project management best practices depend on the scope and complexity of projects, as well as the company\u2019s needs, workflow, schedules, deliverables, and activities.<\/li>\n\n\n\n
- Document standards, requirements, and metrics for the best results in implementing your project.<\/li>\n\n\n\n
- Define organizational roles, monitor project progress, and track team time to achieve your objectives. <\/li>\n\n\n\n
- Figure out project risks that may make a big mess and resolve them by establishing a risk response schedule.<\/li>\n<\/ul>\n\n\n\n
Practice #1: Create a business case for your project<\/h2>\n\n\n
\n![\"#1](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/1-Create-a-business-case-for-your-project.png\")
<\/figure>\n<\/div>\n\n\nTo set your project up for success, you need to create a business case<\/a>. This simply means that you detail and specify all your:<\/p>\n\n\n\n
- \n
- Short-term and long-term goals, <\/li>\n\n\n\n
- Resources, like workforce<\/a> and budget, and<\/li>\n\n\n\n
- Issues that may arise along the way.<\/li>\n<\/ul>\n\n\n\n
When you compile your business case, you\u2019ll get a bird\u2019s-eye view of how a specific project fits into your company portfolio and future business endeavors. <\/p>\n\n\n\n
According to the Association for Project Management<\/a>, a business case should include the following elements:<\/p>\n\n\n\n
- \n
- Strategic context<\/strong>: what makes this project unique in providing change?<\/li>\n\n\n\n
- Economic analysis<\/strong>: what\u2019s the return on investment after considering the project\u2019s profit?<\/li>\n\n\n\n
- Commercial approach<\/strong>: what are the main risks and rewards?<\/li>\n\n\n\n
- Financial case<\/strong>: how affordable is the project for the company in the project\u2019s time frame?<\/li>\n\n\n\n
- Management approach<\/strong>: who is taking on which roles, and how long does it take to implement the project?<\/li>\n<\/ul>\n\n\n\n
With a foolproof business case, you can easily build a project timeline<\/a> \u2014 a chronological order of project-related actions, events, and tasks.<\/p>\n\n\n\n
Practice #2: Compile a project brief<\/h2>\n\n\n
\n![\"#2](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/2-Compile-a-project-brief.png\")
<\/figure>\n<\/div>\n\n\nA project brief \u2014 also known as a project charter<\/a> \u2014 is a short document that lays out the project life cycle and its scope. In other words, a project brief allows you to combine your possibilities and your wishes to see what\u2019s realistic and what isn\u2019t.<\/p>\n\n\n\n
Project manager at CAKE.com<\/a>, Sa\u0161a Petrovi\u0107<\/a>, always tries to understand the needs of all the parties involved while compiling a project brief:<\/p>\n\n\n\n
\n\n![\"Sas\u030ca](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/Sasa-Petrovic.jpeg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cI always focus on what the key stakeholders need, so that I can enable a quick and well-informed review of status and next steps. Also, I take into consideration the project stage and status in order to focus on the information that is most important for the current stage and the current status.\u201d<\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nIn a nutshell, a project brief should include the following details:<\/p>\n\n\n\n
- \n
- Project name,<\/li>\n\n\n\n
- Client,<\/li>\n\n\n\n
- Overview of the project,<\/li>\n\n\n\n
- SMART goals<\/a> \u2014 goals that are specific, measurable, achievable, relevant, and time-bound,<\/li>\n\n\n\n
- Project scope,<\/li>\n\n\n\n
- Project life cycle and milestones,<\/li>\n\n\n\n
- Deliverables, <\/li>\n\n\n\n
- Success metrics, and<\/li>\n\n\n\n
- Resources, timeline, and budget.<\/li>\n<\/ul>\n\n\n\n
Provided you gather this information, the next step is to feed it into your project management software<\/a>. CEO and project manager at Lake, David Ciccarelli<\/a>, talks about a 3-part formula for a project brief he learned at Harvard Business School and applied at McKinsey:<\/p>\n\n\n\n
\n\n![\"David](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/David-Ciccarelli.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cI use the 3-part formula: situation, complication, and resolution. The situation is where we stand now. The complication is what is not working and why it needs to change. The resolution is the proposed solution for how we will solve the stated problem.\u201d <\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nIf you apply this 3-part formula to any project brief, you\u2019ll surely sound helpful to your clients and team members.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
Take your pick from our curated list of the best project management software and techniques:<\/p>\n\n\n\n
- \n
- Project Management Techniques and Tools: Definitions and Tips<\/a> <\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Practice #3: Document requirements, standards, and metrics<\/h2>\n\n\n
\n![\"#3](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/3-Document-requirements-standards-and-metrics.jpg\")
<\/figure>\n<\/div>\n\n\nNow that you\u2019ve figured out the goals<\/a> you want to accomplish and the steps you need to take, it\u2019s time to document this data for future reference. <\/p>\n\n\n\n
You need to do this both for the sake of your team and the sake of future project investors.<\/p>\n\n\n\n
Outlining quality standards for your projects is one of the best practices in project management. In other words, you need to set standards and success criteria for each project step. <\/p>\n\n\n\n
For example, you could conduct a detailed budget review every month or so. This can be a quality standard you can set for all projects. Similarly, a success criterion could be ensuring all stakeholders sign off on project milestones<\/a>.<\/p>\n\n\n\n
To document requirements, project manager at CAKE.com, Slavoljub Mati\u0107, thinks that 3 characteristics are essential \u2014 time, scope, and costs:<\/p>\n\n\n\n
\n\n![\"Slavoljub](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/Slavoljub-Matic-project-manager-at-CAKE.com_.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201c<\/em>Time<\/em><\/strong> \u2014 or how long the project will last. In project management, it\u2019s essential that projects get done on time. <\/em><\/p>\n\n\n\n
Scope<\/em><\/strong> \u2014 the scope of the project needs to be clearly defined and closely monitored throughout the project. <\/em><\/p>\n\n\n\n
Costs<\/em><\/strong> \u2014 this item represents the entire project budget. A budget is created prior to project start. To keep the project on budget is a measure of project success.\u201d<\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nFinally, remember that success criteria and quality standards depend on the project stakeholder and the particular business case.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
To make better predictions about where your projects is headed, read our guide on 11 types of forecasting models to be better able to outline success metrics for the future:<\/p>\n\n\n\n
- \n
- 11 Types of forecasting models<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Practice #4: Define organization and roles<\/h2>\n\n\n
\n![\"#4](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/4-Define-organization-and-roles.png\")
<\/figure>\n<\/div>\n\n\nIf you want to run a project smoothly, you need to define responsibilities and an organization underpinning your priorities.<\/p>\n\n\n\n
In more general terms, we distinguish between 3 types of organizational structures:<\/p>\n\n\n\n
- \n
- Functional organizations <\/strong>\u2014 where work activities happen around similar specialties of the staff involved,<\/li>\n\n\n\n
- Project organizations<\/strong> \u2014 where work activities revolve around projects and project managers use their formal authority to assign employees tasks, and<\/li>\n\n\n\n
- Matrix organizations<\/strong> \u2014 a mix of functional and project organizations.<\/li>\n<\/ul>\n\n\n\n
Each type of organization has a related managing role. For example, a functional organization comprises of a functional manager who:<\/p>\n\n\n\n
- \n
- Provides procedural guidance, <\/li>\n\n\n\n
- Lays out functional policies, and<\/li>\n\n\n\n
- Maintains technical excellence team-wide.<\/li>\n<\/ul>\n\n\n\n
All this simply means that this individual focuses narrowly on the specialties of their team.<\/p>\n\n\n\n
On the other hand, a project manager is in charge of:<\/p>\n\n\n\n
- \n
- Planning,<\/li>\n\n\n\n
- Staffing,<\/li>\n\n\n\n
- Organizing,<\/li>\n\n\n\n
- Evaluating,<\/li>\n\n\n\n
- Controlling, and <\/li>\n\n\n\n
- Leading the project.<\/li>\n<\/ul>\n\n\n\n
In other words, the project manager focuses on the when <\/em>and what<\/em> of the project \u2014 and not on the specialties of team members.<\/p>\n\n\n\n
Project manager at CAKE.com, Uro\u0161 \u010cubrovi\u0107<\/a>, emphasizes 3 key traits of good project leaders:<\/p>\n\n\n\n
\n\n![\"Uros\u030c](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/Uros-Cubrovic.jpg\")
<\/figure>\n<\/div>\n\n\n\n\n\u201cFirst of all, strong communication skills are probably the most important trait. Secondly, <\/em>proactivity<\/em><\/a> is the middle name of every good leader able to strategically plan the steps ahead. Thirdly, problem-solving \u2014 because problems will arise sooner or later. The role of a good leader isn\u2019t always to solve the problem per se, but to assign the right people to the right problems.\u201d<\/em><\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\n\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
Learn how a company that writes bids and tenders organizes its roles and organization for business growth:<\/p>\n\n\n\n
- \n
- How Clockify helps Thornton & Lowe sustain business growth<\/a> <\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Practice #5: Prioritize your projects<\/h2>\n\n\n
\n![\"#5](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/5-Estimate-projects-in-accordance-with-your-other-obligations.jpg\")
<\/figure>\n<\/div>\n\n\nYour company will likely manage and track several projects<\/a> during the same period.<\/p>\n\n\n\n
So, you\u2019ll need to consider your team\u2019s other projects and assignments when setting deadlines and defining responsibilities.<\/p>\n\n\n\n
Slavoljub Mati\u0107 speaks to the importance of prioritization: <\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cSince we don\u2019t have limitless resources, it\u2019s essential to prioritize projects in one way or another. First, you need to tackle the project that brings the most value for the user and that can be implemented the fastest \u2014 we refer to this as maximizing business value.\u201d<\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nBut that\u2019s not the end of it. Mati\u0107 stresses business value<\/em> and urgency<\/em> as 2 critical components for project prioritization:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cBusiness value, meaning \u2018that which brings the greatest value to the client.\u2019 Urgency, meaning \u2018how fast we can or how fast we have to deliver a project\u2019.\u201d <\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nTo wrap up on the prioritization aspect, Mati\u0107 says that project managers need to consider opportunity enablement <\/em>and development effort <\/em>to deliver value and assess available resources:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cOpportunity enablement or risk reduction \u2014 \u2018a feature that doesn\u2019t need to deliver value straight away but can do so in the future\u2019 or \u2018something that doesn\u2019t introduce new value but may decrease potential risk.\u2019 Development effort \u2014 how many resources it\u2019s necessary to create something.\u201d<\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nIn any case, be as transparent as you can be with your team. If you get buy-in from your coworkers for how to schedule project tasks, you\u2019ll create a workforce that cares for the end results, building trust and rapport.<\/p>\n\n\n\n
A good practice is to hold regular team meetings and keep everyone on the same page about new and ongoing projects.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
Time is a limited resource for any project. Learn how to make foolproof time estimates while conducting your projects:<\/p>\n\n\n\n
- \n
- Time estimation in project management guide<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Practice #6: Manage the workload carefully<\/h2>\n\n\n\n
Make sure you have allocated tasks, roles, and responsibilities equally in your project management plan.<\/p>\n\n\n\n
For instance, ask this question: Does one of your team members frequently end up <\/em>overworked<\/em><\/a> because they work on 5 different tasks, although other team members barely have anything to do?<\/em><\/p>\n\n\n\n
Keep a close eye on this, and distribute work equally for the best resource use. Apart from being a project management best practice, managing your workload will also lessen the mental fatigue<\/a> on your coworkers. <\/p>\n\n\n\n
David Ciccarelli advises approaching the issue of workload management in several ways \u2014 but it all boils down to experience:<\/p>\n\n\n\n
\n\n<\/figure>\n<\/div>\n\n\n\n\n\u201cYour senior leaders will stretch you to do more. However, a mature project manager knows how to have the conversation expressing that their team is tapped out. Come with examples of how this is impacting the team and that they may have to give up on some tasks or areas. This could be adjusting the deadlines, or swapping the order of when projects are scheduled to get done.\u201d<\/em><\/em><\/em><\/em><\/em><\/em><\/p>\n<\/div>\n<\/div>\n\n\n\n
<\/div>\n\n\n\nTo manage your resources even better, we suggest creating a resource plan. When team members have to work on several projects at the same time, they may lose focus quickly.<\/p>\n\n\n\n
As one of the most critical aspects of project management, a resource management plan offers an overview of:<\/p>\n\n\n\n
- \n
- Which<\/strong> resources are available, and<\/li>\n\n\n\n
- How<\/strong> they are being managed.<\/li>\n<\/ul>\n\n\n\n
- Which<\/strong> resources are available, and<\/li>\n\n\n\n
- Time estimation in project management guide<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- How Clockify helps Thornton & Lowe sustain business growth<\/a> <\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Project organizations<\/strong> \u2014 where work activities revolve around projects and project managers use their formal authority to assign employees tasks, and<\/li>\n\n\n\n
- Functional organizations <\/strong>\u2014 where work activities happen around similar specialties of the staff involved,<\/li>\n\n\n\n
- 11 Types of forecasting models<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Economic analysis<\/strong>: what\u2019s the return on investment after considering the project\u2019s profit?<\/li>\n\n\n\n
- Issues that may arise along the way.<\/li>\n<\/ul>\n\n\n\n
![\"Scheduling](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/02\/Schedule.jpg\")