Avoiding Common Pitfalls in the Project Management Process

Posted on Dec 02, 2023 at 11:12 PM

Many elements are involved in the running of projects, and it takes work to stick to a schedule and plan. The project management process consists of initiation, execution, monitoring and controlling, and closing a project. However, project managers face several typical traps that can completely throw a project off track.

In this article, we discuss the possible pitfalls to overcome to successfully implement your projects so you can complete your project management process phases with complete success.a

What are the 5 stages of project management?

Before diving into the various pitfalls of project management processes, we must first acquire basic knowledge about what a project lifecycle includes.

In every project's life cycle, the project management process can be broken down to these critical stages:

• Initiating: In this stage, it is necessary to design the project’s aims, the scope of its application, time frame, and budget, and involve the project stakeholders. Moreover, the stakeholders are expected to identify the project’s objectives and determine whether they are feasible. 

• Planning: Planning entails a manager creating a draft of outlines and then a charter with a step-by-step action plan that involves what deliverables will be produced, the needed resources, the tasks required to achieve goals, and how the team will function as one. In addition, risk assessment and management planning is done in this phase.

• Executing: In this stage of the project, implementation of the project plan takes place, and the project team focuses on completing the project requirements and desired outcome. In this phase, personal skills for project management shine through delegation and leadership of each part of the project.

• Monitoring and Controlling: Project managers ensure the project stays in line during this step. Also, the project is constantly monitored, with all the changes being managed to ensure that the project has remained consistent with the plan.

• Closure: This is the end phase, which focuses on the completion of the project, supplying the end product and an assessment to verify if the project objectives have been attained. Archiving project documents and lessons learned that are relevant for the next project completes this phase.

Common pitfalls in the project management process

As fresh managers or experienced managers, we must all make mistakes. However, you can quickly learn about them and avoid them before they even happen; here are some of these mistakes in the project management process and how to avoid them:

Poorly defined goals

A poorly defined goal is the first trap to shun, especially in engineering project management. Following a path and measuring development by defining goals is only possible. Therefore, ensure that you develop SMART objectives to avoid such mistakes. First, determine what success should look like at the starting point and ensure that every team member is aware of the goals.

Inadequate planning

The second trap needs to be better planning. It is essential to plan the project well so it stays in control. Ensure you have a road map with identifiable benchmarks and timelines. Communicate with everyone involved in the project constantly and provide information about any changes or updates to everyone.

Lack of stakeholder engagement

The third trap is failure to involve the stakeholders. Stakeholders refer to the people who stand to be affected by the project results. Success may be improved with their input and support. 

Ensure that stakeholders are involved in planning and implementation as the post-implementation of the project. Know what the customers want or are worried about. It’s always important to check if you have addressed the issues in your project plan.

Ineffective communication

Ineffective communication is the fourth pitfall. The success of any project largely depends on communication. All stakeholders should be constantly updated about the progress, changes, and updates. If you plan to implement hybrid project management, develop a communication plan from the project's onset and ensure that you adhere to it. 

Insufficient resources

The fifth pitfall to avoid is a need for more resources. This can be insufficient financing, absence of staff or shortage of equipment. To prevent this, ensure you have a good grasp of the resources needed throughout the project. 

Afterwards, double-check that all the necessary resources, such as proper funding, staff and technological facilities, are available to ensure that the project’s objectives are met, and if this sounds too extreme for you, start with baby steps and visit a training institute in dubai to learn from an expert.

Inadequate risk management

The last pitfall is ineffective risk management. Projects have risks. Therefore, one should be able to identify, assess, and manage the risks throughout a particular project.

Ensure you understand all the risks and know how to tackle them before venturing into them. As the project continues, ensure you scan all new threats and make the necessary adjustments to the management plan.

Project management is not just a skill but also a critical responsibility. It requires the right attitude, mindset and skills to succeed in leading and managing a project management process, so learn more and perfect this skill today.