How often do you come across projects that are executed well, but could be done more efficiently? Chances are, very often.
When it comes to project management, the work structure varies vastly from one organization to the next. But they do have one thing in common – the zeal for success.
Every organization wants to grow and get as productive as possible, each year. And since project management is one of the key metrics to measure the success of an organization, it is important that every project is executed and completed with maximum efficiency. Now, it takes a great deal of time and effort to successfully complete a project management life cycle. That’s why it can be a bit overwhelming for project managers and teams to improve a project’s efficiency without compromising the quality of its final outcome.
So, what can they do? How can they make their projects more efficient, both individually and as a team? Perhaps they can make some reasonable improvements in the work process rather than getting familiar with a new, alien approach.
That said, here are a few tips and tricks to boost efficiency and lead projects to success. These tricks will work for anyone who wants to run projects smoothly and drive more efficient results. So no matter whether you belong to an organization of 100 employees or a team of 10 members, here’s a 6 step process that you need to follow in order to boost your project’s efficiency.
#1. Create a flexible project plan
Your initial project plan is the very foundation of every action or decision you make during the project management process. But that doesn’t mean that it can’t be changed or improved (unless it’s set in stone). Your project plan has to be flexible enough to run your project and its efficiency against all unforeseen surprises.
As soon as you move to the execution stage of a project, there will always be a lot of unknown changes and challenges. Once you understand these changes/challenges, it’s easy to plan and mitigate against them. However, that’s the case only when your project plan is flexible enough to adapt.
#2. Communicate and listen
One of the most critical steps in improving your project’s efficiency is to maintain an open line of communication between everyone involved (manager, team, clients, stakeholders, etc).
Throughout the project management process, communication should be clear and consistent. It not only keeps everyone on the same page but it also helps to ensure that all the key participants of the project have the necessary information to make the best decisions for the project and boosts its efficiency.
#3. Create a clear filing system
If you’re looking for ways to improve your project’s efficiency, a great way to do so is by centralizing as much data as possible. Doing this will save the time you or your team members might lose while searching a piece of important information across files and documents scattered all over the place.
Furthermore, it will make it easier for everyone to save, share, and collaborate on data that is critical to a project, thereby enabling them to make better, faster decisions. You can get all your important files and data in one central place using a dedicated file management system, an all-in-one PM software, or apps like Google Docs or SharePoint.
#4. Choose the right software
One should never ignore technology when it comes to improving the efficiency of projects. Technology has given us many powerful tools and apps that can and will play a crucial role in multiplying the results of your team’s efforts.
From a project management software like ProofHub that brings everyone, everything under one roof to a Gantt chart software that provides a visual overview of your project with just a click, there are plenty of software solutions that will make it easier to complete projects faster, more efficiently. Just make sure that you embrace the right kind of technology and product.
#5. Check in regularly
One of the best ways to kick off a project’s efficiency is to keep an eye on all the key project-related metrics, including individual performances, project deadlines, project milestones, delayed tasks, and more.
Be sure that the project and everyone involved are progressing as planned. Allocate and reallocate resources to keep everything on track and complete the project as efficiently as possible.
#6. Cut down on unnecessary burnout and distractions
If you want to increase your project’s efficiency, you need to make sure that every hour you invest in a project is put to good use. Limit all the workplace activities that might waste time or cause unnecessary burnout. Hour-long meetings, long and messy email threads, multiple breaks, etc are some of the key productivity killers that you need to cut down in order to make your project management process more effective.
Consider using apps that let you track every minute spent on a project, individually as well as a team. Also, go for team messaging apps and video-conferencing tools – they will make it easier to check progress and everyone’s status.
Over to you
So these were some proven ways to increase the productivity and efficiency of a project. While we suggest you to follow them with heart and mind, we also want to remind you that boosting project efficiency is a continuous effort. You will always find something that might work in favor of your organization, your team, and your projects. That means you will have to keep experimenting with new ways until you find something worthwhile. and when you do find something, don’t forget to share it with us.