There is probably no company that has never had to face the challenge of organizing and implementing a project. Projects are time-limited undertakings with a specific goal. There are many different types of projects, for example IT projects, marketing projects, logistics projects, etc. Two key features of a project are the project objective and the deadline. The project objective must be defined at the very beginning and kept firmly in mind throughout the entire conception and implementation phase. The deadline must be met in order to complete the project on time.

Before a project is implemented, however, it should be properly organized. This means not only the project team and the necessary infrastructure (e.g. meeting room, computer, internet access, etc.), but also the processes, communication channels, responsibilities and the necessary reporting. Only when all project participants are clear about who is to do what, how and how quickly is the project organization right. We have prepared 15 tips for productive project implementation that will help you achieve this:

Tip 1: The project objectives must be clearly defined before the project starts

If you are unable to clearly formulate the project objectives in less than a minute, you should think again about whether now is the right time to start the project. You can only achieve something with a clear idea. Unfortunately, abstract project goals will only lead to abstract project results.

Tip 2: The project team should be permanent and have time to implement the project

Even if you are a jack-of-all-trades, you will need a team of collaborative helpers to successfully implement a project. But even if each team member is clear about the tasks ahead and the goals to be achieved, this is not enough for a successful project completion. The project participants should also have enough time for the project when necessary and not be constantly distracted by daily business. This is often the biggest challenge in project organization.

Tip 3: Appoint a single person responsible for the project

If you don't have time, you can't expect the project to run by itself. And even if it does run, it will certainly run suboptimally due to a lack of time and in many cases cause more effort and costs than it should. If you don't have the time yourself, find someone to take the lead role for you. It should only ever be one person who takes full responsibility, because without someone in charge, there is no responsibility. Shared responsibility will not work.

Tip 4: Milestones must be defined

Checkpoints should be used during project implementation - so-called milestones.

Milestones are used for project control and indicate the completion of important project phases. Clearly defined milestones help to understand progress towards project completion, measure the achievement of interim project goals and compliance with the project plan.

Tip 5: Create an actionable project plan

Good planning is half the battle! Once a concrete project goal has been defined, you can move on to the planning phase. When planning, you should not overestimate yourself and your team and take their strengths and weaknesses into account.

Plan the tasks, time and resources required to achieve each individual interim goal. The main purpose of the project plan is to determine the right path to the goal by assessing the challenges, defining the tasks to be implemented and selecting the best approach.

Tip 6: Define the distribution of tasks

Once the goal is clear to everyone involved and the project plan is ready, the tasks need to be distributed. Everyone needs to know what they are responsible for and what is expected of them. Only when everyone is aware of what responsibilities, authorizations and tasks have been assigned to them can they start and complete their work in a goal-oriented manner.

Tip 7: Realistically assess the deadline

Of course, every successful project needs a schedule, i.e. the processes in the team and the duration of tasks must be determined. Set a deadline, even for smaller project sections (milestones). This is the only way to save the most important project resource - time. The project deadline can only be met if all milestones are reached on time.

Tip 8: Check the interim results at an early stage

To ensure that everything runs as planned and that no time is lost unnecessarily, interim results should be checked at an early stage. This type of check makes it possible to determine at an early stage whether you are on the right track, whether the first results achieved are on target and which activities still need to be corrected if necessary.

Tip 9: Project organization should be agile

New ideas or suggestions may arise during project implementation. These should be discussed during the course of the project and, if possible, incorporated into the project plan. Thanks to such an agile project organization, quick reactions can be made to unforeseen events and changes. Costs and deadlines remain fixed and interim goals become partially variable. When challenges and solutions are determined by uncertainties, an agile project organization is advantageous.

Tip 10: Meetings should be organized efficiently

During project implementation, transparent communication with all participants is essential. Regular team meetings and feedback meetings serve the purpose of discussing any challenges and problems that arise and finding a solution. The actual and target states are compared and the need for improvement is clearly defined. Consider whether only selected project members should take part in meetings or all those involved. A meeting makes no sense if only listeners take part.

Tip 11: Stay focused on project goals as a project manager

First and foremost, the project manager ensures that the project stays on track. He has the project goals constantly in mind and knows exactly what to focus on. Their job is to coordinate the team, monitor interim results and set the tone. To do this, he must always keep a clear head and keep his finger on the pulse of the project.

Tip 12: Praise individual project members

Increasing the motivation of individual project members is only possible with recognition and praise. A recommended practice is not to praise the whole team as a unit, but individual employees who have made a significant contribution to the success of the project. This can also motivate others to step on the gas during the next project phase. The best time to do this is at a milestone meeting, for example.

Tip 13: Listen first and then decide

During project implementation, it is important to listen and discuss existing information within the team in good time. This will raise the quality of the project to a higher level. Issues and solutions should be communicated openly so that the project process progresses well and is characterized by the greatest possible transparency. The project manager should act as the central point of contact for everyone. Put simply, his or her task is to ask questions, collect and analyze ideas and suggestions from those involved and take these into account at the decision meeting.

Tip 14: Only what is feasible should be expected

When it comes to the success of the project, it is crucial that all project members work hand in hand. A project manager should only demand what is really possible and feasible. Striving for the impossible because the project manager wants it that way will cost the team a lot of time and energy and will not lead to a satisfactory result. If the tasks are clearly discussed and feasible, everyone knows exactly what needs to be done.

Tip 15: Achieve more than planned

A good project manager will adapt, change and add to their project vision as the project progresses, because it is only during the course of the project that new information and insights are gained that can influence the decisions made previously. Achieving 120% of what you wanted at the beginning at the end of the project - that should be the aim of every project manager.

Conclusion

The more extensive the project is, the more emphasis should be placed on communication within the team and the more attention should be paid to good project organization. This is because difficulties can often arise during project implementation. As a project manager, you need to keep a cool head and quickly find a way out to prevent the project from being canceled. These tips will help you to ensure successful project organization and implementation.