Project Management
Expectations VS reality

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Managing a project portfolio is a complex process, and sometimes things just don't go as smoothly as you planned and hoped for. There will be high expectations from the projects’ management group, team members and stakeholders when planning and then later on implementing a project. How do you meet these expectations in reality when the project is running?
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Our top 5 tips for managing expectations and drive successful projects

We have gathered some tips for managing a successful project that will meet the expectations in the best possible way.

1. Create alignment between projects and company objectives

It is easy to get tunnel vision when planning and implementing a project. Sometimes you have to take a step back and look at the workflows from another perspective. 

According to a client based survey conducted by monday.com, 44 % of projects fails due to lack of alignment between project and company objectives. So how can we avoid this? The trick is to create a workspace that allows you to see the bigger picture of the project. The solution might sound simple, but there are in fact way too many companies that operate in different tools that does not automatically integrate, which leads to important details falling by the waysides. 

Make sure to implement a digital tool, a work OS, that allows you plan, work, cooperate, communicate and analyze all processes of the project at one place.

2. Get access to real-time KPIs of the project 

In reality, organizations often doesn’t have access to real-time KPIs of the project. A KPI is a measurable value that demonstrates how effectively your team is achieving key project objectives. Is this really important for each and every project? Yes! 

By working with a master system, such as monday.com, you’ll be able to measure the progress, solve upcoming problems, make adjustment and stay on track. You will also be able to analyze patterns that can be to your advantage in the long run. 

Once again we want to pinpoint the value of operating with a digital platform that can manage all of your workflows and processes at one place.

3. Use digital tools that allows you to collect reports and data automatically

When planning for a project you probably don’t count the time spent on collecting reports manually, but people actually spend a whole day or more doing this. If there are seven people in your team a whole week will be wasted on manually collecting data. 

By automating work, you will make pieces of the processes run more efficiently and smooth. This could for example mean that a bill being automatically sent to your client every time an order is placed, or getting an automatic email when someone in your team is making an update on a task. 

These automations will be possible to create if you’re working with a digital platform like monday.com. It will save a lot of time for you and your team members.

4. Create work transparency 

To be honest, sometimes we say ‘yes’ to more tasks even though it is physically impossible to squeeze any more work into our schedule. Why? Because we’re usually not aware of our own workload before it is too late. This leads to a lot of tasks not being done in time, frustration from the team member who did her/his best, and frustration from the team leader not understanding why nobody told her/him on time. 

This happens when there is little or none work transparency. So how do we solve this? By working with a digital system that allows you to see all assigned tasks of your team member at one glance, you can avoid handing out more work to someone who already got a lot on the table. This will make the workload fair and square.

5. Make time for mistakes 

Let’s get real, deadlines will be missed and important reports will get delayed. This is an issue every company is facing in every project. Even thought we have all these great digital tools, automated processes, work transparency and efficient team communication – people are always people, and people make mistakes. 

The important part of these problems is to plan the project deadlines with margin and create an environment where team members will communicate their problems and progresses.
If your project doesn’t allow one single report being handed in to late, the problem is not your team members, the problem is the project planning. 

Well, what did you learn by reading all this? 

When planning for a project, there are some guidelines to have in mind to managing the expectations and succeed with your project. 

Get the bigger picture of the project, use tools that allows you to analyze and optimize project workflows, automate parts of the project, be aware of the workload and plan the project with margin. This is of course not all the pieces in the puzzle, but it will give you a good foundation for managing a project in real-time.

Why do we recommend monday.com?

monday.com is a beloved partner to Omnitas for a reason. It is a digital platform that can be tailored to your specific wants and needs in the most efficient way. With monday.com as a Work OS, you will be able to collate all the workflows and processes in one place – giving you the opportunity to predict upcoming problems within the project

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