Project Problem Solver
By Ray Myers, Jr., PMP
Sooner or later your project will be in trouble, it happens to even the best project managers. We don’t like it when it happens to us, but our task when our projects begin to spin out of control is to identify and resolve the root cause of the issues or problems that are plaguing the project so we can get it back on track.
The key is to be able to identify the root cause so you can develop and implement a solution to the problem. Fortunately, we as project managers have many tools that can to help us pinpoint the culprit including, but not limited to fishbone diagrams, force field analysis, brainstorming, and Pareto Analysis. Sometimes, however, we try to make the problem more complex than it is and overlook the universal problems that are common to most projects.
Here are some common project problems and their solutions:
Problem: Behind Schedule
Cause: Scope creep
Recommendation: Confirm project scope baseline and implement a change control system.
Problem: Behind Schedule
Cause: Assigned staff does not have appropriate expertise
Recommendation: Assign staff with appropriate skills. Adjust schedule to allow for training. Assign additional staff.
Problem: Behind Schedule
Cause: Inaccurate estimates
Recommendation: Re-estimate and revise schedules.
Problem: Over Budget
Cause: Poor initial estimates
Recommendation: Re-estimate and re-baseline the project. Revise the project plan and request approvals for new budget, schedules and project plan.
Problem: Over Budget
Cause: Cost increases
Recommendation: Consider alternatives including make/buy analysis, outsourcing, etc. Justify the budget increase and re-baseline the budget.
Problem: Over Budget
Cause: Project charged with unrelated expenses
Recommendation: Document the overcharges and report to sponsors. Update and maintain the budget.
Problem: Poor Staff Performance
Cause: Poor communication of work packages or expectations
Recommendation: Revise communications plan
Problem: Poor Staff Performance
Cause: Project schedule poorly defined
Recommendation: Re-plan work breakdown, resource estimate, and assignments
Problem: Poor Staff Performance
Cause: Poor communications
Recommendation: Evaluate and revise communications plan. Implement regularly scheduled team meeting.
Problem: Poor Staff Performance
Cause: Poor communication of project information between team members
Recommendation: Implement a project management information system (PMIS.) Evaluate and revise communications plan.
Problem: Poor Staff Performance
Cause: Poor Project Management
Recommendation: Assess project management competencies; identify weaknesses. Provide training or mentoring. Assign a new project manager.
Problem: Poor Staff Performance
Cause: Lack of user involvement
Recommendation: Cultivate mutually beneficial relationship
Problem: Poor Staff Performance
Cause: Roles and responsibilities not defined or communicated
Recommendation: Define and document roles and responsibilities. Review with the project team.
Problem: Poor Team Performance
Cause: Conflicting priorities (common in matrix organizations)
Recommendation: Reschedule project consistent with staff availability and organizational priorities
Problem: Poor Staff Performance
Cause: Lack of executive support
Recommendation: Seek support through project sponsor. Seek support through performing organizational management if appropriate.
Problem: Poor Staff Performance
Cause: Changed priorities; project no longer funded or needed
Recommendation: Cancel project.
Problem: Poor Project Progress
Cause: Lots of activities, no definable deliverables or project milestones
Recommendation: Redefine relationship between work packages and project milestones. Organize activities into work packages with defined deliverables and staff responsibilities.
Problem: Poor Project Progress
Cause: Unrealistic expectations
Recommendation: Manage expectations
Problem: Unexpected Obstacles
Cause: Unforeseen issues
Recommendation: Re-evaluate cost/benefit and determine if project should proceed. Add to risk register and manage per plan.
Problem: Unforeseen Obstacles
Cause: No risk plan
Recommendation: Define and implement a risk management plan.
About the Author: Ray Myers, Jr. is a PMP certified project manager with over 20 years experience planning and managing technology projects. Contact Ray at www.pmservicesnw.com
