A 2022 Gartner study about project management statistics and trends found that 70% of all projects fail to achieve their desired outcomes. This is not because they were poorly planned, but rather it's due in large part to a misunderstanding about what success looks like for the specific project and organization - often caused by unclear goals or ineffective communication between team members involved with the initiative! Avoid this problem before you start anything new. Here are some tips on understanding "success" when starting out:
Clearly define goals, the project purpose, and desired outcomes and benefits
Common understanding and alignment of what ‘done’ looks like
Agreement on the scope of work to the overall parameters, what is in and out-of-scope for this project
Maintain established priorities. If everything is priority one, then nothing succeeds. Utilize Leadership, Governance, and Accountability (LGA) to ensure all players are aligned and on track.
Once success has been defined, it is important to remember that the focus on success and the parameters to meet it are just as important in each process group throughout the project lifecycle until the project is complete.
To ensure a successful project, this ongoing effort is conducted throughout project planning and execution to monitor and control any project-related risks and issues, deviations from the scope, or concerns that come up.
Below are details of these key focus areas to leverage for your project(s):
Initiation
Detailed understanding and alignment of project purpose: Well-defined business case/project charter
Sponsor and stakeholder buy-in and support: Realized impact, benefits, and value to different personnel and departments
Determine the project lifecycle best suited to meet the project purpose and expectations
Planning
Comprehensive, long-term, and detailed planning for each of the knowledge areas within the project (integration, scope, schedule, cost, quality, resources, communications, risk, procurement, and stakeholder engagement)
In-depth understanding of the overall Project Management Plan, but the most important focus areas include scope, communications, risk, and stakeholder engagement plans
Execution
Consistent management of each main project plan and activities, along with tracking any issues/risks, change requests, and communications related to the overall project status
Monitor/Control
Consistent and accurate method to capture work performance data and feedback to ensure project baselines and expectations are on track, and that needed actions are taken
Closure
Conduct a lessons-learned discussion for continuous improvement following project completion and sign-off
Defining and understanding success before starting a project is crucial in ensuring its successful completion. By aligning all project stakeholders on what success looks like and maintaining focus on that throughout the project lifecycle, teams can avoid common pitfalls and achieve their desired outcomes. Remember to continually assess progress and capture lessons learned for continual improvement in future projects.