{"id":917,"date":"2022-08-18T13:58:29","date_gmt":"2022-08-18T13:58:29","guid":{"rendered":"https:\/\/resourceguru.wpengine.com\/?p=917"},"modified":"2024-03-04T15:32:17","modified_gmt":"2024-03-04T15:32:17","slug":"drive-project-success","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success","title":{"rendered":"Project management tactics that drive project success"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">What makes a project successful?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is the question every great Project Manager asks themselves when kicking off a new project. Delivering successful projects comes down to one (not so) simple thing: <\/span><i><span style=\"font-weight: 400;\">Defining what project success looks like to stakeholders<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The success of your project depends on your ability as a Project Manager to define goals, use resources strategically, <\/span><span style=\"font-weight: 400;\">remove roadblocks, and move projects forward.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s a fair few things to take into consideration when planning a new project. So where do you start? Well, that\u2019s the easy part.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ask your client what project success means to them.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Ask-what-project-success-means-to-your-client\" >Ask what project success means to your client<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Define-the-project-scope-and-set-measurable-goals\" >Define the project scope and set measurable goals<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Choose-a-resource-management-strategy-that-will-ensure-project-success\" >Choose a resource management strategy that will ensure project success<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Communication-is-key-to-project-success\" >Communication is key to project success<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Evaluate-your-project-based-on-success-criteria\" >Evaluate your project based on success criteria<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Set-your-client-up-for-success-at-project-handoff\" >Set your client up for success at project handoff<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/drive-project-success\/#Project-success-doesnt-just-happen\" >Project success doesn\u2019t just happen<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Ask-what-project-success-means-to-your-client\"><\/span><b>Ask what <\/b><b>project success<\/b><b> means to your client<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Before the project kicks off, it\u2019s important to understand what project success means to your client. Take the opportunity to ask questions early and manage expectations accordingly. <\/span><span style=\"font-weight: 400;\">There will be gaps in knowledge about the client, the product, <\/span><span style=\"font-weight: 400;\">product development<\/span><span style=\"font-weight: 400;\">, resources, and other things\u2014and that\u2019s OK.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The only way to get to the bottom of client expectations is to ask questions and clarify assumptions. Feel like you\u2019re asking stupid questions? Don\u2019t. Most clients will appreciate that you\u2019re thorough. It demonstrates that they\u2019re working with an engaged team that\u2019s invested in delivering a project that\u2019s successful. Those \u201cstupid\u201d questions might very soon result in a very happy client<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><strong>Define project success criteria<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Bring your project team and client together to discuss and define your <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\"> criteria. The criteria might look different depending on how many stakeholders you have on the client side. That\u2019s why it\u2019s important to involve everyone from the beginning.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Give everyone 10 minutes to brainstorm what success looks like for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The meeting &#8211; <\/span><span style=\"font-weight: 400;\">e.g establish project success criteria that everyone&#8217;s happy with.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The project &#8211; <\/span><span style=\"font-weight: 400;\">e.g <a href=\"https:\/\/resourceguruapp.com\/blog\/avoid-project-delays\">deliver the project on time<\/a> and on budget.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The business &#8211; e.g the project drives 2x more revenue for the business by the end of the year.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Next, ask the team to brainstorm what the opposite of success is. Have them complete the sentence: \u201c<\/span><i><span style=\"font-weight: 400;\">This project will be unsuccessful if\u2026<\/span><\/i><span style=\"font-weight: 400;\">\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, let\u2019s say you\u2019ve been tasked to design and develop a new website for a client. Then the above sentence might read \u201c<\/span><i><span style=\"font-weight: 400;\">This project will be unsuccessful if the new website is worse than the old one.\u201d<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">Now, \u201cworse\u201d is a pretty generic and potentially subjective statement. What does \u201cworse\u201d mean? That\u2019s why it\u2019s essential to drill deeper into people\u2019s answers.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Assess the group\u2019s answers by:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Having everyone share the reasoning behind their statements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Grouping similar factors and label those groupings<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Removing duplicates in each category<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Discussing how you would tackle the issues that might jeopardize <\/span><span style=\"font-weight: 400;\">project success<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once you understand the factors that might affect the project performance and its criteria for success, the next step is to set goals for the project.<\/span><\/p>\n<div class=\"adblock adblock--bright11\">\n<div class=\"adblock__image\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2209\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/avatar.png\" alt=\"Avatar\" width=\"562\" height=\"576\" \/><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2204\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2019\/12\/jamie-colarossi.png\" alt=\"Jamie Colarossi\" width=\"548\" height=\"576\" \/><\/div>\n<blockquote><p>&#8220;Resource Guru has significantly improved our visibility, boosting project ownership and forecasting ability.&#8221;<\/p>\n<footer><strong>Jamie Colarossi<br \/>\n<\/strong>Resource Manager<\/footer>\n<p><svg class=\"curve__right\" preserveAspectRatio=\"none\" viewBox=\"0 0 42 236\">\n<path d=\"M42,0H0C20.4,38,31.14,77.5,31.14,118S20.4,198,0,236H42Z\" style=\"fill:#40264d;fill-rule:evenodd\"\/><\/svg><br \/>\n<svg class=\"curve__bottom\" preserveAspectRatio=\"none\" viewBox=\"0 0 236 42\">\n<path d=\"M236,42V0c-38,20.4-77.5,31.14-118,31.14S38,20.4,0,0V42Z\" style=\"fill:#40264d;fill-rule:evenodd\"\/><\/svg>\n<\/p><\/blockquote>\n<div class=\"adblock__link\"><img decoding=\"async\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/themes\/resourceguru_2019\/images\/resource-guru-vertical.svg\" \/><br \/>\n<a id=\"customtestimonial\" class=\"button\" href=\"https:\/\/resourceguruapp.com\">Try It Free<\/a><\/div>\n<\/div>\n\n<h2><span class=\"ez-toc-section\" id=\"Define-the-project-scope-and-set-measurable-goals\"><\/span><b>Define the project scope and set measurable goals<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The planning phase is crucial.<\/span><span style=\"font-weight: 400;\"> This is the time to solidify the full scope of the project including goals, tasks, resources, timeline, and budget. Your team should work with your client to define all these areas. If not, you risk delays, budget issues, <\/span><span style=\"font-weight: 400;\">or, worst case scenario \u2013 <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-smart-project-managers-use-scheduling-and-communication-to-combat-project-burnout\"><span style=\"font-weight: 400;\">scope creep<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><strong>Setting and prioritizing project goals\u00a0<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Let\u2019s be real. Setting goals is hard. And with new projects, it can be especially difficult to fully grasp what\u2019s realistic and not before you\u2019re in it. But goals are important \u2013 they\u2019re what you\u2019ll be measuring <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\"> against. <\/span><span style=\"font-weight: 400;\">When you\u2019re able to measure those specific goals throughout your project, you can make adjustments faster and keep your project on track.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It may seem obvious to set specific and measurable goals, <\/span><span style=\"font-weight: 400;\">but it\u2019s a common mistake not to.<\/span><span style=\"font-weight: 400;\"> Using goals that are directly tied to the success criteria, the more likely you are to hit the benchmark for <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But when just about <\/span><i><span style=\"font-weight: 400;\">everything<\/span><\/i><span style=\"font-weight: 400;\"> seems important, how do you go about prioritizing project goals?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s time to use the<\/span> <span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\"> criteria you established with your client earlier. <\/span><span style=\"font-weight: 400;\">Bring <\/span><span style=\"font-weight: 400;\">your whole team and the client together to brainstorm, <\/span><span style=\"font-weight: 400;\">identify, and prioritize the goals of the project.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Create a <\/b><a href=\"https:\/\/www.mindmapping.com\/mind-map\" target=\"_blank\" rel=\"noopener\"><b>mind map<\/b><\/a><b> of your goals with your team<\/b><span style=\"font-weight: 400;\">. Use an online tool like <a href=\"https:\/\/miro.com\/\" target=\"_blank\" rel=\"noopener\">Miro<\/a> or <a href=\"https:\/\/www.mural.co\/\" target=\"_blank\" rel=\"noopener\">Mural<\/a> if you\u2019re working remotely or asynchronously or post-its if you\u2019re meeting in person.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Ask everyone to take five minutes and brainstorm<\/b><span style=\"font-weight: 400;\"> what they think the goals of the project are.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Have each person read their ideas out loud<\/b><span style=\"font-weight: 400;\"> and suggest where they should go on the mind map. The more important the goal or objective, the closer to the center of the mind map it should go.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Limit the number of goals <\/b><span style=\"font-weight: 400;\">that can be in the rings closest to the center. That way, you\u2019ll force the team to prioritize.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Create a simplified version of the mind map<\/b><span style=\"font-weight: 400;\"> by transferring only the inner rings (the most important goals) into a simplified version or a list of priorities.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Make the goals visible and accessible to everyone<\/b><span style=\"font-weight: 400;\"> so they can refer back to them while working on the project.\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Using the website example, here&#8217;s a simplified version of what you might end up with:<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-medium wp-image-3586 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-669x671.jpg\" alt=\"Project goals mind map\" width=\"669\" height=\"671\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-669x671.jpg.webp 669w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-709x711.jpg.webp 709w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-1531x1536.jpg 1531w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map.jpg 1996w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-669x671@2x.jpg.webp 1338w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2022\/08\/project-goals-mind-map-709x711@2x.jpg.webp 1418w\" sizes=\"auto, (max-width: 669px) 100vw, 669px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">By asking the client to prioritize their most important goals, <\/span><span style=\"font-weight: 400;\">it\u2019ll give you the clarity you need to remove roadblocks and move the project forward<\/span><span style=\"font-weight: 400;\">. Once you\u2019ve set and prioritized your goals, you\u2019ll be able to create a <\/span><span style=\"font-weight: 400;\">project plan<\/span><span style=\"font-weight: 400;\"> that\u2019s directly tied to the goals you\u2019ve agreed on.<\/span><\/p>\n<h3><strong>Create a detailed project plan<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">You\u2019ve identified your goals, now it\u2019s time to get to work and create a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/free-project-plan-template-for-excel\"><span style=\"font-weight: 400;\">project plan<\/span><\/a><span style=\"font-weight: 400;\"> that will meet those goals and ensure <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Easier said than done, right? Our favorite tactic? Work backward from the goals you\u2019ve set.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Connect each goal to key tasks that will help achieve those goals. Next, add as many sub-tasks as necessary to those key tasks. This will help you paint a full picture of what\u2019s needed for <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s use the website example again to see what that could look like.<\/span><\/p>\n<p><b>Goal:<\/b><span style=\"font-weight: 400;\"> Deliver a website that makes it easy for the client to add and update the content themselves.<\/span><\/p>\n<p><b>Key task: <\/b><span style=\"font-weight: 400;\">Choose a CMS that\u2019s flexible and easy to use for non-technical users and requires no development resources.\u00a0<\/span><\/p>\n<p><b>Sub-tasks:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Evaluate CMSs that fit the client\u2019s criteria<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Implementation speed<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Features<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Scalability<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Security etc<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review technical documentation of the CMS to ensure it fits the criteria<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Assess pricing and make sure the total doesn\u2019t go over budget even if the team grows<\/span><\/li>\n<\/ul>\n<p><b>Resources:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Marketing to evaluate overall fit<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Designer to assess any design limitations<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Engineering to review technical documentation<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The more detailed your project plan is the less room for assumptions and surprises for both your project team and the client. Use a <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/project-scheduling-software\"><span style=\"font-weight: 400;\">project scheduling tool<\/span><\/a><span style=\"font-weight: 400;\"> to make sure no one will sit around and wonder what they should do on any given day. <\/span><\/p>\n<p><strong>Project success is a team sport<\/strong><\/p>\n<p><span style=\"font-weight: 400;\">Just as important as it is to identify the goals and outline the key tasks, it\u2019s just as important to have the right people performing those tasks. Because what does it matter if you\u2019ve got everything else down to a tee if you don\u2019t have the right people for the job?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s right. A lot of projects fail because of poor <\/span><span style=\"font-weight: 400;\">resource management<\/span><span style=\"font-weight: 400;\">. Perhaps the people with the right skills were assigned to a different project, <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/meeting-room-booking-system\"><span style=\"font-weight: 400;\">the space was double-booked<\/span><\/a><span style=\"font-weight: 400;\">, or the <\/span><a href=\"https:\/\/resourceguruapp.com\/features\/equipment-management-software\"><span style=\"font-weight: 400;\">equipment you needed wasn\u2019t available<\/span><\/a><span style=\"font-weight: 400;\">. Trust us, resource management is everything.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So once your project plan has been drafted, it\u2019s time to look over your resource management strategy.<\/span><\/p>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Choose-a-resource-management-strategy-that-will-ensure-project-success\"><\/span><b>Choose a resource <\/b><b>management strategy <\/b><b>that <\/b><b>will ensure <\/b><b>project success<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Any project, no matter the size, will always have challenges. Whether it\u2019s the timeline, budget, or resources, a <a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-plan-mistake\">resource management plan<\/a> will increase your chances of meeting your goals and ensure <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are four resource management techniques we recommend.<\/span><\/p>\n<h3><strong>1. Use resource leveling to adjust task deadlines<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Resource leveling is a project management technique that prioritizes your people, materials, and time by choosing start and end dates for projects based on when resources will be available.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if, during the planning phase, you know a key <\/span><span style=\"font-weight: 400;\">team member<\/span><span style=\"font-weight: 400;\"> will be on paternity leave at the halfway point of the project, you might push the deadline back several months to save that <\/span><span style=\"font-weight: 400;\">team member<\/span><span style=\"font-weight: 400;\"> the experience of returning to full capacity during a stressful time in their life just to meet a deadline. Resource leveling helps you <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/how-to-schedule-employees-effectively\"><span style=\"font-weight: 400;\">treat your team like people and not like robots<\/span><\/a><span style=\"font-weight: 400;\"> who can jump back into work at full speed. But sometimes, <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-leveling\"><span style=\"font-weight: 400;\">resource leveling isn\u2019t enough<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><strong>2. Use resource smoothing to identify critical tasks<\/strong><\/h3>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-smoothing-team-performance\"><span style=\"font-weight: 400;\">Resource smoothing<\/span><\/a><span style=\"font-weight: 400;\"> is a tool for <\/span><span style=\"font-weight: 400;\">project management success<\/span><span style=\"font-weight: 400;\"> that helps you meet your deadlines by getting rid of unnecessary tasks without highs and lows in the availability of resources.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As an example, you might choose to use resource smoothing when a client is pushing for an earlier deadline. Using your scheduling or resource management tool, you can pinpoint which <\/span><span style=\"font-weight: 400;\">team members<\/span><span style=\"font-weight: 400;\"> are over or under-utilized. You can easily decide to reallocate resources or if you need to hire a freelancer. Once you\u2019ve used resource smoothing to adjust your tasks and move your resources around, you and your <\/span><span style=\"font-weight: 400;\">project team<\/span><span style=\"font-weight: 400;\"> can feel confident in your decision to bump the deadline up.\u00a0<\/span><\/p>\n<h3><strong>3. Stay on top of resource utilization to avoid allocation issues<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Resource utilization refers to the number of hours your <\/span><span style=\"font-weight: 400;\">team members<\/span><span style=\"font-weight: 400;\"> and material resources are allocated during a given timeline. It addresses two key performance indicators: overutilization and underutilization. Monitoring resource utilization helps you avoid employee burnout mid-project (overutilization) or missed opportunities to get ahead on the project (underutilization). A good rule of thumb is to keep <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-managers-resource-utilization\"><span style=\"font-weight: 400;\">resource utilization around 70-80%<\/span><\/a><span style=\"font-weight: 400;\"> for each employee.<\/span><\/p>\n<h3><strong>4. Use resource forecasting to anticipate needs<\/strong><\/h3>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/5-tips-for-resource-forecasting-in-project-management\"><span style=\"font-weight: 400;\">Resource forecasting<\/span><\/a><span style=\"font-weight: 400;\"> anticipates your team\u2019s future resource needs. You can forecast project bottlenecks, such as projects that will need more developers than average. It helps you be better prepared and better manage expectations for the project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For more on these <\/span><span style=\"font-weight: 400;\">methodologies,<\/span><span style=\"font-weight: 400;\"> check out our <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-management-techniques\"><span style=\"font-weight: 400;\">6 resource management techniques for successful projects and happier employees<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Communication-is-key-to-project-success\"><\/span><b>Communication is key to <\/b><b>project success<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Any seasoned PM knows that overcommunicating is the name of the game. To help things run smoothly from the get-go, these are a few things you can cover.<\/span><\/p>\n<h3><strong>Create a project glossary<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Shared language improves the chances of <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">. So if you\u2019re working with a client or in an industry that uses terminology you\u2019re not familiar with, start a <\/span><span style=\"font-weight: 400;\">collaborative<\/span><span style=\"font-weight: 400;\"> project glossary. As you come across unknown terms, ask your client to define them, then keep the definitions in a place your project team can easily find. This can also be a great way to quickly get someone new to the team up to speed. It\u2019s very simple \u2013 but incredibly practical.<\/span><\/p>\n<h3><strong>Make use of existing materials<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Unless a project is a brand new initiative, there will typically be a bunch of information or existing material you can use to get a better understanding of what you\u2019re dealing with.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s go back to the website example one more time. By auditing the existing website, CMS, and interviewing people using it, you\u2019ll get a better look into their needs and pain points. Ultimately, the team will have a shared understanding of what you\u2019re building and what \u201cgood\u201d looks like to the client. And what will that lead to? You guessed it. Higher chance of <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h3><strong>Hold regular progress meetings<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">Regular check-ins are a must for any project. Create a checklist for your progress meetings that include the goals of the project and how well you\u2019re tracking against both goals and deadlines. But let\u2019s not forget about the team itself. Discuss how collaboration is going, transparency, feedback, communication with the client, and any other factors that could impact performance.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Regular progress meetings will help you see how your process is doing overall and identify any roadblocks that could stand in the way of <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><strong>Revisit your project success goals often<\/strong><\/h3>\n<p><span style=\"font-weight: 400;\">During the project, you might feel that you\u2019re losing sight of some of the goals you\u2019ve set. Whenever this is happening, get the team and the client together to review the <\/span><span style=\"font-weight: 400;\">project success criteria<\/span><span style=\"font-weight: 400;\"> and the goals you established in the beginning and discuss whether or not you\u2019re on track.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Goals can change over time, if that\u2019s the case, make sure new goals are added to the project plan and that key tasks are updated accordingly if needed. The same goes for the resources involved.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Evaluate-your-project-based-on-success-criteria\"><\/span>Evaluate your project based on success criteria<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Just because a project is over, doesn\u2019t always mean it\u2019s complete. Once the time has come to get together with your team to evaluate how well you met your goals, refer back to your criteria for project success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s go back to our website example and let\u2019s say one of the criteria was to outrank the competition on Google. That\u2019s not something that\u2019s going to be immediately measurable. In fact, most projects will have a set of criteria that has goals that will take some time to measure, and that\u2019s okay.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Start with the goal and criteria that can be measured today, for a newly launched website, which could be:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The value proposition is instantly clear<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The sign-up process is 5x faster than before\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It\u2019s easy to find the content that you\u2019re looking for<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">For the goals that can\u2019t be measured at the time, create a reminder to revisit and evaluate when it\u2019s possible to do so.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Create a complete project evaluation report to demonstrate how well you delivered on <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\"> criteria and goals met. It\u2019s also important to include valuable lessons learned and important takeaways. A few criteria you might include in the report are scope, cost, resources, quality, risk, and time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now that you\u2019ve evaluated the project\u2019s success, it\u2019s time for the final piece of the puzzle: the <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/project-handover-template\"><span style=\"font-weight: 400;\">project handover<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Set-your-client-up-for-success-at-project-handoff\"><\/span><span style=\"font-weight: 400;\">Set your client up for success at project handoff<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You know you\u2019ve done a successful project handover if your client never comes back to you with any questions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Project handover documents have essential information someone would need to continue to run with a project. It\u2019s one ginormous master checklist if you will.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Include the <\/span><span style=\"font-weight: 400;\">project success criteria<\/span><span style=\"font-weight: 400;\"> and goals you defined at the very beginning of the project, and explain the outcomes. Include all the relevant correspondence, the project evaluation, and anything your client needs if they have questions about the project post-handoff. For best practice, have a Customer Success Manager follow up on the long-term <\/span><span style=\"font-weight: 400;\">project success<\/span><span style=\"font-weight: 400;\"> and gather feedback.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Project-success-doesnt-just-happen\"><\/span><span style=\"font-weight: 400;\">Project success<\/span><span style=\"font-weight: 400;\"> doesn\u2019t just happen<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Remember, successful projects aren\u2019t happy accidents\u2014they\u2019re planned. By defining success criteria, setting realistic goals, and setting a flexible resource management strategy, you\u2019ll have all the power in the world to deliver a successful project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And remember, the next time you\u2019re getting started on a project, don\u2019t be afraid to ask the \u201cstupid\u201d questions. Because the answers to project success might be hiding right in front of you.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>Related Resource Guru reads:<\/b><\/p>\n<ul>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/resource-allocation-guide\"><span style=\"font-weight: 400;\">The complete guide to resource allocation in project management<\/span><\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/factors-affecting-resource-capacity-planning\"><span style=\"font-weight: 400;\">The top 5 factors affecting resource capacity planning in 2022<\/span><\/a><\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/5-tips-for-resource-forecasting-in-project-management\"><span style=\"font-weight: 400;\">The ultimate resource forecasting guide for project managers<\/span><\/a><\/li>\n<\/ul>\n<p><a href=\"https:\/\/get.resourceguruapp.com\/ebook-confessions-of-a-project-manager\/?utm_source=blog&amp;utm_medium=banner&amp;utm_campaign=COPM\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-4165 size-medium\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png\" alt=\"Download the eBook, Confessions of a Project Manager\" width=\"943\" height=\"242\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-943x242.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1042x268.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1-1536x395.png 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2023\/02\/ebook-blog-banner-v1.png 1836w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>What makes a project successful? This is the question every great Project Manager asks themselves when kicking off a new project. Delivering successful projects comes down to one (not so) simple thing: Defining what project success&hellip;<\/p>\n","protected":false},"author":30,"featured_media":3587,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[38],"tags":[],"class_list":["post-917","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Project Management Tactics That Drive Project Success<\/title>\n<meta name=\"description\" content=\"Learn the tactics that will make you a better Project Manager, help you deliver successful projects, and keep your clients happy.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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