10 Must-Know Basics About Information Technology Project Management

As it is, information technology is already a complex industry. It is fast-paced and ever-changing, and if one fails to adapt, it’ll be harder to keep up.

That is why now more than ever, project management is in demand. According to the Project Management Institute’s salary survey in 2017, more than two-thirds of project management professionals surveyed state that their compensation increased over the previous 12 months.

The top three countries with highest median salaries in project management are:

1. Switzerland (US$130,966)
2. United States (US$112,000)
3. Australia (US$108,593)

There is no doubt why the demand for project management continues to soar especially in the information technology field. A good project manager makes all the difference between project failure and success, and it is in realising the limitless possibilities of technology, processes, and people that success is reached.

If you are hiring for information technology project management roles, it will help a lot to have a full understanding of the practice first. What should be your expectations? How will success be measured?

Read on to learn the ten things you need to know about information technology project management.

1. Definition and People Involvement

Composed of a beginning, middle, and an end, a project is temporary and not a routine operation. Often, there are many operations within the process to achieve a specific goal for an organisation. 

These operations involve a number of people who do not regularly work together for a common project, which brings in a need to address people issues. You see, information technology projects involve not just technology, but processes and people as well.

Moreover, managing a project is not necessarily someone’s only responsibility. Managers of all sorts may, from time to time, have to manage several projects at a time, and if needed, can also deploy a certain set of skills to achieve success.

2. The Project Management Process

What are the processes involved? There are many models for information technology project management processes, such as:

Structured systems analysis and design method (SSADM), which are the highly structured and document-led approaches. 

Another one is Agile, which utilises more modern approaches and relies on a collaborative effort of cross-functional teams, including end-users or even customers. Here, speed and the flexible evolution of solutions is the main characteristic.

A simple process that all approaches share are these five steps:

A good project manager oversees and documents every step of  the process a project entails.

3. Getting the Right Team

A skillful project manager is critical to achieving success, but it doesn’t stop there. Putting together the right team to work on a project is also very important. Not only does it build competence among the team, but also diversifies the outcome of the project.

Projects often involve team members from different parts of the organisation. At times, the team may even tap people from outside the organisation.

How do you build the right team? First, identify the knowledge, skills, and experience needed for the project, then select people who match those requirements.

Lack of capability, even when there is a shared vision, leads to frustration. Combine the necessary knowledge, skills and experience in one dream team and you’re already halfway there.

Other than the specific skills, matching the personalities of each team member is also key. Chemistry may not be something immediately considered, but it will be a big help to build relationships and rapport among team members.

4. It Starts with Discovery

Discovery is the early stage of the project where the team is briefed on the true scope of the project. 

What are the expectations of stakeholders? What tasks are included? What aren’t? What are the expected outcomes? What are the key deliverables and KPI’s?

Discovery should also be about positioning. What are the drivers of the project? What problems does the project fix and what opportunities can be maximised?

This important task is often under-resourced in terms of time and people. Doing discovery right the first time means avoiding project delay, cost overrun, or even failure.

5. Document for Success

It’s tempting, even for project managers, to proceed to ‘action’ as soon as possible. However the findings from the discovery phase can often result in a project going from good to great. Plus, the documentation compiled in the discovery phase can provide a good resource for if you need to backtrack or review.

If the project involves various stakeholders, a documented statement of scope or terms of reference that all parties can sign off will help avoid problems later. It’s a project manager’s nightmare when a client comes back after delivery of the project and claims it isn’t what they wanted.

A ‘terms of reference’ document should include the following:

6. Realistic Plans and Schedules

Speaking of preparation, just like discovery and documentation, planning can seem like a delay, but is a vital part of the process. The key? Make it realistic.

A realistic schedule will flush out any potential resource issues whether it be people, time or money, so better if the project manager prepares for this early. Under promise, over deliver. The plan should allow a buffer for unexpected circumstances and overruns.

If the project needs to be delivered in six weeks, then a plan that finishes in four weeks will be able to accommodate a two-week overrun. If the team delivers earlier than that, then there will be time for celebration.

Urgency and flexibility, if mixed properly, can really do wonders.

7. Mark the Milestones

Setting milestones is a useful way of managing progress towards the ultimate goal.

Clearly defined deliverables at specified points along the road help determine the progress and identify any need for changes. A sudden and unforeseen change of resource, expectations, or efforts might lead to project failure if not addressed quickly and efficiently.

In every milestone, it is also helpful to update stakeholders on issues or problems encountered. Discussion at these checkpoints makes it easier to coordinate responses, align the team, and get support for the project.

Furthermore, it keeps the project moving and keeps the whole team on the same page.

8. Project Management is About People

Information technology project management is about people.

An effective project manager understands the importance of synergy. The quality of interaction among the project leader, project teams, and technology users is crucial. People skills can make or break a project.

When a project fails, do not just look at technological lapses. More often, failure can be a result of people issues left unsolved. And this is where an efficient management is most needed.

Simply put, communication creates and maintains a shared vision. This ensures everybody moves towards the same end goal.

9. What If Things Go Wrong

In an ideal world, it is all about getting things right in every project. But in reality, things don’t always go right the first time, especially when there are multiple stakeholders involved.

First and foremost, the relationship between stakeholders and project manager should be one of confidence. You need an open and honest communication not just on your successes, but also on the challenges.

If an issue arises, project managers should have clear and specific information about the issue and ideally a recommendation on a solution. Clear project documentation provides the basis in explaining shortfalls versus expectations. Expect impact assessments on the project.

Project impacts can be on the budget, deadlines, or project requirements. Whatever it may be, the project manager is expected to have workarounds, solutions, and options for a fix.

10. Learning Opportunity

Every project is an opportunity to learn and improve for the next time. This should be especially true for project managers as they oversee the project from start to finish. When another project starts, mistakes can be avoided and learnings will then be applied for the better. Again, documentation of the project can be a valuable resource for the next project.

This is where a post-project review becomes relevant. Although organisational priorities tend to be forward-focused, taking some time to reflect and review previous experiences can reap dividends in the future.

A professional project manager cares about continuous professional development, too. Other than improving processes, the knowledge and  skills of team members will grow as well.

A post-project review can also be an opportunity to celebrate successes. Recognise team members who have done an outstanding job and rekindle cross-functional and multi-departmental relationships. This is great for creating a positive organisational culture in the long run.

Level Up Your Project Management

Information technology project management is a part of modern life. As organisations leverage data, automate processes, and update their systems, exceptional management skills have become a rare gem to find.

Want to up your project management game? We can help you find the right people for your team.

Contact us today to get started.