One of the fundamentals of project management is that its success is assessed based on an agreed criteria, including a time frame, and the fact that expenditures do not exceed the limits of the budget that has been set for it. Those managing teams working on a shared goal will encounter many difficulties and challenges related to project management, and they may hinder them from reaching their goal.
For this reason, it is the responsibility of project managers to plan ahead, work out the potential obstacles, develop contingency plans, and implement solutions aimed at overcoming any challenges that may arise.
In this article, we will provide examples of project management, and we will explore difficulties and challenges in project management that any project manager may face. We will also provide applicable tips for each of them. Let’s dive into it.
Project management examples
There are many examples of project management in different industries and fields, and most of them include a number of basic concepts and principles of project management:
- Construction Project Management: One of the tasks of project management in this field is to coordinate the efforts of architects, contractors, and other stakeholders to ensure that the project is completed on time, within budget, and to the satisfaction of the client.
- IT Project Management: Project managers in this field are responsible for coordinating the work of software developers, designers, and other IT professionals, to ensure that the project is completed on time and within budget, and that the final product meets the needs of the client or organization.
- Marketing Campaigns Project Management: These project managers ensure that the marketing strategy is developed, the budget is created, and the production and distribution of marketing materials are overseen. They also need to closely monitor the progress of marketing campaigns and adjust their approach as needed to ensure the desired results are achieved.
- Research Project Management: These project managers are responsible for conceptualizing the research, assigning participants, coordinating the work of researchers and other staff, and ensuring that the project is carried out in accordance with guidelines. They are also required to closely monitor the progress of the project and adjust the study as needed to ensure that they obtain reliable and accurate results.
These are just a few examples, but the principles of project management can be applied to almost any type of project in all industries. The secret is to identify the specific goals, tasks, and resources involved, and then use project management techniques to organize and coordinate the work to achieve those goals on time and within budget.
Difficulties and challenges in project management, and their solutions
- Scope creep: This term is also known as band leakage or band stretching. This creep occurs when the project scope begins to expand beyond what was originally agreed upon before the project began, often resulting in delays and cost overruns. The solution: Create a clear project scope and use the project charter to define project objectives, project deliverables, and deliverables. Use the scope management plan to control changes that may occur in the scope of the project, to review any requests to change agreed matters, and then to obtain stakeholder approval of these changes.
- Poor communication: This occurs when members of the team working on the implementation of the project do not have a clear understanding of their roles and responsibilities, or when communication among team members is poor. The solution: Establish clear communication lines and channels, for example: regular team meetings, and project progress reports. Designate a team leader who coordinates communications between those working on the project, making sure that everyone is aware of the status of the project and any issues that may arise.
- The project’s objectives are not clear: This occurs when the project objectives are not well defined, or when stakeholder expectations differ from the project outcome. Solution: Clearly define project goals and ensure they align with the overall goals of the organization. Involve stakeholders in the planning process to ensure that their expectations are understood and incorporated into the project plan.
- Lack of resources: This is when the project team does not have the resources necessary to complete its tasks in working on the project on time, such as people, equipment, and other materials. Solution: Determine the resources required for the project and develop a plan to manage them to ensure their availability when needed, identify potential resource limitations, and develop backup plans to mitigate their impact on the project.
- Poor time management: This is when a project takes longer than originally planned to complete. Solution: Create a detailed project schedule and use a project management software to track its progress, identify potential delays, identify and manage critical path activities, and be prepared to make schedule adjustments as needed to keep the project on track.
- Poor risk management: This occurs when project managers do not identify potential risks, or do not have a plan to mitigate them if they should occur. Solution: Conduct a comprehensive risk assessment and develop a management plan that includes strategies for identifying and assessing potential risks and responding to them. Monitor project risks regularly, and implement risk response plans as necessary.
- Skills gap: The skill levels of some members of your team may fall short of what is required to achieve the project objectives. This situation is known as a skills gap. If an employee is unable to perform the duties of their job role, a gap may occur between your project goals and results. Solution: Ensure that the skills of your team members are sufficient to sustain your project by creating a list of the skills or knowledge required by the project, assessing the skills of employees and assigning them to project tasks according to their strengths and experience.
- Lack of accountability: Accountability means taking responsibility for actions and their results, especially when it comes to mistakes. The wrongdoer should accept accountability and to face the consequences of what he violated, and to do his best to solve the subsequent problems that arise as a result of his mistake. When leaders and team members do not improve accountability, they are holding back the progress of the project by harming the morale of the team and slowing productivity down. The solution: Assign clear tasks to all team members, set a common goal and help the team work toward it, and build accountability into project workflow so that team members understand their roles and responsibilities. In addition, show leadership by example so that your team understands that it is okay to make mistakes as long as they will take responsibility for fixing them, while spreading confidence among them to believe in each other.
- Poor team management: This happens when team members don’t work together, lack motivation, or have low morale. The solution: Define clear roles and responsibilities for team members, making sure they have the necessary skills and training to perform their duties. Communicate regularly with team members, address any issues or concerns they may have, encourage collaboration, and recognize and reward them for their contributions.
- Stakeholder mismanagement: Stakeholders are a group of individuals, organizations and companies that have an interest in the success of the project. Sometimes it happens that stakeholder expectations do not align with project goals. The solution: identify key stakeholders, understand their interests and expectations, develop a solid stakeholder management plan, manage communications with them and their expectations. Provide stakeholders with regular updates on the status of work on the project, and involve them in the decision-making process to keep them updated on the project.
Of course, these solutions are a general overview, and specific cases may require different or additional procedures. However, these should give you a good idea of how to tackle common project management difficulties and challenges.
What is the role of a project management office (PMO)?
A project management office is a group or department within a company, agency, or organization that sets and maintains project management standards within.
The primary goal of a PMO is to help the whole team in following project management processes, policies, and methods. To be effective, an office must embody the organization’s culture and strategy.
The functions of the PMO are to be responsible for directing, documenting and establishing relevant standards for the practices surrounding the management and implementation of projects within the organization. The PMO may also be involved in metrics related to projects, tracking their activities through to completion. The office may also submit reports on the project’s activities, problems and requirements to the executive management in the form of a strategic tool that contributes to directing the implementers and decision makers to consistent goals and objectives.
How can Al Raedah help you overcome difficulties and challenges in project management?
Al Raedah, as a direct lender, has been providing fast and simple financing solutions since its inception in 2016 with a license from the Central Bank of Saudi Arabia.
Al Raedah services are aimed at small and medium enterprises in particular, despite their differences and changing needs, to become the main financing company for small and medium enterprises in the Kingdom of Saudi Arabia. Hence, Al Raedah helps these companies to get projects off the ground by providing appropriate financial solutions that will benefit their business.
Types of projects funded by Al Raidah
Al Raeda has two main financing programs targeting small and medium enterprises. The first program is “POS Financing” and the second is “E-commerce Finance Program”.
First: financing points of sale
The “Point of Sale Financing” program is designed to help small and medium business owners achieve growth, progress and expand the scope of their projects by obtaining flexible financing in a short period of time that contributes to the development and improvement of their existing projects.
Second: E-commerce financing program
This program offers special benefits to customers in the fields of technology and e-commerce, as it allows them to choose suitable financing packages distributed over 6 and 9 months, and payment is made by weekly or monthly transfer. The minimum financing amount is 50,000 Saudi riyals, and the maximum is 500,000 Saudi riyals, and the administrative fee ranges between 1% and 1.5%, which is returned to the customer in the event that the request is not approved by Al Raedah.
Whether you are just starting your career in project management, or have extensive experience in the field, you will agree that managing a project is not easy. You have to stay prepared to overcome the hardships and challenges of project management by sticking to the principles of project management and making sure that the project meets its targets.