Information that Project Manager should have:- As the cook needs to know the ingredients and utensils needed, the cooking time and the number of people to serve to make a successful dish, the project manager must have all the necessary information in hand to manage his project effectively.
If an ingredient or tool is missing, if it does not know the cooking time, then its recipe will be missed or different from the original recipe. The same applies to project management. Having the right information at the right time will determine the success or failure of a project.
Being well informed is therefore essential and allows you to be performing and productive. But above all it means saving time, money and resources. As you know, delays in time will necessarily have financial consequences. Everything begins with the specifications that contain all the information the project manager needs to carry out his project.
Important Information a Project Manager Should Have
In a project, the most important information is:
- The planning
- Budget and costs
- The resources
- The risks
Here is the essential information that the project manager must know and master to manage his project as efficiently as possible.
Context, Issues and Objectives
This is the backbone of all projects. This Unable to start a project without having this information and what is the context of this project? What are the issues? What are the objectives to be achieved? Knowing these things means knowing the direction you and your team are going to take, why you are doing this project. Once these elements are defined, you will have a clear and precise vision of your project.
Now that the objectives are defined, it is time to draw up the forecasting plan. This is an unavoidable and crucial step in project management. This allows you to:
- Identify the tasks to be carried out;
- To define the means to be implemented;
- To design the project’s reference plan;
Anticipate risks and prevent them. This information is crucial to the smooth running of a project. Developing the forecasting plan also allows you to track the progress of tasks and to know the workload of the members of your team. Involve your team in the planning process as each member will be able to estimate the time required to complete the tasks assigned to him / her. Your schedule needs to be updated daily. To do this, use the Gantt Chart, an effective planning tool.
Cost and Budget
It is essential to know what is the budget allocated to your project and what are the costs generated by its implementation. To ensure the success of the project, you must monitor costs and any budget overruns. To do this, draw up a provisional budget: it is a matter of foreseeing all the expenses and revenues related to the project. This allows you to have a complete view of the budget, and thus make the right decisions at the right time. To prepare your estimated budget, list the direct and indirect costs of your project.
- The salaries of the human resources mobilized internally on the project (including you);
- The cost of external human resources, such as a consultant;
- The cost of purchasing or leasing specific equipment;
- Travel expenses.
- Overhead costs (or running costs);
- Management fees.
Build a realistic budget and remember that it can evolve.
For the fulfillment of your project, you need human and material resources. In terms of human resources, you must be able to choose the right skills for each task. Then, during the project, pay attention to the workload and availability of each team member.
Interact regularly with your team during meetings or individual interviews to get up-to-date information on the progress of the project. It also allows you to measure the motivation, commitment and involvement of your employees in the project. A motivated and committed team is the key to the success of the project. It is your role as project manager to create a good working atmosphere and foster teamwork.
In project management, it is impossible to foresee everything. However, it is still possible to identify the main risks and prevent them through risk management.
All projects involve risks. A risk is a more or less predictable and more or less serious event, which can have a negative impact on the project, and thus hinder its smooth operation.
What unforeseen and unforeseen events can occur during your project? What solutions could you offer? This information is crucial for the success of your project.
Implement effective and relevant risk management by following these steps:
- Identify all risks: financial, organizational, technical, social, etc.
- Prioritize identified risks by assessing their severity and likelihood.
- Propose solutions to avoid the risk or reduce its impact on the project.
- Identify the periods when the risks are greatest to increase vigilance.
- Follow the evolution of the project and the risks because nothing is fixed.
Collaboration fosters effective sharing of information. This involves constant communication between team members and a clear understanding of the progress of the objectives to be achieved.
To be informed in real time of the progress of the project, use collaborative project management software.
This versatile tool provides an overall view of the project and allows you to work seamlessly with your team. Information is centralized and easily shared by all project stakeholders.
In this way, you can keep track of your project’s progress and the progress of tasks, ensure budget compliance and manage resources from the same interface.
To convince you of its effectiveness, test Planzone free and without obligation for 14 days.
In project management, having the right information at the right time is crucial to making the decisions that will lead to the success of your project.
As project manager, you must be familiar with all aspects of your project: what progress has been made in planning tasks, budget and deadlines, risks and problems encountered, and solutions proposed, etc. It is important that you have an overall view of your project to help you better manage it. With collaborative project management software, access to information about the project is facilitated and simplified for each member of the project team.