Project managers currently operate in an environment defined by escalating complexity, the logistical hurdles of geographically dispersed hybrid teams, and the transformative, often disruptive, pressure of new technologies, such as Artificial Intelligence (AI). In this latest project economy, the role of the project manager has evolved far beyond that of a simple task coordinator. They are now expected to be strategic leaders, adept at navigating volatility to deliver tangible, measurable business value. Additionally, many project managers are responsible for managing two to five projects simultaneously. With many different people to communicate with and tasks to organize, there is a lot to learn when growing into the project manager role.
Success is the result of a disciplined, integrated approach to project management. The following seven best practices represent a comprehensive framework for achieving this success. This guide provides a roadmap for mastering the fundamentals and advanced techniques of project management.
This post will cover:
- 1. Create a strategic project plan.
- 2. Select the right project management technique.
- 3. Optimize resource management.
- 4. Monitor and document progress.
- 5. Enhance team communication.
- 6. Cultivate power skills and build resilient teams.
- 7. Leverage AI integrations with project management platforms.
- Get started with Workfront to improve project management skills.
1. Create a strategic project plan.
A successful project can be determined by the accuracy of its initial planning documents. A project's success or failure is often sealed before the first task is ever assigned, determined by the clarity and strategic alignment of its foundational blueprint. Creating a strategic project plan is crucial for minimizing unforeseen risks throughout the entire project lifecycle.
Create a business case.
Before committing any resources, a robust business case must be developed. This document goes beyond a simple project charter; it explicitly answers the fundamental "why" of the project, detailing its strategic context, potential return on investment (ROI), key risks and rewards, and the feasibility of its completion with available resources. The business case directly addresses this vulnerability by forcing a clear articulation of the project's purpose and its connection to the organization's strategic goals, ensuring the team begins with the end in mind.
Create SMART goals.
With the strategic direction set, the next step is to translate high-level ambitions into concrete, actionable objectives. The SMART framework is an indispensable tool for this, ensuring that every aim is to:
- Specific: Clearly defined and unambiguous.
- Measurable: Quantifiable with clear metrics for success.
- Achievable: Realistic given the available resources and constraints.
- Relevant: Aligned with the business case and company goals.
- Time-bound: Associated with a clear timeline and deadlines.
Adhering to SMART criteria prevents ambiguity that leads to scope creep and ensures that all stakeholders, from the project sponsor to individual team members, share a common and precise understanding of what success entails.
Create a work breakdown structure.
A work breakdown structure (WBS) is a project management tool that provides a deliverable-oriented hierarchical decomposition of the work to be executed by the team. It is a comprehensive, visual map of the entire project scope. The WBS is governed by the 100% Rule, which mandates that the WBS must capture 100% of the work defined in the project scope and nothing more. This principle makes the WBS the most effective defense against scope creep; if an activity is not represented in the WBS, it is officially outside the project's scope.
Identify stakeholders.
No project exists in a vacuum. Its success is deeply intertwined with the expectations, influence, and engagement of its stakeholders—the individuals, groups, or organizations who may affect, be affected by, or perceive themselves to be affected by the project. Proactive stakeholder management is, therefore, a critical discipline. The process begins with identifying all relevant stakeholders and then analyzing their level of interest in the project and their power to influence its outcomes. The most common tool for this analysis is the Stakeholder Analysis Matrix, often visualized as a Power/Interest Grid. This matrix categorizes stakeholders into four quadrants, each with a corresponding engagement strategy.
2. Select the right project management technique.
Project management is not a monolithic discipline with a single, universal solution. Managing projects requires a nuanced understanding of various methodologies, as the choice of technique can profoundly impact a project's outcome.
Waterfall methodology.
The Waterfall methodology is a traditional, linear approach where a project progresses through a series of sequential phases, such as Requirements, Design, Build, Test, and Deployment. Each phase must be fully completed before the next one can begin, creating a downward flow of progress akin to a waterfall.
This approach is best suited for projects where the requirements are well-understood, stable, and unlikely to change. It excels in environments that demand extensive documentation, upfront planning, and rigorous tracking, such as in large-scale construction, manufacturing, or engineering projects. However, its primary weakness is its inflexibility. Once a phase is complete, making changes is difficult and costly, rendering it ill-suited for projects with high levels of uncertainty or those that require adaptation to feedback during the development process.
Agile methodology with Scrum and Kanban.
Agile is not a single method but an iterative philosophy that prioritizes flexibility, speed, customer feedback, and collaboration. It operates by breaking large, complex projects into smaller, manageable increments of work that are completed in short cycles, allowing for continuous delivery of value and rapid adaptation to change. Two of the most popular Agile frameworks are Scrum and Kanban.
- Scrum: This is a highly structured Agile framework designed for small, collaborative teams working in fixed-length iterations called "sprints," which typically last one to four weeks. At the start of each sprint, the team selects a set of tasks from a prioritized list known as the product backlog. The process is guided by specific roles—the Scrum Master, who facilitates the process and removes impediments, and the Product Owner, who represents the stakeholders and manages the backlog. A cadence of regular meetings, including daily stand-ups, sprint reviews (to demonstrate completed work), and sprint retrospectives (to improve the process), drives continuous improvement and team cohesion.
- Kanban: This is a more flexible Agile method that focuses on visualizing work, limiting the amount of Work in Progress (WIP), and maximizing workflow efficiency. The core of Kanban is the Kanban board, a visual tool with columns representing the stages of a process (e.g., "Backlog," "To Do," "In Progress," "Done"). Tasks, represented as cards, move across the board as they progress. By setting explicit limits on the number of tasks that can be in any one stage at a time (WIP limits), Kanban helps teams identify bottlenecks and maintain a smooth, continuous workflow. It is less prescriptive than Scrum and is exceptionally well-suited for teams focused on continuous delivery, such as IT operations or support teams.
3. Optimize resource management.
A well-defined project plan is only theoretical until it is grounded in the practical realities of time and resources. Advanced resource management allows teams to identify dependencies, account for uncertainty, and optimize the allocation of the finite resources required to execute the plan.
Two methods that can help teams optimize resource management include the critical path method (CPM) and the program evaluation and review technique (PERT). The critical path method involves creating a network diagram that maps all project activities and their dependencies, illustrating which tasks must be completed before others can begin. PERT estimates the time it will take to complete a task by designating the minimum possible time required for a task (“optimistic time”), the maximum possible time required (“pessimistic time”), and the most realistic estimate to complete a task (“most likely time”). These three estimates are then used to calculate an expected duration using the weighted average formula.
Resource allocation, leveling, and smoothing.
Resource allocation planning is typically guided by capacity planning, which involves forecasting resource demand and comparing it against the team's available capacity. Failing to understand actual team capacity—accounting for holidays, other project commitments, and operational work—is a hidden but primary cause of schedule delays.
When resource conflicts and overallocations are identified, project managers have two primary techniques at their disposal:
- Resource Leveling: This technique is used when resources are over-committed, and the priority is to maintain a manageable workload. It involves adjusting the project schedule to resolve the conflict, which often means delaying non-critical tasks or even extending the project's overall timeline to ensure resources are not stretched beyond their capacity. The primary goal is to create a realistic schedule, even if it means pushing back the end date.
- Resource Smoothing: This technique is employed when the project deadline is fixed and cannot be changed. The project manager adjusts tasks only within their available float, shifting them to "smooth out" the peaks and valleys of resource demand. The critical path remains unchanged, and the project's end date is protected. This method optimizes resource utilization within existing time constraints but offers less flexibility than resource leveling.
4. Monitor and document progress.
As you manage your project, it will be helpful to have metrics to track progress. The right software can display data in a dashboard that is easily viewable and shareable.
If you don’t have analytics tools, then you may have to track progress manually using a spreadsheet. By documenting progress, you can easily keep tabs on who completed which tasks and the next steps in the process.
Document achievements as well as setbacks. As you near completion of your project, and after you’ve finished, knowing which elements of the project went well and which became bottlenecks can help you plan for the next project.
By carefully monitoring and documenting project progress, you can develop more effective processes that keep teammates engaged and motivated to deliver their best work. Clear documentation provides transparency and builds trust with team members.
Monitoring progress keeps everyone on the same page and ensures they are more prepared for each new project.
5. Enhance internal team communication.
Miscommunication, unclear expectations, and information silos are direct contributors to project failure or delays. A strategic communication plan ensures the right information reaches the right people at the right time and through the right channels.
Creating effective communication plans.
A project communication plan is a formal document that acts as a blueprint for all project-related information exchange. It eliminates ambiguity and sets clear expectations for how the team and stakeholders will interact. A comprehensive plan includes several key components:
- Audience/Stakeholders: The first step is to identify all parties who need to be kept informed. This list, derived from the stakeholder analysis, will include the core project team, the project sponsor, key executives, external vendors, and any other relevant departments.
- Message/Purpose: Different audiences require different types of information at different levels of detail. The plan should specify the purpose of each communication—whether it's a detailed weekly status report for the project team, a high-level executive summary for the sponsor, a risk update, or a milestone achievement announcement.
- Method/Channel: The plan must define the appropriate channel for each type of communication. This prevents confusion and ensures messages are delivered effectively. For example, instant messaging platforms might be designated for quick, informal questions; email for formal announcements and external correspondence; a project management platform for all task-related updates and progress tracking; and video conferencing for discussions requiring face-to-face interaction.
- Frequency: Establishing a regular cadence for communication is crucial. The plan should dictate whether communications will occur daily (e.g., team stand-ups), weekly (e.g., status reports), monthly (e.g., stakeholder reviews), or on an ad-hoc basis as milestones are reached.
- Owner: To ensure accountability, each communication type should have a designated owner—typically the project manager, but it can be delegated—who is responsible for preparing and disseminating the information.
6. Cultivate power skills and build resilient teams.
Project management is typically viewed through a technical lens, a discipline defined by proficiency in scheduling, budgeting, and process control. While these technical skills remain foundational, the modern project landscape has revealed a more profound truth: the ultimate success or failure of a project often hinges on the human element.
What are power skills?
PMI defines power skills as the essential abilities and behaviors that facilitate effective collaboration with others and success in the modern workplace. These are the skills that differentiate a mere process administrator from a true project leader. Extensive research by PMI has consistently identified four power skills as the most critical for project success:
- Communication: The ability to clearly articulate vision, goals, and status, and to listen actively to stakeholders and team members.
- Problem-Solving: The capacity to analyze complex situations, identify root causes, and develop creative and practical solutions.
- Collaborative Leadership: The skill of guiding, influencing, and motivating a diverse team toward a common goal, fostering an environment of trust and shared ownership.
- Strategic Thinking: The ability to see the bigger picture, understand how a project aligns with broader organizational objectives, and make decisions that drive long-term value.
Build a strong, resilient team.
A project manager equipped with power skills is uniquely positioned to cultivate a high-performing and resilient team. This involves several key principles:
- Fostering trust over control. Effective project leaders build an environment of psychological safety and trust. They empower their team members with autonomy, focusing on outcomes rather than micromanaging activities. This approach fosters ownership, accountability, and higher levels of engagement.
- Creating a growth-oriented culture. Mistakes and setbacks are inevitable in complex projects. A resilient team culture treats these events as learning opportunities rather than failures to be punished. Implementing practices like a blame-free after-action review enables the team to systematically document lessons learned and continuously improve its processes professionally and constructively.
The career trajectory for a successful project manager has undergone significant changes. Mastery of technical tools is the entry ticket, but the path to leadership and impact is paved with highly developed power skills. The most effective project managers are strategic business leaders who use projects as their vehicle for driving meaningful change.
7. Leverage AI integrations with project management platforms.
Modern project management software has evolved far beyond simple digital to-do lists. Today's leading platforms are integrated work management systems that serve as the central nervous system for all project activity, and the infusion of Artificial Intelligence is acting as a powerful catalyst, amplifying the capabilities of project teams and their leaders.
Adopt AI in project management.
AI adoption is not about replacing project managers but about augmenting their abilities. AI excels at handling the complex, data-intensive, and repetitive work that consumes a significant portion of a project manager's time, enabling them to focus on strategic, high-impact activities. Key applications include:
- Automation of Routine Tasks: AI-driven workflows can automatically handle task assignments, schedule updates, send reminders, and compile status reports, freeing project managers from manual, administrative work.
- Predictive Analytics: By analyzing vast amounts of historical and real-time project data, AI algorithms can identify subtle patterns and forecast potential risks, budget overruns, and schedule delays long before they would be apparent to a human observer. This shifts the team from a reactive to a proactive posture.
- Intelligent Resource Allocation: AI can analyze team members' skills, current workloads, and availability to recommend optimal resource assignments. This helps prevent bottlenecks, optimize utilization, and protect teams from burnout.
- Enhanced Decision-Making: AI provides objective, data-driven insights that can reduce human bias in critical project decisions, from project selection and prioritization to risk response strategies.
Essential features of a modern enterprise platform.
To harness the power of AI and support the complexities of modern work, an enterprise-grade project management platform must deliver a specific set of integrated capabilities. A solution like Workfront is designed with these modern requirements at its core:
- Deep Integration: A modern platform cannot be a silo. It must integrate seamlessly with the other core business systems, such as Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP). This creates a single, unified source of truth for all work and data, eliminating the need for manual data entry and enhancing decision accuracy.
- Enterprise-Grade Scalability and Security: The platform must be robust enough to support the needs of a large, growing organization. This includes the ability to scale across thousands of users and multiple departments while maintaining high performance, as well as providing enterprise-level security features, granular administrative controls, and compliance with data protection regulations.
- Flexibility and Customization: Project management software must offer customizable workflows, personalized dashboards, project templates, and support for various methodologies (e.g., Kanban boards, Gantt charts), allowing the platform to be tailored to a company's unique processes.
- Real-Time Collaboration: The platform must provide a central hub for real-time team collaboration, including integrated messaging and collaborative document editing. Crucially, it must offer dynamic, customizable dashboards and reporting tools that provide a complete, 360-degree view of project health, resource utilization, and progress against strategic KPIs.
Ultimately, the value of this technology lies in its ability to empower the human project leader. By automating the administrative and analytically intensive aspects of project management, an AI-powered platform creates the time and cognitive space for the project manager to exercise the critical power skills—strategic thinking, collaborative leadership, and complex problem-solving—that truly drive project success. An investment in a modern work management platform is therefore not just a technology purchase; it is an investment in unlocking the full strategic potential of your project leaders and, by extension, your entire organization.
Get started with Workfront to improve project management skills.
Company goals and priorities are constantly evolving, and tasks must be adjusted frequently to stay aligned with upcoming changes. Project management isn’t easy, but developing your skills in these key areas will help you become a more successful project manager. Project managers and the right project management software help teams confidently move forward with projects, knowing that tasks are organized and timelines can be shared with all those involved.
The right tools can make project management a lot easier. Workfront is the ultimate toolkit for organizing your next project. This enterprise work management software integrates people, data, processes, and technology across your organization, enabling you to manage the entire project lifecycle from start to finish.
By optimizing and centralizing digital projects, cross-functional teams can connect, collaborate, and execute from anywhere, enabling them to do their best work.
Book a demo or watch the overview video to learn more about Workfront.
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