Project management seems like it should be pretty easy on the surface. However, it is one of the most surprisingly complex aspects of the entire project and it is utterly fundamental to its success. Some research suggests that companies that prioritize developing project management skill sets spend on average 28 times less on projects than companies that do not. Beyond that, these same companies are more likely to optimize processes and push projects over the finish line.

Being a project manager means planning and organizing a project and the resources it will take to get everything off the ground. Not only does it involve keeping everyone on track to push a project through, but it also entails building a knowledge base and system that the team can use to take the next project even more effectively. Systematically planning steps that will be taken to effectively bring together a project is key.

For many project managers, knowledge management is an important aspect of keeping everything organized and functional. Proper knowledge anagement is a means of keeping all of the project’s data organized and accessible for all team members. Taking these steps can be a key component to developing an effective, process-oriented team capable of taking on any challenge thrown at them.

Identifying Accessibility Challenges

Perhaps the first thing to address when getting a project off the ground is where any information, tools, or data will be stored. Today, many knowledge managers are choosing to manage databases in a cloud software setting. In general, this is a great choice for employees who aren’t all working in the same building. Whether employees are working from two different corporate offices or in remote office settings, online database management is a great way to ensure they are all able to access project tools in real-time.

Once it is clear where the information will be stored, it is critical for a knowledge manager to make sure that everyone on the team has access. This can be as simple as making sure everyone is added to the proper groups and granted the relevant editing permissions. It could also be more complex and involve making sure that everyone on the team can maintain necessary security clearances or adequately install updates to maintain their own access. Security access can be especially challenging if working within the public sector.

Another step in identifying accessibility challenges during project kick-off is making sure that everyone is communicating. As a project manager, it is important to clearly communicate goals and expectations early on in the process. Likewise, take time to set up clear communication methods for the team to use. Maybe that is a team chat or weekly check-in meetings, whatever works best for your team.

Breaking Down the Intricacies

Removing accessibility barriers is a huge factor in building efficiencies in project management. The next step is breaking down the process into bite-sized chunks that aren’t completely overwhelming for the team. Huge, complex problems may be tempting to attack head-on, but in reality starting with small, achievable steps is far more likely to keep people from being stretched too thin and getting burnt out.

This is an important aspect of leadership and project management. Start by breaking the project down into phases and putting together a rough schedule. Outline who needs to be involved in each phase, what their role is going to be, and how a handoff to the next phase is going to look. Doing this can eliminate early confusion and give the team a sense of direction early on. 

Again, communication is going to play a key role. Remind the team of their roles and responsibilities, where data should be saved so it is accessible to everyone, and strive to keep the communication between team members rolling. As the project manager, it is also important to continue to manage the knowledge database and keep things organized.

Incorporating Technology to Improve Efficiency

Project management also provides a unique opportunity to incorporate new technologies that can build efficiency into the team’s processes. Certain tools can be built right into how the team operates and can give them autonomy and flexibility to work through challenges directly with the system. For instance, certain project management tools allow employees to adjust schedules and centralize all proposed changes for the project manager to easily see and address.

Other tools may be incorporated to help automate repetitive tasks and free up employees to spend more time on creative processes that enhance the overall team function and ultimately the final product. Things like data entry and file transfers are easy to automate and can greatly boost the team’s efficiency.

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Project management is an important task and there are many critical elements to keeping a team productive and on track. Managing team knowledge and creating an effective communication strategy is a valuable first step. From there breaking down tasks and incorporating the right technologies can help reduce complexities and boost efficiency which will bring the team to project completion in a timely and effective manner.

Amanda Winstead is a writer from the Northwest US area with a background in communications and a passion for telling stories. She has been following Knowledge Management for several years and it's one of her favorite topics to explore.  Along with writing she enjoys traveling, reading, working out, and going to concerts.

If you want to follow her writing journey, or even just say hi you can find her on Twitter or LinkedIn or check out her portfolio.

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