Applying Project Management Principles to a Small Organization
Welcome! I’m Dani from ProjectMetaverse.com, and today I’ll be discussing how to apply project management principles to a small organization. Whether you’re starting fresh in a large corporation or a smaller setup, this guide will help you navigate the unique challenges of project management in a smaller organization.
Why This Matters
Large organizations often have established project management frameworks you can follow. However, in smaller organizations, you may need to build these frameworks yourself. This can be challenging, but it’s also an opportunity to set a gold standard for future projects.
This guide is broken down into three key sections:
- Setting expectations with your employer.
- Establishing governance.
- Completing core project management deliverables.
Let’s dive in!
1. Setting Expectations
The first step in any project management role is to set clear expectations with your bosses. Here are three essential points:
a. You Are the Project Manager, Not a Personal Assistant
Make it clear that your role is to manage the project, not to handle daily to-do lists for others. You need autonomy to decide how to allocate your time and execute the project.
b. You Need a Team
As a project manager, you oversee the project but don’t do all the work yourself. Advocate for a team, even if it means using existing staff part-time or hiring contractors. Having the right people in the right roles is crucial.
c. You Are Not a Subject Matter Expert
Unless you have specific expertise, make it clear that you rely on the team for in-depth knowledge. This allows you to focus on coordination and high-level oversight without getting bogged down in technical details.
2. Establishing Governance
Good governance is critical to a project’s success. Here are eight steps to set it up effectively:
a. Create a Steering Committee
This group makes key decisions, such as approving budgets and handling change requests. Schedule regular meetings and checkpoints at key project phases (mobilization, design, build, test, and go-live).
b. Form a Project Working Group
This is your core team, including business analysts, engineers, testers, and project assistants. Schedule weekly meetings to review plans, risks, and actions.
c. Establish Organization-Wide Governance
Set up a central forum to align all projects with organizational strategy, avoid duplication, and manage interdependencies.
d. Define Terms of Reference
Document the purpose, structure, and processes for each governance group. This ensures clarity and consistency.
e. Implement Configuration Management
Agree on version control for documents and code. Establish processes for managing multiple environments (e.g., development, testing, production) to avoid inconsistencies.
f. Define Key Deliverables and Sign-Offs
List all required documents (e.g., business case, design document, test plan) and assign approval responsibilities upfront. This avoids delays later.
g. Create a Change Request Process
Set a formal process for managing changes to baseline documents or deliverables. Document impacts on costs, timelines, and scope for stakeholder review.
h. Organize a Document Repository
Use tools like SharePoint or Confluence to store all project documents. Maintain a consistent folder structure for easy access.
3. Core Project Management Deliverables
To kickstart your project effectively, focus on creating these core deliverables:
a. Project Plan
Start with a high-level plan. Include assumptions and risks, and refine it as the project progresses. Get it signed off early.
b. Resource Plan
Map out how much time and effort will be required from each team member throughout the project. Track actual usage against forecasts.
c. Risks and Issues Log
Maintain a log to track potential risks and issues. Review it regularly and update mitigation plans as needed.
Bonus: Setting Up Portfolio Management
In a small organization, you might also suggest setting up portfolio management. This involves tracking all projects in one place, including:
- Budgets
- RAG (Red-Amber-Green) status
- Key milestones
Create a master plan summarizing high-level milestones for all projects. This provides leadership with a clear overview of organizational change and priorities.
Conclusion
Applying project management principles in a small organization can be challenging, but it’s a unique opportunity to build scalable, effective processes. By setting clear expectations, establishing robust governance, and focusing on essential deliverables, you’ll not only deliver successful projects but also leave a lasting impact on the organization.
Ready to take on your next project? Let’s make it happen!
Project Manaverse 