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| Editors' Choice Article How Good Are Your Project Management Skills?
How Good Are Your Management Skills? Take this test online by visiting http://www.mindtools.com/pages/article/newPPM_60.htm, or on paper by circling the number in the column that most applies. If you take the test online, your results will be calculated for you automatically. © Mind Tools Ltd, 1995-2010.
Score Interpretation Now add up the scores you've circled.
Project Integration (Questions 6 and 11) For statements in this category, fill in your scores in the table below, and then calculate your total.
At the beginning of a project, it's important to develop a solid understanding of the project's goals, and how the different elements will fit together for a successful outcome. Start by producing a Business Requirements Analysis, and then develop a comprehensive Project Initiation Document, which covers the basic project needs and outcomes, so that everyone can understand the project's goals. To prepare this critical, high-level document, you need to understand the phases and processes of project management. This overview will help you become better prepared for what's ahead. Understanding the planning cycle is also important, because it helps you appreciate how important your project plan is to a successful outcome. Scope Management (Questions 4, 16) For statements in this category, fill in your scores in the table below, and then calculate your total.
Projects have a nasty habit of expanding as they go along, making it impossible to hit deadlines. To control this "scope creep," it's essential to define the scope at the very start of your project based on the Business Requirements Analysis, and then manage it closely against this signed-off definition. For more on how to do this, see our article on scope control (members). Schedule Management (Question 1, 3, 9, 14) For statements in this category, fill in your scores in the table below, and then calculate your total.
A project's scope can easily grow, and so can the time needed to complete it. For a project to be completed successfully, despite all of the unknowns, it's important to define the sequence of activities carefully, estimate the time needed for each one, and build in sufficient contingency time to allow for the unexpected. It's also important to monitor full completion of each activity - it's shocking how long an activity can take to move from "80% complete" to "100% complete"! To keep track of the various activities, Gantt Charts and Critical Path Analysis are often helpful. These tools allow you to prepare and manage your schedule for maximum efficiency. Cost Management (Question 7, 17) For statements in this category, fill in your scores in the table below, and then calculate your total.
To determine what a project will cost, you must be systematic with your estimating, budgeting, and controlling. Also, be aware that many project decisions will have an impact on cost. Therefore, it's important to understand what's driving your costs and to develop a system for monitoring the project's financial performance (members), and for keeping track of costs and required changes. Quality Management (Questions 4, 12, 19) For statements in this category, fill in your scores in the table below, and then calculate your total.
Projects must be delivered not only on time and on budget, but also to specification (this is what "quality" means in project management). As part of this, ensure that you actively manage project benefits (member). By continuously referring to the benefits that the project will provide, you keep client quality at the forefront - and you won't waste precious time and resources trying to achieve an inappropriate level of quality. An effective project manager knows the importance of checking that project outcomes are consistent with needs. The Deming Cycle or Plan-Do-Check-Act (members) and Business Testing (members) are important tools for this, as they both force you to consider the needs of the end users. People Management (Question 5, 8) For statements in this category, fill in your scores in the table below, and then calculate your total.
The people on your project team can make or break the final outcome. Here, getting the right mix of interpersonal and political skills is just as important as the right technical skills. To help your people start working together effectively as soon as possible, develop a Team Charter (members) and outline performance expectations (members). Use well-informed task allocation and appropriate team management skills (members) to keep the project team on track and working productively. And be prepared to help people through the Forming, Storming, Norming and Performing stages that so many teams go through. Communication (Questions 5 and 18) For statements in this category, fill in your scores in the table below, and then calculate your total.
As with most situations, effective project communication means communicating with the right people at the right time and in the right way. To do this, Stakeholder Management is essential. When you analyze your stakeholders, you identify who must be kept informed in full, and who needs less intensive communication. This can save you a lot of time, and helps you maintain good relationships with people involved in the project. Project Dashboards (members) are great for presenting project updates in a way that people can quickly understand. For longer projects that require periodic status reports, Milestone Reporting is useful for capturing the essentials of a project's status. Risk Management (Questions 10, 13) For statements in this category, fill in your scores in the table below, and then calculate your total.
Project managers must understand which of the risks to their plans are significant. An Impact/Probability Chart will help with this. From there, develop a plan for monitoring and controlling the major risks involved in your project. Using your Risk Analysis, develop options to reduce risks, prepare Contingency Plans, and decide who is responsible for which parts of your risk response. Project Procurement (Questions 2, 20) For statements in this category, fill in your scores in the table below, and then calculate your total.
Unless your project is in-house, external suppliers may have a large impact on your costs. Suppliers will also affect whether the project delivers on time and to specification. Take the time to define your needs in a Request for Proposal document, and then use an appropriate Procurement Management (members) approach to manage the best supplier.
General Project Management Skills (Questions 4, 9) For statements in this category, fill in your scores in the table below, and then calculate your total.
This quiz also highlights some general skills that you should be aware of while developing your project management skills. Negotiation - specifically, Integrative Negotiation (members) - is very important for dealing with suppliers, and for getting the in-house resources you need, when you need them. Conflict resolution is another important general skill. From resolving conflict within your project team to managing conflict that arises during negotiation, this is a fundamental skill for project managers. And, ultimately, your problem-solving skills are essential. They will not only improve negotiation and conflict resolution skills, but also help with risk management, time management, and quality management. Key Points Project management is a complex process that requires a wide range of skills. Whether you manage projects on a regular basis or only once or twice a year, the skills learned in project management are applicable to many managerial and leadership positions. Understanding client needs and meeting their expectations in a timely manner are universal requirements. Use the information you gain here to improve specific project management skills - as well as your general workplace skills. You can access the full Mind Tools project management toolkit, with more than 50 skill-building resources, within our Career Excellence Club. Click here to find out more about it. |
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| A Final Note from James While it should be obvious why you need to schedule projects properly, people often learn how to manage scope, stakeholder communication and quality from grim, painful experience. Do what you can to learn these skills up-front: your projects will be so much more successful! In our next newsletter (number 150!) we focus on team productivity. In particular, we’ll look at how you can boost the performance - and long-term job satisfaction - of new team members. Until then, best wishes!
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