Project Management Basics

🏗 How To Tackle Large, Complex Projects. With practical techniques to meet the desired outcome, without being disrupted or derailed along the way ↓ 🤔 99% of large projects don’t finish on budget and on time. 🤔 Projects rarely fail because of poor skills or execution. ✅ They fail because of optimism and insufficient planning. ✅ Also because of poor risk assessment, discovery, politics. 🎯 Best strategy: Think Slow (detailed planning) + Act Fast. ✅ Allocate 20–45% of total project effort for planning. ✅ Riskier and larger projects always require more planning. ✅ Think Right → Left: start from end goal, work backwards. ✅ For each goal, consider immediate previous steps/events. ✅ Set up milestones, prioritize key components for each. ✅ Consider stakeholders, users, risks, constraints, metrics. 🚫 Don’t underestimate unknown domain, blockers, deps. ✅ Compare vs. similar projects (reference class forecasting). ✅ Set up an “execution mode” to defer/minimize disruptions. 🚫 Nothing hurts productivity more than unplanned work. Over the last few years, I've been using the technique called “Event Storming” suggested by Matteo Cavucci to capture user’s experience moments through the lens of business needs. With it, we focus on the desired business outcome, and then use research insights to project events that users will be going through towards that outcome. On that journey, we identify key milestones and break user’s events into 2 main buckets: user’s success moments (which we want to dial up) and user’s pain points or frustrations (which we want to dial down). We then break out into groups of 3–4 people to separately prioritize these events and estimate their impact and effort on Effort vs. Value curves (https://lnkd.in/evrKJUEy). The next step is identifying key stakeholders to engage with, risks to consider (e.g. legacy systems, 3rd-party dependency etc.), resources and tooling. We reserve special timing to identify key blockers and constraints that endanger successful outcome or slow us down. If possible, we also set up UX metrics to track how successful we actually are in improving the current state of UX. When speaking to business, usually I speak about better discovery and scoping as the best way to mitigate risk. We can of course throw ideas into the market and run endless experiments. But not for critical projects that get a lot of visibility — e.g. replacing legacy systems or launching a new product. They require thorough planning to prevent big disasters and urgent rollbacks. If you’d like to learn more, I can only highly recommend "How Big Things Get Done" (https://lnkd.in/erhcBuxE), a wonderful book by Prof. Bent Flyvbjerg and Dan Gardner who have conducted a vast amount of research on when big projects fail and succeed. A wonderful book worth reading! Happy planning, everyone! 🎉🥳

My S.C.O.P.E. Framework Your essential project management approach. 🌟 S - Specify Requirements • Define project requirements. • Document expectations. • Set a solid foundation. • Understand stakeholder needs. • Establish clear goals. C - Clarify Objectives • Set measurable objectives. • Align with project goals. • Use SMART criteria. • Ensure clarity and relevance. • Achieve project alignment. O - Outline Boundaries • Define project scope. • Specify inclusions and exclusions. • Manage expectations. • Prevent scope creep. • Establish clear limits. P - Plan for Changes • Prepare for changes. • Set up change processes. • Assess change requests. • Approve and implement changes. • Adapt to evolving needs. E - Evaluate Progress • Regularly review progress. • Measure against scope. • Ensure project stays on track. • Address deviations promptly. • Maintain project integrity. Download and save this framework. Use it to enhance your project planning and execution. 🌟 Thank you for reading!

As a project manager, one of the hardest lessons I learned wasn’t about tools, timelines, or frameworks. It was this: Just because you think the project is ready— doesn’t mean your stakeholders do. I’ve been in kickoff meetings where everything looked “done” on paper… but people were confused, surprised, or entirely out of the loop. That’s when I started asking a better question: Are we really READY? Here’s the checklist I now use before any stakeholder touchpoint: R – Reviewed Has someone else looked at this? Not just built it—but validated it? E – Expected Do they even know this is coming? Surprises are great for birthdays, not rollouts. A – Accepted Was it tested, approved, and agreed on? No silent disagreements left hanging? D – Documented Can someone new understand what changed—and why? Y – Yours to explain Could the PM, dev, or lead a walk into a meeting and explain it with confidence? It’s simple, but it changed the way I lead. It helped me stop rushing toward “done” and start preparing for trust, clarity, and momentum. Because in project management, READY is more than a status. It’s a mindset. → Found this helpful? Repost and follow Jesus Romero for practical PM insights that stick.

Most teams struggle with “done,” not because the work is unclear, but because everyone is using a different definition. For a BA, done is not “document written” or “story accepted.” Done means the outcome is achieved, the risk is understood, and the change is successful for the people who live with it. If your acceptance criteria only measure delivery and not the actual result, you are setting the team up for rework. Here is what a meaningful done looks like: • It reflects the user behaviors or outcomes the project is meant to change • It is validated with the people who will use the solution • It includes success, failure, and monitoring scenarios, not just the “happy path” If your team cannot describe done the same way, you do not have alignment. You have assumptions. 👉 How do you define done on your team?

You can’t move fast without clarity. Speed without direction does not quarantee any progress. When we look at the key drivers of project success, one factor stands out: a clear vision of what success actually means. PMI’s latest Project Success research makes this very tangible: 💠 Projects with a clear vision achieve a Net Project Success Score of +41. 💠 Projects without one drop to –18. That’s a 59-point gap driven by clarity alone. Clarity, however, doesn’t stop at vision. The most successful project professionals measure outcomes, not just outputs. They apply what PMI calls the measurement trifecta: 1. Define success upfront 2. Use a measurement system to guide decisions 3. Track progress toward outcomes throughout the project Projects that do all three see a +23 point lift in success compared to those that don’t. And here’s the shift I find most important. The strongest driver of success is not the framework or the methodology. It’s how project professionals see their role. Those who step beyond task execution and take ownership of outcomes expand their perspectives, understand their business partners, and multiply their impact. When all of these behaviors are present, success scores nearly triple. This is where project professionals become transformation leaders. So how do we get there? ▶️ Get clear on why the project exists. If you don’t know, ask, until you’re able to explain this to everyone with confidence. ▶️ Measure what truly matters, not just what’s easy and readily available in the existing dashboards. ▶️ Be willing to challenge constraints in the service of value. Step into ownership even when no one explicitly “gave permission”. You can’t move fast without clarity. And you can’t transform without owning outcomes. Where do you see the biggest gap today in the project management practice? Vision, measurement, or ownership? #ProjectSuccess #Leadership #Transformation

𝐉𝐮𝐠𝐠𝐥𝐢𝐧𝐠 𝟒 𝐏𝐫𝐨𝐣𝐞𝐜𝐭𝐬 𝐚𝐭 𝐎𝐧𝐜𝐞? 𝐇𝐞𝐫𝐞’𝐬 𝐖𝐡𝐚𝐭 𝐈 𝐋𝐞𝐚𝐫𝐧𝐞𝐝.🎭 One month, I found myself handling 4 projects at the same time. Different deadlines. Different team members. Different expectations. At first, I thought: “I got this!” By Week 2, I was overwhelmed. 💬 Teams notifications piling up 📧 Emails left unread 📝 Deadlines creeping closer It was chaos. But here’s what I learned that helped me not just survive—but actually deliver all four projects successfully. 🔹 𝟭. 𝗡𝗼𝘁 𝗘𝘃𝗲𝗿𝘆 𝗧𝗮𝘀𝗸 𝗗𝗲𝘀𝗲𝗿𝘃𝗲𝘀 𝘁𝗵𝗲 𝗦𝗮𝗺𝗲 𝗘𝗻𝗲𝗿𝗴𝘆 I used to treat all tasks equally—huge mistake. Instead, I started prioritizing like a CEO: Impact vs. Urgency → What moves the needle the most? Tasks I can delegate vs. Tasks I MUST own 🔹 𝟮. 𝗦𝘁𝗼𝗽 𝗢𝘃𝗲𝗿𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗻𝗴. 𝗦𝘁𝗮𝗿𝘁 𝗦𝗺𝗮𝗿𝘁 𝗖𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗻𝗴 Handling different teams meant tons of calls, updates, and meetings. Solution? I grouped discussions into structured updates instead of responding to every little thing. Weekly syncs → Big picture Asynchronous updates → For non-urgent matters 🔹 𝟯. 𝗧𝗶𝗺𝗲-𝗕𝗹𝗼𝗰𝗸𝗶𝗻𝗴 𝗖𝗵𝗮𝗻𝗴𝗲𝗱 𝘁𝗵𝗲 𝗚𝗮𝗺𝗲 I used to jump between projects all day. It was exhausting. Then, I started: ⏳ Morning = Deep work on Project A ⏳ Afternoon = Meetings + Project B ⏳ Evening = Reviewing & planning for tomorrow This stopped my brain from context-switching every 10 minutes. 🔹 𝟰. 𝗬𝗼𝘂𝗿 𝗖𝗮𝗹𝗲𝗻𝗱𝗮𝗿 𝗦𝗵𝗼𝘂𝗹𝗱 𝗦𝗰𝗮𝗿𝗲 𝗬𝗼𝘂 𝗮 𝗟𝗶𝘁𝘁𝗹𝗲 (𝗕𝘂𝘁 𝗡𝗼𝘁 𝗧𝗼𝗼 𝗠𝘂𝗰𝗵) I learned the power of scheduling everything. Even my ‘thinking time.’ Because if you don’t control your calendar, your calendar will control you. 📌 Lesson? Multitasking isn’t the flex. Managing your time is. You can’t give 100% to everything—but you can be 100% present in what you’re doing right now. Ever been in a situation like this? How do YOU manage multiple projects without losing your mind? Drop your best tips below! 👇 #TimeManagement #Productivity #CareerGrowth

$135 million lost for every $1 billion spent. Lack of clarity kills projects. 37% of projects fail due to poor communication and unclear requirements. Here's how to make clarity your secret weapon: ☑ 𝗗𝗲𝗳𝗶𝗻𝗲 𝗣𝗿𝗼𝗷𝗲𝗰𝘁 𝗢𝗯𝗷𝗲𝗰𝘁𝗶𝘃𝗲𝘀: Clearly state the overall goals and align them with organizational strategy. Don't leave desired outcomes and impacts unspecified. → Projects with clear goals are 2.8x more likely to succeed. ☑ 𝗜𝗱𝗲𝗻𝘁𝗶𝗳𝘆 𝗞𝗲𝘆 𝗦𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿𝘀: List everyone involved or affected, and define roles, responsibilities, and interests. Don't overlook establishing a communication plan. → 57% report stakeholder misalignment. ☑ 𝗢𝘂𝘁𝗹𝗶𝗻𝗲 𝗣𝗿𝗼𝗷𝗲𝗰𝘁 𝗦𝗰𝗼𝗽𝗲: Define what's in-scope and out-of-scope, and identify key deliverables and milestones. Don't ignore alignment with stakeholder expectations. → 71% struggle with unclear scope. ☑ 𝗘𝘀𝘁𝗮𝗯𝗹𝗶𝘀𝗵 𝗣𝗿𝗼𝗷𝗲𝗰𝘁 𝗚𝗼𝘃𝗲𝗿𝗻𝗮𝗻𝗰𝗲: Set up a governance structure, specify decision-making processes, and identify key roles and responsibilities. Don't skip regular clarity check-ins. → 51% have regular clarity check-ins. ☑ 𝗗𝗲𝘃𝗲𝗹𝗼𝗽 𝗮 𝗥𝗶𝘀𝗸 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁 𝗦𝘁𝗿𝗮𝘁𝗲𝗴𝘆: Identify potential risks and challenges, assess likelihood and impact, and outline mitigation strategies. Don't neglect to maintain detailed documentation. → 89% of successful projects maintain detailed docs. ☑ 𝗖𝗿𝗲𝗮𝘁𝗲 𝗮 𝗛𝗶𝗴𝗵-𝗟𝗲𝘃𝗲𝗹 𝗧𝗶𝗺𝗲𝗹𝗶𝗻𝗲: Develop a timeline with key phases and milestones, and ensure it's realistic and achievable. Don't forget to align it with resource availability. → 86% implement milestone tracking. ☑ 𝗗𝗲𝗳𝗶𝗻𝗲 𝗥𝗲𝘀𝗼𝘂𝗿𝗰𝗲 𝗥𝗲𝗾𝘂𝗶𝗿𝗲𝗺𝗲𝗻𝘁𝘀: Identify necessary resources (people, tech, budget) and assess availability. Don't waste time reworking unclear tasks. → Teams waste 21.8% of their time reworking unclear tasks. Because at the end of the day: → Clarity isn’t just a nice-to-have. → It’s a must-have for project success. Why not make it your superpower? Choose clarity. Ensure success. Be the leader.

Captured in this photo is not just a team.....but trust, toil, and transformation in motion. This isn’t the whole team, just a few of us standing together to reflect on how far we’ve come. What you see is more than progress, it’s the enduring spirit of unity that drives every successful project forward. As we stand at the heart of a project in the making, here are 9 principles that continue to guide us, not just in managing, but in delivering with impact, 1️⃣ Prioritize people as much as process - Strong human connections solve more problems than any tool ever can. 2️⃣ Build flexible plans and resilient teams - Change is inevitable. Equip your team to adapt with confidence. 3️⃣ Engage every stakeholder early - Even quiet voices shape outcomes. Inclusion prevents surprises. 4️⃣ Align on expectations, not just deliverables - Clarify what success looks like to each stakeholder, not just what you’ll deliver. 5️⃣ Communicate clearly, frequently, and intentionally - Assumptions are expensive. Alignment is earned, not assumed. 6️⃣ Respect the culture, then shape it thoughtfully - Project success requires navigating both systems and sensitivities. 7️⃣ Seek alignment before acceleration - Fast execution is valuable & possible, but only when everyone’s on the same page. 8️⃣ Celebrate momentum, not just milestones - Progress is more than points on a timeline as it’s the energy that keeps teams moving forward. 9️⃣ Inspire ownership across the team, even if they don’t report to you. In every corner of a project site, there's a story of teamwork, grit, and belief. This is one such story. And it’s still unfolding. #business #management #leadership #success #teamwork

Delivering impactful data projects starts with understanding the requirements! Here’s how to become better at gathering requirements: 1. 𝗦𝘁𝗮𝗿𝘁 𝘄𝗶𝘁𝗵 𝗦𝘁𝗮𝗸𝗲𝗵𝗼𝗹𝗱𝗲𝗿 𝗖𝗼𝗻𝘃𝗲𝗿𝘀𝗮𝘁𝗶𝗼𝗻𝘀: Begin by having detailed conversations with your stakeholders. Understand their goals, challenges, and what they hope to achieve with the data project. This sets a clear direction from the start.     2. 𝗔𝘀𝗸 𝘁𝗵𝗲 𝗥𝗶𝗴𝗵𝘁 𝗤𝘂𝗲𝘀𝘁𝗶𝗼𝗻𝘀: Find answers to questions like, “What problem are we trying to solve?”, “What decisions will this data influence?”, and “What are the main metrics to track?”. These questions help to clarify the scope and objectives.     3. 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁 𝗘𝘃𝗲𝗿𝘆𝘁𝗵𝗶𝗻𝗴: Keep detailed notes from your stakeholder meetings. Document requirements, assumptions, constraints, and expected outcomes. A well-documented requirement list ensures everyone is on the same page. Develop a requirements template to standardize your approach, making sure you cover all bases and don’t miss any critical details.     4. 𝗖𝗹𝗮𝗿𝗶𝗳𝘆 𝗮𝗻𝗱 𝗖𝗼𝗻𝗳𝗶𝗿𝗺: Regularly check in with stakeholders to confirm your understanding. Use techniques like paraphrasing their requirements and asking for confirmation to ensure accuracy.     5. 𝗜𝗱𝗲𝗻𝘁𝗶𝗳𝘆 𝗗𝗮𝘁𝗮 𝗦𝗼𝘂𝗿𝗰𝗲𝘀: Determine where the necessary data will come from. Understand the data sources, availability, and quality to ensure you have the right data to meet project requirements.     6. 𝗗𝗲𝗳𝗶𝗻𝗲 𝗦𝘂𝗰𝗰𝗲𝘀𝘀 𝗠𝗲𝘁𝗿𝗶𝗰𝘀: Clearly outline what success looks like. Establish KPIs and benchmarks that will measure the effectiveness of your analysis and the impact of your project.     7. 𝗜𝘁𝗲𝗿𝗮𝘁𝗶𝘃𝗲 𝗙𝗲𝗲𝗱𝗯𝗮𝗰𝗸: Build in regular feedback loops throughout the project. Present interim findings to stakeholders and adjust requirements as necessary. This iterative process helps refine the project and keeps it aligned with stakeholder expectations. By becoming great at gathering requirements, you’ll ensure your data projects are more focused, aligned with business goals, and in the end more impactful. What’s your top tip for gathering requirements effectively? ---------------- ♻️ Share if you find this post useful ➕ Follow for more daily insights on how to grow your career in the data field #dataanalytics #datascience #requirementsengineering #projectmanagement #careergrowth

Is It Possible for a Fresher to Get a Project Manager Job? It might seem challenging, but I’m here to tell you otherwise. With the right skills, focus, and a clear plan, I landed my first full-time role as a project manager at QuoDeck Technologies Pvt. Ltd, a leading company in gamified learning solutions. Here’s how I made it happen. 1. Building the Right Skills: Project management is all about having the right skills and a passion for problem-solving. If you’re someone who enjoys organizing chaos, leading teams, and driving results, you’re already halfway there. Here are some essential skills that helped me: - Strong communication and collaboration. - A knack for prioritization and time management. - Analytical thinking and adaptability. - The ability to organize and make decisions. 2. Early Efforts That Paid Off: I started preparing for this career path during my college days. As an engineering student, I enjoyed working on projects where I could organize tasks and help my team reach our goals. Here’s what I did: - Worked on my skill set and took an elective in project management. - Engaged in college clubs and committees to grow myself. - Attended conferences/workshops on leadership and teamwork to gain exposure. - Landed an internship in project management. This experience was a game changer. It provided real-life insights and practical skills which I could confidently discuss in my interviews. 3. Making Bold Career Choices: By the time I graduated, I had job offers from prestigious companies like Tata Consultancy Services and Infosys. These are incredible companies with immense opportunities for freshers. However, I chose to start my career as a project manager at a growing startup. Why? Because I believed that in a startup, I’d be exposed to diverse responsibilities and hands-on learning experiences, which aligned with my career vision. This decision allowed me to work with amazing clients like TATA Power, Unilever, ITC Limited, Mahindra Finance, Axis Bank, etc, and shaped me into the project manager I am today. So, if you’re aspiring to break into project management as a fresher, here’s my advice: - Develop essential skills like communication, prioritization, and adaptability. - Don’t hesitate to take internships, even if they’re not glamorous—they provide real-world experience. - Consider certifications like CAPM and Google's Project Management to boost your credibility. - Stay open to learning and embrace opportunities that align with your long-term vision. Remember: Every journey starts somewhere. You just need the courage to take the first step. What are your thoughts on starting as a project manager? I’d love to hear from you! Throwback picture from a Christmas celebration during my internship at Almond Books #ProjectManagement #CareerAdvice #FresherJourney #SkillDevelopment #StartupLife #Leadership #CareerGrowth #ProfessionalDevelopment #InternshipExperience #GamifiedLearning #CareerPath