Establishing a steady workflow as a project manager can be challenging. Group dynamic, individual work ethic, and other factors play into the efficiency of project completion. Commonly, members of groups you manage will feel stuck and don’t know what they should start first while working on projects.
Lack of organization and guidelines can lead to groups procrastinating tasks and completing projects. If this is an issue you are regularly facing, either as a project manager or member, there are ways to combat low-work efficiency.
That’s where an efficient project workflow can do wonders for your team.
The Purpose Of A Project Workflow
The problem is, company teams are always scrambling to partake in a project. But with a project workflow, teams are able to:
- Stay organized.
- Keep communications consistent.
- Stay on schedule. AND,
- Create a foundation for future projects.
Who Needs A Project Workflow?
The truth is, everyone in a company team can benefit from a project workflow.
For example, employees benefit from a project workflow when it gives them the right tools and instructions on how to complete tasks. On the other side of the coin, management (i.e., supervisors, managers, etc.) benefits from this when they’re able to communicative objectives and expectations effectively to their workforce.
The Outcome
When project workflows are put into place, great things will happen. Management is able to communicate to their workforce; and the workforce can do their work on schedule. As a result, a product or service can be workshopped, tested, and released to the public at an appropriate time.
Differentiating An Effective Project Workflow From A Regular Project Workflow
Now, before delve deeper into making an effective project workflow, it’s important to note that no two workflows are alike. In fact, in order for a project workflow to be considered “effective,” it has to actually work.
Unfortunately, project workflows have a tendency to fail, due to the following reasons:
- Lack of commitment to the workflow
- Lack of awareness or communication concerning the workflow
- Misuse(s) of said workflow, and so on…
Therefore, an effective project workflow must go above and beyond, in order to work. That means that it should do a lot more for a company team than a regular project workflow.
5 Helpful Steps
With all that in mind, it’s time to learn how to perfect your project management. Here are 5 steps you can utilize to manage an efficient project workflow.
- Thorough Plan Development
The best way you can avoid disasters during project completion is by thoroughly planning. Your plan should start with what the project consists of, the purpose of the project, and who is meant to work on specific parts. As a project manager or member, you should work on developing the plan in one place. It can be made on PowerPoint, a team app, or other virtual location where all group members have access too. You can even create a section for each group member to help plan and contribute their ideas. While planning, you should also create an ordered list of what tasks must be completed. Thorough project planning will help your group start off strong and confident.
- Tracking Progress & Meeting Deadlines
Along the way, your group members should be tracking their individual and collective progress. Project progress can be added to a shared document so you can view it and see how things are going. You should also hold regular meetings to check up on everyone and see what stages they have completed. You can also create smaller deadlines for the group to meet before the end goal is fulfilled. If certain members are barely contributing or aren’t doing their fair share of the work, you can correct this issue early on through the tracked progress information. When all members are able to equally be responsible for meeting deadlines and staying on task, it proves that the workflow is both suitable and efficient.
- Solving Conflict Immediately
Teamwork scenarios rarely occur without some conflict. This is because working alongside others isn’t simple. We all have differing perspectives, skills, and work ethic. Group members may argue, disagree, or struggle to have clear communication with each other. Any conflict can be a detriment to the success and timely completion of your group’s project. Your role is to manage the group and prevent any distractions from negatively impacting desired outcomes. This is why if there is any conflict occurring with the project and between the members, you must solve it immediately. It is wise to resolve conflict when it initially starts to prevent it from delaying progress. Instances like these will decrease the efficiency of the project workflow.
- Making Sure Everyone is Equally as Involved
The entire point of working in a group is equally putting in effort to reach an end goal. One of your main duties as a project manager is to make sure everyone is equally as involved in the project. When everyone works together and puts in equal effort, workflow efficiency can be optimized. If a member of the group is not contributing fairly, motivate them to start doing their share of the work. Don’t get mad or upset with a member because that can lead to the opposite result. If you encourage struggling members and understand their situation, convincing them to complete their individual tasks will be less stressful. When all members balance out the work, the project can be done swiftly and by the expected deadline.
- Resources & Materials
With the right resources and materials, it will be easier for the group you are managing to complete their project. Ensure that all members have the same software, materials, notes, and other essential resources. When members don’t all have the same resources to work with, it will be unfair for those without access to those tools. For example, maybe some members have a specific document software where they can organize their completed work. If certain members don’t have that software, it will be difficult for them to work alongside their fellow peers.
Wrapping Up
So, there you have it!
These 5 steps will not only help you better manage your groups, but will also help increase the efficiency of project workflows. Good luck!
Technical writer and project coordinator Sara Sparrow works at both Academized. Sara gets involved in marketing conferences, and writes articles for virtual blogs.
