Project managers most frequently face problems in finding the right balance. Let’s consider a Construction project manager who takes responsibility for building a home. It’s important to have a solid blueprint (that’s your building) to make sure straight walls and that the roof does not fall down. PM also requires the capability to change things (that’s PM’s flexibility); maybe the homeowner would like an extra window or a different kind of flooring.
Modern project management operates similarly. The traditional method of preparing everything in depth from the beginning often fails because the circumstances alter. New issues arise as client demands change and new opportunities are discovered. However, not having a strategy at all can lead to chaos, missing deadlines, and over-budgets.
The secret to success lies in the ability to strike a balance between having a clearly defined plan and the ability to adjust. In this article, we can explore how balancing between flexibility and structure in project management defines success.
Why Project Managers Need Both:
Structure is the backbone of your project. It defines your goals and timeline, your budget, and the most important milestones. It provides the answer to the question “What are we trying to achieve and by when?” It keeps everyone together and heading towards the same goal.
Flexibility is the ability to switch plans without losing focus. It lets your team overcome unexpected challenges, explore innovative ideas, and take feedback without derailing the whole project. It provides the answer to the question “How can we adjust our path to reach our goal?”
A study conducted by the Project Management Institute found that companies that do not value the importance of project management are able to report that 67% of their projects fail. It is usually because they don’t have the proper combination of structure and flexibility.
A Real-World Example: NASA’s Mars Rover
An excellent example is NASA’s Mars Curiosity” rover mission, “Premature Wear of the MSL Wheels” case study. They had an organized, precise plan for the rover’s voyage to Mars. However, when one wheel on the rover failed due to unexpected damage from sharp, wind-eroded rocks (ventifacts) and untested dynamic loads, they couldn’t simply quit. They come with a flexible alternative option from the base.
Engineers on Earth used software to modify the driving style of the rover and avoid the rough terrains so that the wheels would not be dragged anymore. This flexibility, in the overall framework of the mission, enabled them to keep exploring and ultimately achieve. This brings a valuable lesson for their 2020 rover missions by implementing aluminum and redesigned treads.
How to Balance Both in Your Projects
1. Begin with a “Why” and a “What,” not a complete “How”. Clearly establish the project’s goals (the “why”) and the primary outputs (the “what”). Leave space for your team to work out how to accomplish the “how” as they go. This gives them control and allows for intelligent changes.
2. Split the Project into smaller Chunks. Instead of creating a single project from beginning to end, break it down into two-week sections. After each phase, review your progress, consider what you have learned, and then adjust your next steps in line with the results. This is known as an Agile method.
3. Schedule regular check-ins. Conduct short, daily stand-up meetings (15 minutes maximum) in which everyone discusses the things they did yesterday, what they’ll be doing this week, and whether they’re stuck. This establishes a structure by routine and lets the team be flexible in addressing problems quickly.
4. Let Your Team Be More Powerful. Give your team the confidence and authority to take small steps without asking permission each time. This makes things easier and allows for a more flexible approach to problem-solving on a ground level.
As aspiring Project Management professionals, getting the PRINCE2 certification makes you an equipped PM to handle both flexibility and structure balance, using adaptable rules from Projects IN Controlled Environments.
Conclusion
The aim isn’t to pick between a strict plan and complete chaos. The goal is to establish a guiding framework that allows for intelligent action on deviations. When you combine a well-defined structure, a flexible approach, and a flexible mindset, your team is set to tackle challenges, face uncertainty, and produce amazing outcomes. It’s all about building your house on solid foundations, while not being afraid to include that stunning skylight whenever the desire strikes.
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