Project management without headaches: the best strategies for successful projects

Successful project management: from preparation to implementation

Project management is an essential component of successful business management. A structured approach is crucial for success, regardless of the industry.

But how do you approach a project correctly?

Which steps are particularly important in the preparation phase?

And why can it make sense to involve external partners?

In this article, we highlight the essential aspects of project management and provide practical tips for implementation.

1. The right approach to a project

1. Clear definition of goals and expectations: What should be achieved? What criteria determine success?

2. Stakeholder analysis: Who is involved and what interests do the respective players have?

3. Creation of an initial rough concept: What resources are required and what risks exist?

These initial steps and a clear strategy help to create a solid foundation for the project and identify potential challenges at an early stage.

2. The preparation phase (pre-requisites): Successful planning as the cornerstone

Detailed preparation is essential for the successful realisation of a project. In this phase, concrete framework conditions are created in order to organise the implementation efficiently. This involves defining objectives, planning resources and creating a process catalogue, especially for complex projects such as the introduction of an ERP system.

2.1 Define project goals:

The SMART method is a tried and tested principle:

• Specific: Clear and unambiguous formulation of objectives.

• Measurable: Define success criteria for monitoring the achievement of objectives.

• Attractive: The goal should be motivating.

• Realistic: It must be achievable.

• Time-bound: There should be a clear deadline.

  
  

2.2 Creation of a process catalogue:

A well-thought-out process catalogue helps to bring transparency and structure to the project. By systematically recording the processes, potential bottlenecks can be recognised and avoided at an early stage. It describes in detail the existing business processes as well as the future ones that are to be mapped by the ERP system. A good process catalogue should contain

• Main processes and sub-processes

• Responsibilities

• Timelines and milestones

Sample process catalogue for the introduction of an ERP system at a retailer

The diagram shows the most important phases and sub-processes that a typical project management process for the implementation of an ERP system at a retail company goes through.

Once the decision has been made in favour of a project, for example the introduction of an ERP system, the project initiation phase begins. This is where the project team is formed and the objectives and requirements are defined. This is followed by the process analysis. The actual processes are documented and target processes are defined. A subsequent comparison between actual and target processes helps to identify necessary adjustments. In order to select the right ERP system, a market analysis must be carried out and offers and price comparisons obtained. The following processes are necessary for implementation and integration:

• System installation and configuration: The ERP system is installed and customised to the retailer's requirements.

• Data migration: The migration of the existing data to the new ERP system takes place in several steps, starting with data cleansing.

• Employee training: Training courses are held to prepare employees for the new system.

• Test phase: This involves testing the system and analysing the results to ensure that the ERP system works as planned.

• Integration with existing systems: The ERP system is integrated into the existing IT infrastructure.

• User acceptance tests: Tests to ensure that the system is accepted by the users.

  
  

Once the project has been completed, the system is accepted. For this purpose, documentation is created with all important project documentation.

2.3 Choice of process model:

The chosen process model has a significant influence on the project structure. The choice of the right model depends on the type of project, the team structure and the company's requirements. Common models are:

• Waterfall model: Clear phase separation, well suited for predictable projects with fixed requirements.

• Agile model (e.g. Scrum, Kanban): AIterative processes, high flexibility, ideal for dynamic projects.

• Hybrid models: Combination of classic and agile methods to utilise the advantages of both approaches.

2.4 Resource and budget planning

• Definition of the project budget

• Provision of human resources (project team, external consultants, training)

• Definition of the time frame and milestones

2.5. Risk management and feasibility analysis

• Identification of potential risks (technical, organisational, financial risks)

• Development of risk strategies

• Feasibility study to assess the realisability

3. Why external partners can be useful

External partners can offer considerable added value in many areas. The involvement of external specialists is particularly worthwhile in the following cases:

3.1 Expertise and specialist knowledge:

External experts have in-depth expertise in specific areas and can provide valuable input that may not be available internally.

3.2 Resource optimisation:

Not every company has the necessary internal resources for a particular project. utsourcing can compensate for bottlenecks and ensure efficient implementation.

3.3 Objective perspective:

Internal teams are often blind to the company. An external partner can bring in a neutral perspective and develop unbiased proposals for solutions.

4. Success factors for successful project management

In addition to proper planning and structuring, there are other important success factors that should be considered in every project:

• Communication: Clear and transparent communication between all parties involved is essential.

• Flexibility: Unpredictable challenges require adaptability.

• Regular controlling: Progress checks and adjustments are important to stay on track.

• Motivation and teamwork: A committed team is the key to success.

Successful project management therefore requires a structured approach, thorough preparation and the right choice of process model. By involving external partners, valuable expertise can be utilised and resources used efficiently.

Setting clear objectives, reacting flexibly to challenges and maintaining transparent communication create the basis for sustainable project success.