The “fresh start”
Yes, restarting any project will require that you incorporate a lot of new information, as well as updated objectives and timeframes. But many PMOs seem to feel that evaluating the project’s original data is a waste of time. While you’ll likely modify much of what was decided during the initial research and planning phases, remember that everyone else involved in the project—from budget approvers to end users—will have the original data in mind. Instead of fighting that uphill battle, save some energy and use the starting point that everyone else is using. Updates that are made as the process moves on will be easier to understand (and explain), and your entire organization will be on the same page.

The “no research needed”
Just the opposite of the “fresh start” approach, some project managers simply pick up right where they left off months (or even years) ago. Rarely will today’s budgets, end user needs, stakeholder support, overall objectives, and timelines match what your team came up with originally, so if anyone tells you that this project doesn’t need any extra attention, don’t you believe them. It’s critical that you evaluate the original plan and modify it to fit today’s needs, expectations, and available resources.

The “add on”
Because restarted projects have an air of familiarity about them, it’s a little too easy to create room on your plate for them when your team is already booked. Even though you may know what the project needs in terms of support, don’t shortchange it—or your PMO—by not giving your team’s full attention to proper planning and scheduling.

The “this is already late”
Too often, end users and stakeholders erroneously view shelved projects as being simply behind schedule. Because they’ve been waiting for the benefits the project will bring, they’re likely to be anxious to get things going quickly, and to compress the timeline at every opportunity. Don’t let your team get caught in the hurry-up mode. Instead, clearly explain the process and timeframe to get things rolling again.

The “vendors are hungry so this should cost less”
Vendors may be more eager than usual to earn your business, but it’s a mistake to assume that you’ll be able to complete a restarted project for less than the original budget. Prices for materials may have gone up since you last received quotes, and services might also be more expensive.

The “budgets are tight so let’s do everything in-house”
If you had originally planned to leverage outside help for a project, don’t expect to completely reverse that plan without some consequences. Do you have the skills and expertise within your PMO to accomplish everything that needs to be done? Does your team have the time to tackle those parts of the project they would normally contract out? Sacrificing the quality of the work or the project’s schedule may not be worth the dollars you’re saving on the front end.

PMAlliance uses a team of highly experienced and certified professionals to provide project management consulting, project management training and project office development services.

1 – Poor spelling. In these days of automatic spell check, there’s almost no excuse for misspellings. Project professionals sometimes chalk it up to “I’m too busy and nobody notices anyway,” but you’re not too busy to produce accurate business documents, and people do notice. Run a spell check before sending out anything but the most informal correspondence, and confirm the correct spelling of proper names.

2 – Incorrect grammar and syntax. While grammatical errors could reflect badly on you personally, they’re more of a concern when they have the potential to confuse your readers. Take some extra time to confirm that plurals and possessives are correct, along with your use of periods, commas, semi-colons, and dashes.

3 – Lack of proofreading. Built-in spelling and grammar checks won’t save you every time. When possible, have another set of eyes review your documents for errors or inaccuracies. At the very least, read through your work slowly one last time before sending it out—catching just one error improves the quality of your document.

4 – Too much slang or jargon. Unprofessional slang and ambiguous jargon could be confusing or even off-putting to readers. Strive for clarity and brevity, and be sure to thoroughly explain concepts which may not be universally known.

5 – Obscure or confusing words. This is not the time to test the boundaries of your vocabulary. Your readers are looking for facts, figures, and project-related information, so keep things simple and direct. Write out potentially unknown acronyms and replace any language that could be misconstrued.

PMAlliance uses a team of highly experienced and certified professionals to provide project management consulting, project management training and project office development services.

Determine each day’s top priorities. Can that memo wait until your co-worker returns? Does the final budget need to be submitted today? Low-priority activities should be noted so they aren’t forgotten, and then rescheduled for a time when resource levels are back to normal. By focusing on must-do activities, you’ll keep the work flowing without becoming buried.

Delegate. Look for ways to shuffle activities so the entire PMO stays on track. If another team member is already planning to attend the next vendor meeting, can they also cover the facilitator role so you don’t have to? Is another senior-level person in the group available to review and approve your team’s invoices, leaving you more time to focus on urgent issues?
Ask for outside help. A temp or vendor may be an option, but if not, look to the other groups in your organization for short-term support. It might be possible to enlist HR to phone screen the latest candidates or ask Accounting to distribute this week’s paychecks.

Monitor your energy levels. Skipping lunch or working late to keep up with an abnormally high workload is OK once in a while, but don’t plan to do it every day during a team member’s two-week vacation. Your energy will quickly flag if you don’t allow yourself time to rest and recharge. Take lunch, get up from your desk for a brief stretch, and get outside for a quick walk if possible.

PMAlliance uses a team of highly experienced and certified professionals to provide project management consulting, project management training and project office development services.