Effective Project Management

Section C Getting Organized

We trained hard, but it seemed that every time we were beginning to form up into teams, we would be re‐organized. I was to learn later in my life that we tend to meet any new situation by re‐organizing and a wonderful method it can be for creating the illusion of progress while producing confusion, inefficiency and demoralisation.

Caius Petroneus, AD 66

1 Setting up the Project Infrastructure

1.1

Ensure a project, job, or cost code number is opened for the project. For internal projects, check that the correct authority level has authorised the project.

1.2

Make sure the proposal costs are cut off from the project costs. You may get stuck with proposal costs, but make sure they are recorded separately.

1.3

Organize space for the project. Try and maximise the number of people in the same location. If there will be a client in your office, it is necessary to strike a balance between integrating them into the team and task force area and preventing them from interfering at the working level.

1.3.1

Lay out the floor space in a manner that suits the workflow. This will help reduce communication problems. Further, lay it out so as to reduce the amount of time wasted moving about. Place the project files in a central location that is easily accessible to everyone.

1.4

Set up a job register system to monitor that only people working on your job can book to the job. Be ruthless about getting rid of hangers on. Update it on a regular ...