IPM’s Data Digest: October – Mastering Problem-Solving in Project Management 

Introduction 

One of the challenges many practitioners face in project management is the challenge of completing a project successfully. Many practitioners have experienced it, seeing deadlines pass quickly, seeing the disappointment of upper management, and feeling the burden of customer expectations. Here is a statistic that may surprise practitioners: about 70% of projects fail to meet their initial plans.

While the absence of a robust management process often plays a significant role, the reality is much more complex. Teams may struggle to operate at peak performance, budgets can become unpredictable, and a range of other challenges can emerge throughout the project lifecycle. It is essential to closely examine these complexities. By identifying the typical pitfalls that send projects off course, we can begin formulating effective strategies to ensure continued progress and success.  

Importance of Problem-Solving 

Problem-solving is the foundation of effective project management. Regardless of how well a project is planned, challenges like resource shortages, shifting priorities, or budget constraints are inevitable. The ability to navigate these obstacles swiftly and efficiently determines whether a project stays on track or veers off course. Strong problem-solving skills enable project managers to assess situations, think critically, and make timely decisions that prevent minor issues from snowballing into major setbacks. 

Understanding the Nature of Problems in Projects  

Project managers often encounter diverse challenges that can be categorised based on their characteristics and potential impact. Understanding these categories aids in more effective problem identification and resolution. 

• Technical Problems: Issues with the tools, technology, or methods being used.
• Quality Concerns: A project’s failure to meet expected standards or specifications.
• Timeline Troubles: Relate to delays or scheduling conflicts. For instance, missed deadlines or tasks taking longer than anticipated.
• Budget Issues: Any problems related to project costs, such as unexpected expenses, miscalculations, or underestimated budgets.
• Scope Changes: When the project’s goals or requirements shift during its lifecycle. This involves the scope expanding or contracting in ways that change the project’s direction.
• People Problems: Issues related to the performance, behaviour, or satisfaction of the project team and stakeholders. 

Types of Problems in Project Management 

Here are some common project management challenges that can seriously affect project success: 

Scope Creep

Uncontrolled expansion of goals can lead to overruns and missed deadlines. For example, a simple website project ballooning into a full-fledged e-commerce platform if not managed carefully. 

Poor Communication

Ineffective information sharing among team members and stakeholders often results in misaligned efforts and project delays. 

Resource Allocation Issues

Insufficient staffing or inefficient use of available resources can impede project momentum. 

Unrealistic Deadlines

Overly ambitious deadlines typically lead to compromised quality and missed milestones. Compromising quality could have fatal consequences, especially in fields like construction and medicine.  

Budget Constraints

Inaccurate cost projections and unexpected expenses can put considerable strain on project finances. 

Inadequate Risk Management

Effective risk management is proactive, not reactive. Failing to anticipate and mitigate potential problems often leads to disruptive setbacks. 

Poor Technology and Tool Integration

As projects increasingly rely on various software tools and platforms, failure or challenges integrating modern technologies or tools can disrupt workflows and cause delays. 

Root Cause of Problems in Projects 

For project managers to take proactive steps to improve the chances of project success, they must first understand where they stem from. Here are a few common causes: 

Poor Planning 

Inadequate planning leads to unrealistic deadlines, unforeseen delays, and inaccurate budgeting. This lack of foresight also often results in resource shortages and mismanagement. 

Communication Breakdown 

Miscommunication is the beginning of all misunderstanding. When information does not flow smoothly, it can lead to confusion, error, conflict, false assumptions, duplicated efforts, and missed opportunities for collaboration. 

Rigid Processes 

Many organisations find themselves adhering to outdated methodologies due to a “this is how we’ve always done it” mindset. Clinging to old ways can hinder project progress and inhibit innovation. This rigidity often feels like micromanagement to team members, leading to a stressful work environment and dampened creativity. Moreover, excessive bureaucracy can slow down decision-making and reduce efficiency. 

Poor Risk Management 

As the principle “High risk, High return” suggests, larger projects come with increased risks. Also, each project comes with its own unique set of risks, making it important to quantify and account for potential cost overruns and risks from the start. 

Organisations that prioritise effective risk management are 2.5 times more likely to meet their goals and save on costs, wasting 13 times less money compared to those that do not^[1]. 

Underqualified Leadership 

When leadership falters, you might observe a lack of direction, decreased team morale, and difficulty in meeting project milestones. While experience and technical know-how are essential, strong social skills like communication and conflict resolution are equally important. 80% of successful projects are led by certified project managers. Without the right person in charge, the risk of failure increases significantly. 

Project Goes Off-Course 

Projects may deviate from their intended path due to shifting priorities or unforeseen obstacles. This can cause misalignment with initial goals and objectives, impacting overall project success. 

Team Coordination Challenges 

If managers and team members are not working together, things can go off the rails fast. For instance, the marketing team makes promises that the development team cannot realistically deliver, or different departments work with inconsistent data sets. These misalignments can lead to inefficiencies, frustration, and ultimately, project delays or failures. 

Problem-Solving Skills You Should Have 

A project manager must possess a range of problem-solving skills to effectively navigate challenges and drive project success. Here are some essential ones: 

• Analytical thinking: Breaking down complex problems into manageable components and identifying root causes.
• Decision-making: Project managers ought to weigh up options, think through the impact, and choose the best route forward without hesitation.
• Creativity: At times, the best solution is not obvious. To come up with innovative solutions, you have to think creatively.
• Conflict resolution: The ability to understand different perspectives and find common ground will help in resolving disputes among team members or stakeholders.
• Adaptability: Staying flexible and open to change when faced with unexpected challenges is a critical skill in dynamic project environments.
• Communication: Project managers have to be the bridge between the team and stakeholders, making sure everyone is on the same page. 

Effective Problem-Solving Steps in Project Management  

Effective problem-solving in project management requires a clear, structured approach.^[2] 

• Define the problem: Gather input from stakeholders, team members, and project data to create a focused problem statement. 
• Analyse root causes: Break down the problem into smaller components to diagnose the underlying causes. 
• Brainstorm solutions: Be creative. Encourage the team to think outside the box and suggest all possible solutions. Nothing is too unconventional. 
• Evaluate potential solutions: Weigh your options by assessing the risks, benefits, and feasibility of each idea. Critical thinking and solid data are key here. 
• Create a plan of action: Pick the best solution and map out a detailed action plan, assigning roles and setting timelines. 
• Implement the Plan: Put the plan into action and make sure everyone knows their part in bringing the solution to life. 
• Monitor Progress: Keep an eye on the results. Track progress, gather feedback, and tweak the plan as needed. 
• Review and Learn: After the problem is resolved, review what worked and what did not. Document these insights to inform future approaches and improve decision-making.

Problem-Solving Examples in Projects 

Example 1: Heathrow Terminal 5

Problem: The construction of Heathrow Terminal 5 faced significant challenges, including complex logistics, tight deadlines, and the need to minimise disruption to existing airport operations.  

Project Management Solution: The project management team employed a comprehensive risk management strategy, detailed planning, and robust stakeholder engagement. They used advanced project management tools to track progress and coordinate efforts across multiple contractors. This approach ensured the project was completed on time and within budget, setting a new benchmark for large-scale infrastructure projects. 

Example 2: Exoft’s Shift to Mixed Methodologies

Problem: Exoft faced delays and client dissatisfaction using the Waterfall methodology for an IT project.

Project Management Solution: The project management team adopted a mixed methodology approach. Agile allowed for iterative development and regular feedback, Kanban improved task tracking and transparency, and Waterfall provided a clear structure for planning and delivery. This shift improved project performance, aligned the project with client expectations, and rescued the client relationship, ensuring timely and within budget delivery. 

Conclusion 

Successful project management is not about avoiding problems altogether, which is simply unrealistic dynamic work environments. Rather, it is about developing the skills and mindset to tackle issues head-on or prevent them. 

Every project you manage will present its own set of challenges. Each of these challenges is an opportunity to refine your problem-solving abilities. Your capacity to adapt, innovate, and persevere in the face of obstacles will distinguish you in the field of project management.

References

^[1] PMI. [2023] “Pulse of the Profession.”

^[2] PMI. [2020] “The Ultimate Guide to Effective Problem Solving in Project Management: Strategies, Techniques, and Benefits.”