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I am due to manage an HR project for the first time
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I have to manage HR projects but I am not an experienced project manager
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Many projects start in my organisation but are never completed
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Projects in my organisation often fail to meet their objectives or run over-budget
10 steps to successfully managing HR projects
1. Why is the project needed?
Think about what problems or issues the project is to address or solve. Many projects fail because the need for the project is not clear and fully understood by the business and those involved in the project.
2. Involve others
Building a team of people to be involved in the project is essential in order to help gain buy-in to the project within the organisation and also to get input and expertise from a range of perspectives. Try to involve key influencers wherever possible.
3. Define scope and objectives
Write a written statement detailing the scope of the project - what it will and will not do – and the precise objectives to be achieved. Ensure that this is signed off by the project approver. This document will focus everyone on working towards the same goals, prevent any misunderstanding about what the project is to achieve and will prove invaluable if there is any disagreement later on during project implementation.
4. Visualise the end result
Spend some time thinking about the end result. What will it look and feel like? What will people in the business be saying about it? Once you have built a mental image of what success looks like, it will be much easier to work out how to get there. It is useful to undertake this exercise in a group, involving key stakeholders, to build a shared view of the successful outcome.
5. Identify potential solutions
It is very tempting to opt for the first solution that comes to mind or is introduced to you by a supplier. This can be a costly mistake if, during implementation, it becomes apparent that there is a better, simpler or cheaper way of solving the problem. Think creatively about all the various ways of meeting the project brief and talk to others to see how they have addressed similar business issues.
6. Put together a realistic project budget
The main reason why so many projects run over-budget is that the budget is not realistic or is too optimistic. New projects are exciting and it can be very tempting to downplay or overlook certain costs in order to gain internal approval. Always add a contingency sum to the budget as projects never run entirely according to plan and some elements will inevitably end up costing more than anticipated, particularly when you are using external suppliers.
7. Write a project plan
This is the single most important project activity. Do not, however tempting it may seem, start implementing the project without planning out in advance all the tasks involved in the project, who will do what and when. Think of this process like a dress rehearsal for the project – you will mentally walk through each step of the project, highlighting and resolving any problems that could arise. Making mistakes at this stage costs nothing; making them during implementation can be expensive!
8. Project implementation
So, at last, we’ve reached implementation stage! Here are some simple tips to remember during implementation:
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Communicate progress regularly both within the project team and to key stakeholders within the business
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Keep a track of issues and risks as they arise and deal with them promptly. A nice issues and risks log is no use without actions to resolve them!
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Minimise ‘scope creep’ (this is where additional items or objectives are added to the project as people think of them). Your signed-off scope document will be an invaluable tool here
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Keep a close eye on the ‘critical path’ – these are the tasks that are inter-dependent and for which any delay would directly impact the project completion date
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Celebrate and communicate ‘wins’ along the way. This builds confidence amongst the project team and instils a sense of belief in the project within the business
9. Ensure your objectives are achieved
Many projects stop once the tasks have been completed or the new systems have been implemented, but before the actual project objectives have been achieved. Go back to stages 1 and 3 and look at your reasons for doing the project and the specific objectives that were to be met. Have they all been achieved? If not, then the project is not yet complete.
10. Evaluate and review
Ever heard people say “I knew that project was going to fail because the same thing happened on the last project”? Spend some time as a project team reviewing what did and didn’t work well and why, think about what you have learned from the project and what you would do differently next time? This will ensure that your next project is even more successful than this one!
Typical outcomes from successful HR project management
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Projects are completed on-time and on-budget.
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Project objectives are fully achieved – e.g. efficiency is improved, money is saved etc.
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Projects that are not viable or do not add value to the organisation are stopped before they start, saving money from being wasted.
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Confidence is instilled within the business that HR is a successful driver of business change.
This guide was prepared by Stuart Hearn, HR projects specialist and Partner at plusHR Consulting. Visit www.plusHR.com for details of plusHR’s project and change management solutions.
Disclaimer:
This guide is provided for guidance only. The provided information, whether ‘How to guides’, policies, procedures, samples, examples, or guidelines, while authoritative, is not guaranteed for accuracy and legality. While we make every effort to provide and link to accurate, legal, and complete information, we cannot guarantee it is correct for a worldwide audience. Please seek legal assistance, or assistance from your local or international governmental resources, to make certain that your legal interpretation and decisions are correct.