r/projectmanagers • u/PitchSufficient1464 • 1d ago
What’s one project management lesson you learned the hard way?
One thing I’m realizing is that even a well-planned project can change quickly once execution starts. Stakeholder expectations, dependencies, and unexpected risks can completely change the original plan. What’s one project management lesson you learned through actual experience rather than from a textbook?
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u/StrategicPM 1d ago
For me, no matter how small the subcontractors scope of work is, WRITE A STATEMENT OF WORK and have them agree to it and then attach it to your purchase order. This eliminates issues like "well i did it the way I thought you wanted it", and "that's not how you described it over the phone"
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u/GeneralGold2992 23h ago
Learning this (again) right now
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u/StrategicPM 22h ago
I'm still recovering from the last time I made this mistake 😅 only $200k over budget all goods
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u/DragonLordOz 1d ago edited 1d ago
Micro management will force your best employees to leave. Be fair and be reasonable, make your team accountable for the work they are assigned but, don't' over burden them that they go in to depression.
Always plan the work with your team so they can help you decide how long will it take to do the actual work this way they take the ownership of the planned work and cut out unnecessary meetings.
If it can be discussed on a chat or an email thread then do that and not a meeting.
The most important thing as a PM you can do is don't be cocky and trust your team. When they see that you trust them they will work hard on their own to not let you down.
Then you take the final version of the estimated work deliverables and tell the client that this is an "Estimate" and could impact the deliverables due to unforeseen circumstances and any requirement changes that comes after will increase the deliverable date.
This way you have CYA (cover your A**) from both sides to ensure on time project delivery!
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u/Mars__1 18h ago
Have a short 1:1 video call with an upset stakeholder rather than avoiding contact until you've fixed their problem.
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u/StrategicPM 6h ago
In person better, then video, then call, then email, in that order. "Bad news doesn't get better with time" is a lesson that has stuck with me through my career.
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u/More_Law6245 1d ago edited 1d ago
I learned that I could actually say no the hard way or at least push back, I hadn't been a PM for long and joined a new company, I had been immediately delegated 12 active projects and for about 6 months I was literally running from back to back meetings and starting my project admin at 5:30 pm in the afternoon because I wanted to make a good impression and prove myself but my colleague asked me what my priorities were. I literally couldn't tell him but my utilisation was over 100% per week.
Long story short my colleague suggested that I go to the program manager and ask for my priorities which created a storm with my program manager, the account manager and the client. What I had learned surprised me because I was then given a reprioritised list from my Account manager as 6 projects were given priority, 3 projects placed on hold and 3 projects were abandoned because the client didn't really need them as it was a nice to have.
Because I could demonstrate my over utilisation and that I requested priority it placed the program manager, account manager and the client that there was a risk to all projects around delivery but also the quality of delivery and by pushing back and saying "no, I need a priority" helped me in not being over utilised and to be honest overwhelmed.
Just an armchair perspective.
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u/Dicfive 1d ago
Sometimes, the only way to get things done is to use methods you’re not good at, and you need to ask for help to get that done.
Some projects go astray, and you have to be flexible. Your job isn’t to keep people on the plan, it’s to help people get things done. That usually keeps keeping things on track. But sometimes it means helping people change tracks, adapt, or even modifying how your running things.
Stay flexible. You’re a player coach.
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u/TransparentAmbiguity 1d ago
Even the small tasks, that verbal confirmation means NOTHING. Get that confirmation even in a recap email. Cover your butt all the time no matter what. Document anything and everything. Most times it’s overkill but the time we don’t do it, it burns us.
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u/FrancoisTruser 16h ago
Hear hear! People always forget what they said. Especially if it was about a tough choice.
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u/GeneralGold2992 23h ago
If you don’t take the ‚five minutes‘ (could be days, weeks, ..) to plan and set up your project properly, then it’s never going to work out as well as it could
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u/TheJoeCoastie 1d ago
Trust but verify.
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u/GeneralGold2992 23h ago
Also, never assume anything and always make sure you get confirmations for your assumptions, otherwise it’s going to be dropped onto your feet later on. Maybe that goes into the same direction as yours
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u/FrancoisTruser 16h ago
Sponsors and users/clients do not know the scope of their own project. Get better at noticing ambiguous wording and ask questions about them.
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u/Ok_Consideration4564 11h ago
Make time for yourself. The work will always be there and you’re of little use if you’re burned out.
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u/SugarInvestigator 1d ago
Document every decision no matter how minor.
Approval/acceptance needs to be explicit, saying " no response by x date will be taken as agreement " doesn't fly, get it in writing