Introduction
Management holds the highest position in the hierarchy of Information Systems Management, being responsible for making critical decisions for the organization. During my college years, I had my initial exposure to IT Project Management while leading a team of seven to develop a school profile website for a client. Despite lacking prior experience in project management, I tackled this daunting task successfully by leveraging my newfound knowledge of PM and drawing upon the soft skills honed through my organizational background. Thanks to these, I successfully execute the project within the set timeframe and budget.
What Did I Do to Make It Work?
Initiating and Planning
To start the project, I initiated the process by assigning positions and job descriptions to each team member. We discussed the project, established a brief timeline, set a budget, and identified potential clients.
Following the decision, we created a proposal offering collaboration on the project. The proposal include these points:
a. Project Charter
b. Work Breakdown Structure (WBS Chart)
c. GANTT Chart
d. Budget plan
e. List of the team member and their job description
d. Memorandum of Understanding (MoU)
Finding a suitable client was challenging. So as a PM, I conducted research to select the first school to approach based on criteria such as distance from our collage and the availability of a school profile website. Upon engaging a client, negotiations began regarding the project, leading to the signing of a Memorandum of Understanding (MoU) and a letter of agreement.
Execution
Adhering to the agreed timeline, we commenced the project, ensuring that all tasks were completed on schedule and within budget. Notion is the tool I utilized for managing and monitoring my team's progress and our project. I was accountable for supervising the project's advancement and delivering monthly reports to the client to enhance trust and communication.
Effectively managing time, budget, scope, and team dynamics posed significant challenges. However, Project Management's essence lies in maintaining a delicate balance among all components, as the success of one is intertwined with the others.
Closing
The project closure phase occurs when the client is satisfied with the deliverables. We presented the project and handed over all assets to the client. Per the agreement, the client then made the final payment, marking the successful completion and delivery of the project.
What did I learned?
This project provided me with invaluable lessons in both technical and managerial aspects. From a technical perspective, I gained hands-on experience with IT project management tools and methodologies, such as creating a Project Charter, Work Breakdown Structure (WBS), and Gantt Chart, all of which are essential for effective project planning and execution.
On the managerial side, I learned the importance of communication, leadership, and time management. Coordinating a team of seven people with varying skill sets required clear communication and delegation. I also learned how to balance client expectations with project constraints like time and budget, ensuring that we delivered a product that met the client's needs while staying on track.
The project also highlighted the importance of adaptability. Unforeseen challenges, such as difficulty finding a client or managing the different team dynamics, taught me to be flexible and think on my feet. Problem-solving became a crucial skill as I navigated the project from initiation to completion.
Finally, this experience reinforced the significance of client relationships. Regular updates and transparency in communication with the client played a crucial role in maintaining their trust and satisfaction, ultimately leading to the successful closure of the project.
Comments