Introduction and Foundations

A project is a series of activities and tasks that:

• Have a specific objective focused on creating value for the company. KPI

• Have defined start and end dates.

• May have budget constraints.

• Consume human and material resources.

• Are multifunctional, involving multiple departments.

A project can be unique or repetitive but must be completed within a finite period. It must also be aligned with the company’s strategy.

Project management is the application of knowledge, skills, and tools necessary to achieve project objectives. It consists of five process groups:

1. Project Initiation

• Selecting the project based on available resources.

• Recognizing the expected benefits.

• Preparing approval documents.

• Assigning the project manager.

2. Project Planning

• Defining the work to be completed.

• Establishing quality and quantity requirements.

• Identifying necessary resources.

• Planning activities and risks.

3. Project Execution

• Negotiating and assembling the project team.

• Managing and directing tasks.

• Supporting and improving team performance.

4. Project Monitoring and Control

• Tracking progress and comparing it with forecasts.

• Analyzing variances and impacts.

• Making necessary adjustments.

5. Project Closure

• Verifying that all tasks have been completed.

• Contractual and financial closure.

• Administrative closure of the project.

In summary, project management aims to optimize resources, minimize risks, and maximize value while ensuring good integration into the company.

A project is considered successful if it is completed:

• Within the allocated time frame.

• Within the allocated budget.

• While meeting performance and specification requirements.

• With customer or user acceptance.

• With minimal scope changes.

• Without disrupting the overall workflow of the organization.

• Without altering the corporate culture.

Managing Scope Changes

• Changes are inevitable but must be minimized and approved.

• The project manager must maintain a balance to avoid disrupting the organization.

• Respect for corporate culture is essential in project management.

In summary, project management aims to optimize resources, minimize risks, and maximize value while ensuring good integration into the company.

Communicating Individual Roles and Responsibilities

Regardless of the organizational structure adopted, it is essential to establish formal communication channels that allow each individual to have a clear description of their authority, responsibilities, and accountability to ensure the smooth progress of work.

The Importance of Trust in Organizational Transition

Even with a clear definition of authority, responsibility, and accountability, establishing good relationships between project managers and functional managers can take a significant amount of time, especially during the transition from a traditional structure to a project-oriented structure.

In this context, trust is the key to success.

Obstacles to Project Management Maturity

Too often, companies begin implementing project management expecting the process to be simple and seamless. However, they encounter numerous obstacles and misconceptions that slow down their progress.

Two main obstacles hinder project management maturity:

• Decision-makers lack project management training but refuse to attend training sessions.

• Decisions are made based on personal interests or hidden agendas rather than following a structured and coherent approach.

These mistakes do not prevent project management implementation, but they make the process longer and more frustrating.

7 Mistakes:

Mistake 1: Believing that the ultimate goal is to implement project management

🚫 Wrong goal!

The objective should not be simply to establish project management practices, but rather to gradually develop an efficient system that ensures a continuous flow of successful projects.

✅ What matters is not just using a software or methodology, but achieving concrete and repeatable results.

Mistake 2: Multiplying templates, forms, and checklists

🚫 Wrong indicator of progress!

Adding forms and procedures does not mean that project management is mature.

✅ Maturity should be measured by process evolution and the ability to continuously improve project efficiency.

A good practice is to organize a post-project review to capture lessons learned and optimize processes.

Mistake 3: Buying software to accelerate maturity

🚫 Wrong approach!

Purchasing expensive project management software does not necessarily speed up organizational maturity.

✅ Software selection should be based on the benefits it brings (efficiency, standardization, cost reduction) rather than its extra features.

A €500 tool can be as effective as a €200,000 software if used properly.

Mistake 4: Starting with a small pilot project

🚫 Bad strategy!

Testing project management on a small project may seem like a good idea, but it is not the best way to evaluate its effectiveness.

✅ It is preferable to start with a large project because, if it succeeds, it proves that the methodology can work on projects of all sizes.

Mistake 5: Communicating only about the success of the pilot project

🚫 Wrong approach!

It is not enough to highlight the success of a single project.

✅ What matters is demonstrating how project management contributed to success and how it can be applied to the entire organization.

Mistake 6: Believing that executive support alone is enough

🚫 Passive support is not sufficient!

Executive support is crucial, but it must be visible and active.

✅ Executives must show commitment by attending meetings and maintaining an open-door policy to address project management issues.

Mistake 7: Believing that a single training course is enough to become a good project manager

🚫 Misconception about learning!

Earning a PMP® certification is a good start, but it is not the final step.

✅ Continuous learning is essential to maintain a high level of project management maturity.

Conclusion: A Strategic and Structured Implementation

• Many misconceptions slow down the implementation of project management.

• The key is to adopt a thoughtful approach, with the engagement of the entire organization.

• By identifying and avoiding these mistakes, a company can accelerate its project management maturity and remain competitive.

Project stakeholders are all individuals or organizations that have an interest in or impact on the project. They can be internal (within the company) or external.

1. Internal Stakeholders 🏢

2. External Stakeholders 🌍

✅ A good project manager must identify all stakeholders and manage their expectations to ensure project success.

The Importance of Stakeholder Relations

Stakeholders include all individuals or organizations affected by the project. They can be passive or active and may evolve depending on the project’s needs. The larger and more complex a project is, the more stakeholders it involves, making their management increasingly challenging.

Stakeholder Engagement and Alignment

One of the major challenges is aligning stakeholder objectives with those of the project and the organization. Achieving full consensus is often impossible, and the project must progress while striving to satisfy the majority.

Stakeholder management requires their active engagement. However, their personal objectives may differ or even conflict with the project’s goals. Securing commitments from stakeholders early on is crucial to prevent potential roadblocks.

Stakeholder Expectations and Roles

Not all stakeholders understand project management or their role within it. Some may be overly passive, while others may attempt to micromanage, which can harm the project.

It is essential to clarify stakeholder expectations and roles from the outset. A project can fail if certain stakeholders attempt to override the project manager’s authority or if others avoid making critical decisions.

Stakeholders as Solution Providers

The role of stakeholders has evolved with the concept of engagement project management. Solution providers no longer just sell products; they engage as strategic partners.

Effective stakeholder management establishes long-term relationships with them. This approach fosters better goal alignment and increased collaboration.

Stakeholder Identification

The project manager must identify all stakeholders and understand their potential influence on the project. Some stakeholders may hold greater decision-making power than others.

Stakeholder Analysis and Mapping

Project managers must identify the most influential stakeholders to focus their efforts effectively. Stakeholder mapping helps categorize them based on their power and interest in the project.

Not all stakeholders have the same level of influence. It is crucial to pinpoint those who can significantly impact the project and adapt the communication strategy accordingly.

Stakeholder Engagement

Stakeholder engagement relies on understanding their expectations and securing their support. Continuous dialogue helps anticipate potential conflicts and fosters trust.

Actively involving stakeholders is essential to ensuring their support throughout the project. This includes addressing their expectations and proactively resolving conflicts.

Managing Information Flow

Each stakeholder has specific communication expectations. Defining the right performance indicators (KPIs) and the appropriate level of information is crucial to ensuring transparency and optimal coordination.

Effective communication with stakeholders helps anticipate issues, strengthen trust, and enhance project management.

Key Success Factors for Stakeholder Management

Effective stakeholder management is based on several essential elements:

• Taking the time to build strong relationships.

• Leveraging digital tools to optimize communication.

• Documenting all interactions and decisions.

Project Management by Engagement

The question “How has the role of stakeholders evolved with the concept of project management by engagement?” refers to a paradigm shift in project management, where stakeholders are no longer just informed or consulted but are actively involved throughout the project.

Project management by engagement is an approach that emphasizes active and continuous collaboration of stakeholders, rather than a simple top-down management style. It is based on principles from Agile, Lean Management, and Design Thinking.

🔹 Before: Stakeholders were often observers or occasional decision-makers (e.g., validation at the launch and closing phases).

🔹 Today: They are actively involved in the co-creation of the project through short iterative cycles and regular interactions.

Evolution of the Stakeholders’ Role

Impact on Project Management

With project management by engagement, stakeholders become key players in the project’s success:

✅ Co-creation and collaboration: They participate in defining needs and solutions from the start.

✅ Faster decision-making: Their involvement reduces bottlenecks and facilitates strategic alignment.

✅ Better project acceptance: Less resistance to change, as they have contributed to the decisions.

✅ More flexibility and innovation: Continuous feedback allows the project to adapt to real needs. 🚀