Efficient team means successful future
March 19, 2019

Choosing An Efficient Team Means Choosing A Successful Future

By Brian McHale

Businesses have loads of tasks to complete and there is always an urgency to meet deadlines. Projects are an essential part of an organization and there can be several teams as well as team members working on different projects at one time.

Projects At The Core

Projects are a collection of activities which are arranged and planned by the members of an organization. These projects can have many objectives like:

  • Innovation of a new product
  • Changing an existing product
  • Changing the marketing plan
  • Expansion of the firm
  • Solving different problems of different departments.

These projects can be used to solve different problems that firms face from different spheres of the market. Managing a project is not an easy job. It involves using a combination of tools and techniques, knowledge of the team members and their practical skills to face any issues that may arise.

Creating An Effective Team

The most important requirement for a successful project is the team chosen to carry it out. The set of skills brought by each team member should add some extra value to the team as a whole.

There are usually two things that are to be matched before selecting an individual to be a part of a project team. Firstly, what skills are required to fill a position in the project team? And secondly, what skills and experience can a member offer to the team?

Every project has their own requirements and roles are chosen accordingly depending on one’s ranks, experience, skill, knowledge etc. This is the biggest role of task management; that is to group effective individuals together. Steps involved in choosing the right mix of individuals to create an efficient team are:

  • Identify the objectives that are to be accomplished: Knowing the objectives one can decide on the type of demographics one need to choose from. Task parameters decide the type of skills and capabilities that will be required to accomplish the end results successfully
  • Select team members: From a pool of eligible team members one need to shortlist the ones who have the needed task-specific and team-specific competencies. To gather an effective team one needs to focus on both skills that a team member needs to possess and the pool of skills the entire team needs to have. But the most fundamental requirement is of teamwork capability, without teamwork skill no team can survive the pressure and will fail to work as a single unit
  • Optimize the performance of the team: Just building a team and delegating members with their specific tasks is not enough. One needs to calibrate the performance of the team members and keep reminding them that they need to work as one team to achieve the goal that is pre-designed.

A Perfect Team Member

Building a perfect team is the biggest factor that determines the end result of the project. Available human resources impacts the projects deliverability. The more knowledgeable and experienced the members are, the higher the chances of success. So, what do project managers need to look for when choosing a team?

  • Team members should be disciplined and organized; this brings efficiency to the team
  • They should be great communicators who will listen to and address the teams concerns effectively
  • Team members should be objectively talented in their field, should have experience in the needed task
  • Team members should be resourceful, that is they should have external and internal connections
  • The team member should be proactive in nature, which is they should be able to take actions on their own
  • And finally, a team member should have a total and pure commitment towards the project and their role in the team.

What Makes A Successful Team?

A perfect team needs an amazing project manager and a group of skilled individuals who are committed towards a single goal. There are some characteristics that measure the success of a team:

  • Roles and goals of the team should be clearly defined.
  • Participation of all the members should be balanced and well defined
  • Communication among the members should be clear and open
  • Relationships among the fellow team members should be co-operative and should be devoid of any tug and pull
  • There should be diversity in the team, members from different demographics and expertise should work together
  • The project manager should participate; the leader should be fully involved in managing the task and their outcomes
  • There should effective decision making involved from the leader’s side
  • Conflicts and stresses should be resolved quickly
  • Lastly, the overall atmosphere of the project team should be positive. Positive atmosphere leads to efficient working conditions which in turn increases productivity.

 

Testing Job Of A Project Manager

A project manager is the one who delivers a project to its final stage. They have this fundamental role of directing the team members towards the project goal. Managers should be a fine combination of patience and grit to bring a change through the project and create a positive impact on both the business value and the team members. There are several decisions that a project manager needs to make. There can be several roles that are needed to accomplish to be successful in completing a project:

  • Creating and designing project management standards and guidelines
  • Keeping a close track of every team member’s responsibilities and their performance using management tools and software
  • Planning the project keeping in mind different resources and the goal that is to be reached
  • Monitoring the progress of the project and take timely decisions regarding any kind of changes required
  • Keeping the project on track and making sure that no resource is wasted unnecessarily on tasks
  • Keep a close check on risks involved in the project like market risk, forgery risk, financial risk, etc. Usually, if risks are left unchecked, they can lead to dangerous after effects
  • Keep a check on the quality standards of the work delivered from time to time
  • Consider the interdependency of other projects on their own project, so that any potential impact can be taken care of
  • Evaluate the effectiveness of the project on a daily basis
  • Follow up on changes that are to be made and give recommendations to the team members
  • Manage and give feedback to stakeholders and make sure that their expectations are met.

Process Involved In Projecting

Project management is a pipeline process which involves different and varied tasks performed by team members and their manager. Managing a project efficiently can be a herculean task if not planned with a clear vision. Phases that are to be completed by the project teams to reach certain project goals are:

  • Selection of a project: Project should be selected keeping in mind the objective of the organization and how it can benefit the concern. Factors like money, workforce available, time and other resources are to be considered and it is checked whether it is achievable by the team
  • Planning the project: Planning is always an integral part of any activity. Planning of the budget, required resources, manpower, timelines, and skills required etc. is of utmost importance. Without planning projects tend to fail and crash in the midway only. Team members should have clear and proper roles and responsibilities to avoid role confusion and increase efficiency
  • Executing the project: After planning starts the execution, in which roles are to be clarified and jobs are to be explained. Team manager delegated to team members with their tasks, and the members need to work on their respective assignments. Communication among members and the manager plays a basic role here for timely completion and feedback
  • Tracking and monitoring the project: This involves keeping a check on all activities and the team members performances. Tracking and monitoring are needed to actively find problems in the execution and spot issues which can affect the overall success of the project. Tracking a project involves setting up review meetings and creates a performance report and communicates it to the fellow members. After follow up changes are planned and executed
  • Ending the project: When all the objectives are met and senior management or client is happy with the result, this is when one can say that a project is complete. Task managers need to close the project and free the members from further obligations.

 

Bringing together individuals to form a team is not a task, but a team member needs to accomplish that keeping in mind several factors and responsibilities. A team leader needs to share a vision, look past failures and share the credit earned.

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