Concepts
In the domain of project management, the execution stage is the most significant phase where plans materialize into results. At this juncture, it’s crucial for project managers to keep their elbows to the wheel in keeping the pace required to deliver significant business value. This requires a sense of urgency, precision, and strategic problem-solving abilities, all key traits of a Project Management Professional (PMP).
The Project Management Institute (PMI) in its PMBOK® Guide emphasizes the need for urgency during project execution. It might be beneficial to revisit the guide’s directives on three essential aspects: Execute Project Work, Manage Project Knowledge and Direct & Manage Project Work.
Execute Project Work
Execution is the stage where project plans turn into actual work. These plans may vary from resource allocation and deliverables timeline to the scope and measures taken to uphold the quality. Urgency does not imply haste; instead, it designates the compelling necessity for completing tasks in a timely and efficient manner.
For instance, in a software development project, the developers must treat each stage such as designing, coding, debugging, and testing with urgency to meet the timelines and deliver a high-quality product.
Manage Project Knowledge
KNOWLEDGE MANAGEMENT MATURATION MODEL MATRIX
| Level | Definition | Implementing in Project |
|---|---|---|
| Ad hoc | Implicit knowledge is relied upon. No systematic approach to manage knowledge. | Relying on individual team member’s expertise and not documenting or sharing this information |
| Aware | Explicit knowledge is documented but no organizational learning happens. | Only crucial project documentation is maintained |
| Focused | Knowledge is managed but no organizational learning. | Knowledge management systems are in place, but not utilized fully |
| Managed | Knowledge is managed and some organizational learning. | Project learnings are documented and used for future reference |
| Advanced | Knowledge is managed, organizational learning is habitual. | Knowledge management becomes an integral part of the project execution |
This table clearly shows the relevance of giving priority to knowledge management during the execution phase. Urgency here translates to identifying, recording, and sharing critical project knowledge promptly and accurately.
In another example, when manufacturing a new product, the team has to record every small detail during the execution stage to trace any possible defects in the end product. Quick sharing of such information is essential to avoid repetition of errors and to save time and resources.
Direct & Manage Project Work
Directing and managing project work necessitates a sense of urgency in taking decisions, leading the team, and in handling any unforeseen situations or risks. An effective leader must lead from the front by setting the pace and tone of work for the team.
For instance, in a construction project, immediate decisions have to be made in case of unexpected natural calamities or delays in supply chain. The project manager must exhibit the ability to take quick decisions without compromising project quality and safety.
In summary, the exam “Project Management Professional (PMP)” validates a candidate’s ability to manage a project with the urgency required to deliver business value. The candidates must prove their skill to execute project work, manage project knowledge and direct and manage project work promptly and effectively to ensure project success. By understanding and applying the principles of urgency in project execution, managers can empower their teams to deliver exceptional business value.
Answer the Questions in Comment Section
True or False: The value of a project is entirely determined at its conclusion.
Answer: False
Explanation: The value of a project is not solely determined at its conclusion but rather is dynamic and often changes throughout the project lifecycle. The efficiency of deliverables in producing business value is therefore a main priority throughout the project.
What does a project manager primarily aim to minimize when executing a project with urgency?
- a) Time
- b) Scope
- c) Costs
- d) Quality
Answer: a) Time
Explanation: In projects requiring urgency, the primary aim is usually to minimize time, while still ensuring the delivery of essential business value.
True or False: Executing a project with urgency always requires an increase in resources.
Answer: False
Explanation: An increase in urgency does not always necessitate an increase in resources; instead, it often involves more agile and effective resource management.
Which tool can help in managing projects with urgency?
- a) Gantt chart
- b) Kanban board
- c) Risk matrix
- d) All of the above
Answer: d) All of the above
Explanation: Each of these tools aids in various components of project management such as timeline visualizing (Gantt chart), task prioritization (Kanban board), and risk assessment (Risk matrix). Many of these tools are used concurrently for better project control.
True or False: Delivering business value necessitates focusing strictly on the project deliverables, rather than stakeholder relationships.
Answer: False
Explanation: Stakeholder relationships are crucial in project management. Clear communication and stakeholder involvement can influence the perceived relevance and urgency of a project, hence affecting the project’s ability to deliver business value.
Select the correct statement:
- a) Business value and urgency are inversely related.
- b) Business value and urgency have no correlation.
- c) The urgency to deliver a project can be driven by its potential business value.
- d) Business value is not an essential consideration in project management.
Answer: c) The urgency to deliver a project can be driven by its potential business value.
Explanation: The greater the potential business value of a project, the higher the urgency to deliver it typically is.
Which approach can be employed to tackle projects with high urgency?
- a) Waterfall model
- b) Agile methodology
- c) Six Sigma
- d) Myers-Briggs Type Indicator
Answer: b) Agile methodology
Explanation: Agile project management methodology allows for flexibility, rapid delivery, and efficient response to changes—all important aspects when managing projects with urgency.
True or False: Prioritization is unimportant when managing a project with urgency.
Answer: False
Explanation: When executing a project with urgency, prioritization is crucial in order to distinguish between the tasks that are truly vital for delivering business value and those that are less critical.
Which term refers to the tangible and intangible elements that a project produces that have value?
- a) Resource allocation
- b) Project estimation
- c) Project deliverables
- d) Project sprint
Answer: c) Project deliverables
Explanation: Project deliverables refer to the tangible or intangible products or results a project produces. These deliverables are the components that generate business value.
True or False: Stakeholder management can slow down the process of a project with urgency.
Answer: False
Explanation: While stakeholder management may require additional time and effort, it can lead to better alignment with business goals and greater support for your project, potentially facilitating a faster and more effective project delivery.
In project management, ‘value’ refers to:
- a) The monetary cost of project completion.
- b) The benefits that are gained by meeting objectives.
- c) The total amount spent on a project.
- d) The length of project delivery.
Answer: b) The benefits that are gained by meeting objectives.
Explanation: In the context of project management, ‘value’ typically refers to the benefits or advantages that are gained by meeting project objectives, which could be both tangible and intangible, and directly or indirectly impact business success.
True or False: In high-urgency projects, the project scope may need to be reduced to meet time constraints while still delivering adequate business value.
Answer: True
Explanation: There can be instances in high-urgency projects where the project scope may need to be reduced or adjusted in order to meet time constraints, while still ensuring the project delivers adequate business value. This requires effective project control and management strategies.
Great article! Focusing on delivering business value is crucial.
I appreciate the insights on handling project urgency. Very useful for my PMP studies!
Could someone explain more about setting up a Project Management Plan that aligns with delivering urgent business value?
Thanks for the post!
Urgency can sometimes lead to cutting corners. How do you balance urgency with maintaining quality?
This helped me understand the urgency aspect better. Much appreciated!
I’m worried that focusing too much on urgency might lead to burnout in my team. Any tips?
Not sure I completely agree with the emphasis on urgency. Quality can suffer.