The Top 5 Project Management Mistakes SMBs Make (And How to Avoid Them)

Owning a small business is like being a heroic knight. You battle many dragons like cash flow problems and shifts in the market, move through dangerous terrains like forever-changing rules and policies, and go on grand adventures to win your ideal customer. Yet, in all this chaos, one enemy often missed can ruin your whole adventure: bad project management.

Have no fear fellow business owner! Today, we're going to defeat the five project management beasts hiding in the dark corners of your small business giving you the tools to come out on top (and boost your profitability).

Beast #1: The Scope Creep Blob

Visualize a project that begins and forks into an uncontrolled body of scope of work. We call this the Scope Creep Blob powered by vague project plans and poor communication.

Reason: Unreasonable deadlines, expectation misalignment with customers or stakeholders, and a hesitation to reject new asks. Research by the Wellington Management Group showed that 49% of projects do not succeed because of scope creep.

Slaying the Blob: Set specific goals and constraints for your project right away, including what you will deliver when, and the costs. Use communication protocols that ensure everyone is on the same page, and always be firm yet polite in combatting scope creep. Remember, completing a project is easier if it is smaller and well-defined.

Monster #2: The Disorganized Dragon

This beast collects information and tasks preventing your team from accessing what they require at the right time. This disarray requires rework, results in missed deadlines, and spreads frustration and uncertainty.

Reason: Incompetent project management tools, unclear task ownership, and weak communication. A 2023 PWC study shows poor communication causes 73% of project failures.

Taming the Dragon: Employ appropriate project management tools such as Trello or Asana. Make roles and duties clear, and encourage free communication and information sharing. Remember, a well-organized project team functions like a well-oiled machine.

Monster #3: The Micromanaging Medusa

This scary monster, micromanagement, kills creativity and initiative by constantly coming in the way of your team. It causes low morale, less productivity, and a dull work environment.

Cause: Lack of trust in employee skills, a need for complete control, and unclear communication of what is expected. A Gallup study found that micromanaged employees are 21% less productive than those trusted to do their jobs.

Defeating Medusa: Help your team by setting clear goals and expectations but let them have the freedom to design solutions that achieve those goals. Celebrate their wins to keep their spirits up!

Monster #4: The Communication Chimera

The chaotic beast symbolizes confusion from unclear messages and forgotten updates. The Chimera grows strong on missed deadlines, client dissatisfaction, and finger-pointing.

Cause: Scarce meetings, inadequate progress reports, and ineffective communication methods. A Standish Group study reveals communication breakdowns lead to 67% of project flops.

Defeating the Chimera: Set up regular project meets, use tracking tools for progress, and promote clear communication at all levels. Encourage constant dialogue through intranet platforms like forums and recognition systems. Build a transparent and accountable culture – success comes when all are aligned.

Monster #5: The Unforeseen Gremlin

This tricky gremlin stands for the sudden problems and obstacles that pop up in any project. These unplanned occurrences can knock your project off its course, increase stress, and hinder your progress.

Cause: Business is full of surprises. Deadlines shift, customers change their views, and tech issues occur.

Befriending the Gremlin: You can't prevent surprises, but you can get ready for them. It's all about managing your risks. Provide contingency buffer in your schedules, keep open lines of communication with clients, and have backup plans for typical issues.

The Quest Continues...

A few project management monsters hide in the dark. However, with proper tools and strategies, you can defeat them and make sure your projects achieve great success.

Watch for our next blog post where we will explore more project management tools and methods to help you beat the chaos and guide your team to win!