20 Tips for Successful Software Project Management
Secrets of Successful Project Management
Managing Software Projects Effectively
Managing software projects is challenging. Many new project managers receive little training and must rely on advice from experienced professionals. Here are 20 tips for success, gleaned from both well-managed and challenging projects. Keep these suggestions in mind, recognizing that none is a guaranteed solution.
Laying the Groundwork
Tip #1: Define Project Success Criteria
At the project’s start, ensure all stakeholders agree on how success will be measured. This goes beyond meeting the schedule and includes factors like increased market share, specific sales volume, customer satisfaction, and more.
Tip #2: Identify Drivers, Constraints, and Degrees of Freedom
Balance functionality, staffing, budget, schedule, and quality. Define each as a constraint, a driver, or a degree of freedom. For more details, refer to Chapter 2 of Creating a Software Engineering Culture (Dorset House, 1996).
Tip #3: Define Product Release Criteria
Early on, decide what criteria determine product release readiness. This could be based on the number of high-priority defects, performance metrics, or specific functionality. Criteria should be realistic, measurable, documented, and aligned with customer expectations of quality.
Tip #4: Negotiate Commitments
Avoid promising the impossible. Engage in honest negotiations with customers and managers about realistic achievements. Data from previous projects can support your arguments.
Planning the Work
Tip #5: Write a Plan
Planning is crucial. The effort lies in thinking, negotiating, and balancing, not just writing. Thorough analysis reduces surprises later.
Tip #6: Decompose Tasks
Break down large tasks into smaller, manageable ones. This improves estimation accuracy, reveals hidden work activities, and allows for precise status tracking.
Tip #7: Develop Planning Worksheets
Create checklists and worksheets for frequently recurring tasks. This helps team members identify and estimate effort for each instance of the task.
Tip #8: Plan for Rework
Quality control activities often uncover defects. Include rework as a discrete task after each quality control activity in your schedule.
Tip #9: Plan Time for Process Improvement
Allocate time for process improvement. Dedicate specific time for making process changes that will benefit future projects.
Tip #10: Manage Project Risks
Identify and control risks proactively. Brainstorm potential risks, evaluate their impact, and develop mitigation strategies. Refer to the article “Know Your Enemy: Software Risk Management” for a concise tutorial.
Estimating the Project
Tip #11: Estimate Based on Effort
Estimate in labor-hours, then translate to calendar time. Consider factors like effective working hours, interruptions, meetings, etc.
Tip #12: Avoid Overscheduling
Don’t schedule people for more than 80% of their time. Task-switching overhead reduces effectiveness.
Tip #13: Include Training Time
Factor in the average annual training time for team members when allocating time for project tasks.
Tip #14: Document Estimates and Rationale
Record estimates and how they were derived. This helps defend and adjust estimates when necessary and improves the estimation process.
Tip #15: Utilize Estimation Tools
Consider using commercial estimation tools with databases of project experience. These tools can provide schedule and staffing options and help avoid unrealistic combinations.
Tip #16: Account for the Learning Curve
When using new processes, tools, or technologies, anticipate a temporary productivity dip. Include extra time in the schedule to accommodate the learning curve.
Tip #17: Plan Contingency Buffers
Include contingency buffers in your budget and schedule for unforeseen issues. These buffers are a realistic acknowledgment of potential challenges.
Tracking Your Progress
Tip #18: Record Actuals and Estimates
Track actual effort or time spent on each task and compare it to your estimates. This is crucial for improving estimation accuracy.
Tip #19: Define Task Completion Clearly
Use clear criteria to determine if a task is truly 100% complete. Avoid rounding up task completion status.
Tip #20: Track Project Status Transparently
Encourage accurate and honest reporting of project status. Use data-based facts to make informed decisions and celebrate successes.
These tips won’t guarantee success, but they provide a solid foundation for managing your project effectively and maximizing your chances of success.