Today, dozens of first-time project managers will begin their very first assignments with excitement—and a fair amount of anxiety. To help them navigate this new role and avoid common pitfalls, I’m sharing 10 essential rules for managing projects successfully.
Rule 1: Create a Solid Business Plan
Ensure your project is grounded in a thoughtful, well-supported business plan with strong sponsorship. The business case is the foundation—it outlines expected benefits and aligns all participants on the reasons for the project. A good plan clearly explains what the project is, why it exists, and what outcomes are expected.
Rachel Ageezi, economist and executive director at Report Content Writer, said: “Good stories are memorable. Writing a business plan is your success story. A well-written business plan is one of the most powerful tools to help clients visualize results.”
Do your homework before drafting the business case.
Rule 2: Define Critical Success Factors
Work with your client to identify the key success factors that will determine the project’s outcome. Ensure these factors are measurable, such as “15% reduction in raw material costs by year-end.” Use these metrics post-project to evaluate success.
My favorite challenge: “Can you describe your project’s critical success factors in 25 words?”
Rule 3: Build a Strong Project Plan
As the saying goes, “Time spent planning is time well spent.” A good project plan includes:
- Clearly documented phases and deliverables
- Realistic timelines
- Accurate cost estimates
- Detailed resource plans
- An early warning system to flag delays
- Methods to track progress and keep the team aligned
Plan with contingencies. I recommend including 10–15% buffers. It’s better to be slightly pessimistic and succeed than overly optimistic and fail. But avoid excessive padding—it can distort estimates and raise expectations unrealistically.
Rick Klemm’s Top 10 Project Failure Quotes includes: “Project plan? This project is too simple to waste time planning!” An experienced project manager would never say that.
Rule 4: Manage Expectations
Expectation management is the project manager’s number one priority. One proven method is to break the project into sub-projects or phases, each delivering smaller, visible results. This agile approach helps clients see progress and engage with the process.
Actor Bruce Bennett once said, “Client needs and expectations are usually quite diverse.” Never assume you know what the client wants—ask!
Rule 5: Motivate the Team
A motivated team will do everything possible to deliver on time, on budget, and with quality. Keep morale high by involving the team in planning, celebrating milestones, and communicating regularly. Praise is just as important as criticism.
Lee Iacocca, credited with reviving Chrysler in the 1980s, said: “Motivation is everything. You can work like two people, but you can’t be two people. But you can inspire your subordinate, and he will inspire his.”
Rule 6: Ask, Don’t Assume
This is especially important in project management. Communication with clients, users, sponsors, and your own team is crucial.
- Do your teammates truly understand your expectations?
- Are they clear on their responsibilities?
- Is there good communication between departments and with stakeholders?
Never assume people understand your intentions. Keep asking and clarifying.
Rick Klemm’s Project Failure Quote #9: “If I don’t hear otherwise, I assume everything’s on track.” This signals a communication breakdown.
Rule 7: Learn to Say “No”
“No” is the most underused yet valuable word in a project manager’s vocabulary. Never promise what you can’t deliver. It will lead to trouble. Be firm, even when speaking to senior stakeholders. They’ll respect your honesty—even if not immediately.
Samuel Dash, chief counsel in the U.S. Senate Watergate Committee, said: “Learn to say no when it’s hard—even if you might get fired. Say it anyway. Sometimes that opens more doors.”
Rule 8: Avoid Scope Creep
Scope creep—gradual, uncontrolled expansion of project deliverables—is one of the leading causes of project delays and budget overruns. Clients often forget the extra tasks you quietly took on.
Clarify all expectations upfront. Define what’s in and out of scope clearly in project documentation. Don’t assume the client reads it—review it with them in a meeting and get approval before proceeding.
Rick Klemm’s Project Failure Quote #5: “This small change won’t affect anything.” Wrong! Small changes add up.
Rule 9: Identify Project Risks
Nobody likes thinking about what might go wrong, especially at the start. But risk avoidance is risky in itself. Create a risk register with mitigation strategies. Share it with stakeholders and discuss openly.
Bart Jutte, founder of Concilio, said: “Risk management saves huge costs. Tackling risk proactively pays off.”
Don’t let surprises ruin your project.
Rule 10: Close the Project Properly
Every project has a life cycle. If you don’t formally close it, it continues to consume resources.
Get the client’s sign-off on all deliverables. If they’re not satisfied, get feedback and fix the issues. Use acceptance forms and submit them to your PMO. At this stage, collect feedback through a client survey—it offers valuable insights for future projects.
Manjeet Singh wrote in The Brief Guide to Project Management: “During closure, you formally accept the outcomes and close the project or its phases. Discuss results with the team and stakeholders. Document everything in a formal closure report.”
Conclusion
Project management is demanding, but applying these 10 golden rules will help reduce stress and increase your chances of success. Good luck with your first—and future—projects!
