Project Management 101

 

Over the course of almost 3 decades, I've gained invaluable work experience in the field of Environmental Simulation Test Chambers. In the last 10 years, my company has undertaken over 20 major and minor projects requiring Project Management and I have learnt the hard way of delivering what the customer expects, most of the time.

Locally or overseas, it is crucial to follow strictly the following steps and this post is a timely reminder to all the readers and followers of what, in my humble opinion, would constitute a seamless and smooth transition from order placement to project handover of single item equipment, to much larger pieces of combined systems in order to grow the company's revenue and reputation.

Risk Analysis

At the start of any project proper, do a thorough Risk Analysis of what the project entails before even providing the initial quotation. Ask yourself what are the prospective gains in terms of profits, and what is the very worse case scenario, that is, what the business can potentially lose if all hell breaks loose and nothing is delivered, and there is liquidated damages to pay to the client.

The steps normally taken in the project - be it for something as simple as a piece of equipment sale to much larger multiple equipment cum construction deliverables.

a) Quotations and Technical Submissions

b) Presentations

c) Shortlisting  

d) Acceptance of Project

e) Gantt Chart and Possible Timeline Changes

f) Payment Terms

g) Payment Progress balanced with Company Cashflow Needs

h) Audit / Initial /  Pre / Post buy off of the said equipment or deliverables

i)  Installation 

j)  Commissioning 

k) Handover and final Payment. 

Rule 1 of Project Management 

Know your company and your suppliers' capabilities 110%. Be very familiar with what you can safely provide and what would constitute a 50 / 50 design call. 

Rule 2

Commit less and Deliver more than what your client expected

1.Equipment quality

2.Performance deliverables

3. Shipment Timelines.

4. Timely aftersales support.

Rule 3

Collect as much upfront in payment upon order 

Rule 4

Establish close communication with the factory making the equipment and ensure all items are double checked and tested in the factory before the equipment is shipped out.

Rule 5 

Trust only your instincts and what you see first hand. We do regular audit checks in factory before shipout, to ensure compliance and reliability of the equipment are to the highest performance standards.

Rule 6 

Install and commission thoroughly and speedily. Leave nothing to chance. Check multiple times with the factory and when the equipment arrives. Ensure a thorough checklist is done before the machine is shipped out and shown to client upon arrival and run through the same checklist upon arrival at client's location.

Signoff with the client speedily.

Rule 7

Aim for High Profits and High Downpayment ; Pare these with the cashflow situation of the company. 

Rule 8 (new)

Do a complete project debrief after each and every project to see what went right and what can and must be improved for the next upcoming project.