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1. Keep your project management dynamic

It is essential to have an action plan in place when starting a project, but it is also important to remain flexible to inevitable change. This flexibility deals with reactionary behavior, not proactive planning, and deals with anticipating impending changes and risks and working to adapt in a timely manner.

In the insurance industry, identifying risks is important, but having the ability to then assess and mitigate risks in a timely manner takes coverage a step further, and is then followed by an actionable plan to fix the problem. Project managers need to think about what could go wrong, how it could go wrong, what can be done to prevent problems from occurring and counter measures necessary to mitigate issues.

One way is lean project management, which helps project managers identify which processes within a project result in the most waste, and then eliminating it to streamline processes.

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2. Simplify project management processes

The goal of project management is to increase efficiency and streamline previously overcomplicated processes. With that in mind, it's important to understand that project management should be simple and actionable, and project managers are responsible for making it that way.

Some ways to do this include:

• Having clear project goals.
• Setting attainable deadlines.
• Planning time efficiently.

The information each individual holds needs to be readily available to everyone. Time is also a factor, and shortening the chain of communication becomes a necessary step. 

(Photo: InLoox Inc.)

3. Keep project management functions on track

After identifying and mitigating risks, it's essential to ensure that the project continues to go according to plan. One way to make sure that the project remains on track is to focus on data measurement and analytics.

Metrics, such as the number of policies per client, or actual versus estimated costs for various parts of the project, will help in determining whether the project is successful or unsuccessful. Other components, such as analyzing where time, resources and money are being wasted, can be an indication of which tasks have become ineffective, unnecessarily complicating workflow.

Another way to ensure a project remains on track is to take advantage of the strides that have been made in schedule and task management software. Workflow visualization tools, including Kanban boards and Gantt charts that have been incorporated into new project management technology, help project manager's plan and schedule tasks. Gantt charts work best in big picture planning, adding a focus to project goals, and Kanban boards are helpful for more near term planning goals.

(Photo: InLoox Inc.)

4. Transparent documentation and transfer of knowledge

Documentation systems provide a blueprint for future successes. Previous experiences allow project managers seeking new contracts to learn best practices from past successes and failures, and to simply select and track effective solutions for each unique client.

In addition to having solid documentation, project managers must be sure that the lines of communication are clear, apparent and leveraged by the users. This will help to avoid misunderstandings and other communication concerns that can occur between coworkers, and can be costly for an organization.

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5. Keep improving processes and product

In any competitive industry, there is rarely a shortage of new companies and established threats working hard to gain a market advantage. One way to ensure that your organization keeps its competitive edge is to constantly be in search of ways to improve processes and products. Efficiency is key, and staying current with processes, such as agile and lean, can help organizations continuously make an effort to become more effective.

It's also important for organizations to stay current with product updates, and following the earlier steps lends itself to change preparedness. The knowledge database acquired, and processes updated accordingly can aid in product decision making. Altogether, it is a continuous process of documenting, assessing results, prioritizing and reviewing information to make the correct decision.

Related: 4 steps that foster a culture of innovation