8 ways to enhance performance on your toughest projects
Some projects are so large or complex that they may seem impossible to complete. The challenge intensifies when dealing with tight deadlines, shifting priorities, or resource constraints. On top of that, you still need to manage other responsibilities and cannot focus solely on one project.
As a project manager, you're used to working under pressure and making the most out of limited resources. But even so, there are situations where you may feel overwhelmed. For instance, the solution isn't always clear from the start. Instead, it reveals itself as the project progresses. In such circumstances, it can be difficult to estimate the workload, the costs involved, and the time to completion. It's like navigating a labyrinth in the dark.
That being said, you may need to take extra steps to improve project performance. Below are some strategies to help you out.
While there is no universal formula for success, several strategies can help streamline processes, boost efficiency, and improve project outcomes.
For instance, breaking down the project into smaller, more manageable tasks can prevent overwhelm. Setting SMART goals ensures clarity while leaving room for unexpected changes. Additionally, creating a centralised resource library—containing templates, checklists, and key documents—can enhance collaboration. Using project management tools like Slack, Asana, or Trello allows teams to access and share resources seamlessly.
The best approach depends on the project’s scope, requirements, and your team’s capacity. Below are eight actionable strategies to optimise project performance and achieve better results.
As a project manager, you're used to working under pressure and making the most out of limited resources. But even so, there are situations where you may feel overwhelmed. For instance, the solution isn't always clear from the start. Instead, it reveals itself as the project progresses. In such circumstances, it can be difficult to estimate the workload, the costs involved, and the time to completion. It's like navigating a labyrinth in the dark.
That being said, you may need to take extra steps to improve project performance. Below are some strategies to help you out.
While there is no universal formula for success, several strategies can help streamline processes, boost efficiency, and improve project outcomes.
For instance, breaking down the project into smaller, more manageable tasks can prevent overwhelm. Setting SMART goals ensures clarity while leaving room for unexpected changes. Additionally, creating a centralised resource library—containing templates, checklists, and key documents—can enhance collaboration. Using project management tools like Slack, Asana, or Trello allows teams to access and share resources seamlessly.
The best approach depends on the project’s scope, requirements, and your team’s capacity. Below are eight actionable strategies to optimise project performance and achieve better results.
Content
Strategies for optimising project performance
1. Create a resource pool
Many projects share common components, such as process documentation, access credentials, and supplier lists. Instead of reinventing the wheel, develop a centralised resource library that includes:
2. Keep communication consistent
Poor communication can lead to misaligned expectations, missed deadlines, and project delays. When multiple teams are involved, standardising communication tools is essential.
Select a single platform—whether Slack, Notion, or Smartsheet—as the central hub for updates, documents, and task tracking. A quarter of project managers report lacking the right technology for collaboration, and only 23% use project portfolio management (PPM) software. Without a unified system, crucial information can become fragmented, leading to confusion and inefficiency.
Ensure that all team members are familiar with and consistently use the chosen platform for streamlined collaboration.
3. Set realistic estimates
In a recent survey, more than one-third of project managers cited unrealistic deadlines as their biggest concern. Similarly, 11% admitted to not having a schedule for their projects. While it's not always possible to plan every detail, making a rough estimate is crucial. By analysing past projects and applying sound judgement, you can better determine the effort required to complete tasks.
Accurate effort estimation helps allocate resources effectively, keeping projects on track while preventing cost overruns. For starters, story points offer a useful way to estimate project effort, focusing on complexity rather than time. These units help teams gauge the difficulty of implementing tasks or user stories more effectively than traditional hour-based estimates.
Alternatively, consider Planning Poker, a collaborative estimation technique that encourages team discussions to establish realistic project timelines and workload expectations.
4. Leave some buffer room
You can do everything by the book and still fail to accomplish your goals for the day. Sometimes, life gets in the way. That's why it's important to account for interruptions and other issues that could result in unexpected delays. For instance, subcontractors may not complete their work on time. Or you may have to deal with a personal problem, such as a family member getting sick.
Allocate buffer time between tasks to protect the project deadline. Accept that, no matter how well you plan, unexpected things can happen. Have reasonable expectations, leaving room for delays and unforeseen circumstances.
5. Optimise your tech stack
Project managers juggle multiple responsibilities, from task tracking to financial planning. To enhance efficiency, optimise your tech stack with complementary tools beyond standard project management software, such as:
6. Build trust with your team
Around 76% of project professionals experience work-related stress, according to a survey conducted in the UK. One-third of respondents cited "inadequate support from managers" as the culprit.
A common problem is micromanagement. This behaviour puts additional stress on your team members, which can impact their performance and morale. It also creates a culture of distrust, leading to frustration. The result? A constant fear of failure, diminished productivity, and higher turnover. No matter your work experience, you can’t and shouldn’t do everything by yourself. Trust your staff members and give them the autonomy to make decisions on their own.
Schedule time for regular one-on-one meetings so you can keep everyone accountable and provide continuous feedback. Also, acknowledge and reward your employees to boost their morale and make them feel valued. Most importantly, lead by example. Stick to your promises, own your mistakes, and be open to feedback. Get actively involved in the projects you’re working on but listen to your team members and act on their feedback.
This approach fosters collaboration and growth. It creates a safe space where people can express themselves, ask questions, and get the support needed to thrive in their roles.
7. Commit to continuous learning
Each project is unique and, therefore, may require different skills. That's why you should commit yourself to continuous learning and thoroughly understand the field you're in.
Let’s assume you're responsible for a marketing project with a focus on email. Familiarise yourself with the different types of email marketing tools, not just those you normally use. This will allow you to adapt to the requirements of various teams and projects, no matter the industry or budget. Also, get deeply familiar with the strategies that serve as the foundation for successful email campaigns.
A good example is the sender policy framework (SPF), an email authentication protocol aimed at preventing spam and phishing attacks. When implemented properly, it can improve email deliverability and reduce bounce rates.
That said, step out of your comfort zone and experiment with new technologies. Be flexible and open to change so you can adapt to evolving project requirements.
8. Celebrate milestones
Last but not least, celebrate milestones as they happen. This habit can boost team engagement and morale, reinforcing a culture of appreciation.
Milestones serve as evidence of progress. They indicate what you've achieved so far and where you're at in your project. Celebrating them is a good way to acknowledge your employees' hard work and show gratitude.
Say you have just completed the first phase of a software development project, such as launching the beta version of a new app. From this point, you can move on to validating the app's functionality and gathering user feedback.
One way to celebrate is to host a launch event. This would allow you to publicly recognise your team's work, reward top performers, and take a break from the mundane. Plus, it’s an opportunity to show the app in action and hold an informal Q&A session for stakeholders.
Many projects share common components, such as process documentation, access credentials, and supplier lists. Instead of reinventing the wheel, develop a centralised resource library that includes:
- Process guidelines
- Best practices
- Training materials
- Contractor and supplier lists
- Standard operating procedures (SOPs)
2. Keep communication consistent
Poor communication can lead to misaligned expectations, missed deadlines, and project delays. When multiple teams are involved, standardising communication tools is essential.
Select a single platform—whether Slack, Notion, or Smartsheet—as the central hub for updates, documents, and task tracking. A quarter of project managers report lacking the right technology for collaboration, and only 23% use project portfolio management (PPM) software. Without a unified system, crucial information can become fragmented, leading to confusion and inefficiency.
Ensure that all team members are familiar with and consistently use the chosen platform for streamlined collaboration.
3. Set realistic estimates
In a recent survey, more than one-third of project managers cited unrealistic deadlines as their biggest concern. Similarly, 11% admitted to not having a schedule for their projects. While it's not always possible to plan every detail, making a rough estimate is crucial. By analysing past projects and applying sound judgement, you can better determine the effort required to complete tasks.
Accurate effort estimation helps allocate resources effectively, keeping projects on track while preventing cost overruns. For starters, story points offer a useful way to estimate project effort, focusing on complexity rather than time. These units help teams gauge the difficulty of implementing tasks or user stories more effectively than traditional hour-based estimates.
Alternatively, consider Planning Poker, a collaborative estimation technique that encourages team discussions to establish realistic project timelines and workload expectations.
4. Leave some buffer room
You can do everything by the book and still fail to accomplish your goals for the day. Sometimes, life gets in the way. That's why it's important to account for interruptions and other issues that could result in unexpected delays. For instance, subcontractors may not complete their work on time. Or you may have to deal with a personal problem, such as a family member getting sick.
Allocate buffer time between tasks to protect the project deadline. Accept that, no matter how well you plan, unexpected things can happen. Have reasonable expectations, leaving room for delays and unforeseen circumstances.
5. Optimise your tech stack
Project managers juggle multiple responsibilities, from task tracking to financial planning. To enhance efficiency, optimise your tech stack with complementary tools beyond standard project management software, such as:
- Time tracking apps
- Data visualisation and reporting tools
- Risk management tools
- RevOps tools
- Automation tools (e.g., Zapier or Make)
- Collaboration platforms
6. Build trust with your team
Around 76% of project professionals experience work-related stress, according to a survey conducted in the UK. One-third of respondents cited "inadequate support from managers" as the culprit.
A common problem is micromanagement. This behaviour puts additional stress on your team members, which can impact their performance and morale. It also creates a culture of distrust, leading to frustration. The result? A constant fear of failure, diminished productivity, and higher turnover. No matter your work experience, you can’t and shouldn’t do everything by yourself. Trust your staff members and give them the autonomy to make decisions on their own.
Schedule time for regular one-on-one meetings so you can keep everyone accountable and provide continuous feedback. Also, acknowledge and reward your employees to boost their morale and make them feel valued. Most importantly, lead by example. Stick to your promises, own your mistakes, and be open to feedback. Get actively involved in the projects you’re working on but listen to your team members and act on their feedback.
This approach fosters collaboration and growth. It creates a safe space where people can express themselves, ask questions, and get the support needed to thrive in their roles.
7. Commit to continuous learning
Each project is unique and, therefore, may require different skills. That's why you should commit yourself to continuous learning and thoroughly understand the field you're in.
Let’s assume you're responsible for a marketing project with a focus on email. Familiarise yourself with the different types of email marketing tools, not just those you normally use. This will allow you to adapt to the requirements of various teams and projects, no matter the industry or budget. Also, get deeply familiar with the strategies that serve as the foundation for successful email campaigns.
A good example is the sender policy framework (SPF), an email authentication protocol aimed at preventing spam and phishing attacks. When implemented properly, it can improve email deliverability and reduce bounce rates.
That said, step out of your comfort zone and experiment with new technologies. Be flexible and open to change so you can adapt to evolving project requirements.
8. Celebrate milestones
Last but not least, celebrate milestones as they happen. This habit can boost team engagement and morale, reinforcing a culture of appreciation.
Milestones serve as evidence of progress. They indicate what you've achieved so far and where you're at in your project. Celebrating them is a good way to acknowledge your employees' hard work and show gratitude.
Say you have just completed the first phase of a software development project, such as launching the beta version of a new app. From this point, you can move on to validating the app's functionality and gathering user feedback.
One way to celebrate is to host a launch event. This would allow you to publicly recognise your team's work, reward top performers, and take a break from the mundane. Plus, it’s an opportunity to show the app in action and hold an informal Q&A session for stakeholders.
Deliver better projects, faster
Project performance depends on a number of factors, some of which you have no control over. The client could change their minds anytime, budgets can shift, and unforeseen circumstances can arise anytime. What matters is how you handle these situations. Be adaptable, keep an open mind, and trust your team members. Provide them with what they need to do their best work and find solutions to challenging problems.
Also, try out new tools and technologies. Optimise and consolidate your tech stack, invest in collaboration tools, and automate time-consuming processes. By taking these steps, you’ll help your team work faster and smarter while cutting unnecessary expenses.
Most importantly, build a culture of open communication. Listen to your employees, act on their feedback, and encourage outside-the-box thinking. Remember to acknowledge their efforts and celebrate the small wins to show your appreciation.
Also, try out new tools and technologies. Optimise and consolidate your tech stack, invest in collaboration tools, and automate time-consuming processes. By taking these steps, you’ll help your team work faster and smarter while cutting unnecessary expenses.
Most importantly, build a culture of open communication. Listen to your employees, act on their feedback, and encourage outside-the-box thinking. Remember to acknowledge their efforts and celebrate the small wins to show your appreciation.
Author: Andra Picincu is a digital marketing consultant and copywriter with over 15 years of experience. She works closely with small businesses and large organisations alike to help them grow and drive brand awareness. Over the past decade, she has turned her passion for marketing and writing into a successful business with a global audience. Visit her LinkedIn profile to find out more.
Keywords: Project management, Project success