Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end.
The financial factor is very important: the hourly rate of the person who will carry out the project, the price of the material and all other costs and profits.
Project management is an orderly way of working. It is clear who does what and what their responsibilities are. The individual is fully responsible for his work.
Setting up a project office is actually a process of reorganizing any organization. The process is similar whether the project work is introduced in a company or in a public institution, community and the like.
A time-consuming and expensive process
The first step is to “clean up” and edit, which includes an analysis of the work process to show us the time constraints. We first have to start with ourselves, create order and set up an organized approach according to common guidelines.
Setting up a project office in a fixed environment is a time-consuming and expensive process. That is why we have to tackle the reorganization step by step. First, a so-called project management office, sometimes known as an investment management service, must be set up. Here, projects are prepared with the relevant departments and then implemented. In this case, the project office has the role of a supervisor and assistant.
Gradually, the project office’s mode of operation changes from large investments to regular work. This organizational form of the system is suitable for large companies and state and municipal administration. For small companies or those in the process of being set up, it is advisable to reorganize the project at a certain point in time or to start project work as soon as they come onto the market.
Far beyond Scandinavia and Japan
The success of a project-organized company also depends on external factors. In practice, however, it can quickly collapse here. After all, the state should also create the conditions for project operation: Change laws, accelerate administrative processes and simplify administrative procedures. As reality is
still far from what we would like to see, we will certainly not find a company in Slovenia that would work entirely according to the rules of the project office.
However, this should not be an excuse for not introducing improvements. Nevertheless, such work can change a lot if we only mention the effective delegation of tasks, the assumption of responsibility and the rethinking of employees. In Europe the conditions for a project office are successfully created by the Scandinavian countries, in Asia by Japan.
The project plan must be very precise
Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end. The financial factor is very important: the hourly rate of the person who will carry out the project, the price of the material and all other costs and profits.
All these are data that we have to enter into the plan. It is best to make the plan in the form of a table and add a column for realization during the execution. This way we have a realistic picture of the project all the time and see where the deviation comes from. Let’s not forget to set milestones to review the subgoals and measures in case of deviation from the plan.
What is a project?
A project is a one-time undertaking, it is a series of tasks aimed at the same goal, it is limited in time with a known beginning and end.
For and against the project office
Advantages
Order and transparency of processes
Lower costs
Secure transactions
Simplify processes
Relief of the employees
Weaknesses
Long introduction due to changes in thinking
Chaos if everyone does not follow the rules
Emotionally feel like we are running out of gas
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