7 red flags in project management

What could go wrong in project management? Unfortunately, a lot: miscommunication with clients or teammates, overused budgets, overdue deadlines, and the list goes on. The best approach here is to address issues as soon as they emerge in order to prevent them from escalating—otherwise, they are to cause significant problems for your business. 

But let’s not panic just yet. It’s much better to focus on things that will help you avoid a catastrophe. We’ve completed a list of seven easy-to-detect red flags in project management that you should be aware of. 

Red flag #1. Goals and objectives are unclear

First and foremost, clear goals help ensure that everyone involved in a project is working towards the same end result. This is important to avoid misunderstandings and miscommunications that might slow down progress or even derail a project entirely.

Clear goals also help to provide a sense of direction for a project. They give team members a sense of what needs to be accomplished and help keep everyone focused on major tasks. This can be especially helpful when working on complex projects that have many different elements.

Finally, clear goals are essential for measuring the success of a project. If you know what you are trying to achieve, it is much easier to determine whether or not a project was successful. This is important because it helps you to identify areas where you can improve in the future and to replicate success in new projects.

How to detect & deal with it

There are a few signs that may indicate that a project has vague goals:

1. Team members are constantly confused. If team members are unsure of what they are supposed to be working on or why they are doing it, this could be a sign that the objectives of the project are unclear.

2. There’s a lack of progress. If the project seems to be stalled or not moving forward, it could be because team members do not have a clear understanding of what they are working towards.

3. Changes in scope. If the scope of the project is constantly changing or expanding, it could be a sign that the objectives are not well-defined.

Plus, it’s always great to listen to your gut. If you as a manager feel that something goes wrong, re-check the project’s description, brief, technical assignment, etc. If you can’t say you understand the current state of progress, it’s a good moment to revise everything. Most probably, your team just needs to be synced with the initial vision. 

Setting goals and visualizing them can be very helpful. Try creating mind maps to have the whole team on the same page.

Red flag #2. Resources are insufficient

Lack of resources—budget, time, personnel, instruments—is a common challenge and can have a major impact on the success of a project. When a team or their work lacks the necessary resources, it can be difficult to complete the work within the desired timeframe and to achieve desired results. 

How to detect & deal with it

Usually, a lack of resources is obvious. But sometimes, especially if the project is massive, they can be hard to see. Here are a few indicators of insufficient resources:

• Missed deadlines. If the project is consistently falling behind schedule, this could be a sign that there are not enough resources to complete the work within the desired timeframe.
• Unclear roles and responsibilities (yes, again!). If team members are unsure of what they are supposed to be working on or how to complete their tasks, it could be because there are not enough resources to support the project.
• Poor quality of work. If the quality of work is suffering due to a lack of resources, it may be a sign that the project is underfunded or understaffed.
• High levels of stress. If team members are consistently stressed or overwhelmed, it could be because there are not enough resources to support the workload.

By implementing these strategies, it is possible to mitigate the impact of a lack of resources:

1. Prioritizing tasks. Determine which tasks are most important and allocate resources accordingly.
2. Renegotiating deadlines. If the project is behind schedule due to a lack of resources, it may be necessary to renegotiate deadlines with stakeholders.
3. Reducing scope. If the project cannot be completed within the available resources, it may be necessary to reduce the scope of the project to make it more achievable.
4. Implementing cost-saving measures. Look for ways to reduce costs and make the most of the available resources.
5. Seeking additional resources. Look for additional resources that may be available, such as additional funding or personnel.

Red flag #3. Deadlines are unrealistic

Unrealistic deadlines can be a major issue in project management, as they can lead to a range of problems, including poor quality work, increased stress and burnout among team members, and ultimately, project failure.

How to detect & deal with it

To detect unrealistic deadlines, it is important to carefully assess the project and its requirements, as well as the team’s capacity and availability. It may also be helpful to seek input from team members and experts in relevant areas to get a better understanding of what is feasible. 

There are a number of ways to address unrealistic deadlines:

1. Identify the root cause. It’s important to understand why the deadline is unrealistic. Is it because the scope of the project was not properly defined or because the team was not given enough time to complete the work?
2. Communicate with stakeholders. If the deadline is not feasible, it’s important to communicate this to stakeholders as soon as possible. Explain the reasons why the deadline is unrealistic and propose alternative solutions.
3. Negotiate a revised deadline. If the original deadline cannot be met, it may be necessary to negotiate a revised deadline with stakeholders. Be sure to provide a clear rationale for the revised timeline and a plan for how the team will complete the work within the revised timeframe.
4. Break the project into smaller tasks. If the project is too large and the deadline is too tight, consider breaking the project down into smaller tasks that can be completed more quickly.
5. Use project management tools. Using project management tools, such as Gantt charts, can also help to identify potential bottlenecks and assess the feasibility of a deadline. By using these tools, you can better understand how much time is required to complete each task and identify any potential issues that may arise.

Red flag #4. Poor risk management

Poor risk management can have a number of negative consequences for a project, including unexpected delays, cost overruns, and reduced quality of work. It can also lead to increased stress and pressure for team members, and damage the reputation of the organization.

How to detect & deal with it

There are a few signs that a project may have poor risk management:

1. There is no formal risk management process in place, or it is not being followed consistently.
2. Risks are not being identified or assessed in a systematic way.
3. There are no contingency plans in place to deal with unexpected problems.
4. There is a lack of transparency and visibility into the risk management process, leading to a lack of trust and confidence among stakeholders.
5. There are frequent unexpected problems or issues that arise, indicating a lack of proactive risk management.

It is important to carefully review a project’s risk management plan and processes, and to seek input from team members and other stakeholders. It may also be helpful to use project management tools, such as risk registers, to track and assess risks. Regular updates and progress reviews can also provide an opportunity to identify any risk management issues that may emerge.

Red flag #5. Conflicts within the team

Conflicts within a team can be a major obstacle to the success of a project. They can lead to decreased morale, reduced productivity, and a negative impact on the team’s ability to work effectively together. By addressing conflicts in a proactive and constructive manner, you could save a project and build a well-connected team.

How to detect & deal with it

Conflicts within a team can arise for a variety of reasons and can have a negative impact on the success of a project. Some common causes of conflicts within a team include:

• Differences in personality. Team members may have different communication styles or approaches to problem-solving, which can lead to conflict.
• Differences in values. Team members may have different priorities or values, which can lead to conflict over how to approach tasks or make decisions.
• Competition. Team members might be competing for resources, recognition, or other opportunities, which can lead to conflict. Unclear roles can also lead to problems.
• Limited resources. If resources are scarce, team members may be in conflict over how they should be allocated.
• Lack of trust. If team members do not trust one another, it can lead to conflict and a breakdown in communication.
• Unclear goals. As we’ve already mentioned,if you don’t understand where you’re moving, you may lose common ground on how to do so.

➡️ Conflict management: How to handle conflict in the workspace

Before attempting to resolve conflict, it is important to understand what is causing it. Establishing ground rules for communication and conflict resolution can help prevent future conflicts from occurring. Also, encourage team members to communicate openly and honestly with each other—this can help identify misunderstandings and resolve differences. 

One approach to explain the rules of communication in your team is to create an ebook about it—you can outline all your expectations there.

Red flag #6. Focus on output is bigger than on outcome

Output refers to the products or deliverables produced by a project, while outcome refers to the impact or results achieved by a project. It is important to focus on both output and outcome to ensure that a project is successful and delivers value.

How to detect & deal with it

Focusing solely on output without considering the intended outcome can lead to a range of problems, including:

• Producing deliverables that do not meet the needs or expectations of clients or end users.
• Missing the opportunity to optimize the project for maximum impact or value.
• Failing to achieve the desired results or outcomes of the project.

To address this issue, it is important to clearly define the intended outcomes of the project and to align project activities and deliverables with these outcomes. This can involve setting clear objectives and measuring progress, as well as seeking input and feedback from stakeholders to ensure that the project is meeting their needs and expectations. By focusing on both output and outcome, it is possible to ensure that a project is successful and delivers value to all stakeholders.

Red flag #7. Prioritizing cost over value

When a project prioritizes cost over value, the primary consideration is minimizing costs rather than maximizing the benefits or value of the project. This can be a risky approach because it can lead to cutting corners and sacrificing quality in order to save money. 

It is important for a project to strike a balance between cost and value, as overly focusing on cost can ultimately lead to a project that fails to deliver the desired benefits or outcomes. On the other hand, if a project places too much emphasis on value and is not mindful of costs, it can become overly expensive and potentially not viable. 

How to detect & deal with it

There are a few signs that a team may be putting cost over value in project management:

• Lack of focus on customer needs. If the project team is more concerned with cost than with delivering value to the customer, they may neglect to consider the customer’s needs and preferences when making decisions.
• Poor-quality deliverables. If the project team is cutting corners on quality in order to save money, it’s likely that the end result will be of poor quality.
• Lack of innovation. Prioritizing cost over value may lead the project team to rely on tried-and-true approaches rather than seeking out new and innovative solutions.
• Reduced customer satisfaction. If the project team is prioritizing cost over value, it’s likely that the customer will be less satisfied with the end result.

Summing up

Of course, no one wants their project to turn into a mess—and checking if everything goes well is a good thing to do. To revise even more effectively, it’s better to create a system of red flags that will signal a problem.

Identifying and addressing red flags in project management can help save time, effort, and your reputation. Ignoring red flags can also require more effort in the long run, as issues that are not addressed may grow into larger problems that are more difficult to resolve. 

To manage projects well, try to discuss and visualize every part of the process or the result—it helps withnoticing a lot more. VistaCreate can help you with templates for outlining points visually—but remember, even a pencil and a sheet of paper can come in handy.