7 Project Management Challenges Every Agency Faces & How to Solve Them With FluentBoards

Alright, consider this – Starting your day like any other project manager, with a cup of coffee in hand, staring at the chaotic whiteboard covered in – tasks, timelines, and team assignments.

It’s like looking into a project maze, with a potential journey filled with project management challenges.

But here’s a reality check: Out of 50K projects, 71% miss the mark on being:

• On-time
• On budget
• Delivered with satisfactory results

These stats are just the tip of a giant iceberg, beneath the surface more challenges await while managing a project.

Now, ask yourself: Do you know what project management challenges are? Can your management techniques steer a project toward success?

If you don’t, then this article has the answers. It will reveal the common challenges in project management and suggest tools and tips to bring your project to success.

7 Common Project Management Challenges Agencies Face

A project life cycle consists of many crucial stages. Each has its own set of challenges.

Here are some common project management challenges agencies face:

Lack of clear goals & objectives

Having a super clear vision is key to achieving success. If the vision is unclear, it can turn a project into a mess.

Lack of clear project goals contributes to 37% of project failure!

But wait, there’s more to it than just having clear goals. Even if your goals are clear, they need to be realistic too. That’s where project managers need to work smartly by setting goals that are not just clear but also achievable.

Best practices:

A quantifying project approach can help you move closer to your project goals. So, 

• Break your business goal into project milestones for individuals and teams
• Don’t forget to back up your goals with clear objectives for team progress
• Go with the SMART(specific, measurable, attainable, relevant, and time-bound) and CLEAR (collaborative, limited, emotional, appreciable, and refinable) approach
• Pick any of these approaches or blend both of them to reach your target

How FluentBoards can help:

In FluentBoards, you have the option to add tasks or divide your project into smaller segments.

Once you break down your tasks into manageable sprints, you can assign team members, monitor their progress, set deadlines, and keep an eye on the overall project advancement.

Learn more about FluentBoards!

Scope Creep

Scoop Creep is perhaps the biggest project management challenge for any agency. It simply means – simultaneously changing the requirements of a project from its originally agreed state.

This scenario occurs when clients don’t know what they want and have vague goals and objectives risking the overall aspect of project success.

Best practices:

To avoid scope creep-like scenarios, project managers can take the following steps:

• Engaging with clients during the initial project planning phase
• Put the requirements, goals, and objectives down to contacts
• Apply agile project management approaches like Scrum to help your team progress
• During the implementation phase keep track of deadlines, and team progress using a project management tool
• Make sure to keep an effective change control process in your plan

How FluentBoards can help:

Preventing scope creep from the start is ideal, but if it does happen, FluentBoards allows you to see which tasks or priorities have been newly added and which ones have been put on hold.

Lack of communication

For successful project completion, effective communication is key. Miscommunication affects the overall teamwork.

56% of projects fail because of the need for more communication between team members and the project leader!

Moreover, “Miscommunication”, and “Misunderstanding” are also hazardous for a project. It can cause team conflicts and contradictions that can potentially delay or lead to a project’s failure.

Best practices:

To deal with a lack of communication, project managers can:

• Incorporate centralized project management tools such as a medium of collaboration
• Regular short stand-up meetings can improve collaboration

How FluentBoards can help:

FluentBoards enables users to prevent any miscommunication by allowing them to add comments and track activity updates for each individual task.

Step into the Future of Project Management!

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Team workload mismanagement

This project management challenge perfectly aligns with the aforementioned point. Miscommunication leads to mismanagement of team workload.

Being a project manager, not knowing what your team members are assigned to and how many members are working to their full potential creates a project mess. There’s a high chance you’ll assign the same people in multiple tasks, leading to:

• Stress
• Anxiety
• Burnout
• Team conflicts
• Project quitting

Best practices:

To remove the hassle of work mismanagement try applying these formulas:

• Identify your full team potential and assign tasks according to their skillset
• To balance the workload, review the schedule, sprints, and deadlines
• Train the employees who are underperforming in a specific skillset
• Arrange one-on-one or group meetings to know if all employees are on the same page

How FluentBoards can help:

Using FluentBoards, you can easily see how many team members are assigned to a project and their specific roles.

Furthermore, the project dashboard provides insights into members who are consistently assigned to multiple tasks. This information proves valuable in ensuring a fair distribution of workload among all team members.

Here are some tips for effective project team collaboration.

Absence of accountability

When every team member takes responsibility for their role and works collaboratively, it increases efficiency and performance. And, your project success won’t be just a gamble – the success percentage will hit the sweet 100%.

If your team is not committed to the project or its goals, in other words, if there’s a lack of accountability – it creates a ripple effect that can drag your project down faster.

Best practices:

• Initially figure out the goals and spread tasks according to your team skillset
• Incorporate a PM tool to track and monitor assigned project progress
• Arrange sessions to discuss challenges members are facing while completing the project

How FluentBoards can help:

The main dashboard in FluentBoards for each project offers insights into the number of tasks awaiting completion, those on hold, and those already finished. It also displays which members are assigned to each phase of development.

Moreover, the activity section within each card tracks progress over time. Altogether, these features help minimize accountability issues.

Impractical deadlines

Imagine without proper planning, the project manager agrees to design, develop, manufacture, and launch an entire product within a month. 

Despite all team efforts, there’s a high chance the project will struggle to meet the impractical deadline! And, even if the product is ready, the end product quality might be severely affected.

Best practices:

• Before the project gets up and running plan how much time it’ll need to get the final product
• Break the task into small chunks and set realistic deadlines that suit the teams
• Keep checking on the timeline with the use of a PM tool

How FluentBoards can help:

With project management tools like FluentBoards, you’re not required to set a single deadline for the entire project. Instead, as a project manager, you can establish deadlines for individual tasks. This way, assignees will be aware of their specific deadlines for completing their work.

Outdated project management strategy

In a world where everything is inclining towards automation, why stick to managing your projects manually with pens, papers, and sticky notes cluttering up your whiteboards?

Yet, surprisingly, 22% of organizations use project management tools which is why (most) projects didn’t go as per the plan.

With a project management tool, you can automate your work, access real-time data, and enhance overall project management efficiency.

Best practices:

• Find a project management software that suits your needs and is easy to use for all
• Opt for tools with diverse integrations and add-ons, allowing smooth data transfer from various sources

How FluentBoards can help:

Adapting to a smart project management tool can help you minimize all the challenges you’ve read so far. For that, we suggest – FluentBoards.

FluentBoards is a next-gen project management solution within WordPress. You can effortlessly manage projects, assign tasks, and track progress—all from one dashboard.

Say Bye to Project Management Challenges

Project management challenges are inevitable. But, adopting the modern way of managing a project can be an efficient solution.

Incorporating a project management tool can improve tactics or techniques and ensure all the best practices are being implemented.

And guess what? if you believe it is the right time to move towards a better, smarter, and easier way of managing your projects – FluentBoards has got you covered. It’s packed with everything you need to tackle those project headaches.

So why not make the switch for a better change?