Within the world of project management, one fundamental principle is widely recognised: insufficient preparation and anticipation almost invariably lead to disappointing outcomes. The Anglo-Saxon world captures this reality with the well-known expression: “Garbage in, garbage out.”
While this principle may appear self-evident, it is frequently overlooked within large organisations. Projects often suffer from inadequate planning, an excessive desire to accelerate delivery, weak governance, decisions driven more by intuition than by evidence, or budget reductions imposed during execution.
A project should never be improvised. It must be prepared methodically. Risks and opportunities need to be identified, project phases defined realistically, and financial, human and technical resources assessed with rigour.
How many projects are still launched without genuine strategic reflection being undertaken in advance, in a professional and transparent manner? Senior management is often under pressure to deliver results quickly, seeks answers before the necessary analysis has been completed, and expects more outcomes with fewer resources. This approach frequently leads to a predictable consequence: mediocrity.
Beyond the cost overruns and delays that poor preparation generally creates, such an approach can also generate significant frustration among project teams and managers. When an organisation fails to devote sufficient time to early-stage planning, it undermines the very foundations of success.
Every project, regardless of its nature, requires a minimum level of preparation and foresight. Before considering the traditional phases of project initiation, procurement, execution, monitoring and closure, one fundamental question must be addressed: what is the project intended to achieve?
What financial, technical, operational or reputational benefits are expected? What should the project deliver on its first day of operation? What value should it continue to generate in five, ten or even fifteen years’ time?
Project organisation then becomes a critical stage. Defining governance structures, responsibilities, working methods, available resources and budgets provides the essential framework upon which success depends.
Yet these principles represent some of the most basic standards of project management. In practice, many leadership teams struggle to adhere to them. They become involved in areas beyond their remit, challenge operational decisions, question technical expertise, and revisit judgements made by the very professionals appointed to deliver the project.
Trust in the competence of those involved remains a key success factor. As the saying goes, everyone should be allowed to fulfil their role and responsibilities. Effective governance relies on clear accountability, mutual respect for expertise, and the ability to delegate appropriately.
Anticipating potential scenarios, risks and opportunities is a continuous responsibility. However, once key decisions have been taken, they should remain in place unless exceptional circumstances arise. Last-minute changes are typically expensive, disruptive to teams, and often detrimental to the overall quality of the outcome.
There is a time for reflection, discussion and decision-making. There is also a time for execution. Once decisions have been properly evaluated and approved, continual interference and repeated challenges become counterproductive.
Having participated in and led numerous large-scale projects, I have observed that this distinction is not always respected. On the contrary, the growing tendency towards excessive inclusiveness, where everyone feels entitled to contribute to every decision, can slow decision-making processes and blur lines of accountability.
Perhaps it is time for senior leaders to reaffirm a fundamental principle: trust. Yet trust comes at a price. It requires a thorough understanding of the business, confidence in one’s teams, and a willingness to take responsibility for the decisions made.
Excellence in project management is achieved neither through haste nor improvisation. It is built on preparation, discipline and the ability to maintain a clear course from beginning to end.
Enjoy the read, and I wish you fruitful reflection.