3rd Blog- Planning not to Fail
As the sun came up on September 14, 2024, starting another day in my journey, I found myself thinking deeply about why so many projects fail. This day wasn’t just like any other; it felt like a moment of learning and reflection. My mind drifted back to a project from my college days when I was assigned as the project manager during our on-the-job training at the Department of Social Welfare and Development (DSWD). Looking back at that experience, I realized it held many of the lessons about project management that I am still learning today.
The project in question involved the development of two distinct systems: a queuing system and a client satisfaction measurement form system. Despite our dedicated efforts, neither system achieved the desired success. The project’s outcome was a mix of partial success and significant challenges, which provided a wealth of insights into the complexities of project management. It was an experience that taught me invaluable lessons about planning, execution, and the often unpredictable nature of project outcomes.
As the project manager, my role was multifaceted. I was
responsible for overseeing the project from the initial stages of requirements
planning through to the deployment phase. This responsibility was both exciting
and daunting. It offered me the chance to lead a team of five, which included
two front-end developers, two back-end developers, and myself, who wore the
dual hats of project manager and full-stack developer. The division of roles
was strategic, with each team member assigned tasks that aligned with their
expertise. However, my role as both the project manager and a full-stack
developer was particularly challenging. Balancing these responsibilities
required meticulous attention to detail and effective time management.
One of the most rewarding aspects of the project was the
opportunity to interact with professionals such as the DSWD regional director
and division heads. These interactions were crucial as they provided insights
into the expectations and standards of a real-world environment. Engaging with
these professionals allowed me to understand the practical implications of our
work and the importance of aligning our systems with the needs of the
stakeholders.
Despite our diligent efforts and the initial acceptance of
our systems by the DSWD heads, employees, and USeP faculty, the project faced
significant hurdles. The most critical issue emerged during the deployment
phase. The DSWD server had restrictions that prevented third-party
applications, like ours, from being deployed successfully. This technical
challenge was a major setback and highlighted a crucial gap in our planning
process. Although we had meticulously planned other aspects of the project, we had
not accounted for the specific technical constraints related to server access.
This oversight was a painful lesson in the importance of
comprehensive planning. Our failure to anticipate and address potential
technical issues was a key factor in the project’s lack of success. It became
clear that effective project management involves more than just developing
functional systems; it also requires anticipating potential obstacles and
addressing them proactively.
The experience was both humbling and enlightening. I
realized that even with thorough planning and execution, a single oversight can
derail a project. This insight was a turning point in my understanding of
project management. It underscored the importance of addressing every potential
issue, no matter how minor it may seem. The frustration of realizing that our
project’s failure was due to a preventable issue was a powerful lesson in the
need for meticulous planning.
As I continued to reflect on the project’s shortcomings, it
became evident that our approach, while comprehensive in many respects, had
significant gaps. The challenge of deploying the systems due to server
restrictions was a stark reminder of the complexities involved in project
management. This experience taught me that effective planning is not just about
covering the basics but also about delving into the specifics that could
potentially affect the project’s success.
During our discussions on this topic, I couldn’t escape the
feeling of personal responsibility for the project's failure. As the project
manager, I led the team through the planning, development, and presentation
phases, but the issue of server access was a crucial aspect that I had failed
to address adequately. This realization was a heavy burden to bear, but it was
also a pivotal moment of learning. I understood that my role extended beyond
managing tasks and coordinating team members; it also involved anticipating and
mitigating potential risks.
The oversight regarding server access was a critical failure
point. Despite our thorough planning in other areas, this technical issue was
something we had not foreseen. This experience underscored the necessity of
understanding and integrating all technical requirements and constraints into
the project plan. It was not enough to have a well-designed system if it could
not be successfully deployed due to unforeseen technical barriers.
Our failure was compounded by the lack of communication from
our supervisor regarding the server constraints. This lack of transparency
contributed to the frustration we experienced, as it prevented us from
addressing the issue on time. It became clear that effective
communication and collaboration with stakeholders are essential components of
successful project management. The absence of this crucial information was a
significant factor in our project's inability to meet its goals.
Reflecting on these events, I recognized that the project’s
failure was not solely due to technical issues but also to a broader issue
of planning and communication. Effective project management requires not only a
clear vision and a detailed plan but also the ability to adapt to changing
circumstances and address unforeseen challenges. This experience highlighted
the importance of flexibility and adaptability in project management.
One of the key lessons from this experience was the need to
plan for potential setbacks. While we had prepared for many aspects of the
project, we had not adequately planned for the possibility of technical issues.
This oversight revealed a critical gap in our approach and emphasized the need
for a more comprehensive risk management strategy. Effective project management
involves not only planning for success but also preparing for potential
obstacles that could derail the project.
This experience also taught me the value of learning from
failures. While the project did not achieve the desired outcome, it provided
valuable insights that have shaped my approach to project management. I have
learned that even well-planned projects can encounter significant challenges,
and it is crucial to address these challenges proactively.
In the aftermath of this experience, I have been committed
to applying these lessons to my current and future projects. The importance of
thorough planning, effective communication, and adaptability has become central
to my approach to project management. As I continue my studies and work on new
projects, I am dedicated to ensuring that my plans address potential risks and
challenges and that I maintain open communication with all stakeholders.
As I reflect on the lessons learned from the project at
DSWD, I recognize that these experiences have profoundly influenced my approach
to project management. The failure of the project, while disheartening,
provided invaluable insights that I am committed to applying in my future
endeavors, particularly as I embark on my capstone project for the Master in
Information Technology (MIT) program.
One of the most important lessons from this experience is
the critical role of proactive and comprehensive planning. My professor’s
mantra of "never plan to fail" resonates deeply with me. This
principle emphasizes the need for thorough and forward-thinking planning,
ensuring that every aspect of a project is carefully considered and prepared
for. In my future projects, I am dedicated to applying this lesson by
developing detailed plans that anticipate potential issues and address them
before they become obstacles.
The DSWD project taught me that successful project
management involves more than just managing tasks and coordinating team
members. It requires a holistic approach that includes understanding and
addressing all technical and logistical constraints. This experience has
reinforced the importance of incorporating risk management into the planning
process. By identifying potential risks and developing strategies to mitigate
them, I can enhance the likelihood of project success.
Additionally, the project highlighted the importance of
effective communication with stakeholders. The lack of communication regarding
server restrictions was a significant factor in the project’s failure. In my
future projects, I will prioritize open and transparent communication with all
stakeholders, ensuring that any potential issues are identified and addressed
promptly. This approach will help in building strong relationships with
stakeholders and maintaining alignment with project goals.
As I move forward with my capstone project in the MIT
program, I am committed to applying these lessons to ensure a successful
outcome. The capstone project represents a significant opportunity to
demonstrate my skills and knowledge, and I am determined to approach it with a
renewed focus on thorough planning and proactive risk management. By applying
the insights gained from my previous experiences, I aim to create a project
that not only meets but exceeds expectations.
Moreover, the experience at DSWD has also taught me the
value of resilience and perseverance. Facing setbacks and challenges is an
inherent part of project management, and the ability to learn from these
experiences and adapt accordingly is crucial for success. I am approaching my
capstone project with a mindset of continuous improvement, embracing challenges
as opportunities for growth and development.
In conclusion, the journey of managing the project at DSWD
has been a transformative experience. It has provided me with valuable lessons
about planning, communication, and risk management that I am now applying to my
current and future projects. As I continue my studies and work on my capstone
project, I am committed to leveraging these insights to achieve success and
contribute to the field of information technology. This experience has not only
shaped my approach to project management but has also reinforced my dedication
to pursuing excellence in all my endeavors.
The lessons learned from this project will remain a guiding
force as I navigate the complexities of project management and strive to create
impactful and successful solutions. I am confident that with a focus on
thorough planning, effective communication, and proactive risk management, I
will be well-prepared to tackle future challenges and achieve my goals.
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