{"id":6536,"date":"2022-08-31T14:04:35","date_gmt":"2022-08-31T19:04:35","guid":{"rendered":"https:\/\/projectmanagementacademy.net\/resources\/?p=6536"},"modified":"2022-09-20T09:17:08","modified_gmt":"2022-09-20T14:17:08","slug":"improve-project-efficiency","status":"publish","type":"post","link":"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/","title":{"rendered":"7 Ways to Improve Project Efficiency"},"content":{"rendered":"\n<p>As project management shifts toward more transparency, clients are increasingly interested in how well the team spends its time and resources. Project teams are expected to \u201cdo more with less,\u201d and to \u201cwork smarter, not harder.\u201d While these are good practices to adopt in general, the challenge for project managers is quantifying how much value goes into a project compared to the value that comes out. One common metric for this is project efficiency.<\/p>\n\n\n\n<p>This article explores what project efficiency is, why it\u2019s important, and how you can improve the efficiency of your next project.<\/p>\n\n\n\n<p><strong>On this page:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"#project-efficiency\">What is Project Efficiency<\/a><\/li><li><a href=\"#efficiency-vs-effectiveness\">Project Efficiency vs. Project Effectiveness<\/a><\/li><li><a href=\"#improve\">How to Improve Project Efficiency<\/a><\/li><li><a href=\"#conclusion\">Conclusion<\/a><\/li><\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/projectmanagementacademy.net\/project-management-maturity-assessment\"><img loading=\"lazy\" decoding=\"async\" width=\"900\" height=\"200\" src=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/20091227\/free-project-management-maturity-assessment.png\" alt=\"Free Project Management Maturity Assessment\" class=\"wp-image-6869\" srcset=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/20091227\/free-project-management-maturity-assessment.png 900w, https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/20091227\/free-project-management-maturity-assessment-300x67.png 300w, https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/20091227\/free-project-management-maturity-assessment-768x171.png 768w\" sizes=\"auto, (max-width: 900px) 100vw, 900px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"project-efficiency\"><strong>What is Project Efficiency?<\/strong><\/h2>\n\n\n\n<p>Project efficiency <a href=\"https:\/\/www.pmi.org\/learning\/library\/boosting-productivity-projects-5097\" target=\"_blank\" rel=\"noreferrer noopener\">measures the project output<\/a> compared to the team\u2019s investment in project management resources. A project efficiency of 100% indicates that the project was completed fully within the planned workforce, cost, and schedule constraints.<\/p>\n\n\n\n<p>On the other hand, a project efficiency of less than 100% indicates that the project required more resources than planned. That might be due to a lack of proper planning early in project development, poor resource management during the project, or external factors such as natural disasters or key personnel leaving the company.<\/p>\n\n\n\n<p>Project efficiency is an essential metric for project managers because it can show how well the project team is performing and which areas have room for improvement.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"efficiency-vs-effectiveness\"><strong>Project Efficiency vs. Project Effectiveness<\/strong><\/h2>\n\n\n\n<p>Project efficiency is often discussed together with project effectiveness, which is a measure of how well the project meets customer expectations. While <a href=\"https:\/\/www.pmi.org\/learning\/library\/increase-project-team-effectiveness-steps-6070\" target=\"_blank\" rel=\"noreferrer noopener\">high project effectiveness<\/a> is a result of correctly identifying the customer need or appropriately aligning the project with the organization\u2019s strategy, high project efficiency comes from developing and employing the right processes during the project itself.&nbsp;<\/p>\n\n\n\n<p>When viewed together, project efficiency and project effectiveness can provide a clear picture of how successful the project was. For example, high project efficiency and high project effectiveness indicate that the project output met customer requirements, and the project team was able to deliver within the planned timeline and budget. However, low project efficiency and high project effectiveness suggest that the project delivered what the customer expected, but the project was subject to delays and\/or cost overruns.<\/p>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-align-center has-medium-font-size\"><strong>Studying for the PMP Exam?<\/strong><\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-horizontal is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-1 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button has-custom-width wp-block-button__width-100 is-style-fill\"><a class=\"wp-block-button__link has-white-color has-text-color has-background\" href=\"https:\/\/projectmanagementacademy.net\/free-pmp-questions\" style=\"border-radius:2px;background-color:#366194\" target=\"_blank\" rel=\"noreferrer noopener\">PMP Practice Questions<\/a><\/div>\n<\/div>\n\n\n\n<div style=\"height:8px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"improve\"><strong>How to Improve Project Efficiency<\/strong><\/h2>\n\n\n\n<p><a href=\"https:\/\/project-management.com\/how-to-be-more-efficient-in-your-project-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">Achieving high project efficiency<\/a> takes team discipline and commitment, but it\u2019s not impossible. Here are a few practices project managers can adopt to maximize the efficiency of their next project.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>1. Focus on Communication<\/strong><\/h3>\n\n\n\n<p>It shouldn\u2019t be a surprise that <a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/\" target=\"_blank\" rel=\"noreferrer noopener\">good communication<\/a> is key to improving project efficiency. Research shows that of all the money that\u2019s at risk for a given project, 56% stems from poor communication. For example, if stakeholders do not have shared expectations about their roles or how they will be impacted, team members are not clear about what is expected of them, or the business case for the project is not well understood, project efficiency will be compromised by rework, redundant communications, and people chasing answers to questions they shouldn\u2019t have to ask.<\/p>\n\n\n\n<p>Importantly, the <a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/communication-channels-for-projects\/\" target=\"_blank\" rel=\"noreferrer noopener\">approach to project communications<\/a> should reflect the dynamic nature of projects \u2014 different people prefer different channels. This could include emails, videoconferences, phone calls, in-person group meetings, or one-on-one discussions. Different people prefer to get different content, such as status or progress, information about issues, details on costs, or schedules. Some may need information monthly, some weekly, and maybe others daily. It\u2019s up to project managers to consider the unique communication needs of key stakeholders when planning and then adapt to those changing needs as the project evolves.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>2. Establish Firm Schedule Goals and Milestones<\/strong><\/h3>\n\n\n\n<p>Every stakeholder, including everyone on the project management team, should have a clear understanding of the schedule goals and milestones of the project. That isn\u2019t to say that those goals can\u2019t be adjusted, but all schedule goals and milestones need to be firm enough that the project team knows what to do to meet those goals and how close they are to meeting them.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>3. Choose the Right Resource for the Right Job<\/strong><\/h3>\n\n\n\n<p>While every project manager dreams of having unlimited experts and budgets at their disposal, the reality is that there are only so many resources that can be dedicated to a project.<\/p>\n\n\n\n<p>During the planning process, it\u2019s important for project managers to communicate what resources they need to get the job done. At the same time, they need to be creative about making the most of the available resources during a given project, especially when there are unexpected hurdles along the way. Poor resource allocation that doesn\u2019t make clever use of the project management team\u2019s strengths and talents will waste time and lower efficiency.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>4. Empower the Team<\/strong><\/h3>\n\n\n\n<p>Good <a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/business-leaders-should-pay-attention-to-quality\/\" target=\"_blank\" rel=\"noreferrer noopener\">project managers<\/a> are true team players. Not only are they willing to trust the team to get the job done, but they also encourage team member collaboration to build a common working culture and achieve project goals as a collective. Project managers are there to support team members and guide the efforts of the project management team as needed.<\/p>\n\n\n\n<p>Closely related to team empowerment is the need to keep team morale high. Project managers should prioritize checking in with team members, praising successes publicly, providing negative feedback privately, and ensuring that the team stays motivated throughout the life of the project.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>5. Find A Good Project Management Tool<\/strong><\/h3>\n\n\n\n<p>A good project management tool won\u2019t cure a poorly managed project, but it can improve project efficiency by enabling easier communication, goal tracking, and resource management. Project management tools increasingly help with project efficiency given how many project teams are geographically distributed and working remotely.<\/p>\n\n\n\n<p>There are plenty of project management tools available as desktop applications or cloud-based platforms. Some of the most important questions to ask when selecting a project management tool include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Is the application designed to work with your project management methodology or approach?<\/li><li>How well does the application integrate with other software used by the organization?<\/li><li>Are the out-of-the-box features adequate to meet the needs of the project? If not, how easy is it to customize the application?<\/li><li>How important is having an offline desktop version? Will the project team always have reliable internet access to use a cloud-based tool?<\/li><\/ul>\n\n\n\n<p>Finally, a project management tool only works if it\u2019s used. While it\u2019s tempting to pick the most advanced applications, novel tools with steep learning curves can threaten to cancel out promised efficiency gains.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>6. Understand the Concept of MVP<\/strong><\/h3>\n\n\n\n<p>An efficient project should strive to achieve an MVP, or minimum viable product. That is, the project team should prioritize putting in the minimum amount of work to achieve a deliverable that\u2019s of value to the customer.<\/p>\n\n\n\n<p>Of course, every team wants a perfect project. But when project managers need to develop strategies to make the most of limited resources, it\u2019s important to remember the Pareto principle \u2014 it takes 20% of the time to complete 80% of a task. When 80% is acceptable, and resources are limited, dedicating more time to achieve perfection will only lead to waste, increased project risk, and lower project efficiency.<\/p>\n\n\n\n<p>As Confucius once said, \u201cBetter a diamond with a flaw than a pebble without.\u201d<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"font-size:16px\"><strong>7. Learn From the Past<\/strong><\/h3>\n\n\n\n<p>A project shouldn\u2019t disappear from memory once it\u2019s completed. One of the most valuable forms of intellectual property for an organization is its knowledge base of past projects, which can help project managers learn from each other about what they did well (and repeat those practices) along with what they didn\u2019t do well (and improve in the future).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"conclusion\"><strong>Conclusion<\/strong><\/h2>\n\n\n\n<p>While project success means different things to different organizations, sponsors, and other key stakeholders, project efficiency is often a prime consideration. As stewards of the project, measuring and achieving project efficiency is the responsibility of the PM, that is, making sure that the project makes good use of the resources available to deliver value on time, within budget, and within scope. By employing a few simple strategies and best practices, project managers can maximize the efficiency of their projects and the chances that the project will be an overall success. Interested in learning more about project efficiency? <a href=\"https:\/\/projectmanagementacademy.net\/contact\" target=\"_blank\" rel=\"noreferrer noopener\">Get in touch<\/a> with us today!<\/p>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p style=\"font-size:25px\"><strong>Upcoming PMP Certification Training &#8211; Live &amp; Online Classes<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\"><table class=\"table table-striped table-bordered table-responsive-sm font-md mt-5 mb-0 d-none d-md-table\"><tr><td>Name<\/td><td>Date<\/td><td>Place<\/td><td><\/td><\/tr><\/table>\n<\/div><\/div>\n\n\n\n<p><\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>As project management shifts toward more transparency, clients are increasingly interested in how well the team spends its time and resources. Project teams are expected to \u201cdo more with less,\u201d and to \u201cwork smarter, not harder.\u201d While these are good practices to adopt in general, the challenge for project managers is quantifying how much value [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":6545,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[4],"tags":[],"class_list":["post-6536","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>7 Ways to Improve Project Efficiency | Increase Your Project Output<\/title>\n<meta name=\"description\" content=\"It&#039;s possible to improve your project efficiency. 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Here are 7 practices project managers can adopt to improve the efficiency of their project.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/\" \/>\n<meta property=\"og:site_name\" content=\"Project Management Academy Resources\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ProjectManagementAcademy.net\" \/>\n<meta property=\"article:published_time\" content=\"2022-08-31T19:04:35+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-09-20T14:17:08+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/08\/31132020\/7-Ways-to-Improve-Project-Efficiency.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"900\" \/>\n\t<meta property=\"og:image:height\" content=\"200\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Kyle Puckett\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@PM_Academy\" \/>\n<meta name=\"twitter:site\" content=\"@PM_Academy\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Kyle Puckett\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/\",\"url\":\"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/\",\"name\":\"7 Ways to Improve Project Efficiency | Increase Your Project Output\",\"isPartOf\":{\"@id\":\"https:\/\/projectmanagementacademy.net\/resources\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/projectmanagementacademy.net\/resources\/blog\/improve-project-efficiency\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/e360-media.s3.amazonaws.com\/2022\/08\/31132020\/7-Ways-to-Improve-Project-Efficiency.jpg\",\"datePublished\":\"2022-08-31T19:04:35+00:00\",\"dateModified\":\"2022-09-20T14:17:08+00:00\",\"author\":{\"@id\":\"https:\/\/projectmanagementacademy.net\/resources\/#\/schema\/person\/68bbacbe3d69e983543ed1d184a6cd82\"},\"description\":\"It's possible to improve your project efficiency. 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