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While the uninitiated may think project management is about having all the answers, veterans know it’s really about asking the right questions and actively listening to the responses.

After facilitating over 75 project debriefings, I’ve learned to tune in to certain phrases that signal deeper issues.

One phrase that stood out: "Matrix reporting."

Yes, two words that often predict trouble in project landscapes.

When accountability is diffused, decisiveness can become diluted.

Project team members may be unclear on their directives, resulting in a drift towards mediocrity as they try to satisfy multiple leaders.

Identifying such root causes is key. And this, my fellow project managers, is a recurring red flag.

Despite this, matrix structures are prevalent in many organizations. So, it begs the question:

"What other project management 'best practices' falter in the field?"

Here are my top 5 misconceptions in the project management sphere:

1. Cutting Loose Underperformers Swiftly 

The true cost of releasing a team member is far more than the financial investment. It’s the time, the trust built within the team, and the momentum lost.

A premature termination often indicates missed steps earlier in the process:

• An unclear project role

• A mismatch in project requirements and personnel

• A flawed recruitment or team assembly strategy

Remember, 'fire fast' should be a last resort, not a first response.

Tip: Integrity over skill set. Define the behaviors that lead to project success. These are the competencies to recruit for.

2. Hiring Only Top Talent 

Seeking only the crème de la crème for your project team sounds ideal but is often impractical.

• You must be exceptional at identifying talent and offering compelling opportunities to attract such individuals.

• Not every project environment can support the ambitions of high achievers exclusively.

• Measuring technical skills is more straightforward than soft skills, yet both are crucial for project success.

Tip: Secure top performers for pivotal project roles. Understand which ‘B-players’ can evolve into ‘A-players’. Avoid ‘C-players’ altogether.

3. Immersing New Hires Immediately 

Onboarding experienced hires by throwing them into the fray neglects the unique context of your project:

• The team dynamics

• The historical challenges and achievements

• The ingrained project culture

Immediate immersion without adequate orientation can be reckless.

Tip: Implement shadowing. Let new hires observe before acting for the first few weeks to understand the project's heartbeat.

4. Matrix Structures in Project Teams 

Dual-reporting often obscures rather than clarifies. It pushes the complexity down the hierarchy, burdening those least equipped to navigate it.

Tip: Acknowledge the natural hierarchy within your project team. If you’re leaning towards a matrix structure, confront the underlying issues head-on. Transparency is paramount.

5. Adding Processes to Fix Issues 

Complexity is the enemy of execution. Adding layers when problems arise can exacerbate rather than alleviate issues.

Tip: Instead of asking, "What can we add to fix this?" ask, "What can we remove to prevent it?" Simplification often trumps complications.

Simplicity is the ultimate sophistication.

Let's remember to apply these insights to our projects and teams for better management and superior outcomes.

Until next time, keep managing and executing with excellence.

Justin

P.S. When you are ready, here are 2 ways that I can help you:

1. Be among the 1,800+ project experts who've elevated their game using my unique Project MGMT Playbook. 

2. Let’s partner to offer project management training to your team. Schedule a complimentary 15-minute introductory chat, and let's see if we are a good fit to work together to offer workshops and training sessions to your teams.