3 Common Project Bottlenecks—And How to Avoid Them

By Kamal Patel

Projects tend to follow Murphy’s Law. If something can go wrong, it will go wrong. While that sounds pessimistic on the surface, it doesn’t have to come with such negative undertones. I’ve found that proactively anticipating bottlenecks in project management can lead to smoother outcomes and a healthier mindset when approaching new projects.

Waiting for issues to arise before addressing them can make it harder to solve them and keep the project moving. Anticipating issues ensures that rather than scrambling and relying on heroics and improvisation, you can plan ahead to keep things moving, even if you have to adjust course.

Creating a contingency plan for your project

Let's look at a tale of two companies to help paint a picture of why contingency plans are so valuable. One had a contingency plan in place, while the other did not.

Company one did not have a contingency plan as it started rolling out a new system. Because all of the tests done on the back end went through without a hitch, the company didn’t feel the need to pause any inventory movement during the switch to the new system. Instead, it kept business moving as usual while simultaneously implementing a new system.

At the same time, inventory was moved within a warehouse before the system went live. As a result, employees were sent to the wrong shelf to find the products, leaving everyone scrambling and putting a significant amount of strain on the entire team.

Company two was transitioning to the same new system, but had anticipated these bottlenecks instead of continuing with business as usual. Because management had taken the time to plan, the company could pause inventory movement temporarily while the new system was getting cutover, which stopped any confusion before it ever happened.

Project planning bottlenecks to avoid

Not every project will experience the same bottlenecks. Each project has its own nuances and every team operates in its own way. Still, there are a few universal project bottlenecks that I have seen arise in my years of change management.

If you’re new to contingency planning for projects, here are three of the most common bottlenecks to watch out for as you progress in your planning process.

Bottleneck #1: Making everyone’s needs a priority

It’s human nature to want to protect ourselves in the workplace. That’s why, as projects are underway, people are constantly looking at the development and outcome of projects through the lens of "What’s in it for me?" That mindset creates conflict, which can stunt a project in its tracks.

Looking at a project ahead of time to identify and anticipate those areas where conflict will most likely arise will help you keep a project's big-picture goals in mind. Talking to the impacted parties will also allow you to keep your finger on the pulse of your team, which will help you stop problems before they become a project bottleneck. Assessing risks and rewards early on will allow you to communicate milestones through a benefits-oriented lens for all parties involved.

Bottleneck #2: Not keeping clear records

If you’ve ever played a game of telephone, you know how quickly messages can get muddled. What one person hears is often not the intent of the original message. This kind of miscommunication can disrupt the flow of a project. Someone assumes another person will complete a key task only to find out later that the person did not realize they were supposed to do that task.

Keeping clear records while managing a project can help you mitigate conflict and avoid a game of telephone in the office. Proper documentation will clarify and simplify projects so a team doesn't lose its momentum and will help hold members accountable in their work. In addition, regular follow-ups can help your team stay on track and avoid falling behind because of a lack of communication.

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Bottleneck #3: Not having motivated, vested teams

Limited buy-in from key stakeholders and team members can stunt a project’s progress. Sometimes people's focus may shift away from the project at hand and over to other issues. In order to avoid this type of project bottleneck, you need to appoint project cheerleaders who will rally the team together to stay on task.

Frequent communication is the key to lighting a fire in every team member’s belly. By keeping everyone informed and up to date, your team will be able to see where they fit into the bigger picture and how their work will impact the end result.

Avoiding project bottlenecks

Bottlenecks have the power to derail a project. By anticipating project bottlenecks, you can get out ahead of common problems, create a contingency plan, and be proactive in avoiding conflict as you move towards completion.

RELATED: 5 Early Warning Signs Your Project Team May Be Headed Toward Failure