Four Common Project Team Pitfalls (And How To Avoid Them)
Launching a big project is an exciting milestone for any organization, marking the opportunity to drive growth, innovation, or efficiency. But just having the green light isn’t enough to guarantee success. Unfortunately, countless projects fall short of their objectives, often due to common team-related pitfalls that prevent them from reaching their full potential.
To start your project on the right foot and increase the chances of a successful outcome, you need more than just top performers on your team. Below, we explore four common pitfalls that can undermine even the most promising initiatives and how to avoid them.
#1: Starting with People Instead of Roles
The Pitfall: It’s tempting to gather top performers or those who have spare capacity, assuming they’ll naturally drive the project forward. However, focusing on people over roles can lead to mismatches in skills, expertise, and availability.
The Solution: Define the roles your project needs before selecting team members. Identify the specific skill sets and subject-matter expertise required to achieve your project’s objectives. Once you have a clear picture of the roles, reach out beyond the usual suspects to build a team that brings diverse perspectives and capabilities. This approach not only increases the depth of knowledge but also enables professional development for team members who may bring new insights and skills to the project.
Pro Tip: Use a skills matrix to outline required competencies for each role, then map potential team members to these roles based on expertise, experience, and fit. This helps ensure that every role is filled with the right person.
#2: Too Many Seats at the Table
The Pitfall: A large team might seem like it could accomplish more, but in reality, it often leads to communication challenges, slower decision-making, and diluted accountability.
The Solution: Keep your core project team small and agile. Limit team membership to individuals essential to the project’s execution, while designating separate roles for stakeholders. While stakeholders are important for decision-making and resource allocation, they do not need to be directly involved in day-to-day operations. This separation allows the core team to focus on their objectives and work efficiently.
Pro Tip: Establish a structured communication plan to keep stakeholders informed without overburdening the team. Schedule regular updates and key milestone reports to ensure stakeholders are in the loop on project progress and decisions, minimizing disruptions to core team workflows.
#3: Skimping on Specificity
The Pitfall: Assuming that roles and responsibilities will be sorted out as the project progresses can lead to confusion, inefficiency, and delays. Lack of clarity around who does what creates overlap or leaves gaps, reducing accountability and slowing progress.
The Solution: Clearly define and document roles and responsibilities from the outset. A well-structured project kick-off meeting can establish a clear framework for who’s doing what, preventing miscommunication and enabling faster, more decisive action. Detailing roles at the start saves time and reduces friction, enabling team members to work independently within their scope while collaborating effectively.
Pro Tip: Consider using RACI charts (Responsible, Accountable, Consulted, and Informed) to delineate who’s accountable for what. This simple framework keeps team members aligned, especially when managing complex projects with cross-functional involvement.
#4: Going Light on Leadership
The Pitfall: Many projects falter due to insufficient oversight. Assuming the project will progress autonomously can lead to drifting objectives, unresolved conflicts, and missed deadlines.
The Solution: Appoint strong leaders early on. Both a project sponsor and a dedicated project manager are essential to keep the initiative on track. The project sponsor liaises between the team and senior leadership, securing resources and providing guidance on significant roadblocks. The project manager, on the other hand, handles day-to-day operations, ensuring timelines, budgets, and milestones are met.
Pro Tip: Schedule regular check-ins with both the project sponsor and project manager to keep leadership aligned on goals, progress, and any obstacles. Proactive communication keeps everyone informed and empowers team members to make critical decisions without delay.
The Value of a Strong Foundation
Studies show that 65 percent of projects fail to meet their objectives, often due to these common pitfalls. By carefully assembling the right team, defining clear roles, managing involvement, and providing robust leadership, you’re setting the stage for a successful initiative. The foundation you build before the work begins can be just as impactful as the work itself.
Final Takeaway: Avoiding Project Pitfalls to Ensure Success
Building a successful project team involves more than just assembling a group of talented individuals. It requires careful planning, clarity, and leadership. By following these four principles, you can avoid the pitfalls that commonly derail projects and set your team up for success from day one.