Fitting Project Management Into The Umbrella

I was about to leave my apartment, for the supermarket, when it started to rain. As I left, I grabbed my umbrella (ella ella ella), and got to walking. 

While walking and being covered by the umbrella, I suddenly thought about an old South African TV advertisement about insurance cover by a company called “Sanlam” and has a yellow umbrella as the logo. The point of it was that “Sanlam” insurance covers everything, for example, you can get household, car, and cellphone insurance all under one umbrella. 

As my role has evolved in L&D, the scope of what I do has changed as well. I no longer find myself only designing and developing learning solutions as much. I have to admit it’s been an interesting transition because I find myself focused more on the management of the project. 

I felt the same way as I moved out of facilitation! I missed it, but I got used to designing training and loved it. I’m having the same feelings about my new responsibilities. I am enjoying being part of the bigger picture. 

I realised that project management is part of the L&D umbrella, and each function or part of L&D fits into it. It’s a skill that I have honed over the years and continue to develop.

I’ve come to discover that project management is a crucial component in the successful execution of initiatives across Learning and Development (L&D). Project management ensures that training programs are designed, developed, and delivered effectively, aligning with organisational goals and meeting the needs of learners. 

Project management in L&D not only enhances the quality of learning solutions but also ensures that they are delivered on time, within scope, and on budget (this is an aspect of project management that I would like to explore and gain more experience in). 

“When the sun shines, we'll shine together”

L&D initiatives often involve complex processes that require careful planning, coordination, and execution. These projects may include developing new training programs, rolling out e-learning modules, implementing learning management systems (LMS), or conducting company-wide training needs assessments. Without a structured approach to managing these projects, there is a significant risk of delays, budget overruns, and not so great learning outcomes.

Project management in L&D provides a framework that helps organisations navigate these challenges. 

It involves defining clear objectives, identifying key stakeholders, mapping out project timelines, and allocating resources efficiently. By doing so, project management ensures that L&D initiatives are aligned with business objectives and are designed to deliver measurable outcomes.

“You can stand under my umbrella”

While working on L&D projects, I’ve found that for me, these are some of the key components. 

Project planning and scope management is crucial. At the outset of any L&D project, it is essential to define the scope clearly. This involves identifying the specific learning objectives, the target audience, and the expected outcomes. A well-defined scope helps in setting realistic expectations and prevents scope creep, which can derail the project. The planning phase also involves creating a detailed project plan that outlines the tasks, timelines, and resources required to achieve the project goals.

I’ve failed at this many times. It took me a while to get this planning right (in a way that works for me). Making sure that you have everything covered can be exhausting and when something goes wrong I feel like I’ve failed. But…I know I have to give myself the grace to know that it will not always go according to plan. These days, if I have enough time, I formulate plan (b) and (c).

Stakeholder engagement is something that I’ve had to work on on that part. My style is to over-communicate and make sure the stakeholders are aware and involved in the entire process. Successful L&D projects depend heavily on the involvement of various stakeholders, including business leaders, HR professionals, subject matter experts (SMEs), and learners. 

Effective project management ensures that these stakeholders are engaged from the start, their expectations are managed, and they are kept informed of progress. Regular communication and feedback loops are essential to ensure that the project remains on track and meets the needs of all parties involved.

Resource management is another thing to consider. L&D projects require various resources, including people, technology, and materials. Project management involves the efficient allocation and management of these resources to ensure that the project runs smoothly. This includes assigning the right team members to tasks based on their skills and availability, managing budgets (if it’s required), and ensuring that any required tools or technology are in place.

This is something that I didn’t realise before being invited to the conversation. I was not always part of this side of the project. I had a good manager who allowed me to make mistakes and fail. I remember my first project, and having to manage it all on my own. I made so many errors, and folks didn’t take kindly to it. Fortunately, I had an amazing manager who not only stood up for me but also coached me and helped me improve. 

Mitigating risk and risk management is essential when planning your project. Like any other project, L&D initiatives are susceptible to risks that can impact their success. These risks may include changes in organisational priorities, technological issues, or resistance from learners. Project management involves identifying potential risks early on and developing strategies to mitigate them. This proactive approach helps minimise disruptions and ensures that the project stays on course.

I made a huge mistake once and did not take into consideration that folks working on the project would be taking leave. Because I didn’t take that into account, I got into a lot of trouble and the project was delayed by two weeks. The wrath that rained down on me! But, it was a lesson learned for sure and since then I never forget to ask about personal time off (PTO). 

Monitoring progress and evaluating outcomes are critical components of project management in L&D. This involves tracking the completion of tasks against the project plan, ensuring that deliverables meet quality standards, and assessing the overall impact of the learning intervention. Regular monitoring allows for adjustments to be made as needed, while post-project evaluations provide insights that can be used to improve future L&D initiatives.

In my personal life, I love making “to-do” lists. It has helped me immensely when it comes to tracking task completion because I love making a tick next to a task marking that it’s done. Or, my other favourite is scratching all over the task with a pen. It’s oddly satisfying. 

“Took an oath, I'ma stick it out to the end”

Project management is extremely important within the L&D. It brings structure, clarity, and control to the process of designing, developing, and delivering training programs. 

By applying project management principles, L&D professionals can ensure that their initiatives not only meet company or team goals but also provide meaningful and impactful learning experiences for learners. Ultimately, effective project management in L&D contributes to building a skilled and capable workforce, driving organisational success in the long term.

There is still much more to learn, and also write about when it comes to project management! 

So, stick around, let’s learn more together and you can stay under my umbrella. 

See you next Saturday!