If you’re managing projects in a small business and you’re wondering whether it’s worth putting a more structured project management system in place, I hope this will give you some pointers. I’ve been there, and from personal experience, I can tell you it’s absolutely worth it.
I first learned this the hard way. In one of my earlier roles as a PM in a small business, my colleague and I each had our own way of doing things. Different tools, different techniques, different ways of tracking progress. Most of the time it worked fine as we were each working with different clients, but when we had to go through an audit or when someone else needed to find information relating to the project, that’s when the issues became apparent, and that’s when it became clear that we really needed a standardised approach.
Now, I know some small business owners think project management is just for big corporations. It’s not. In fact, I’d argue it can be even more important for small businesses.
Small businesses often have some real strengths compared to larger organisations which can give them a competitive edge; things like agility, lower overheads, and less bureaucracy. But they also face challenges: fewer resources, smaller teams, and less specialist expertise. That’s exactly why project management can make such a difference.
One of the common misconceptions is that project management means more work. Yes, there’s a bit of upfront effort to set up a system, but that investment pays off many times over. The goal isn’t to add bureaucracy, it’s to work smarter, not harder.
Here are some of the benefits you can expect from implementing a Project Management system in your business:
- Faster delivery and speedier results
- Accelerated progress towards your goals
- Better control over outputs
- Improved budget tracking and cost control
- Staying on schedule more consistently
- Greater efficiency and less wasted effort
- A framework that stops you from reinventing the wheel with each new project
- Capturing and reusing best practices
- Better awareness of what projects are delivering, and how they fit the bigger picture
- A stronger bottom line (research shows inconsistent project approaches waste money)
If you start implementing project management while your business is still small, it’s much easier to let the system grow with you. Wait until you’re bigger, and it’s a much harder (and probably messier) job to retrofit.
Here are 5 Practical Tips to Get Started
- Take a bird’s-eye view
Look at your projects and your wider business as a whole. Where could project management techniques and a more structured approach make the biggest difference? Choose a methodology that fits your team size, project types, business values, and deadlines. Once chosen, roll it out consistently and make sure your team understands how to use it.
- Standardise your processes
Set up clear, repeatable ways of doing things. Implement standardised templates and trackers. Decide on your best communication methods (meetings, tools, reports) and apply it consistently.
- Plan in detail
You’ve probably heard the saying “Fail to plan, plan to fail”, so don’t fall victim to this. Map out each project’s steps, resources, roles, responsibilities, budgets, and communication plan. The more clarity you have upfront, the smoother the delivery will be.
- Measure everything
Track progress against your plans, and monitor the project finances regularly. It’s the only way to spot issues early and keep projects on course.
- Document as you go
Keep a clear audit trail. Whether it’s electronic or paper-based, have a simple, organised filing system which provides a record of decisions, changes, and key documents. Yes, it’s a little work up front, but it’ll save you huge amounts of time later.
Final thought
Project management isn’t just about bureaucracy, charts and templates; it’s about applying the right knowledge, tools, and techniques to deliver results. You don’t need a big budget or even a dedicated project manager to start. Begin small, keep it simple and consistent, and watch how much easier running projects becomes.
