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How do project managers navigate the challenges of prioritizing quality objectives amidst project constraints like time, cost, and resources?

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Mohamed El-Zanaty QA/QC Manager| Kharafi National SAE Alexandria, Egypt
Quality management is essential for project success, but what are the most common challenges faced by project managers when implementing quality control measures? Share your experiences and strategies for overcoming these challenges.
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Mike Frenette Manager, IT PMO| Halifax Water (retired) Halifax, Nova Scotia, Canada
The answer may be in your question. Many people, in the IT industry at least, seem to focus on quality control - checking after the fact to find defects. After all, testing is a big thing in IT. But quality assurance is arguably more important that quality control, to make sure things done right the first time, rather catching it after the fact.

Creating an atmostphere of quality assurance by taking the time to set up in advance and predict where processes might go awry is, I think, key.

You still need testing, of course, but doing it right the first time is far superior to catching errors later.
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1 reply by Mohamed El-Zanaty
May 17, 2024 1:02 AM
Mohamed El-Zanaty
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Hello Mike!

Thank you for your insightful response! You raise an excellent point about the distinction between quality control (QC) and quality assurance (QA). While QC focuses on identifying defects after they have occurred, QA emphasizes preventing defects by ensuring processes are set up correctly from the start. This proactive approach can indeed lead to higher quality outcomes and more efficient project management.
 

While testing and quality control are essential, shifting focus towards quality assurance ensures that we are building quality into the process from the beginning. This not only improves the final product but also enhances overall project efficiency by reducing the need for rework.

I completely agree that doing things right the first time is superior to catching errors later. By fostering a culture of quality assurance, we can achieve better project outcomes and deliver greater value to our stakeholders.

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Keith Novak Tukwila, Wa, United States
The biggest issue most PMs have with prioritizing quality items is not being able to evaluate their relative importance. Theory of Constraints tells us that we need to identify and focus on the constraint that has the most impact to the desired goal. Often, those constraints are not at all obvious.

I have seen many PMs take on a project where there are a very high number of potential problem areas, and not know how to figure out where they really need to focus. This turns into "analysis paralysis" where they become overwhelmed with which way to go among all the choices and so they go nowhere.

I had some breakthrough experiences earlier in my career where I was able to analyze a problem by modeling it and then start tweaking values to see how much they affected the outcome. Some seemingly very important variables actually had little influence while some that seemed trivial dominated the overall results. From that experience I have developed some of my own heuristics like "A small angle over a long distance becomes a big problem."

It works the same in business systems as it does mechanical ones. Between a sub-team with a 100 hour deliverable and another with a 10,000 hour deliverable, focus on the one where a small % error can be a big issue over time.
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1 reply by Mohamed El-Zanaty
May 17, 2024 1:07 AM
Mohamed El-Zanaty
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Hi Keith!

Thank you for sharing your valuable insights. Your reference to the Theory of Constraints (TOC) is particularly relevant, as it provides a structured approach to identify and focus on the most impactful constraints. Your experience with modeling and tweaking values to determine their impact is a powerful approach. It reinforces the importance of data-driven decision-making and continuous learning. By focusing on the variables that truly matter, project managers can avoid the trap of analysis paralysis and make informed decisions that drive project success.

Would love to hear more about specific tools or techniques others have found useful in identifying and prioritizing these critical constraints in their projects!
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Mohamed El-Zanaty QA/QC Manager| Kharafi National SAE Alexandria, Egypt
May 12, 2024 11:17 AM
Replying to Mike Frenette
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The answer may be in your question. Many people, in the IT industry at least, seem to focus on quality control - checking after the fact to find defects. After all, testing is a big thing in IT. But quality assurance is arguably more important that quality control, to make sure things done right the first time, rather catching it after the fact.

Creating an atmostphere of quality assurance by taking the time to set up in advance and predict where processes might go awry is, I think, key.

You still need testing, of course, but doing it right the first time is far superior to catching errors later.
Hello Mike!

Thank you for your insightful response! You raise an excellent point about the distinction between quality control (QC) and quality assurance (QA). While QC focuses on identifying defects after they have occurred, QA emphasizes preventing defects by ensuring processes are set up correctly from the start. This proactive approach can indeed lead to higher quality outcomes and more efficient project management.
 

While testing and quality control are essential, shifting focus towards quality assurance ensures that we are building quality into the process from the beginning. This not only improves the final product but also enhances overall project efficiency by reducing the need for rework.

I completely agree that doing things right the first time is superior to catching errors later. By fostering a culture of quality assurance, we can achieve better project outcomes and deliver greater value to our stakeholders.

avatar
Mohamed El-Zanaty QA/QC Manager| Kharafi National SAE Alexandria, Egypt
May 12, 2024 1:21 PM
Replying to Keith Novak
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The biggest issue most PMs have with prioritizing quality items is not being able to evaluate their relative importance. Theory of Constraints tells us that we need to identify and focus on the constraint that has the most impact to the desired goal. Often, those constraints are not at all obvious.

I have seen many PMs take on a project where there are a very high number of potential problem areas, and not know how to figure out where they really need to focus. This turns into "analysis paralysis" where they become overwhelmed with which way to go among all the choices and so they go nowhere.

I had some breakthrough experiences earlier in my career where I was able to analyze a problem by modeling it and then start tweaking values to see how much they affected the outcome. Some seemingly very important variables actually had little influence while some that seemed trivial dominated the overall results. From that experience I have developed some of my own heuristics like "A small angle over a long distance becomes a big problem."

It works the same in business systems as it does mechanical ones. Between a sub-team with a 100 hour deliverable and another with a 10,000 hour deliverable, focus on the one where a small % error can be a big issue over time.
Hi Keith!

Thank you for sharing your valuable insights. Your reference to the Theory of Constraints (TOC) is particularly relevant, as it provides a structured approach to identify and focus on the most impactful constraints. Your experience with modeling and tweaking values to determine their impact is a powerful approach. It reinforces the importance of data-driven decision-making and continuous learning. By focusing on the variables that truly matter, project managers can avoid the trap of analysis paralysis and make informed decisions that drive project success.

Would love to hear more about specific tools or techniques others have found useful in identifying and prioritizing these critical constraints in their projects!
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VerĂ³nica Elizabeth Pozo Ruiz RYLAI Access Control Quito, Pichincha, Ecuador
An adequate quality management plan must be established to obtain an equilibrium between quality and other project constraints like time, cost, and resources. Defining the level of quality that must be complied with is the first step, and this can be stated in correlation with the time provided, the budget, and the available personnel. If there are many quality requirements, the Project Manager should ask for more funds, time, or resources. Having these variables reconciled, the quality management plan will be adequately elaborated.

It's important to consider the cost of quality, which is a means of quantifying the total cost of quality-related efforts and deficiencies.
The cost of quality includes: prevention, appraisal, internal failure, and external failure costs; and the costs detailed in each category can be related to good or poor quality.

Finally, remember to don't fall into the trap of gold plating.
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William M Hayden Jr Adjunct Assistant Professor| University at Buffalo, School of Management, Operations Management & Strategy Buffalo, Ny, United States
Hi Mohamed.
Quality is conformance to requirements, not objectives.
Contract's identify the requirements.
Requirements are the basis for what and how we meet them.
Sometimes the challenge is that we begin project work without first
confirming that the client has expectations that are not in the contract.
Cheers,
Bill
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Thomas Walenta Global Project Economy Expert Hackenheim, Germany

Mohamed,



I had a good experience assigning a full-time, experienced quality manager to my project team. He would challenge and remind the PM and have the best overall view on Quality.

Assigning people to important aspects can support the PM, who then can integrate all aspects and keeps a holistic view. Areas I have seen delegated: Risk, Financials, Hiring, Testing, Quality, Stakeholder Monitoring, Communication.

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William M Hayden Jr Adjunct Assistant Professor| University at Buffalo, School of Management, Operations Management & Strategy Buffalo, Ny, United States
Thanks Mohamed!
Re: "What are the most common challenges faced by project managers when implementing quality control measures?"
a. Engaging project staff before the 2% complete mark to first determine why, what, and how to assess/determine/identify the quality management plan's processes for the project.
b. Assuring that they have validated their client's contract requirements.
c. Develop the project's system for the management of quality.
Cheers,
Bill
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