Project management isn’t a ‘one-size-fits-all’ discipline. Because every project is different, every project must be managed differently. This is where tailoring comes in. Like tailoring a suit or dress, tailoring in project management involves making adjustments to match the specific needs of a project. This flexible approach allows project managers to choose the best strategies for the situation, rather than just following standard processes. Understanding tailoring helps project managers lead projects successful.

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What is Tailoring in Project Management?

Tailoring means adjusting project management methodologies to suit the context of a project. This could mean adapting processes, tools, or techniques because of:

• Project size
• Project complexity.
• Organisations capabilities.
• Organisations risk appetite.
• Resource constraints.

Project management tailoring doesn’t mean disregarding best practices. It means selecting the most appropriate practices for each situation.

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But First: What is a Project Management Methodology

A project management methodology is the practices, techniques, procedures and rules that guide a project. It is a structured approach to taking a project from start to finish.

There are different methodologies, each with its own way of managing the project lifecycle. For example, the Waterfall method is like a linear path – each step happens in a specific order, and you can’t move on until the previous step is complete. It’s great for projects with clear, fixed requirements. On the other hand, Agile is like a flexible route with detours and adjustments along the way. It focuses on small, quick tasks and allows for changes as the project evolves, making it ideal for projects where flexibility and collaboration are key.

Choosing the right methodology is important because it helps teams work more efficiently, meet deadlines, and manage risks. Just as you’d pick the best route based on who you are and where you need to go, project managers choose the methodology that fits the project’s needs to ensure a successful outcome.

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Why Tailoring is Important for Project Success?

Tailoring in project management is about making sure the methods used are the right fit for each project. Every project is different. Tailoring helps the project manager deal with the unique challenges of each one. If we don't tailor the approach, the project might just follow a generic plan that doesn't work well for its specific needs. Tailoring allows project managers to balance consistency with flexibility. This helps project managers deliver projects while avoiding unnecessary costs and delays.

Here’s why tailoring is important:

1. Using Resources Wisely: Tailoring helps project managers choose the best tools and processes to use, making sure resources are used efficiently. For example, they might think about how easy it is to get materials or how far the project site is from the suppliers.
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2. Managing Risks: Tailoring helps managers identify and deal with risks early. For example, a small, short project might not need as detailed risk management as a big, complex one.
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3. Keeping Stakeholders Happy: Different projects have different people or groups (called stakeholders) who are affected by the project. Tailoring ensures that the project meets their specific needs, making them more satisfied. For example, government projects might need more input from stakeholders than private projects because they deal with public money and affect more people.
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4. Managing the Schedule: Tailoring allows project managers to adjust the schedule based on things like when resources are available or how advanced the technology is for the project.

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Case Study 1: The Melbourne Metro Tunnel Project

The $15 billion Melbourne Metro Tunnel is one of Australia’s largest public transport infrastructure projects. It involves constructing tunnels beneath Melbourne while minimising disruption. The project managers applied tailored risk management and stakeholder engagement strategies to ensure success.

According to the Environmental Effects Statement, the project team used agile project management practices for areas that required flexibility. For example, during the detailed design phase. For other tasks, traditional waterfall methods were used. For example, when using tunnel boring machines to build the tunnel.

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‍Case Study 2: The Sydney Opera House – Refurbishment Project

The $300 million refurbishment of the Sydney Opera House required tailored project scope management techniques. This was because the building is heritage and UNESCO World Heritage-listed. The project’s scope balanced modernisation with preserving the iconic architecture.

For example, the project scope was customised to align with architect Jørn Utzon’s original design principles, NSW government environmental heritage laws, and the integration of modern building management systems. This tailored approach ensured the successful delivery of the project. Today, the refurbished Opera House maintains its historical significance while achieving a modern, ‘6 Star’ Green Star rating.

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Overcoming Common Project Management Challenges with Tailoring

1. Scope Creep: This happens when stakeholders ask for changes during the project, which can cause the project to grow beyond its original plan. Tailoring helps manage this by adjusting how changes are evaluated and incorporated, making sure they still fit with the project’s goals and budget. Click here to learn more about scope management.
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2. Complex Stakeholder Needs: When a project has many stakeholders with different needs, tailoring helps manage this complexity. For example, in a renewable energy project, stakeholders can range from nearby landowners to government regulators. Tailoring communication and engagement methods ensures that everyone’s needs are met without overwhelming the project team.
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3. Uncertainty and Risk: Projects with a lot of unknowns or risks can benefit from tailoring the risk management process. This could mean having more frequent risk reviews or creating flexible processes that allow for quick action when unexpected challenges arise.

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Best Practices for Tailoring in Project Management

To effectively tailor project management practices, project managers should:

• Understand the Project Context: Take time to analyse the project’s goals, stakeholders, and environment before choosing the right methods to use.
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• Choose the Right Methodology: Pick the best project management approach (like waterfall, agile, or hybrid) based on what the project needs. For example, a software project might use agile, while a construction project might benefit more from waterfall or hybrid methods.
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• Review and Adjust Regularly: Tailoring isn’t a one-time thing. It's important to regularly check how the project is going and make changes to the approach if needed.
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• Consult with the Team: Get input from team members during the tailoring process, since they often have useful insights into what the project needs.
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• Monitor and Measure: Keep track of how well the tailored methods are working and make adjustments if the project isn’t achieving its goals.

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Project Management: A Tailor-Made Future

Projects are becoming increasingly complex. Project-based industries such as construction, renewables and IT are booming. New digital technologies such as AI mean that project managers will need to adapt to new challenges. As a result, project managers with tailoring experience will be key to driving project success.

Tailoring in project management allows project managers to customise methodologies, choosing the right techniques, tools, and processes for each project. This helps to manage resources and risk, as well as to meet stakeholder expectations. As projects get more complex, the ability to tailor approaches becomes an essential skill for success.

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