The power of preparation
In our monthly blog ‘Deconstructing Change‘ our internal change experts, Rachael Hays and Gayle Lui, look at all things change and transformation. In this edition, Transformation Director, Rachael, discusses why approaching a project without thorough training and preparation is a recipe for stress and potential failure. Enjoy!
At the start of September, my daughter sat the 11+ exam, the results of which will determine which secondary school she goes on to attend next year. After observing her, (enforced), summer of revision and encouraging her by saying that “practice makes perfect”, I resorted to using real life examples from project management to explain why learning the skills to make sure she was prepared would make this, and future tests easier, and even hopefully, enjoyable.
When faced with a major project, whether in business, academia, or personal pursuits, the process can feel overwhelming. Deadlines loom, expectations are high, and the pressure to deliver something of value is intense. It’s easy to jump straight into action, eager to see results. But just as you wouldn’t sit an exam without revising, approaching a project without thorough training and preparation is a recipe for stress and potential failure.
The exam analogy: why preparation matters
Imagine you have an important exam coming up. The content is vast, the questions could be anything, and your performance will directly affect your future. You wouldn’t walk into the exam room hoping to wing it. Instead, you’d likely spend weeks, if not months, revising the material, practicing past papers, and ensuring you fully understand the subject.
Projects are no different. They require a deep understanding of the goals, potential challenges, and the skills needed to succeed. Just as revision helps you internalise knowledge and approach an exam with confidence, training equips you with the tools and mindset needed to tackle a project head-on.
Revision isn’t just about cramming facts; it’s about building a solid foundation of understanding. Similarly, project preparation involves laying down the groundwork before diving into execution. This includes:
- Understanding the Scope: Just as you would review the syllabus to understand what’s expected in an exam, understanding the scope of a project is crucial. What are the objectives? What are the deliverables? What are the constraints? Without this clarity, you might focus on the wrong areas, wasting time and resources.
- Skill Development: In preparing for an exam, you often discover gaps in your knowledge. Perhaps there’s a concept you don’t fully understand or a formula you keep forgetting. This is a signal to revisit those areas, seek help if needed, and practice until you’re confident. In project terms, this might mean training team members on new software, improving communication strategies, or refining processes that are crucial for success.
- Scenario Planning: When revising, students often practice with past exam papers or potential questions. This prepares them for different scenarios they might face during the exam. Similarly, project preparation involves anticipating potential challenges and planning for them. What could go wrong? What are the risks? By considering these factors in advance, you can develop contingency plans, reducing the likelihood of being caught off guard.
Practice makes perfect
There’s a reason students spend so much time on practice questions. The more you practice, the more familiar you become with the format and expectations of the exam. Your confidence grows, and you’re more likely to perform well on the day.
In projects, this translates to simulations, pilot runs, or even just repeated drilling of key processes. For example, if your project involves a product launch, conducting a series of mock launches can help iron out any kinks. If the project is a marketing campaign, running A/B tests can highlight what works and what doesn’t. These practice runs might not be the final performance, but they’re invaluable for refining your approach and building confidence.
Mental preparation: reducing anxiety and improving focus
Exams are as much a mental challenge as they are an intellectual one. The stress can be overwhelming, and without proper mental preparation, even the most knowledgeable student can falter. The same applies to projects. Anxiety and pressure can derail even the best plans if you’re not mentally prepared.
Just as students might use relaxation techniques, study schedules, or positive visualisation to prepare mentally for an exam, project leaders and teams should consider mental preparation strategies. This could include setting realistic milestones, encouraging a positive team culture, and ensuring that everyone feels supported and motivated.
Execution: the exam day
Finally, the day of the exam arrives. If you’ve prepared well, you enter the room with confidence, ready to tackle whatever comes your way. The same holds true for projects. Once the preparation is complete, execution should feel like a natural next step, not a leap into the unknown.
The more thorough your preparation, the more likely you are to execute the project smoothly. You’ll be better equipped to handle unexpected challenges, adapt to changes, and deliver a successful outcome.
Conclusion: Preparation equals success
In both exams and projects, success is rarely about innate talent or luck. It’s about preparation, practice, and perseverance. By investing time and effort into training and preparing for a project, you’re not only increasing your chances of success but also reducing stress and improving the overall experience for everyone involved.
So, the next time you’re tempted to dive straight into a project without proper preparation, think back to your school days. Remember the importance of revision and the confidence it gave you when you finally sat down to take that exam. Projects, like exams, are challenges to be met with preparation, not procrastination.
If you would like to talk more about an upcoming project and how Definia can help you, reach out to the team today.
