Why projects fail?...

Projects are always tricky to organise, but more often than not, the underlying causes boil down to
the basics we discuss here.
they’re even worse when you’re under
In this short article we have chosen to focus on the basic
pressure to deliver a successful outcome. causes for project failure as outlined in a study carried out
And they don’t get any easier in spite of all by Harvard Business School in 1982. Yes, that’s over 30
years ago! What is quite surprising is that most studies
the latest tools and techniques. In fact, the that have followed during the intervening period have
failure rate today is just about the same also come up with broadly the same causes:
as it was when we first started keeping l Inadequate definition
l Scope not fully defined
count. It is also a fact that a large number
l Poor or No planning
of projects today have a considerable l Unrealistic timescales “It seems that as
IT content and can often spell failure l Ineffective controls projects become
before they ever get started. The burning l Wrong leader
more complicated,
l Inappropriate team
question has to be: why do these stubborn so the reasons
l Poor communications
statistics refuse to improve? In 2000 the Industrial Society added three more: for their failure
We asked three eminent lead figures at l Unclear objectives become ever more
Cranfield School of Management, John l Lack of stakeholder consultation sophisticated. Can
l Inadequate training
Algar, Steven Carver and Bill Johnson, to we see the ‘Black
All of these use basic human skills and techniques that
comment on the key issues that continue have been recognised for many, many years. Swans’ on the
to inhibit project success. We can group the above as follows: horizon?”
1. Unclear objectives – Inadequate definition –
Scope not fully defined
Just to avoid confusion, it is worth remembering that
true IT projects are very rare indeed. The vast majority 2. Wrong leader – Inappropriate team –
are business projects that happen to have a large IT Inadequate training
component. Well, here’s one reason so many fail – 3. Poor or no planning – Unrealistic timescales –
Managements usually understand what the desired Ineffective controls
outcome is but have little idea of how to get there and 4. Poor communications – Lack of stakeholder
often fail to understand and manage the nuances of consultation
change. Niccolo Machiavelli however, understood the Looking at each of these shows a clear progression
difficulties of implementing change and that was in towards failure.
1532!
1. Many projects have multiple objectives which can cause
Is the problem that we’ve forgotten the words of Steven confusion as different stakeholders focus on different
Covey? ‘When you make a mistake, admit it, correct it, things. We think that there should be a single objective
and learn from it’. This may seem naïve in our age of with the rest of the desirables identified as success criteria
technology but again we remember the immortal words or factors. It stands to reason that if the objective is
of Grady Booch – ‘a fool with a tool is still a fool’. But unclear then the definition will be unable to set out what
is the nub of the issue as simple as not putting enough needs to be done - therefore sections of the scope will be
effort into learning the lessons of the past? missing at all levels. In some scenarios we know it will not
It seems that as projects become more complicated, be possible to fully define all of the scope at the outset.
so the reasons for their failure become ever more However, if a layered scope is developed using a WBS1
sophisticated. Can we see the ‘Black Swans’ on the approach, then it should be possible to define the entire
horizon? This is not to belittle our greater understanding project, early in its life cycle, at a high level, adding more
of the reasons for failure. But when we investigate these, detail as it becomes clear what needs to be done.
1 Work Breakdown Structure

MARCH 2014 | www.pmtoday.co.uk

 2. It is well known that projects work better with a good team - yet we pay little
more than lip service to team building. This is made much worse in a matrix “It is surprising
organisation where the team never really has the chance to work together and, how many people
even worse, when they are in different countries and/or time zones. There is
no real substitute for ‘face’ time. Many years ago Bruce Tuckman observed think, mistakenly,
how people come together as a team – forming, storming, norming and then that monitoring
performing. Unfortunately it doesn’t work very well in a virtual world. Then we
consider the important relationship between the project sponsor and the project
what is happening
manager; we have seen many instances where they have never met face to face constitutes control;
and, because of inadequate training the sponsor feels it is his/her role, even duty,
monitoring and
to wield the big stick rather than to simply say ‘how can I help?’
3. Back in the ‘good/bad old days’ before computers for everyone, planning control are not the
was a largely manual exercise involving people discussing what needed to be same thing! On
done, when it needed to be done by and developing an understanding of the
analysis one quickly
interfaces and ‘pinch’ points within the project. This aided the development of a
sense of ownership and commitment within the team and helped make sure the understands the
plan resembled the probable reality. Without this dialogue we plan in isolation, options for control
we lose the collective commitment and the assortment of plans leads to false
views of timing and achievable end dates. There is an old saying: ‘what you can’t are extremely limited
plan, you can’t manage’ and ‘what you can’t manage, you can’t control’. It is followed by the
not a big jump to see how this leads to ineffective controls. It is surprising how
many people think, mistakenly, that monitoring what is happening constitutes
realisation – it is best
control; monitoring and control are not the same thing! On analysis one quickly to get it as right as
understands the options for control are extremely limited followed by the
possible before we
realisation – it is best to get it as right as possible before we start.
4. In most project failure surveys, communication ranks as one of the key factors. start.”
Communication channels can be considered as the veins of Project Management.
Information is the life blood of a project and it needs to flow effortlessly
through those veins. We have seen too many projects where there is neither
a communications strategy nor a plan. It is hardly surprising that these projects
struggle to survive - let alone be successful. Two way communication is necessary
for good governance so that the channels allow essential concerns at the work
face to be fed back to senior management without fear of reprisal. It is also
clear that if there is no communication plan then it is unlikely that stakeholders
will be consulted in a “deep and meaningful” manner. And we know from long
experience that when stakeholders are denied their input they are likely to quickly
become “blockers” with a mission to deny the project even the smallest success!
The amazing thing about all this is that most of the issues above are at least
30 years old. You would think by now that we would have learned how to
overcome these basic Project Management failings, but it seems we haven’t. To
demonstrate our point, just look at some of the issues identified by the National
The Key Causes
Audit Office in September 2013 for the DWP Universal Credit programme: of Project Failure
l Unclear objectives Unclear objectives
l Unrealistic plan Inadequate definition
Scope not fully defined
l Inappropriate team
l Poor communication Wrong leader
Inappropriate team
l Ineffective controls Inadequate training
Just to reinforce the point, let’s also look at the OGC’s Common Causes of
Poor or no planning
Project Failure; 6 of their 8 causes can be identified in our 30 year old list: Unrealistic timescales
l Unclear objectives Ineffective controls

l Poor leadership Poor communications

Lack of stakeholder
l Lack of stakeholder consultation
consultation
l Poor planning
Sources:
l Poor communication National Audit Office
Office of Government Commerce
l Inappropriate teams

MARCH 2014 | www.pmtoday.co.uk

Organisations and government invest vast sums of money in projects invaluable in bringing the knowledge taught into action in a safe
and the amount lost or wasted is staggering indeed. PMI in a recent but realistic environment. More importantly through this experiential
report suggested that 17% of these investments is lost and gone learning the knowledge sticks and helps us all to move forward
forever! towards a future with fewer project failures.
With decline in our manufacturing base it has been said that 70%
of the effort expended in business today can be described as project Our Thanks to the Course Directors:
related. This suggests that there are a lot of projects out there and John Algar
therefore a correspondingly high number of project managers. Director of Specialised Open Programmes
It is, therefore, a little worrying that the APM, the UK’s centre of Director of MBA & MSc Project Management
excellence for all things project, can only count on some 25,000 Core Programmes
members. Does this mean we are more interested in just getting Director of Improving Project Performance short
things done rather than using Project Management properly? At course
the same time it seems anyone charged with achieving something Lecturer in Programme and Project Management
is entitled to call themselves a project manager – we are mindful Steven Carver
here of Dr Laurence Peters’ description of an expert – ‘a person Lecturer of Project & Programme Management
who makes three correct guesses consecutively’. Just because you and Crisis Communications on the Full-Time and
were successful/lucky three times in a row does not automatically Executive Cranfield MBA
make you a good project manager. A quick look at the Bodies of Director of Improving Project Performance short
Knowledge of either the APM or PMI will clearly show how much course
skill and ability is really needed for consistent performance. Director of Leading Successful Projects &
Over the last decade or so it has become apparent to us that many Programmes short course
so-called “project managers” have little understanding of the basics Bill Johnson
of project management. Ignoring this simply increases the risk and Visiting Fellow at Cranfield School of
therefore the chance of failure Management, Fellow of the Royal Society of
Here at Cranfield we try to make sure our students and delegates Arts and Member of the Association of Project
understand the importance and relevance of the basic skills before Managers
moving on to work with more recent approaches e.g. Critical Chain, Director of Improving Project Performance short
Agile etc. We have found the use of interactive project simulations course

www.pmtoday.co.uk | MARCH 2014