"The most frustrating thing for me is updating a Gantt chart that no one actually looks at. All they want is beautiful red and green bars while spending hours discussing long timelines—without really addressing execution."
- Senior Program Manager with 20+ years of experience
That was the blunt feedback from a senior program manager with over two decades of experience managing manufacturing projects. And the more we spoke to seasoned managers like him, the clearer one truth became: Project managers are tired of being spreadsheet jockeys.
With no offense to the existing tools, most of them are just elaborate visualization aids—helpful for painting a picture but rarely ensuring real execution. Often, they end up serving as political instruments, shaping narratives around delays rather than preventing them.
Why Execution is a Nightmare
Why do projects still fail despite sophisticated tools? Why don't these tools sync with real-world execution? The answer lies in the nature of projects themselves.
Unlike operations—where everything is standardized, from production targets to machine conditions—projects are inherently non-standard. They involve unique challenges, unforeseen bottlenecks, and evolving dynamics that cannot be fully anticipated. No matter how well you plan, execution remains a complex, ever-changing reality.
The Event-Trigger-Action Framework
Effective project management demands a deep understanding of the science behind execution. At its core, project execution follows an Event → Trigger → Action cycle:
- Event: A significant occurrence in the project (e.g., a task is completed, a supplier delays shipment)
- Trigger: The system detects the event and identifies whether it requires action
- Action: The project team receives a notification for corrective measures
The Core Issue
Most project management tools fail at the trigger stage. In reality:
- Teams react only when an issue has already derailed the project
- If a scheduled event does not occur, there's often no automatic trigger for action
- Manual monitoring is required to catch delays, leading to inefficiencies and human errors
For example, if a critical task is not progressing as per plan, how do we detect the problem early? Are we solely relying on a team member saying, "It's 60% complete"? Without an automated mechanism, these gaps in execution become costly.
Human Energy Problem: Where Technology Must Step In
A significant portion of a project manager's time is wasted on mundane, repetitive tasks—updating progress, chasing status updates, and filling reports. This is a colossal waste of human energy.
Human intelligence should be reserved for creative problem-solving, strategic thinking, and decision-making. Technology, on the other hand, should take charge of monitoring execution, detecting issues, and triggering alerts when things go off track.
How IPM Changes the Game
Intelligent Project Management (IPM) leverages technology to:
- Track overall project progress in real-time using a velocity-based approach
- Automatically highlight risks due to incomplete tasks
- Implement Kinematic Project KPIs that serve as triggers for action
The Future of Project Management
Project management should not be about creating reports, updating charts, or navigating office politics. It should be about executing efficiently, adapting swiftly, and delivering results.
The shift to Intelligent Project Management is not just about better tools—it's about redefining how we approach execution. It's time to stop managing projects reactively and start managing them intelligently.