Project Management Tools and Techniques in High-Technology Smes
Project Management Tools and Techniques in High-Technology Smes
Project Management Tools and Techniques in High-Technology Smes
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Introduction
Project management is a well-established discipline that defines in detail the tools and
techniques that are required to define, plan, and implement any project. However, while
many researchers have addressed the issues surrounding the management of projects
within large firms (White and Fortune, 2002; Bryde, 2003), there has not been much
published to date about the management of projects in small-to medium-sized
enterprises (SMEs).
This paper examines previous empirical studies on project management
implementation in various industry sectors and the success criteria and factors most
frequently adopted. The paper also examines the results of a survey distributed to 200
owner/managers of high-technology SMEs in Ireland that attempts to recognise the
general characteristics of projects undertaken by SMEs, the issues they encounter and
their opinions on how SMEs can use project management to achieve greater efficiency
and competitiveness.
SMEs, ranging from the dynamic, innovative and growth-oriented to the traditional
enterprises satisfied to remain static, are critical to the economy as an engine of
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economic and social development (Hallberg, 1999). Increased importance has been
given to SMEs within European Union (EU) industrial policy (Floyd and McManus,
2005). According to the European Competitiveness Report of 2003, SMEs account for
99 per cent of activity in the EU. The focus on high-technology SMEs derives from
their importance to the Irish economy with their capacity for generating employment
and promoting innovation (Warren and Hutchinson, 2000).
Project management is a well-established well area of professional expertise and
academic research aimed at encouraging improvement in a system (White and Fortune,
2002). Project management offers a systematic approach to all stages of a project by
ensuring that every step is carefully planned, monitored, and measured. Although
initially intended for application in large organisations with complex systems that
require such a process (Baccarini, 1999), modern methods of project management can
be adapted and altered to suit the needs of the smaller organisations.
This paper aims to develop an understanding of project characteristics and how they
are managed within SMEs, what factors enhance project success and the perception of
the potential of project management as a process. These findings will contribute to the
development of a simplified approach to managing projects in SMEs.
Characteristics of SMEs
The definition of an SME has varied over time and there has been a lack of consensus
about what constitutes a small or medium sized firm (McAdam et al., 2005). For the
purpose of this research, using the European Commissions definition, SMEs have fewer
than 250 employees, a turnover of less than E250 million and/or an annual balance sheet
less than E43 million. The above definition also considers the potential relationships that
exist between SMEs and other enterprises defining three categories of SMEs
autonomous, partner, and linked. Most SMEs are autonomous meaning that they are
completely independent or have only minority partnerships (less than 25 per cent). For
practical reasons within this study SMEs were defined by their staff count and annual
turnover. This approach has been adopted in many previous empirical studies (Johnson
and Turner, 2000; Hudson et al., 2001; Gray and Mabey, 2005; McAdam et al., 2005).
SMEs exhibit both advantages and disadvantages when compared to larger
organisations. Many SMEs have a greater potential flexibility and closeness to the
customer and an edge towards customisation and innovation (Audretsch et al., 1998).
They seek out markets where their advantages count and they are not in direct
competition with their larger counterparts. However, despite these key advantages,
SMEs lack economies of scale, scope, and learning.
SMEs also exhibit behavioural features that give them an innovative advantage over
large firms these include the ability to respond rapidly to external threats or
opportunities, more efficient internal communications and interactive management cycles
(Edwards et al., 2001). However, Rothwell (1992) found that SMEs were limited in their
ability to innovate as they, lack the material and technological resources that enable large
firms to spread risk over a portfolio of new products and fund longer-term R&D.
Yet is has been shown that project managers in small firms were weak in the areas
of motivation, marketing, and management (Ledwith, 2004). Small firms demonstrated
limited use of project management techniques and were not benefiting from project
management in terms of increased new product success. Despite this result it was
observed that by improving project planning, establishing clear priorities and setting
clear objectives, small electronics firms could improve new product development
performance by reducing project delivery times.
Munns and Bjeirmi (1996) conclude that despite the differences between project success
and project management success they complement each other. A project can succeed
despite the failure of project management but successful project management
implementation can increase the potential for success on an overall project scale.
Project management
Project management has existed, in theory, for centuries with its informal application
by the Chinese and Egyptians in such feats as the Great Wall of China and the
Pyramids. However, modern project management is a recent phenomenon gaining
initial acceptance in the rapid development of the information technology industry
(Fox, 2004).
The Project Management Institute (2000) provides a simplified definition of project
management as the application of knowledge, skills, tools, and techniques to project
requirements.
The emergence of modern project management owes to three core stimuli
(Baccarini, 1999):
(1) Complexity Growing complexity of tasks and a need for a greater degree of
specialisation.
(2) Change Increasingly dynamic environments with constant pressure within
organisations to implement change due to global competition.
(3) Time Demand for tasks to be completed as quickly as possible.
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Over time modern project management has emerged as a discipline that has constantly
remoulded itself to allow for expansion in its practice. Crawford et al. (2005) suggest
that as a discipline, project management is dynamic facing new challenges, as tools,
methods and approaches to management that comprise the discipline are applied to
different areas, for different ends, and in different cultures.
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Distinguish success factors within the control of the project manager and factors
outside his/her control.
Determination of a projects success criteria has recently become more complex (Belassi
and Tukel, 1996) with the traditional criteria of time, cost and performance no longer
sufficient. On any project, there can be numerous parties each with their own perception
of success. Pinto and Slevin (1989) recognised this ambiguity in determining project
success by concluding that it is still not clear how to measure success because the
parties who are involved in projects perceive project success or failure differently. For
the purpose of this study, senior managements perception of success was considered
based on their overwhelming influence in SME procedures.
Research has contributed to a significant quantity of factors that could be described
as critical to a projects outcome. But projects are individual and unique and each
project can have a different set of success factors. Belassi and Tukel (1996) stated that a
combination of many factors, at different stages of the project life cycle, result in
project success or failure. Table I outlines the key success criteria and success factors
seen to be most significant from previous empirical studies.
The three basic criteria of time, cost, and quality appear regularly in Table I.
Additionally, client satisfaction is seen as a significant factor in achieving overall
project success. Westerveld (2003) also considered the appreciation of the various
parties involved both directly and indirectly in the project.
The success factors listed in Table I include many items that could be implemented
within SMEs. But in considering the application of different success factors in SMEs
it is important to remember that SMEs are generally characterised as having basic
organisational structures with simple planning and control systems. This would
suggest that SMEs should adopt a simplified approach to managing projects. Having
reviewed the success factors in Table I, six were considered to have the greatest
potential benefit to SMEs:
(1) Clear goals/objectives
(2) Senior management support
(3) Resource allocation
Author
Success criteria
Success factors
Not addressed
Not addressed
Relationship management
Resource management
Time management
Cost management
Risk management
Westerveld (2003)
Clear goals/objectives
Realistic schedule
Top management support
Adequate resources
Effective risk management
Clear communication
channels
Cooke-Davies (2002)
Not addressed
Risk management
Responsibilities plan
Scope change control process
Line of sight feedback
Learning from experience
Cost
Time
Quality
Client satisfaction
Clear goals/objectives
Top management support
Scheduling
Sufficient resources
Planning and control
Monitoring and feedback
Client consultaation
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Table I.
Literature review of
success criteria and
success factors
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Characteristic
% of sample
(n 40)
Organisational structure
Projectized
Project-matrix
Matrix
Matrix-functional
Functional
5
2
38
22
33
63
20
10
2
5
Characteristic
Project duration
Under 3 months
3-6 months
6-12 months
Over 12 months
Project staffing
1-10 people
10-30 people
>30 people
Firm size
1-50
51-100
101-250
% of sample
(n 40)
25
33
27
15
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85
13
2
Table II.
50
25
25
Organisational and
project characteristics
Quality is rated as the most important success criterion; the literature would suggest
that this is not the case in larger firms with more mature quality management systems
in place. The results also suggest that project success is based more on internal than
external factors. This result is supported by the level of agreement with the statement
Success of projects within my organisation is mainly determined by internal factors
in Table III. Clear goals/objectives and Senior management support were both
considered the most important success factors, this supports existing literature.
Resource allocation was also identified as an important success factor. This is not
surprising as resources are frequently an issue for SMEs.
Respondents were also asked to identify the most influential decision makers
within projects in their firms, average results are shown in Table IV. Not surprisingly,
owner-managers were found to have the most influence in decisions relating to
projects, followed by project and functional managers. This supports the belief that
owner-managers are closely involved in all aspects of operations with few layers of
management in most SMEs (Ghobadian and Gallear, 1997).
4.80
4.70
4.30
4.30
4.20
3.78
3.44
4.56
4.56
4.22
4.00
3.63
3.22
Table III.
Success criteria and
success factors
(mean scores)
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Table IV.
Influential decision
makers (mean scores)
Statements
Table V.
Levels of agreement to
statements (five-point
Likert scales, mean
scores)
4.67
4.03
3.92
3.63
3.00
Mean score
4.18
4.06
4.06
4.00
3.82
3.79
3.67
3.52
3.48
3.39
3.30
3.23
3.22
2.90
2.61
2.52
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When asked if they thought that project management was too complex a process to
implement in SMEs the responses were as follows:
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Finally, the level of usage of a variety of project management tools and techniques was
measured. These results are shown in Figure 1. They show that while many of the
firms use project teams and actually plan projects few SMEs are using the more
complex project management tools such as Earned Value or Critical Path Method.
The data also raises a question about how SMEs use Microsoft project if they are not
using it to implement the various project management techniques listed in Figure 1.
Statistical analysis
Statistical analyses in the form of independent sample t-tests and Pearson correlations
were performed to further explore the responses and the potential relationships
between them. One of the aims of the survey was to try to understand how
Tools & Techniques
20
Project Teams
19
Project Planning
16
Microsoft Project
14
Gantt Chart
10
Project Control
Critical Path Methods
4
1
Figure 1.
5
10
15
Number of Firms
20
25
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Factor
Table VI.
Impact of full-time
identifiable project
manager
Firms without
full-time identifiable
project manager
Comparison of
means, sig (2-tailed)
3.42
1.88
2.00
4.36
1.64
1.14
0.009*
0.516
0.020**
Firms with
identifiable project
management process
Firms without
identifiable project
management process
Comparison of
means, sig (2-tailed)
3.42
1.77
1.95
4.25
1.80
1.31
0.017*
0.910
0.080
Organisation structure
Number of employees
% turnover spent on projects
Factor
Table VII.
Impact of identifiable
project management
process
Firms with
full-time identifiable
project manager
Organisation structure
Number of employees
% turnover spent on projects
Note: t-test significance: *p < 0.05
Overall project success was calculated as the average of these three components. The
data were tested for any significant relationships between key project management
variables and project success; results are presented in Table VIII. Success was
considered both in terms of the three components described above, budget, schedule
and performance, and in terms of overall success. One of the most interesting findings
from the analysis was that there was a significant positive relationship between the
employment of a project manager and overall and performance success. While neither
the application of project management nor the use of Microsoft project were found to
significantly enhance project success organisations that use project planning
techniques were more likely to achieve success in project budget and schedule. This
result is supported by the level of agreement to the statement A well defined project
management process is a necessity for successful implementation of projects as was
seen in Table V.
The data were analysed to identify any relationships between the rating by firms of
difference success criteria and project success, see Table IX. The only success criterion
that was linked with overall project success was completion within schedule. In other
words, firms who consider completing a project within schedule as an important
success criterion are more likely to achieve project success. This result is interesting in
the light of the results reported in Table III where completion within schedule was not
reported as one of the most significant success criteria. However, previous research
(White and Fortune, 2002) has identified completion within schedule as an important
success criterion. It is also worth noting that the relationship between two success
Question
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0.018*
0.077
0.216
0.002**
0.500
0.673
0.869
0.117
0.663
0.831
0.845
0.232
0.016*
0.017*
0.037*
0.114
Table VIII.
Notes: Responses to the questions above were based on a bi-polar scale. t-test significance
(2-tailed): *p < 0.05; **p < 0.01
Success criteria
Completed within budget
Completed within schedule
Meets required quality standard
Meets specification
Appreciation by user
Appreciation by stakeholder
Appreciation by project personnel
Note: *Correlation is significant at the 0.01 level
Pearson correlation
Sig. (2-tailed)
0.253
0.448
0.072
0.064
0.257
0.072
0.139
0.136
0.006*
0.675
0.712
0.131
0.675
0.419
Project management
and project success
Table IX.
Relationship between
success criteria and
overall project success
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Project success is more likely in firms that have full-time identifiable project
managers and that apply project planning techniques.
This study begins to identify the manner in which SMEs manage projects and also
some project management practices that are linked with success. However it also raises
several questions about the use of project management tools and techniques within
SMEs and how these tools and techniques can be used to increase project success.
Further investigation is required to answer these questions, to deepen the
understanding of project management in SMEs and to develop an approach to project
management that can increase the likelihood of project success within SMEs.
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About the authors
Alan Murphy is a research student with the Enterprise Research Centre at the University of
Limerick. He is investigating the use of project management tools and techniques in small hightechnology firms. E-mail: [email protected]
Ann Ledwith is a lecturer in the Department of Manufacturing and Operations Engineering
and a member of the Enterprise Research Centre at the University of Limerick. Her research
interests include project management, the management of innovation and new product
development in small firms. She is a member of the PDMA UK & Ireland Steering Group. Ann
Ledwith is the corresponding author and can be contacted at: [email protected]