ABSTRACT: the team to be informed on the key


Every project team desires to have a successful
project implementation. A collaborative project brings together people with
diverse skill sets, and working styles together. The teams could be located in
a single office or distributed geographically. Depending on the type of project
being implemented, there are several factors that have influence on the
progress and success of the project. We consider it important for the team to
be informed on the key critical success factors that have either already been tried
and tested, or some as described by the industry and personal experience of the

We Will Write a Custom Essay Specifically
For You For Only $13.90/page!

order now

In this paper, we are describing the ten most critical factors
that impact the success of any project. The approach we took was a
collaborative one, in which all the team members shared their experiences in
the industry, as well as learnt about the various factors through researching
respected journals.

The paper describes the ten critical success factors impacting the
success of a project. The paper also presents ideas on some key performance
indicators that are useful to measure the status and quality of the overall
project. The indicators also are useful for the stakeholders to know the
progress of individual milestones and overall quality of the project. The paper
also describes ideas on what are some factors influencing the success and
failure of projects.

We hope that this paper will serve its purpose by influencing
positive outcomes by disseminating the information in the industry.






project is all depends on the final outcome of the project. Project management
and project success are not directly related and project can be successful even
if the management fails. However, project implementation has been defined in
many ways and most of the researches tell that for any project to be
implemented successfully they should meet four important factors they are.

On Schedule

On Budget

Effectiveness criterion

Final Client satisfaction

the management divides the project in to small modules and sets time frame for
each module and a budget limit along with a particular specification like
releasing the product internally and test it and see the effectiveness of the
product. Later releasing it to limited number of clients to get their feedback
so that it will help us in understanding the customer satisfaction and the
trending changes in the market. All these are controlled by project management
to achieve the final goal by utilizing the existing resources and using the
tools of the company without affecting anything. If we meet all these four
factors successfully then we can be assured that project is implemented



1. Project mission – The project mission
statement gives the team a clarity on the common goal.  It improves the
quality and efficiency of the project. Poor project mission will confuse the
team and hampers the team performance in achieving the goals. The project
mission statement has to be prepared by taking the inputs from all parties
involved. The project mission states what, why and how a project should be. The
project mission statement also imbibe trust in the end users. We can explain it
more clearly with the help of public sector projects. The project mission gives
the public a clear understanding of the project and what to expect from the
project. The incomplete project mission pushes back the investors and
stakeholders from the project.

2. Top management
– The top management refers to the highest-level officers and executives. These
are the people who actually check out the policies which act as the framework
for the team to implement the project and their support acts as a critical
success factor to the project’s success. They are the actual initiators of the
project and generally they are also the key stakeholders in the project. The
project has to be validated and reviewed from time to time, this is where top
management have to be effectively involved and alert the team and should also
provide the resources if needed. If the top management is serious about the
project, the team, managers, everybody will be on alert and this also instill
the confidence in the stakeholders, investors and the users, thus making it a
critical success factor.

3. Project
schedule/plans – As they “without a plan, we plan to fail”. Project
schedules and plans are so crucial because they act as input to the development
of the project. It acts as a tool to communicate about the work among various
teams within the project. The project schedule/plans include survey and
analysis, market research findings, developing and presenting the designs,
develop the concept models, develop and revise the prototypes, design the
development and testing process and supervising project management activities,
thus making it as a critical success factor.

4. Client Consultation
– It is an initial stage of project implementation, during that time the
project is discussed. But most of the managers will think that they have
completed all scenarios but miss few scenarios, if everything is initiated
correctly from the start then the clients will accept the product. According to
the articles it is said that client consultation is the beginning stage of
project and it will help to increase the project acceptance later or at the end
of the development.

5. Personnel –

6. Technical tasks – It refers to the implementation people and
ensure that they are not only available for particular group but all technical
skills and advanced technology is available for everyone to perform their

7. Client acceptance – The act of “selling” the final project to
its ultimate intended users. Client acceptance is one of most important success
factors. All the effort made by the entire team is validated when the client
accepts the end product. For this to happen, the team has to make sure that the
client is given the proper and successful demo of the product. To get a good
demo, the team has to setup a perfectly working demo environment or a demo
system where things work smoothly and least amount of issues. This may require
additional hardware and equipment such as additional virtual machines, and
specific devices. Make sure the network works without hiccups. If there are any
issues that cannot be resolved, the team can make an effort to identify the
issues and limitations into the Known Limitations documentation, and also
inform the client regarding the issues.


Monitoring and feedback – Timely provision of monitoring and providing
feedback information at each phase in the implementation process can positively
affect the project. For any project, there must be monitoring of the various
tasks that are in progress. The individual team members who are assigned the
tasks should be able to provide the status of their progress, which will help
in understanding the overall progress. For every project, there would be
several releases, each having its own schedule. The project leads have to gather
the status of individual tasks and get a sense of how much overall progress has
been made, and figure out if the scheduled dates can be reached as decided
earlier. Also, monitoring includes taking a look at individual performance and
strength in their tasks and understanding if they are facing issues completing
the tasks as this may impact the overall schedule. Then, based on the
monitoring, feedback can be given to the members that will highlight the
strengths and constructive feedback that will help the members to make
necessary changes to improve their work.

Communication– The provision of an appropriate network and
necessary data to all key factors in the project implementation. Communication
includes establishing the necessary paths between the members in the project,
establishing the required tools for communication, and the formats of data
exchanged to keep everyone updated on the latest status, and any issues that
needs to be resolved. Regular communication is essential to understand the
various aspects of the project progress. This also allows for exchange of ideas
among the team.

10. Trouble-shooting – Ability to handle unexpected crises and
deviations from plan. Unexpected situations may arise during the execution of a
project. One deviation that could happen is team members unable to work due to
unexpected health issues, or family emergencies. This would lead to change in
release schedule, or change in the scope. To avoid the change in scope or
change in schedule, the team has to look to load balance the remaining tasks
among themselves. If that is possible for the team to load balance, then there
would be no need for changing the schedule and scope. However, one thing to
consider is to take into account such scenarios in the initial phase when communicating
the release schedule and scope to the stakeholders. It is a good idea to add a
buffer time that would absorb such unforeseen events.




The project management team should focus on
improving the quality of the project and improve its success rate without any
interruptions from day 1.  The best way to improve the project success and
quality is to primarily focus on the scope of the project. It includes the
design and documentation of the project. So, focusing and investing on this
area yields best results. One must be accurate with requirements to be gathered
which acts as inputs to the development of the project. The second thing to be
done to increase the project success and quality is to set the reachable and
reasonable milestones so that the teams can work with lot of enthusiasm to
reach those goals. Another important thing to be considered is communicating the
requirements and results from top to bottom of the project team hierarchy. But
implementing all these steps is not an easy thing in real time environments,
even if we implement at least 60% of this it would considerable increase the
project success and quality.



Every project needs to establish the KPI (key
performance indicators) as this will help in gauging the overall project
performance and progress. Several factors help the management and leaders to
understand the performance of the project. These factors can be broadly
classified into four categories, namely: Timeliness, Budget, Quality, and

Timeliness category includes,

Time Spent on the project overall, time spent on individual features, and
time spent on individual tasks by the team members. These indicators can help
identify the areas where most time is spent, and whether it is having an
equally beneficial impact on the project.

The number of changes made to the schedule. The schedule can be
changed during the initial phase of the project, when the requirements,
resources, and timelines are evolving. However, after the schedule is
communicated, if there are changes to the schedule, that could sometimes mean
that there is a change in the scope, change in requirements, or unseen change
in schedule of team members. Changing the officially communicated schedule can
disrupt the expectation with external stakeholders who are expecting the
product to be delivered at a specific date.

Budget category includes,

Number of budget iterations that have been made before the final version.
More number of iterations means the planning team is spending lot of time on
finalizing the budget. However, that might not always be a negative thing, as a
better planned budget plan can mean unexpected scenarios may be covered.

Budget Variance, this indicator relates the actual budget used
with the project budget. If the variance is too high, meaning that the actual
budget is too high above the projected budget, that indicates either the
projected budget was not well planned, or there are too many unexpected
scenarios that have creeped into the project.

Quality category includes,

Number of errors, meaning the number of times the budget or
schedule has to be revised due to errors and the need to redo the tasks.

Customer complaints, the more number of issues reported by
customers could mean either there are defects or the product contains some
behavior that is not expected by the customer.

Effectiveness category includes,

Milestones that are signed off on time, this means the
individual milestones within the bigger schedule are being completed on time,
which includes validation and testing of the milestones and sign off by the

The number of returns, this measures the return rate for individual
parts in the product, or the product as a whole. A bigger rate translates to
quality issues, or customer complaints not resulting in resolution.



The research on critical success factors evoked
several responses and answers from all the team members. The individual members
through their research learnt about several factors and important concepts for
project success. The team discussed together the various concepts,
methodologies, and factors collaboratively. Every idea was given the time and
effort to socialize with the team and discussed the pros and cons for the

Every viewpoint was carefully read. And through discussion, and
combined with our industry experience, we came with the ten best success
factors that were most important. The discussions were lively, vibrant, and



can be successful or fail because of many reasons. But if we say that project
is successful we are considering some factors, like time is the give task is
completed on time and in the given budget or not also the performance of the
product if it meets all these three factors than the manager will agree that
the project is successful. According to the recent studies there are many
factors for a project success and failure, during the initial stages of the
project, an authorization will be given to the project managers to discuss
about the projects layout and the risks involved in the project with the team
mates to better understand the project and the expectations of the clients.
Every project will have both success and failures they are.

for Successful Project:

1. Project Definition: It is the initial
stage for any project to get accepted and if the scope of the project is strong
and is well explained then it will help the project to be successful.

2. Project Strategy:
Once the project is accepted we should come with a better strategy to complete
the project in a specified time and budget with the existing resources.

3. Support: Trust is the key reason for
most of the project success. If the higher authority support both the project
and the project manager and by encouraging them in all times will help the
project success.

4. Availability of Resources and Funds:
Once the tasks are divided we should check all the resources and if they are
not sufficient then depending on the budget we should hire temporary resources
to complete the project.

any project to be successful there are two types of steps to be followed one is
Project Management issues and the other one is performance issues it will come
once the project is developed completely. They are

1. Cost: Every project will have an
estimated budget and it will help us to ensure that the project is successful. Mostly
it will be calculated at the end of the project and if the project doesn’t
exceed the given budget then it is successful, but mostly projects will not
have fixed budgets during the initial stage.

2. Time: It is the very important factor
for any project success, if the project is completed in the given time and
meeting the scheduled dates then the project is successful.

3. Performance: It is nothing but the
quality once the project is ready we should make sure that it is meeting all
specifications and have less maintenance costs.

for Project Failure:

Most of the projects will
fail because of the following reasons. They are

1. Project Scope: If the scope of the
project is not clear and the data provided by the client is not sufficient then
it will lead to project failure.

2. Estimation of Cost, Time and Benefits:
During the POC if the company estimates wrong budget time and resources then it
will affect the project and the chances are very less.

3. Wrong Technical Requirements: If the
requirements are not matching or sufficient then it will affect the project

4. Communication Issues: Less
communication or means less consideration from both stakeholders and clients
requirements. If the requirements are not met properly then it will affect the



One must follow the best practices in the
implementation of the project so that it increases the efficiency of the teams
involved and improves the quality of the deliverables. Some of the best
practices are discussed below:

1. Continuously
monitoring the work progress: The project managers have to continuously
monitor the work progress and draft the progress report so that they can able
to figure out the defects in the implementation.

2. Communicating with
the team:
Effective communication has to be adopted and the requirements and the
deliverables have to be communicated properly among the teams.

3. Revising the budgets: The budgets have to be
revised from time to time basing on the market trends and several other
factors, so that the whole project is not affected by that particular segment
which is deprived of the resources due to external factors

4. Continuously getting
approvals from the top management: The project managers have to continuously
update about the project progress to the top management and explain the
seriousness of the issues, demands and get the timely approvals as that they
could progress the project without obstacles.

5. Appreciating the
efforts of the team members: Appreciating the team members for their best
work improves the morale among the team and motivates the team to work
effectively to reach the common goal.



the research and study made us finally understand that Quality is the very
important factor which all managers look for. Because it will give us a clear
idea whether the project met all the client requirements and the customer
satisfaction, along with this project management is a complex task all managers
must take care of different factors depend on the resources and time. No
project is so simple and complexity of the project will bring difficulties for
the project managers to keep track of all activities and make sure everything
is completed on time without delay. Our research also states that though PM are
very good during initial stages of implementation but lack of communication and
poor judgement will also make the project failure. But the project management
is growing very drastically in today’s world, most of the companies are getting
successful with good management and support from the team, because if the
project manager is very efficient in communicating and understanding the issues
will help in planning, organizing and managing resources easily so that it will
bring success to any project. As stated above project consist of 10 critical success
factors and along with that dealing with project issues like time, cost and
performance to deliver a better product and also dealing with clients is the
biggest task in project management because once we deliver a product we should
check the client satisfaction if client is satisfied then it is a true success to
any company. Also, projects success is not a single person achievement it involves
a group of people, trust and support to make the project success.