When is it time to break the rules of project management?

In the world of project management, processes, tools, and techniques are often seen as the foundation of what makes 'good' project management. Our expert Sean Whitaker, Project Management Consultant and contributor to our online courses Professional Project Management and Advanced Professional Project Management, argues that there are times when ‘good project management’ requires breaking some of these rules. 

Project management is defined by rules, processes, and methodologies, all promising to make projects run smoothly. In fact, that’s an important part of what I teach!

But let’s be real – sometimes, sticking to the manual can make things worse. I think the best project managers know that, while rules are important, there are times when you just have to toss rules aside and do what actually works. 

That doesn’t mean winging it with no clue: first, you’ve got to understand the rules inside out. But once you do, you’ll start seeing when they’re helping and when they’re just getting in the way.

Sometimes following the rules just doesn’t work

I’ve seen it happen - someone takes a course, comes back fired up to apply a shiny new methodology, and then… it flops. 

Or worse, an organisation has layers of pointless processes that slow everything down. That’s when I say, forget the rigid approach and use your common sense. 

The best project managers don’t just blindly follow steps; they read the situation, trust their instincts, and sometimes go off-script to get the job done. 

But the key is experience: if you start breaking rules before you really understand them, you’re asking for trouble.

Break the rules, but do it right

Now, I am not suggesting you should do whatever you like and cause chaos. Breaking the rules in project management should be a smart, calculated move.

If you’re going to ditch a process, you need a good reason, and you want to make sure everyone else is on board, too. The last thing you want is your team wondering what on earth you’re up to!

So, learn the ropes, get the experience, and when the timing is right, don’t be afraid to shake things up.

After all, rules are there to support success, not strangle it – so when they start getting in the way, it’s time to rethink your approach.

This blog was originally posted in more detail on Sean's own website. 

If you’re keen to expand your knowledge of project management, our Advanced Professional Project Management course will explore real examples of projects in action, and you’ll learn how to apply advanced project management skills to your own practice.