I’ve seen projects soar, and I’ve seen them crash. And I can tell you—when it comes to managing successful projects, the difference isn’t the tech, it’s how you run the project.

A killer CRM, automation, or integration won’t magically fix bad processes or poor execution. If the strategy isn’t clear, if no one owns the process, if there’s no buy-in from the team—it doesn’t matter how good the tech is.

And surely, you’ve seen this too? A project that had everything going for it, yet somehow turned into a drawn-out, frustrating mess?

Most of the time, when a project goes sideways, it’s not because the system doesn’t work—it’s because:

• People aren’t aligned on what they actually want
• Data is a complete mess
• The right people aren’t engaged early enough
• Adoption is an afterthought—so the shiny new system never gets used properly

So, if you’re about to kick off a project with us (or anyone else), here’s how you make it smooth, fast, and successful.

And yeah, I know what you’re thinking: "This is just a sales guy trying to make his life easier."

Well… kind of! Because my life is easier when your life is easier. When the project runs well, you get a system that actually works, my team isn’t buried in unnecessary rework, and everyone walks away happy.

None of this is rocket surgery—it’s just common sense. But I see these things missed all the time. And to be honest? I’ve even skipped a few of them myself. Sometimes I’m rushing to close out a sale, meet a client deadline, or make sure the right team is available. That’s the constant juggle of professional services.

But the projects that nail this stuff? They win. Every time.

Project success factors

So how do you make sure your project is one of the winners?

1. Be Crystal Clear on What Success Looks Like

A project without a clear goal is a waste of time and money. So ask yourself, what is the project success criteria?

• What’s the bottom-line impact you need?
• What KPIs will prove we nailed it?
• What’s the fastest way to get there?

Let’s define the win and build straight to it. Otherwise, you’ll get to the end of the project and go: “Wait… is this even what we wanted?”

Question for you: How many projects have you been part of that kicked off without a clear success metric? Be honest.

2. Get the Right People in the Room

If the key decision-makers show up after the work is done, guess what? We’re redoing it.

• Assign someone who can make decisions quickly.
• Keep leadership engaged—not just at the finish line.
• Be available. Delays come from people, not tech.

It’s wild how often businesses spend thousands on a system, and then let an intern or junior admin make critical decisions. That’s how you get a system no one actually wants to use.

Question for you: Have you ever seen a project get slowed down (or derailed) because the right people weren’t involved early enough?

3. Trust the Process—But Stay in the Game

We’ve done this. We know what works. Trust us to execute, but don’t disappear.

• Fast feedback = faster execution.
• If something isn’t right, say it early—not after launch.

Most of the time, when a project drags, it’s because feedback is slow or decision-makers are MIA. That’s a killer for momentum.

4. Lock in the Scope (or expect delays and scope creep)

Scope creep kills momentum. 

How does scope creep happen? Well, if we keep adding “just one more thing,”(sound familiar?) your budget and timeline explode.

How to avoid scope creep:

• Keep the scope tight.
• Save extra ideas for Phase 2.
• Want something added? Let’s assess the impact first.

The fastest way to blow up a budget is by making last-minute changes with no clear understanding of the trade-offs.

Question for you: Have you ever watched a project go completely off the rails because of endless new requests?

5. Sort Your Data—Because Bad Data = Bad Outcomes

Your CRM is only as good as the data in it. If you migrate a mess, you’ll get a mess.

• Clean it up.
• Structure it properly.
• Give us what we actually need—not everything you’ve ever collected since 2005.

We see this ALL THE TIME. Data that’s incomplete, duplicated, or straight-up useless gets dumped into a new system, and then everyone wonders why it doesn’t work.

6. Test Early, Test Often

Don’t wait until go-live to check if things work. That’s how you get nasty surprises.

• Give key users access early.
• Test real-world scenarios, not just “clicking around.”

Question for you: Have you ever launched a system only to find out no one actually tested it properly?

7. Get Your Team Bought In—Or Watch the Project Fail

The best system in the world is useless if your team ignores it. That’s why we suggest including change management in project management. 

• Involve end-users early.
• Train them properly.
• Show them how this makes their job easier.

Nobody cares how great the system is if they hate using it.

8. Keep Communication Clear & Fast

This isn’t school. No long essays, no unnecessary meetings. Let’s keep it sharp:

• Regular updates, no fluff.
• Quick decisions, no back-and-forth delays.
• If there’s a problem, flag it early.

Half of project delays come from people taking forever to reply.

9. Progress Over Perfection

A perfect system that never launches is useless.

• Get the core up and running fast.
• Iterate as we go.
• Done is better than perfect.

What’s better? A functional system live in 8 weeks, or a ‘perfect’ system still in development 6 months later?

10. Celebrate the Wins

A great project transforms your business. Enjoy the results.

• Your team is more efficient.
• Your customers get a better experience.
• You’re making more money.

Final Thought

Managing a successful project isn’t about avoiding problems—it’s about solving them fast.

If you follow these 10 rules, you’ll get:

• A system that works.
• A team that actually uses it.
• A project that delivers real impact—on time and on budget.

And if you don’t? Well… let’s not find out.

Now, let’s discuss getting it done