From Chaos to Clarity: Lessons on Leading a Strategic Project with Purpose

By Sharief Edwards, Analyst and Project Manager at Saratoga. As an analyst and project manager, I can assure you that taking a project from analysis to implementation isn’t always straightforward. Challenges arise, plans get tested, and the reality often feels far from what was planned. But in those moments of complexity, there are powerful lessons to be learned. Here, I’ll share my experience moving a strategic project from chaos to clarity, and the insights that kept us on track.

Where It All Began

Every strategic project has its moment of reckoning – the point when you realise this task is bigger, messier, and more demanding than expected. I was tasked with taking an ambitious project from the early analysis stages through to a structured, results-oriented implementation. 

On paper, it seemed manageable. In reality, it was a series of controlled avalanches. It became a journey of facing down obstacles, adapting on the fly, and keeping a firm grip on the core purpose behind every decision.

The Challenge of Balancing Complexity with Strategy

The initial stages of a large strategic project are where you really come face-to-face with its complexity. The planning sessions, the initial deep dive into goals, and the realisation of the full scale of the task – all of it came with a mix of excitement and apprehension. 

Projects like these require focus, persistence, and an openness to adjust course when necessary. Here are the lessons that guided me, each an essential component of the “Consultant’s Survival Kit.”

Lessons Re-Learned: A Consultant’s Survival Kit

1. Keep a Personal Backlog (Yes, Excel Works Just Fine)

It is crucial to remain organised. Although project management tools are great, sometimes a straightforward Excel sheet is exactly what’s needed to keep track of priorities and responsibilities. My backlog became my go-to resource, a quick reference to keep me focused when things got hectic.

2. Ask the Big (and Sometimes Obvious) Questions Early

Asking basic, even obvious, questions at the start can be surprisingly valuable. Whether it’s “Why are we doing this?” or “What will success look like?”—these questions are often key to shaping an effective approach. They help reveal what really matters in a project and anchor your strategy.

3. Influence Without Authority

In cross-functional projects, you often lack direct authority, and getting things done means influencing rather than directing. Success here is about building trust, finding common ground, and guiding people towards a shared goal.

4. Embrace Face-to-Face Interaction

There’s something invaluable about direct, face-to-face communication. It builds trust, clears up miscommunications, and makes complex tasks that are part of this strategic project more manageable. Even in a world of virtual meetings, sometimes nothing beats a sit-down conversation.

5. Leverage Technology Wisely – AI and PowerBI Are Your Friends

When it comes to large projects, data-driven insights are indispensable. Tools like AI and PowerBI help streamline processes, identify trends, and keep projects aligned with targets. 

But remember: technology is only useful when it serves the purpose of the project. Keep it simple and avoid getting bogged down in overly complex tools.

6. Simplify Complexity

Projects can get tangled quickly. The ability to break down complex processes, document business rules, streamline information, and focus on essentials is invaluable. This approach keeps everyone on the same page and makes progress smoother and more efficient.

7. Humour as a Tool to Build Rapport

A bit of humour can go a long way to ease tension and build rapport. It’s a powerful way to connect with your team and keep the mood positive, even when tackling difficult challenges.

8. Gamify Stakeholder Engagement

Keeping stakeholders engaged can be a challenge. By making engagement more interactive and rewarding, you increase their buy-in and enthusiasm. Little creative techniques, like gamifying certain tasks or discussions, can help keep energy levels high and interest steady.

9. Prioritise People Over Processes and Tools

Projects are all about people. While frameworks and tools provide structure, they’re no substitute for the effort, insight, and adaptability of the team members working on the project. Keep people as the focus, and the processes will fall into place.

10. Embrace Discomfort

Challenges and setbacks are part of the journey. Embracing discomfort – the unfamiliar or even the challenging – is a growth opportunity. This mindset keeps you moving forward, focused on learning and improving with each step.

Turning Challenges into Opportunities

Each obstacle presented a chance to adapt, rethink, and grow. There were times when the complexity of this strategic project felt overwhelming, but by refocusing on the fundamentals – People, Purpose, and Play – we found a way through. These core values helped us transform obstacles into opportunities.

• People: Building strong relationships was essential. Empathy and understanding are crucial for team dynamics and project success.
• Purpose: Keeping the end goal in sight provided a steady anchor throughout the process.
• Play: Staying curious and open-minded encourages creativity and innovation in problem-solving.

Ask the Experts in Business Analytics and Strategic Project Management

Leading a strategic project from analysis to implementation is about more than just ticking boxes. It’s a testament to collaboration, resilience, and adaptability. My advice? Embrace the complexity, lean on your team, and keep pushing forward – clarity often emerges from the journey itself.

So, ready to talk about your next project? Let’s dive into the details.

FAQs

1. What are the 5 stages of strategic management?

At Saratoga, we approach strategic management as a cycle of continuous improvement, structured across five core stages:

1. Goal Setting – The foundation of any successful strategy is a clear vision. We start by defining objectives that are specific, measurable, achievable, relevant, and time-bound (SMART). This stage ensures everyone understands the purpose and direction of the strategy.
2. Analysis – Once we have our goals, we dive into an in-depth analysis of internal and external factors. This could include strengths, weaknesses, opportunities, and threats (SWOT analysis) to gain a 360-degree view of the business environment and to inform strategic choices.
3. Strategy Formulation – Based on our analysis, we formulate a detailed plan that aligns with the organisation’s goals and resources. Here, we decide on the high-level approach to achieve the objectives, considering various strategies and selecting the best fit.
4. Strategy Implementation – The real work begins with implementation, where strategies are translated into action. This stage involves allocating resources, defining roles, and setting up structures to make sure every part of the organisation is working towards the strategy.
5. Evaluation and Control – Finally, we monitor and evaluate the outcomes, measuring performance against set targets and making adjustments as needed. This feedback loop is essential for refining the strategy and addressing any gaps or issues.

2. What is the strategic project management process?

Strategic project management is a method of executing projects with a long-term, goal-oriented perspective. At Saratoga, we follow a process that ensures alignment between project activities and organisational objectives. The strategic project management process includes:

1. Project Definition and Goal Alignment – We begin by defining the project’s objectives and aligning them with broader business goals to ensure that every project contributes value to the organisation’s strategy.
2. Stakeholder Engagement and Planning – A project’s success hinges on effective stakeholder collaboration. We actively engage stakeholders to understand expectations, define roles, and establish a roadmap with realistic timelines and resource requirements.
3. Risk Assessment and Strategy Formulation – Before diving into execution, we conduct a risk assessment, identifying potential challenges and planning contingencies. This helps in designing a project strategy that’s both proactive and resilient.
4. Execution and Monitoring – During the project’s lifecycle, we focus on streamlined execution and active monitoring, ensuring that progress aligns with objectives. This step involves tracking KPIs, managing changes, and ensuring effective communication across all teams.
5. Evaluation and Strategic Review – Once completed, we conduct a comprehensive review to assess project outcomes and performance. This evaluation allows us to capture lessons learned, evaluate impact, and fine-tune our approach for future projects.

3. What are the 7 steps of the strategic management process?

The strategic management process involves a structured, seven-step approach to aligning resources, capabilities, and goals:

1. Understanding Organisational Vision and Mission – We begin by reaffirming the organisation’s vision and mission to ensure that all strategic efforts support the core purpose.
2. Setting Objectives – Clear objectives provide direction. We define both long-term and short-term goals to guide every phase of the strategy.
3. Environmental Scanning – This involves analysing both internal and external factors through tools like SWOT and PESTLE analysis to understand the broader landscape and identify opportunities and threats.
4. Strategy Formulation – Based on our findings, we craft a cohesive strategy that aligns with the organisation’s strengths, capabilities, and external conditions.
5. Strategy Implementation – Implementing the strategy involves coordinating resources, allocating budgets, defining responsibilities, and ensuring alignment across departments.
6. Monitoring and Evaluation – Continuous monitoring allows us to track progress, assess performance, and ensure we’re on the path to our objectives.
7. Feedback and Adjustments – Finally, feedback is crucial for refining our strategy. We review outcomes, adapt our approach as needed, and identify improvements for the future.

Each of these steps forms part of an ongoing cycle, allowing Saratoga to stay agile and responsive to changes, while remaining focused on long-term impact.

4. What are the four 4 processes of strategic planning?

Strategic planning typically consists of four key processes:

1. Goal Setting – We start by defining our objectives and setting clear, measurable goals. This stage lays the foundation, aligning everyone with the organisation’s mission and vision.
2. Analysis – An in-depth analysis of the organisation’s strengths, weaknesses, opportunities, and threats (SWOT analysis) is conducted to understand where we stand and what we need to achieve.
3. Strategy Development – Based on our analysis, we develop a high-level strategy that outlines the actions needed to achieve our goals. This strategy considers resources, timelines, and potential risks.
4. Implementation and Monitoring – In the final stage, we put the strategy into action. This involves allocating resources, assigning roles, and setting up monitoring mechanisms to track progress and ensure alignment with the original objectives.

At Saratoga, our strategic planning process is designed to be both thorough and adaptable, which allows us to address complex challenges and drive impactful results for our clients.