Adopting PRINCE2® in a hybrid working environment

For many project professionals, the last few years have seen a bounce between working entirely on-site, to fully remote during Covid, to the current situation, which offers a more hybrid approach, enjoying the benefits of both the buzz of the office and the convenience of home working.

PRINCE2® 7, the latest iteration of PRINCE2, ensures the methodology applies to all working environments. However, there is a challenge when these environments shift from one to another. For example, was that agreement made during an in-person meeting captured digitally so it can be accessed when working remotely? Also, when are project meetings best to run remotely or in person?

To help navigate these challenges, here are our recommendations for adopting PRINCE2 in a hybrid working environment.

Starting up a project

Kick-off meetings are designed to gather initial requirements and set the project foundation; this can be a great activity to run remotely alongside collaborative tools where people can share documents and gather input from remote and in-office stakeholders.

During the initial requirements, ask all stakeholders what their preference is for meetings and how feasible in-person meetings may be, based on geographical location.

Aspects influencing whether remote or in-person kick-offs are best, include:

• The team dynamics and communication styles
• Project complexity, need for brainstorming and problem-solving
• The infrastructure available for both in-person and virtual kick-offs

Initiating a project

This step of the methodology involves developing a comprehensive project initiation document (PID) that includes considerations for hybrid work. Use the data from the kick-off meeting to determine stakeholder and team preferences regarding remote/in-person communication, and consider adding this to the PID.

At this step, it's crucial to define communication strategies that strike a balance between digital platforms and face-to-face interactions to ensure effective communication in both remote and in-person settings.

Controlling a stage

Project management software can make it easier to manage tasks and monitor progress. However, the in-person benefits of direct communication, immediate feedback, and faster issue resolution and decision-making can sometimes be lost.  As such, it’s important to consider which tasks are better suited to each environment and how you can ensure all information is communicated to the entire team regardless of their physical location.

For example, authorising work packages, and reporting stage status can work really well as a remote function with a documented paper trail that is accessible for all team members. However, reviewing work packages and stage status can often work best in a collaborative in-person space, as it allows for faster decision-making and clarity in taking corrective action.

Closing a project

Gathering feedback on a project is a valuable activity in project closure. However, whether this meeting is held virtually or in person will depend on stakeholder preferences and needs.

Many people choose to run an in-person project closure meeting to review outcomes and gather feedback. This also provides an opportunity to celebrate the successful outcome and reward the project team. In a hybrid situation, where people may attend both in-person and remotely, it’s important to ensure all members are heard and recognised equally.

Following this, it’s important to document lessons learned and share them with the organisation to improve future projects. Project management software can be used to make this accessible for in-office, remote, and hybrid workers.

Practical tips for using PRINCE2 in a hybrid environment

Use these tips to help make the most of the PRINCE2 methodology in a hybrid working environment.

• Leverage technology: Use project management software, communication tools, and collaborative platforms to bridge the gap between remote and in-office work
• Foster communication: Establish clear communication channels and protocols to ensure everyone stays informed while encouraging communication that strengthens team bonds
• Promote flexibility: Adapt your project processes to accommodate the varying needs and preferences of team members, regularly review this to ensure all needs are being met
• Encourage collaboration: Create opportunities for team members to collaborate and share, both virtually and in person, to build a cohesive team dynamic
• Monitor performance: Regularly review project performance and make adjustments as needed to address any challenges of hybrid working, such as miscommunication, clarity around event locations or anything else that can crop up when mixing in-person and remote working

Using PRINCE2 for hybrid working requires a thoughtful approach to adapting its principles, practices, and processes. The flexibility PRINCE2 7 promotes, makes it easier to embrace the challenges and opportunities of hybrid working, leading to more successful project outcomes and a resilient, dynamic team.

Make project management in a hybrid environment more effective with PRINCE2 7.