{"id":42291,"date":"2024-09-11T14:12:17","date_gmt":"2024-09-11T12:12:17","guid":{"rendered":"https:\/\/parm.com\/?p=42291"},"modified":"2026-09-23T14:27:19","modified_gmt":"2026-09-23T12:27:19","slug":"the-invisible-costs-of-projects","status":"publish","type":"post","link":"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/","title":{"rendered":"The invisible costs of projects"},"content":{"rendered":"\n<div class=\"et_pb_section_0 et_pb_section et_section_regular et_block_section\"><div class=\"et_pb_row_0 et_pb_row et_block_row\"><div class=\"et_pb_column_0 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_0 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h1><strong>The Hidden Costs of Projects<\/strong><\/h1>\n<p>Measuring and Reducing Waste<\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_1 et_pb_row et_block_row\"><div class=\"et_pb_column_1 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_code_0 et_pb_code et_pb_module\"><div class=\"et_pb_code_inner\"><div class=\"shariff shariff-align-left shariff-widget-align-left\" style=\"display:none\"><ul class=\"shariff-buttons theme-round orientation-horizontal buttonsize-medium\"><li class=\"shariff-button facebook shariff-nocustomcolor\" style=\"background-color:#4273c8\"><a href=\"https:\/\/www.facebook.com\/sharer\/sharer.php?u=https%3A%2F%2Fparm.com%2Fen%2Fthe-invisible-costs-of-projects%2F\" title=\"Bei Facebook teilen\" aria-label=\"Bei Facebook teilen\" role=\"button\" rel=\"nofollow\" class=\"shariff-link\" style=\"; 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This waste can not only reduce a project\u2019s efficiency and success but also drive up costs and take a toll on team morale. But you can only improve what you can measure. In this article, we\u2019ll explore how to systematically measure waste in projects so you can make targeted improvements and pave the way for successful outcomes.<\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_4 et_pb_row et_block_row\"><div class=\"et_pb_column_4 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_2 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_88 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#What_Is_Waste_in_Projects\" >What Is Waste in Projects?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#Types_of_waste\" >Types of waste<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#Identify_waste_in_projects\" >Identify waste in projects<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#Recognizing_the_causes_of_waste\" >Recognizing the causes of waste<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#Taking_measures_against_waste\" >Taking measures against waste<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"What_Is_Waste_in_Projects\"><\/span>What Is Waste in Projects?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Waste in projects is an often underestimated but widespread problem that can have serious consequences for the success and efficiency of projects. According to a comprehensive study on measuring waste in projects, the Project Management Waste Index (PMWI) averages about 25 percent. The PMWI study shows that waste not only affects financial resources but also consumes time, talent, and energy.<\/p>\n<\/div><\/div><div class=\"et_pb_text_3 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Types_of_waste\"><\/span>Types of waste<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The Project Management Waste Index (PMWI) identifies several specific types of waste that frequently occur in projects and can impair efficiency and success:<\/p>\n<ul>\n<li><strong>Downtime:<\/strong> Time lost when projects come to a standstill due to delays, bottlenecks, missing information, missing materials, or unclear decisions. Long periods of downtime can jeopardize the entire project schedule and lead to increased costs.<\/li>\n<li><strong>Over-engineering:<\/strong> Work that goes beyond what is necessary to meet the requirements. This includes unnecessarily detailed or excessively complex work that does not add any additional value.<\/li>\n<li><strong>Errors:<\/strong> Flaws or defects that require rework or corrections. Errors often result from misunderstandings, a lack of care, or unclear requirements, and lead to additional effort and costs.<\/li>\n<li><strong>Misallocation:<\/strong> The inefficient allocation of resources, in which employees or funds are used for the wrong tasks or less important ones, which impairs productivity and slows down the project. However, misallocation also occurs when there is a shortage of resources, resulting in work packages not being completed, being completed only superficially, being completed incorrectly, or taking too long to complete.<\/li>\n<li><strong>Mismanagement:<\/strong> On the one hand, mismanagement can involve launching unnecessary or ill-conceived projects. However, it can also involve incorrect instructions or misunderstandings that lead to work that does not align with the project\u2019s objectives. This can be caused by unclear communication, misunderstandings, or a lack of coordination. Unclear priorities, a lack of agreement, or unclear responsibilities also lead to delays, discussions, and undesirable behaviors, and are thus a cause of waste in the project.<\/li>\n<li><strong>Unnecessary movement:<\/strong> Superfluous movements of people or materials that do not directly add value. These can include, for example, unnecessary travel or travel time that does not add value to the project. However, this waste can also be caused by poorly designed workstations or inefficient processes. Unnecessary changes to project outcomes, processes, or organization\u2014such as those caused by new supervisors\u2014also result in unnecessary movement. Multitasking and task switching also fall into this category.<\/li>\n<li><strong>Incomplete Work:<\/strong> Incomplete work occurs when tasks are only superficially completed. This is the case, for example, when plans and results are inadequately documented. However, this type of waste also frequently occurs when communication within the project is suboptimal, resulting, for example, in results that do not meet expectations and require rework.<br \/>According to the PMWI study, the most significant types of waste in projects are waiting, misallocation, and overprocessing, with waiting for deliveries, lack of personnel capacity, and insufficient documentation being the most common causes of waste.<\/li>\n<\/ul>\n<\/div><\/div><div class=\"et_pb_text_4 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Identify_waste_in_projects\"><\/span>Identify waste in projects<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Recognizing waste in projects is a crucial step toward identifying its causes and subsequently making targeted improvements. There are various methods for doing this:<\/p>\n<h3>1. Value Stream Mapping:<\/h3>\n<p>Value Stream Mapping is a visual method for analyzing and illustrating all the steps in a process, from order placement to delivery. This method helps visualize the entire project workflow. It allows you to identify which steps actually add value and which are inefficient or result in unnecessary wait times.<\/p>\n<h3>2. Time records and process analysis:<\/h3>\n<p>Systematically tracking the time spent on various tasks and activities within a project is another method for measuring waste. This involves tracking how much time is spent on value-adding activities and how much on non-value-adding activities. This makes it possible to identify waiting times, interruptions, or inefficient processes.<\/p>\n<h3>3. Cost analysis:<\/h3>\n<p>A thorough review of project expenses can also reveal where financial resources are being used inefficiently. This includes analyzing expenses for materials, personnel, external services, and other project costs. By comparing actual costs with the budget, it is possible to identify areas where unnecessary expenses were incurred. This analysis helps reduce costs and improve budget control.<\/p>\n<h3>4. Process Key Performance Indicators (KPIs):<\/h3>\n<p>Key Performance Indicators (KPIs) are specific metrics used to evaluate the success and efficiency of processes. KPIs such as cycle time, lead time, defect rate, and resource utilization can be used to measure waste. By continuously monitoring these metrics, sources of waste can be easily identified. At the same time, trends that indicate waste can be detected, for example, through analysis using a business intelligence solution.<\/p>\n<h3>5. Feedback loops and employee surveys:<\/h3>\n<p>Employees and project participants often have valuable insights into inefficient processes and waste because they are directly involved in them. Through regular feedback loops and targeted surveys, companies can therefore collect qualitative data that points to waste.<\/p>\n<\/div><\/div><div class=\"et_pb_text_5 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Recognizing_the_causes_of_waste\"><\/span>Recognizing the causes of waste<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Once the biggest sources of waste within projects have been identified, the next step in preventing waste is to understand its causes. A root cause analysis can help with this. In Lean Management, techniques such as the 5 Whys method or Ishikawa diagrams (fishbone diagrams) are used for this purpose.<\/p>\n<h3>5-Why-Method:<\/h3>\n<p>The 5 Whys method is a simple yet effective technique for root cause analysis. It is used to identify the root cause of a problem by asking \u201cWhy?\u201d five times. Each \u201cWhy?\u201d step deepens the analysis by asking about the cause of the immediately preceding problem. The process is repeated until the deepest or most fundamental cause of the problem is identified. This helps address the root of the problem rather than merely treating the symptoms.<\/p>\n<p><em>Example:<\/em> The project deadline was missed.<\/p>\n<ol>\n<li>Why was the deadline missed? \u2013 Because the last task wasn't finished on time.<\/li>\n<li>Why wasn\u2019t the last task completed on time? \u2013 Because the necessary information was missing.<\/li>\n<li>Why was the information missing? \u2013 Because the team responsible wasn\u2019t informed. <\/li>\n<li>Why wasn\u2019t the team informed? \u2013 Because there was no clear communication.<\/li>\n<li>Why was there no clear communication? \u2013 Because there are no defined communication processes in place.<\/li>\n<\/ol>\n<p>The root cause here would be the lack of clear communication processes.<\/p>\n<h3>Ishikawa diagram (fishbone diagram):<\/h3>\n<p>The Ishikawa diagram, also known as a fishbone diagram or cause-and-effect diagram, is a visual tool for root cause analysis. It helps systematically identify and map out the various potential causes of a problem and is particularly useful for visualizing complex problems and facilitating a structured discussion on root cause analysis.<br \/>The diagram is shaped like a fishbone, with the problem at the \u201chead.\u201d Once the problem is defined, the main categories of causes are identified. These are added to the diagram as individual \u201cbones.\u201d These can be different categories, such as people, methods, machines, materials, the environment, or management. Under each category, the specific causes that could contribute to the problem are then listed. These causes can then be analyzed further to identify the root cause of the problem.<\/p>\n<p><em>Example:<\/em> In the case of a quality problem, the diagram could show that the causes lie in the categories \"Materials\" (e.g. faulty raw materials), \"Machines\" (e.g. incorrect calibration) and \"People\" (e.g. inadequate training).<\/p>\n<\/div><\/div><div class=\"et_pb_text_6 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Taking_measures_against_waste\"><\/span>Taking measures against waste<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Once the causes are known, measures can be developed to address them. These may include, for example, redesigning processes, introducing new technologies, or making changes to the way work is organized.<\/p>\n<ol>\n<li><strong>Wait Times:<\/strong> If wait times are caused by bottlenecks, they can be eliminated fairly easily by allocating new or better-suited resources and through proactive planning. Where possible, automating routine tasks also helps reduce wait times and free up resources. Clearly defined communication channels and regular status updates also help ensure that decisions are made and communicated quickly.<\/li>\n<li><strong>Over-engineering:<\/strong> Waste resulting from over-engineering can be avoided through clearly defined requirements, effective prioritization of tasks with a focus on minimum requirements, and clear quality standards. If you are currently working with traditional project management methods, switching to agile methods\u2014which involve iterative development processes and regular feedback\u2014can help prevent unnecessary work from being done.  <\/li>\n<li><strong>Errors:<\/strong> Regular testing and quality assurance measures throughout the project help identify errors early on and take corrective action. Training and professional development enable the project team to identify and correct errors.<\/li>\n<li><strong>Misallocation:<\/strong> When it comes to misallocation, effective resource management is also key to avoiding waste. Resource management tools help ensure that projects are assigned the right employees and skills, as well as all necessary resources. Regularly reviewing and optimizing resource allocation also helps to quickly identify and address any misallocations.<\/li>\n<li><strong>Misalignment:<\/strong> Measures to prevent misalignment should be taken even before the project begins. Effective <a href=\"https:\/\/parm.com\/en\/project-management-abc-p-for-project-portfolio-management-2\/\" target=\"_blank\" rel=\"noopener\" title=\"Project Management ABC: P for Project Portfolio Management\">project portfolio management<\/a> enables you to select the right projects, prioritize them, and clearly define their objectives. In addition, responsibilities should be clearly defined and communicated\u2014ideally before the project begins\u2014to avoid misunderstandings. During project implementation, effective project management with regular reviews helps ensure that the project stays on track. Clear communication processes and thorough project documentation also help ensure that all team members receive the necessary information and instructions.<\/li>\n<li><strong>Unnecessary Movement:<\/strong> Unnecessary physical movements can be reduced through good workplace design, a streamlined process layout, and the use of digital tools. Good resource management and clear priorities reduce multitasking and task switching. Effective change management is also important for minimizing necessary adjustments in projects.<\/li>\n<li><strong>Subcontracting:<\/strong> When subcontracting, clear communication\u2014particularly regarding expectations for how a task should be completed\u2014is important. This helps prevent misunderstandings and errors. In addition, work results should be thoroughly documented. Regular feedback loops also ensure that the work meets expectations and allow for timely revisions if necessary.<\/li>\n<\/ol>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_5 et_pb_row et_block_row\"><div class=\"et_pb_column_5 et_pb_column et_pb_column_4_4 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_7 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Waste in projects is a widespread problem that can have a significant impact on success, efficiency, and costs. By systematically identifying and measuring waste, targeted measures can be taken to eliminate it.<\/p>\n<\/div><\/div><\/div><\/div><div class=\"et_pb_row_6 et_pb_row et_block_row\"><div class=\"et_pb_column_6 et_pb_column et_pb_column_1_2 et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_8 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>The right software is a key factor in effectively implementing these strategies to prevent waste. With myPARM ProjectManagement, you can not only plan and monitor your projects efficiently, but also take early action to prevent waste. From project portfolio management and optimal resource management to task management and communication, myPARM helps you minimize waste. This ensures that your projects stay on schedule and within budget, and that your resources are used as effectively as possible.<\/p>\n<\/div><\/div><\/div><div class=\"et_pb_column_7 et_pb_column et_pb_column_1_2 et-last-child et_block_column et_pb_css_mix_blend_mode_passthrough\"><div class=\"et_pb_text_9 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>Find out more about the myPARM project and portfolio management software:<\/p>\n<\/div><\/div><div class=\"et_pb_module et_pb_button_module_wrapper et_pb_button_0_wrapper preset--group--divi-button--divi-button--hi917qs--default_wrapper preset--module--divi-button--default_wrapper\"><a class=\"et_pb_button_0 et_pb_button et_pb_bg_layout_light et_pb_module et_block_module preset--group--divi-button--divi-button--hi917qs--default preset--module--divi-button--default\" href=\"https:\/\/parm.com\/en\/myparm\/\">Further information about myPARM<\/a><\/div><div class=\"et_pb_text_10 et_pb_text et_pb_bg_layout_light et_pb_module et_block_module preset--module--divi-text--default\"><div class=\"et_pb_text_inner\"><p>Would you like to get to know myPARM in a demo? 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Please check the fields and try again.\";\n\n  window.REQUIRED_ERROR_MESSAGE = \"This field must not be empty. \";\n\n  window.GENERIC_INVALID_MESSAGE = \"The information entered is not valid. Please check the fields and try again.\";\n\n\n\n\n  window.translation = {\n    common: {\n      selectedList: '{quantity} Liste ausgew\u00e4hlt',\n      selectedLists: '{quantity} Listen ausgew\u00e4hlt'\n    }\n  };\n\n  var AUTOHIDE = Boolean(0);\n<\/script>\n<script src=\"https:\/\/sibforms.com\/forms\/end-form\/build\/main.js\"><\/script>\n\n<script src=\"https:\/\/www.google.com\/recaptcha\/api.js?hl=de\"><\/script>\n\n<!-- END - We recommend to place the above code in footer or bottom of your website html  -->\n<!-- End Sendinblue Form --><\/div><\/div><\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>We\u2019ve all been there: long wait times, misallocated resources, or unclear tasks. These types of waste can not only jeopardize the success of your project, but also drive up costs and demotivate the team. That\u2019s why it\u2019s important to identify waste so you can take action to address it. \ud83d\udd0d\u2702\ufe0f<br \/>\nWe\u2019ll show you why it\u2019s important to address this issue, what types of waste exist in projects, how you can identify their causes, and which measures have proven effective in preventing waste. Discover practical approaches to making your projects more efficient and bringing them to a successful conclusion!<\/p>\n","protected":false},"author":1,"featured_media":42635,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[49],"tags":[54],"class_list":["post-42291","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","tag-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>The invisible costs of projects<\/title>\n<meta name=\"description\" content=\"Waste in a project should be avoided as much as possible. To take action, you must be able to identify and measure that waste.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The invisible costs of projects\" \/>\n<meta property=\"og:description\" content=\"We\u2019ve all been there: long wait times, misallocated resources, or unclear tasks. These types of waste can not only jeopardize the success of your project but also drive up costs and demotivate the team. That\u2019s why it\u2019s important to identify waste so you can take action to address it. \ud83d\udd0d\u2702\ufe0fWe\u2019ll show you why it\u2019s important to address this issue, what types of waste exist in projects, how you can identify their causes, and which measures have proven effective in preventing waste. Discover practical approaches to making your projects more efficient and bringing them to a successful conclusion!\" \/>\n<meta property=\"og:url\" content=\"https:\/\/parm.com\/en\/the-invisible-costs-of-projects\/\" \/>\n<meta property=\"og:site_name\" content=\"Parm AG\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/myparm\" \/>\n<meta property=\"article:published_time\" content=\"2024-09-11T12:12:17+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-09-23T12:27:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/parm.com\/wp-content\/uploads\/2024\/08\/Post_Waste_EN.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2500\" \/>\n\t<meta property=\"og:image:height\" content=\"1313\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Natascha Schleutker\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:title\" content=\"The invisible costs of projects\" \/>\n<meta name=\"twitter:description\" content=\"We\u2019ve all been there: long wait times, misallocated resources, or unclear tasks. These types of waste can not only jeopardize the success of your project, but also drive up costs and demotivate the team. That\u2019s why it\u2019s important to identify waste so you can take action to address it. \ud83d\udd0d\u2702\ufe0fWe\u2019ll show you why it\u2019s important to address this issue, what types of waste exist in projects, how you can identify their causes, and which measures have proven effective in preventing waste. 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