Project Management

Ditch Deadlines That Deceive

January 9, 2026 By Nagesh Belludi Leave a Comment

Ditch Fake Deadlines and Stop Letting Deceptive Urgency Drive Work Imposing fake deadlines may ignite a temporary burst of activity, but the cost is steep: truth is sacrificed, trust frayed, and reason quietly exiled.

While artificial urgency can sometimes inspire excellence, it more often conditions teams to greet future demands with suspicion rather than motivation. Like crying “Wolf!,” it dulls responsiveness and undermines your team’s intelligence.

The damage runs deeper than missed deliverables—it corrodes morale, dims creative spark, and leaves the workplace echoing with cynicism. Sustainable performance doesn’t emerge from panic-fueled productivity drills, but from trust, clarity, and purpose.

Why Major Projects Fail: Summary of Bent Flyvbjerg’s Book ‘How Big Things Get Done’

September 24, 2025 By Nagesh Belludi Leave a Comment

Famous Construction Project Failures and The Curse of the Megaproject: Over Budget, Over Due

High-profile construction megaprojects routinely plunge into crisis through mismanagement and unforeseen complications. Boston’s Big Dig exemplifies this pattern as it swelled to five times its intended budget, dragging the city through nearly two decades of disruption before concluding in 2007. Sydney’s Opera House began as a modest four-year, $7-million plan and morphed into a 14-year, $102-million ordeal—its ever-evolving design and underestimated complexity a cautionary tale in unchecked ambition. Montreal’s 1976 Olympic Stadium, derisively dubbed the “Big Owe,” left taxpayers grappling with debt for over 30 years, and Germany’s Berlin Brandenburg Airport staggered behind schedule for a decade before finally opening in 2020.

Bent Flyvbjerg and journalist Dan Gardner meticulously deconstruct these tribulations in How Big Things Get Done: The Surprising Factors That Determine the Fate of Every Project, from Home Renovations to Space Exploration and Everything In Between (2023.) Their exhaustive study of 16,000 projects reveals that a mere 8.5% adhere to their initial time and budget estimates, with an unforgiving 0.5% delivering on time, cost, and promised impact. Project planners often engage in strategic misrepresentation, deliberately understating expenses to secure approval, while the sunk-cost fallacy pits stakeholders against cutting their losses despite mounting over-expenditure. Speed without foresight compounds disaster.

In sharp contrast, China’s rapid rollout of the world’s largest high-speed rail network demonstrates the power of standardization and modular design. By employing repetition over reinvention, the nation completed its vast system in under a decade—a testament to disciplined execution. Pixar’s playbook in American animation underscores the virtues of a robust pre-production phase; meticulous storyboarding and character development catch chaos before it spreads, ensuring a smoother production process. Similarly, the Guggenheim Museum in Bilbao stands as an exemplar of efficient project management. Frank Gehry’s pioneering use of advanced computer-aided design let his iconic vision be refined in silicon before forged in steel.

These case studies drive home a singular truth: megaprojects succeed when disciplined forecasting, realistic budgeting, and proactive risk assessment govern the process. Conversely, the allure of expediency—the temptation to overpromise and underdeliver—is often the prelude to collapse. Flyvbjerg and Gardner’s analysis cuts through the hubris of grand plans, offering a compelling narrative that contrasts spectacular failures with triumphs born from deliberate design and rigorously earned execution.

Recommendation: Fast-read How Big Things Get Done—its stories don’t just teach project management; they expose the anatomy of ambition. Managing complexity demands more than vision. It requires a systematic, no-nonsense commitment to planning, precision, and integrity. This exploration offers a sobering yet galvanizing blueprint for anyone engaged in—and affected by—the colossal undertaking of building our modern world.

Being Situational

January 21, 2025 By Nagesh Belludi Leave a Comment

Situational Leadership: Effective Leaders Adjust Their Approach When someone asks, “What’s your leadership or managerial style?” the best response often comes down to, “It depends.”

Leadership doesn’t mean sticking to a fixed style—it requires adapting to what the situation demands. While leadership models like authentic, transformational, and servant leadership offer useful insights, taking a situational approach works best. You need to assess the moment and respond with the right style.

Evaluate what the situation calls for. When you need to set firm boundaries, showing frustration sends a clear message. If your team lacks the necessary skills, getting hands-on and micromanaging the tasks drives results. On the other hand, when your team knows what they’re doing, stepping back and offering periodic guidance keeps things on track. Using the same style everywhere rarely delivers the right results.

Idea for Impact: Right style, right time. That’s effective leadership.

Starbucks’ Oily Brew: Lessons on Innovation Missing the Mark

January 20, 2025 By Nagesh Belludi Leave a Comment

Starbucks Olive Oil-infused Coffee: Lessons on Innovation Missing the Mark Last quarter, Starbucks pulled the plug on its olive oil-infused Oleato coffee line as part of a broader push to streamline the menu and impro1ve store operational efficiency.

Oleato was among Starbucks’ boldest and riskiest experiments in recent years. It was the brainchild of founder and then-CEO Howard Schultz, an assertive visionary. During a visit to the olive groves of Sicily, Schultz was inspired by the Mediterranean tradition of consuming a daily spoonful of olive oil. He envisioned merging this health practice with Starbucks’ coffee expertise, creating a unique fusion of wellness and indulgence.

Debuting in Italy in February 2023, Oleato expanded globally, offering lattes and cold brews infused with extra virgin olive oil, marketed as luxurious, innovative, and health-conscious. While some customers liked the smooth, velvety texture, many found the flavor odd or the concept hard to swallow. Scaling the product and educating consumers proved challenging, leaving many unsure of its benefits beyond novelty.

Oleato’s flop revealed the risks of niche innovation. Starbucks thrives on pushing boundaries, but not all bold ideas hit the mark. Smart innovation requires knowing when to nurture an idea and when to cut losses. Schultz’s vision of Oleato kept Starbucks daring, but disciplined decision-making is key to ensuring innovation remains a strength, not a liability.

The Oleato dud highlights the perils of leadership driven by unchecked conviction. Schultz’s love affair with Italian espresso bars during a visit to Milan sparked the creation of Starbucks. However, visionary leaders like Schultz often turn bold ideas into untouchable pet projects. Even a passing thought can rapidly evolve into a sweeping directive, leaving little room for dissent. In such environments, feedback is stifled, and ideas can quickly take on a life of their own.

Kickstart Big Initiatives: Hackathons Aren’t Just for Tech Companies

April 22, 2024 By Nagesh Belludi Leave a Comment

Kickstart Big Initiatives: Hackathons Aren't Just for Tech Companies In the late 1990s, hackathons emerged as compressed events on university campuses. Open-source software teams organized these gatherings to bring together enthusiasts and drive progress forward over a few days. Yahoo! introduced its inaugural “Hack Day” in December 2005.

In its early days, Facebook popularized the concept by hosting daylong hackathon events every four to eight weeks. At each event, around 300 employees gathered in the morning to brainstorm and form teams. By the day’s end, these teams churned out 50 “first-stage-done” prototypes, ranging from backend engineering upgrades to small product features that could be easily implemented. Notably, Facebook’s iconic ‘Like’ button originated from one of these hackathons.

Internal Hackathons Unleash the Innovation Mode

Hackathons offer clear advantages over traditional innovation management processes, bringing a sense of urgency and focus that stems from working under strict deadlines. This intensity ensures that motivated individuals come together to refine their ideas into actionable plans.

Sometimes referred to as “FedEx Days,” a term popularized by the Australian enterprise software company Atlassian, hackathons encourage creativity by allowing employees to team up quarterly and work on ideas outside their regular duties, such as fixing bugs or developing new features. Teams are expected to deliver proof-of-concept prototypes overnight, hence the reference to the quick delivery service FedEx.

Hackathons have become mainstream, with organizations using them as an enjoyable and cost-effective way to drive innovation. For instance, in 2011, New York hosted a “Reinvent NYC.gov” hackathon to redesign the city’s official website. Similarly, in 2014, toy company Hasbro held a with 150 designers, generating 45 new ideas in just a few days. More impressively, in 2018, the Vatican organized a three-day hackathon to address global issues such as social inclusion, refugees, and interfaith understanding.

Why You Should Give Hackathons a Try (& Advance Your Side Projects)

Try a Personal Hackathon---Conquer 'Someday' Projects Now Could your organization, community, or home use an internal hackathon? It’s an excellent way to shake things up, break routines, and foster innovation. A hackathon can also tackle those lingering “someday we’ll get to this” projects—like spring-cleaning, organizing, refining processes, and enhancing best practices.

During a hackathon, you can pursue initiatives that fall outside anyone’s core responsibilities and often get overlooked amid the chaos of schedules and deadlines. In the week leading up to the event, gather for a whiteboard session to brainstorm and refine ideas that might not have surfaced otherwise. A hackathon provides a fun opportunity to recognize talent, promote cross-team collaboration, and accomplish tasks quickly.

Similarly, could you benefit from a personal hackathon? Consider dedicating a full day or even just an afternoon to clear backlogs, reorganize your space, kickstart a passion project, or tackle something you’ve been putting off.

Steering the Course: Leadership’s Flight with the Instrument Scan Mental Model

November 6, 2023 By Nagesh Belludi Leave a Comment

Instrument Scan Mental Model: Leaders Must Employ Their Instruments for Guided Insight Embarking on flight training comes with a nifty habit that instructors eagerly instill from the get-go: the art of instrument scanning.

Whispers from your instructor echo in your mind, urging you with the mantra, “Scan, scan, scan!”

Keep a Good Scan of Your Instruments, Never Be Stumped

A vital cautionary command follows closely, “Don’t stare!” You learn to effortlessly let your gaze flit from one instrument to another. The altitude indicator, heading indicator, airspeed indicator, and vertical speed indicator each hold a crucial piece of the intricate airborne puzzle.

There’s a natural instinct to fixate on a single instrument, yet doing so can lead pilots astray. Gazing at the altimeter may cause heading drift, while focusing solely on heading may compromise airspeed control.

Pilots are trained to maintain a cohesive scan of all instruments, constantly cross-checking the streams of data. By doing so, they can swiftly identify any inconsistencies, such as an altitude indicating descent while the altimeter shows level flight.

With instrument scanning, pilots can promptly isolate the problematic instrument or data stream, and if necessary devise alternative plans to obtain the necessary information and ensure the aircraft’s safe and steady flight.

Just as Pilots Use Instruments in the Air, Leaders Scan Their Realm

The concept of an instrument scan mindset serves as a potent analogy for effectively managing critical information within the realm of business. Much like pilots, leaders must engage in ongoing monitoring, analysis, and cross-referencing of pertinent data. To achieve success, it’s imperative to proactively pay attention to emerging trends, maintain a steadfast focus on the larger picture, and cultivate a curious mindset.

It is of utmost importance to avoid fixating on a single metric to the detriment of considering other vital factors that could impact the business. Leaders should routinely revisit their goals, objectives, and key performance indicators (KPIs,) and conduct a thorough analysis of data to discern trends, patterns, and areas of concern, all while embracing a proactive and inquisitive approach. They should be unafraid to pose challenging questions, challenge assumptions, and maintain a comprehensive situational awareness.

Sadly, in the world of business, this mindset is frequently overlooked. Reports are often generated, and actions taken without the rigorous cross-checking or sense-checking of the underlying data. Stakeholders become overly fixated on a single “instrument,” and in doing so, they fail to maintain a broader scan of the business landscape.

It is crucial to refrain from accepting data at face value, as maintaining a vigilant scan and a more extensive situational awareness is of paramount importance. Embrace the wisdom of instrument scanning to chart a course toward success, steering clear of perilous assumptions and acquiring a comprehensive understanding of your business’s performance.

Leaders Must Employ Their ‘Instruments’ for Guided Insight

Within the symbolic framework of leadership, as in flying an aircraft, the concept of instrument scanning encompasses the continual practice of gathering and interpreting information. This process is vital for making well-informed decisions, safeguarding the welfare of the organization or team, and steering a precise path toward the envisioned goals.

Much like how pilots depend on their instruments to navigate their flights safely and on the correct course, effective leadership through instrument scanning is essential. It serves as the linchpin for steering an organization or team toward triumph and preserving their vitality and stability.

Innovation: Be as Eager to Stop Zombie Projects as You Are to Begin the New

October 26, 2023 By Nagesh Belludi Leave a Comment

Be as Eager to Stop Zombie Projects as You are to Begin the New Innovation entails not only the disciplined creation and implementation of new ideas that add value but also the acumen to identify and cease zombie projects.

Has a project consistently failed to deliver expected outcomes despite substantial investments? Could the project’s objectives be achieved more efficiently through alternative means? Have shifts in strategic direction made the initial goals irrelevant?

Idea for Impact: Instead of pouring additional resources into a zombie project in the hope of eventual success and payback, consider the risk of squandering more funds. In an era of limited resources and unmet demands, making careful resource allocation is a crucial aspect of effective innovation.

Knowing When to Give Up: Establish ‘Kill Criteria’

March 27, 2023 By Nagesh Belludi Leave a Comment

Quit: The Power of Knowing When to Walk Away (2022) by the professional poker player and “decision scientist” Annie Duke meditates on how you could become so wedded to some predetermined goals that you don’t reassess your ever-evolving values and priorities based on new information that you may unearth along the way.

Quitting isn’t bad, especially if you’re blindly heading toward a “fixed object goal” that’s perhaps no longer serving your values—even hurting you in some way you didn’t anticipate.

A Mental Model to Help You Cut Your Losses

Duke suggests instituting “kill criteria” in advance. Before a pursuit, ask yourself: what signals you could see in the future would tell you it’s time to quit or change course?

Before entering a marathon, for example, you could decide if the medical tent counsels that you’re hitting your physical limitations, you’d quit trying to push yourself and walk out.

In other words, every goal needs a resolute “unless” for every task, investment, and relationship. E.g., if you’re miserable at your job, you could give it three more months and pre-select some indicators that would tell you if things haven’t improved even after you’ve increased your efforts.

Idea for Impact: Know when to give up. Grit is great—but only for carrying on for hard things that are worthwhile. Beware of tunnel vision; don’t get so narrowly focused on a specific goal and overlook other opportunities or priorities.

Three Rules That Will Decide If You Should Automate a Task

March 6, 2023 By Nagesh Belludi 1 Comment

To check if a process or a workstream is a good candidate for being automated, see if it meets all three of these criteria:

The process must be a well-oiled machine. The requirements and outcomes are well established. Is the process stable enough to be automated?
The process doesn’t need someone to engage with it each time. It doesn’t need manual intervention, oversight, excessive customization, or finesse. It runs in the backdrop; it’s boring and doesn’t require ‘higher-order’ thinking. Are there decision points within the process that require human intervention?
The process is time-consuming. By automating it, will you save at least 4x what you’ll invest in automating it?

If the manual process is broken or doesn’t exist, then automating it before it’s a “well-oiled machine” may lead to mistakes and unnecessary rework. Establish success with the manual workflow before attempting to automate it.

Idea for Impact: Picking which processes to automate isn’t easy; yet, the closer you observe the workflow deeply, the sooner you can understand both the happy path to automation and the exceptions.

When Your Team is Shorthanded

June 30, 2022 By Nagesh Belludi Leave a Comment

When your team is understaffed and/or overwhelmed, remind your supervisors about the pressures you’re dealing with. Ask for more resources without being perceived as a whiny opportunist.

Prioritize and focus. Decide what goals are truly significant—to you, your team, your company, and your customers. Comb out anything that doesn’t have a justifiable economic impact or isn’t aligned with the company strategy. Meet with your boss and team to ensure everyone’s aligned with your tailored priorities.
Align expectations and manage up. Engage your team on what you could collectively do differently to provide better results with greater efficiency. Have daily and weekly priorities. Use short, frequent meetings to increase your team’s work momentum. Let small successes be a motivational tool.
Get credit for your good work. Make the most of the understaffing by recasting yourself as an asset to your company amidst this apparent upheaval. With the buoyant jobs market and a heavier workload for those left behind, you may never be in a better-negotiating position.

Idea for Impact: If your team is understaffed and overworked, you don’t need to suck it up and try to do it all. Don’t keep your head down, and don’t let the burden of responsibilities stymie your personal and team goals.

Project Management

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Internal Hackathons Unleash the Innovation Mode

Why You Should Give Hackathons a Try (& Advance Your Side Projects)

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Keep a Good Scan of Your Instruments, Never Be Stumped

Just as Pilots Use Instruments in the Air, Leaders Scan Their Realm

Leaders Must Employ Their ‘Instruments’ for Guided Insight

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A Mental Model to Help You Cut Your Losses

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