Best Practices for Electronics Project Management [Part 1]

Managing hardware design projects, which result in physical product development, is not an easy task due to broad engineering activities like testing, debugging, and setting up mass production.

The main source of difficulty is the scope of hardware projects, which usually require the coordination of many processes and people with diverse competencies. The level of expertise needed depends on the complexity of the project (as well as resource allocation such as hardware and testing lab, access to PCBA production and assembly services, or certification). In this context, it is crucial to be aware of the time and costs related to HW designs, which are fundamentally different from software development. For example, PCB assembly can take several weeks, and any design flaws discovered in prototype batches can be both costly and time-consuming to fix. Corrective actions require significant effort, and in many cases, hardware errors are addressed through software adjustments, as these are easier and quicker to implement.

How can you tackle the everyday challenges related to electronics design? What should you add to your "toolbox" to be more effective in electronics project management? This blog is divided into two parts to address these questions in depth. In the first installment, we'll cover three key points to get you started. Stay tuned to check out the second part to discover the remaining insights and complete the picture.

1. Team Communication

Efficient team communication can be challenging. It takes time, requires clarity, and demands precision in forming questions or requests. If your communication is unclear, you risk not getting the right response. So, how should you approach communication in a way that benefits your team and project? 

Choose the Right Communication Method

First, select the communication method tailored to your needs. Here are some examples:

• Brainstorming sessions: Analyze the scope of new projects through brainstorming, not online chatting.
• Documenting key points: Major decisions and conclusions should be recorded in documentation for clarity and future reference.
• Online meetings: Record and share online meetings with team members, along with relevant documentation.
• Face-to-face meetings: Minor activities involving two or three engineers can be handled in person or via email.

Prepare for Synchronization Meetings

Communication related to team synchronization should take the form of regular meetings, e.g. twice per week. From my experience, a team of 6–8 electronic engineers can stay aligned with a 30-minute session using the Kanban methodology, ensuring smooth project progress. However, this requires a skilled project manager experienced in both management methodologies and hardware development.

Before each bi-weekly meeting, every electronic engineer should prepare answers to the following:

• What tasks have I completed since the last synchro meeting?
• What am I currently working on?
• Are there any potential blockers? If so, how can they be mitigated?
• Do I need tools or support from the team?

Additionally:

• Update the activity board: An online platform works best for organizing activities.
• Keep communication during the meeting focused: Avoid discussing tasks not assigned to you; save those discussions for a dedicated session after the meeting.

Avoid Excessive Communication

Excessive or poorly managed communication can drain the team's energy. Long meetings (e.g., 2 hours or more) often kill productivity for the rest of the day! Here are some of my tips for efficient meetings:

• Keep it short: Limit discussions to 20–30 minutes by breaking problems into smaller, manageable parts.
• Be prepared: A clear agenda is critical to a productive meeting.
• Invite only key team members: Avoid overcrowding the meeting with unnecessary participants.
• Ask direct questions: Demand clear answers and decisions. If a topic falls outside the meeting's scope, follow up afterward.
• Summarize and share: Provide a short summary of the meeting and share it with your manager and team members.

2. Documentation

Clear and accessible documentation is essential for seamless teamwork. Storing schematics and PCBs that you've developed solely on your personal computer is not practical or efficient. Consider the challenges this creates:

• Sharing files: How will you share project files? By email or team chat?
• Managing requests: How will you handle frequent requests from team members for the latest versions?
• Updating changes: Who will update the project scope when changes occur if project files are stored on local drives or as printed hardware copies?

Storing complete project documentation online ensures a single, accessible source of truth. Team members can access files anytime, from anywhere, as long as they are assigned to the project. With this solution, you enable version control. Changes to schematics and PCBs are logged, creating a clear history of revisions and easy access to previous versions. Such practices are more resilient to errors, data loss, and outdated information, saving time and money during product development. 

Online documentation management also enables real-time collaboration, which can include co-designing schematics and PCBs, as well as text documents. Imagine a situation when you can share your project with another EE, and both of you can design the schematics or route a different part of the PCB. This is especially useful in large projects that require a wide spectrum of HW skills. For example, a group of three EE can work simultaneously on different parts of the project. For instance, one engineer might focus on the power supply, another on FPGA implementation, and a third on analog processing. Real-time collaboration tools enable team members to work together synchronously, regardless of their location. Features like live comments on CAD files or instant notifications on task updates improve team alignment and project quality.

3. Digital Transformation

The point above outlines activities that fall under digital transformation—a framework of rules and tools enabling efficient hardware engineering, particularly for cross-functional hardware teams located across the globe. These activities include, for example, version control for PCB, SCH, and documentation; tracking the project milestones; task assignment and progress tracking; project costs and time analysis; and planning and anticipating potential blockers. These processes thrive in a well-managed, integrated environment—typically cloud-based—that minimizes communication overhead and boosts productivity through real-time collaboration. 

For instance, when hardware and mechanical design validation is required, an online meeting is an ideal solution. Key features such as screen sharing and meeting recordings help streamline activity planning afterward. A unified platform for HW designs further enhances cross-checking by centralizing all tools and functionalities in one workspace, specifically tailored to hardware design needs.

Conclusion

Work smart, not hard—reduce wasted time and seek synergy within your working environment. Working smart involves maintaining a well-organized and agile design environment. Ensure easy access to essential tools, documentation, and a knowledge base, while promoting transparency in team activities.

Focus on clear, simple, and efficient communication tailored to the project's needs. Manage your time and tasks within a clearly defined project timeline that's easily accessible on online platforms. Share regular updates on your progress during team meetings.

And last but not least, enjoy the hardware design process and stay proactive in optimizing your work environment!

Interested in more tips on electronics project management? Stay tuned for the next part!