Bridging the Gap Between Theory and Reality in Project Management – A Conversation with Aina Aliieva
- Bhavana Tadiboina
- Mar 13
- 4 min read
Project management sounds simple in theory—choose a framework, follow the steps, and deliver results. But in the real world? It’s far messier. Projects evolve, requirements change, and what worked yesterday might not work tomorrow.
To dive deeper into this challenge, I had a conversation with Aina Aliieva, an Agile Coach, PMO Leader, and international speaker who has worked with NASA, Sun Life, and other major organizations. Aina has spent nearly two decades helping organizations transition from rigid methodologies to adaptable, value-driven project management.
Our conversation was packed with insights on frameworks, adaptability, conflict resolution, AI, and the future of PMOs. If you’re an aspiring or seasoned project manager, buckle up—this is the conversation you wish you had before stepping into the field.
Frameworks vs. Reality: Why Do They Fail?
We started by discussing why so many organizations struggle to implement Agile, SAFe, or PMI methodologies effectively. The biggest mistake? Force-fitting a framework instead of adapting it to the organization’s needs.
"Many teams treat frameworks as strict rulebooks rather than flexible guides," Aina pointed out.
Rigid structures work in predictable environments—but today’s projects aren’t predictable. Technology-driven transformations, evolving customer needs, and shifting priorities make adaptability the key to success.
Solution?
Customize frameworks to fit your project’s needs.
Don’t let the methodology dictate the work—let the work dictate the methodology.
Key takeaway: Frameworks should support your project, not define it.
Agile vs. Predictability: Can We Have Both?
One of the biggest misconceptions about Agile is that it means no planning. That’s false. Agile is about smart planning and choosing the right level of structure.
According to Aina, different approaches work for different types of projects:
✔ SAFe Agile – Best for structured planning with quarterly commitments.
✔ Scrum – Works well when fast feedback and iterative delivery are needed.
✔ Kanban – Ideal for optimizing workflow and continuous improvement.
Key takeaway: Agile isn’t about chaos—it’s about controlled flexibility.
Conflict Resolution: How to Say No Without Losing Support
Conflicts are inevitable in project management. Stakeholders, teams, and executives often have conflicting priorities—and as a PM, you’re in the middle.
"The first step is understanding the ‘why’ behind each demand," Aina explained. Too often, project managers push back without understanding the real driver behind a request.
Best practices for conflict resolution:
Use stakeholder matrices to identify the most critical voices.
Facilitate discussions early to prevent escalations.
Ensure every party feels heard—even if you can’t give them what they want.
Key takeaway: You can’t satisfy everyone, but you can create alignment.
PMOs and Agile: Can They Coexist?
PMOs (Project Management Offices) have a reputation for being rigid and document-heavy, which seems to contradict Agile’s emphasis on flexibility.
"PMOs should be enablers, not bureaucratic gatekeepers," Aina emphasized.
How PMOs can support Agile transformations:
Shift from compliance-driven governance to value-driven enablement.
Provide just enough documentation to maintain accountability without slowing teams down.
Act as a bridge between executive leadership and Agile teams, ensuring alignment without micromanagement.
Key takeaway: A modern PMO is about guidance, not control.
The Human Side of Change: Why Do People Resist Agile?
We often assume people resist change because they dislike it—but that’s not entirely true.
"Even when change is positive, people struggle to adopt it," Aina said. Resistance isn’t about the change itself—it’s about the fear of the unknown.
How to drive change without pushback:
Communicate early and often—give people time to process change.
Involve them in the process—make them feel part of the decision.
Find Agile champions—influential team members can help drive adoption.
Key takeaway: Force creates resistance. Guidance creates buy-in.
AI in Project Management: Friend or Foe?
With AI automating reports, risk analysis, and decision-making, many PMs wonder: Will AI replace project managers?
Aina doesn’t think so. Instead, AI will enhance project management—but only for those who learn how to leverage it.
How AI is changing project management:
AI can automate reports and dashboards, saving PMs hours of manual work.
AI can predict risks before they escalate, helping teams make proactive decisions.
AI can eliminate administrative burdens, allowing PMs to focus on leadership and strategy.
⚠ The downside? AI might lead to more workload—as teams expect PMs to manage even more projects.
Key takeaway: AI won’t replace project managers—but PMs who use AI will replace those who don’t.
Final Advice: The 3 Survival Skills for New PMs
If Aina had to give one piece of advice to aspiring project managers, what would it be?
"Master three things: business, communication, and tools," she said.
The three survival skills for new PMs:
1. Understand the business—Know why your project matters.
2. Master communication—80% of project management is working with people.
Learn the tools—Jira, Monday.com, Azure DevOps—and know the tech that drives execution.
Key takeaway: Soft skills and business knowledge matter more than memorizing frameworks.
Closing Thoughts: What’s Your Biggest Project Management Challenge?
This conversation with Aina Aliieva was a reality check—project management is not just about frameworks, it’s about adaptability, communication, and strategy.
What’s the biggest challenge you’ve faced as a project manager? Drop a comment below—let’s discuss!
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