Managing a project is no easy task, whatever the size and scope. From planning the finest details to handling ever-changing customer demands to delivering deliverables on time, a lot can go wrong. When you break the project down into manageable stages, each with their own goals and deliverables, it's easier to control the project and the quality of the output.
If you somehow find yourself in a position where you have to manage projects for your organization and you feel overwhelmed, it is best to start learning the basic steps of the life cycle phases of your organization. 'a project.
Want to know more ? Continue reading this article.
What is project management?
The project management is the use of specific knowledge, skills, tools and techniques to deliver something of value to people.
The five phases of project management
The 5 basic phases of the project management are the following :
- Project launch
- Planning the project
- Project execution
- Project monitoring and control
- Project closure
Phase 1 of project management: Project launch
The project initiation phase is the first step in turning an abstract idea into a meaningful goal. During this phase, you need to develop a business case and define the project at a general level. To do this, you need to determine the need for the project and create a project charter.
The project charter is an important document which contains details such as the constraints of the project, its objectives, the appointment of the project manager, the budget, the planned schedule, etc.
Once you have defined the objectives and scope of the project, identify the main stakeholders of the project, i.e. the people who should be involved in the project. Create a stakeholder register with roles, designation, communication requirements, and influence.
Although a clear project objective is established in this phase, a project charter does not contain the technical details that occur in the planning phase.
Project management phase 2: Project planning
The planning phase of the project requires full diligence as it establishes the project roadmap. Unless you are using a modern project management methodology like agile project management, the second phase of project management should take almost half of the total project time.
During this phase, the main tasks are to identify the technical requirements, develop a detailed project schedule, create a communication plan and define the objectives and expected results.
There are several methods for setting project goals, but SMART and CLEAR are the most popular.
SMART objectives:
The "SMART" criteria ensure that the goals you set for your project are critically analyzed. It is an established method that reduces risk and allows project managers to set clearly defined and achievable goals.
The acronym SMART stands for:
- Specific
- Measurable
- Attainable
- Realistic
- Temporally defined
CLEAR objectives:
The "CLEAR" method of setting goals is designed to meet the dynamic nature of a modern workplace. Today's fast-moving businesses need flexibility and immediate results, and CLEAR can help.
The acronym CLEAR stands for:
- Understandable
- Limit
- Emotional
- Appreciable
- Refinable
During the planning phase, the scope of the project is defined. It is possible to change the scope of the project based on requests, but the project manager must approve this change. Project managers also develop a work breakdown structure, which clearly visualizes the entire project into different sections for team management.
Risk mitigation is another important aspect of project management that is part of the planning stage. The project manager is responsible for extrapolating past data in order to identify potential risks in managing the project and develop a strategy to minimize them.
Project management phase 3: Project execution
The execution phase of the project is when your team does the actual work. As a project manager, your job is to establish effective workflows and carefully monitor your team's progress.
Another responsibility of the project manager during this phase is to constantly maintain effective collaboration among the project stakeholders. This ensures that everyone stays on the same page and that the project runs smoothly.
You can rely on the best project collaboration tools available on the market. They will not only make your life easier, but also improve the efficiency and productivity of your team.
Phase 4 of project management: Project monitoring and control
In the process of project management, the third and fourth phases are not sequential in nature. The monitoring and control phase of the project takes place simultaneously with the execution of the project, which ensures that the objectives and expected results of the project are achieved.
As a project manager, you can ensure that no one deviates from the original plan by establishing Critical Success Factors (CSFs) and Key Performance Indicators (KPIs).
During the monitoring phase of project management, the manager is also responsible for the quantitative monitoring of effort and cost during the process. This monitoring not only helps to ensure that the project stays within budget, but it is also important for future projects.
Project management phase 5: Project closure
This is the final phase of the project management process. The project close stage indicates the end of the project after the final delivery. Sometimes external talent is contracted specifically for the project. The termination of these contracts and the completion of the necessary administrative formalities are also the responsibility of the project manager.
Most teams hold a brainstorming meeting after project completion to contemplate their successes and failures during the project. This is an effective method for ensuring continuous improvement within the company in order to strengthen the overall productivity of the team in the future.
The last task in this phase is to review the whole project and write a detailed report covering all aspects. All necessary data is stored in a secure place that can be accessed by the organization's project managers.
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