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The five steps of project management


Here are the five stages of project management. If you do not follow every step, your projects may lose key success factors.

When planning and implementing a project, a lot of mistakes can go wrong. Project management is more likely to be successful if your team follows a certain structure.

By adhering to the following five basic stages of project management, it helps team members stay on task and complete actions in the fastest and most efficient way. These project management phases can also save your organization from making project mistakes such as setting unrealistic expectations.

The five steps of project management

The first stage: conceptualizing the project and starting it

The first phase of project management covers all the necessary tasks involved in defining the purpose of your project, and the best way to achieve your project goals.

Define project goals

During this part of Phase One, you turn a project idea into a plan. To get started, you should define what you want to achieve by implementing the project. Ask questions such as "Why should I complete this project?" and “What purpose does this project ultimately serve?”

After setting meaningful goals, it will be easier to unite the motives and efforts of each individual involved in the project. This will also help you develop your project charter.

Develop project charter

This document serves as a formal means of defining the project. The charter contains the basic details of the project, which include objectives, scope, success criteria, milestones, budget plans, expected schedule, and implementation details.

Identification of project stakeholders

Stakeholders are all individuals involved in supporting a project. You need to list each entrepreneur in another document called stakeholder register; It should contain information about each of the stakeholders such as their role, group and organization.

Phase 2: Project identification and planning

After the project charter is approved, the project definition and planning phase can begin. This stage should help your team get a better idea of ​​the scope of the project and the actions involved in implementing it.

Project plan development

The project plan is the most important thing to deliver at this stage; It should contain the schedule, technical requirements, timelines, procedures, task dependencies, estimated efforts, and project duration.

The output and other documents included in this stage may include the following, depending on your organization's procedures.

  1. Resource Allocation Plan: It should consist of a schedule for the availability of project team members throughout the project lifecycle.
  2. Communications management plan: helps establish processes for collaboration and communication with stakeholders.
  3. WBS: This should be an outline or list of the project's deliverables and how they are broken down into smaller deliverables.
  4. List of Requirements: It should list the business and technical requirements needed to implement the project.

Create a project budget

Budget planning is critical to ensuring the success of the project plan. Team members should create a project design and task list, estimating a budget based on effort, resources, and time to completion.

Define roles and responsibilities

You should assess the team members' strengths and abilities to assign roles and responsibilities to each person.

The third stage: implementation or implementation of the project

Your team begins carrying out tasks and achieving project goals as planned in the first two phases.

Project resource management

You will be responsible for organizing the tasks and resources involved in implementing the project; This includes ways to keep everyone on the same page by creating workflows, tracking resources, and ensuring the quality of work and progress of the project team.

Collaborate when necessary

Team members must update and collaborate with each entrepreneur; This may include creating and submitting documentation for work orders.

The five steps of project management

Adapting to project challenges

You are responsible for ensuring that business continues, even if problems arise. You may need to implement and manage modifications to the project plan to keep operations running smoothly.

Use software tools

Project management software tools can be useful for managing the workflow of team members, supporting collaborative efforts, tracking resource availability, and centralizing project information. For example, solutions like monday.com and Smartsheet support collaborative efforts by allowing participants to give feedback and communicate about work assignments.

Phase 4: Project Monitoring and Management

You must monitor aspects of the project to determine the team's progress and support their success according to plan.

Monitor efforts, resources, and costs

Your entire team should keep track of the efforts, resources, and costs used throughout the project. Recording these details can help you determine if team members are meeting expectations and ensure that they are following the project budget and schedule.

Track your project team's progress

You can use critical KPIs and success factors to measure and review project progress. Project management software can also make tracking team progress and productivity easier. Project management software solutions like Jira and Teamwork help teams stay on track throughout the project lifecycle with workload management features that display team members' actions on a timescale.

Carry out actions according to the project plan

You must be proactive in identifying issues with the project plan or operations. By identifying potential problems or issues early on, you can develop a mitigation plan and review project plan processes to address the problem. Staying aware of project plan issues can also be helpful if additional resources and/or time are required, and you can communicate these details to relevant stakeholders as necessary.

Fifth stage: closing the project

Within this final stage of the project management process, all activities in the process are completed.

Complete assignments and documentation

You must communicate the final status to all relevant stakeholders during the conclusion of the project. Participants and stakeholders should be aware of any ongoing actions relevant to their role in this project.

Additionally, you will need to complete the documentation required to terminate contracts for external talent assigned to the project, as necessary.

Presentation of the final project outputs

Closing the project may require the delivery of more deliverables. The documentation required for this stage may depend on why the project shutdown occurred; Closure can occur due to the completion, termination, cancellation or transfer of a project.

Project results evaluation and reflection

It's always a good idea for project teams to have a reflection meeting after the project is over; This retrospective allows teams to discuss their successes and areas that have been challenging during the project. In addition, teams must review the entire project and create a detailed report with its data and information to be stored for future reference.

For example, suppose an organization faces challenges in delivering resources late throughout its project, causing it to fall behind schedule. In this case, the organization may refer to this experience as it adjusts future project plans by scheduling more time to acquire project resources.

This review meeting can help project teams ensure continuous improvement in future project operations. Additionally, maintaining project-related documentation can provide insight into best practices for future projects that can be referenced over time.

If your company is hiring and hiring a project manager, this hiring suite from TechRepublic Premium can simplify the process. This Project Manager Recruitment Kit includes a customizable wanted ad, job description, and interview questions.

Source: TechRepublic: News, Tips & Advice for Technology ...