The Project Management Process
What Is A Project Management Process? Whether it is constructing a bridge, launching a business or rolling out an advertising…
October 30, 2020 | 4 mins read
Whether it is constructing a bridge, launching a business or rolling out an advertising campaign, every project requires a project management process for its successful completion. These processes are usually tried, tested and optimized for efficiency over time.
A project management process helps break down the entire project into smaller, more manageable project management phases. Project management phases allow us to approach each stage of the project, one step at a time, in an organized way.
The importance of project management phases can’t be underestimated. When John joined hands with some of his friends to begin a neighbourhood food delivery service, everything was driven by camaraderie and enthusiasm. The day’s orders were collated by each of them and passed on through WhatsApp messages to a central kitchen.
A person at the kitchen coordinated the preparation and deliveries to homes across localities. But as the days wore on and orders started increasing, there were frequent glitches and confusion. Tempers flared up, blame games began, and the entire service came on the verge of collapse.
Not willing to give up, John sought his uncle Peter’s help who was a logistics organization’s project manager. Peter called all the stakeholders together and spent an entire weekend putting together a well-defined system, putting in place custodians for each stage and a straightforward communication process. He monitored their progress in the following weeks, making minor tweaks and adjustments to the procedures.
Work was smooth after that and after almost six months, John and his friends were able to expand the service across the city.
Following these five project management processes can smoothen out any project.
This is the first stage when a project gets conceived, and its viability is determined. The project management steps begin with defining the goals, the scope, and estimating the budgets and timelines. A project manager and other key stakeholders are also identified at this stage.
During the project planning process, a blueprint for the entire project needs to be created. This blueprint should lay out the resources required, the financial commitments and the communication channels between various stakeholders. The project planning process is key to the success of any project.
This is when on-ground action begins. Project managers ensure the coordination is smooth, and timelines and budgets are met. At this stage, contingency plans are rolled out to handle challenges and unforeseen problems. It is part of the essential project management tools and techniques.
This process runs in tandem with the execution process. Measuring the progress of the project and ensuring adherence to plans are critical parts of this process. All documentation, both verbal and written reports, are diligently collated and shared with stakeholders at this stage.
When all deliverables are accomplished, validated and approved, it is time for all the paperwork to be signed and filed away for future reference. It is important to do the due diligence at this stage, regarding the contracts with suppliers, vendors and other third parties, and the fulfillment of all the terms of the agreements. The final payments are initiated at the end.
While there are some standard project management processes, every project manager may have a different approach to how he or she implements such processes. There are various project management tools and techniques to manage projects.
Here are some of the more popular project management techniques:
Traditional, sequential methodologies, such as Waterfall and Critical Path Method (CPM), are project management techniques that are usually best suited to projects that involve physical and tangible outcomes such as completing a residential complex, a factory or even an automobile.
Agile methodologies, such as Scrum, Kanban, Extreme Programming, and Adaptive Project Framework, were created for software developers. These techniques are great for projects that usually have frequently changing tasks or priorities.
Approaches with a change-management focus, such as Event Chain Methodology (ECM) and Extreme Project Management, are techniques that factor in the possibility of considerable changes in the course of a project’s duration, and they come with a certain amount of flexibility.
A process-based approach, such as Lean Project Management, focuses on efficiency and reducing waste. These techniques find application across a variety of industries and sectors.
Successful project managers demonstrate a high level of attention to detail, and risk management, communication and outstanding leadership skills. It is also essential to be open to self-assessment and re-evaluation. Harappa Education offers a six-module course called Executing Solutions that trains you to execute your ideas effortlessly. Through its SANE Response framework, it will teach you how to manage your expectations, navigate roadblocks and respond to crises calmly.
Managing the processes and phases of a project is hard enough. Trying to do so without the requisite knowledge of the techniques and skills is asking for trouble. So sign up for the course now.