Each minute of our life is a lesson but most of us fail to read it. I thought I would just add my daily lessons & the lessons that I learned by seeing the people around here. So it may be useful for you and as memories for me.
What is Project Management ?
Project management is one of the critical processes of any project. This is due to the fact that project management is the core process that connects all other project activities and processes together. Whether it’s constructing a building, launching an app, or rolling out a marketing campaign, every project requires a series of processes to bring it to fruition.
Each of the project management processes has a specific purpose through the project life cycle and when done right, they guarantee the successful completion of projects.
When it comes to the activities of project management, there are plenty. However, these plenty of project management activities can be categorized into five main processes.
The basic phases in the project management process are:
What are Project Management Processes ?
The key project management processes, which run through all of these phases, are:
The scope refers to all the work required to complete a project which is defined by a work breakdown structure during the planning phase. In simple terms, scope management consists of including all the activities, and clarifying what won’t be done. This is the base for scheduling, budgeting, and task management.
This process begins with careful planning. Once you’ve constructed your work breakdown structure, you’ll be able to know every task needed to complete your project. Then you can assign these tasks to your team members. It is important to understand the task dependencies so that you know the order in which they need to be completed.
Consists in effectively identifying, acquiring and allocating resources such as people, capital, equipment and materials to complete tasks and produce deliverables. Once you have defined the project scope you’ll be able to determine the resources that will be needed for each activity. As the project progresses, the use of resources must be controlled.
The schedule management process can be divided in 3 sub processes: estimating, scheduling and controlling. First you estimate the time for each activity, milestone and deliverable. Then you develop schedules based on your time estimates. Once the execution phase begins, you have to monitor the project schedule.
The risk management process helps you identify what might happen to throw your project off track and then define a response so you’ve got contingency plans in place.
This is usually done on larger projects, rather than smaller. Although even for small teams, a short sync up with the team to help identify potential problems in the plan would be useful to guard against the unexpected and have plans of action in case it does. There are several types of risks, but the most important are those that affect the triple constraint.
During the initiation phase, the stakeholders express their quality requirements for the project deliverables. Based on that, project managers develop a quality policy which defines the quality control procedures that will guarantee quality assurance.
Stakeholders are the soul of a project. By understanding their needs and frequently communicating with them throughout the project life cycle, you’ll be able to meet their requirements.
This process is applied to every stage of the project life cycle. It involves cost estimation, establishing budgets and cost control. Simply put, you begin by estimating the cost associated with each task, and then you create a budget that will cover those expenses. Once the execution phase begins you have to monitor the cost of the project as it progresses.
An risk is a problem that has affected the project. Issue management is how you deal with problems when they turn up on your project and it’s worth working out what this is going to look like for you because something is bound to go wrong.
The process will cover who needs to be notified, how you make decisions about what to do next, and who has the authority to take action.
Every project has changes. Sometimes that’s because the objective wasn’t defined particularly well at the outset. Or because the business strategy has changed and the project needs to be updated accordingly. You must create a change management plan, which will include your project’s change management procedures and forms.
Many projects involve working with suppliers and there is normally a process around how you engage and contract with them so that everyone knows what to expect and what you are getting for your money.
Yes, communication is a process! You have to identify who needs to get which message when and which method of communication is most appropriate. A communication plan will help you do this.
Pro Tip: If you do nothing else on your project, make sure you develop a communication plan and actually communicate! This is the fastest and most efficient way to stay on top of your project performance.
These are the most common processes, but you can also create in-house bespoke processes to help you deal with the quirks of your organization. The key thing is to make sure you aren’t starting from scratch every time, and that you are introducing standardization into how you manage projects as much as possible.
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