Project Management Processes and Tips For Success

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29th Nov, 2022
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05th Sep, 2018
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Project Management Processes and Tips For Success

Project management is a team cohesion method for accomplishing project objectives within the time frame specified. The study of all project management processes and their tips ensures success, which we can achieve with a project management certification course. In addition, we'll look at the whole project life cycle, which comprises five stages from project initiation through project closure.  

What Are Project Management Processes?

Almost all endeavors in the world must go through a set of stages to achieve their objectives. These processes are designed to make projects more methodical, make it easier for project managers to comprehend each stage, and be simply divided among team members. So, what exactly are those processes now? In a subsequent graphic, we'll look at all five phases and extensively explore each. 

Project Management Processes Chart

The chart of project management procedures below depicts the five stages of project management and provides a brief overview. 

project-management-processes

Five Phases of Project Management Process

Managing a project is a difficult undertaking to fulfill in any industry or business. Every job, including computer programming, aerospace engineering, the construction field, and the automobile sector, needs project management skills. As a result, project management has been divided into five phases to cover the majority of project areas and make it easier for them to achieve their specific goals. Each series goal must be completed step by step to generate the final project outcome. 

The five phases of a project management process: 

  1. Project Initiation 
  2. Project Planning 
  3. Project Execution 
  4. Project Monitoring and controlling 
  5. Project Closing 

Because the project management approach may be used for any type of project, interest in the PMP course has skyrocketed. Following all phases in a series and adding some essential tips ensures the success of any project.  

Phase 1: Project Initiation

Initiating the concept of the project and its intended outcomes, the beginning procedures define its scope and character. This initial step of project management creates the foundation for any project, which involves determining the project's scope in accordance with the business involved, assembling a project team, selecting a manager, obtaining funding, or submitting a loan application.  

Think about a construction project as an illustration. It requires a team to develop it and funding to buy the necessary resources (office space, etc.) before beginning to plan its design or work procedure. The project initiation process helps to review all of these needs and make appropriate plans. 

Phase 2: Project Planning 

Following the completion of the first phase, the project must now be planned for the following phase of execution. Project planning includes establishing deadlines, estimating costs, forming teams, and analyzing risk factors that may arise during task execution. 

Spending more time on great strategic planning is critical to effective project management since it will be useful across all subsequent stages of project management. Planning the workflow is essential, but we also need to anticipate any breakdowns that could cause delays in finishing the project. 

Consider how the money would be wasted and the project would be delivered later if your project were executed without adequate preparation. Without a plan, it is difficult to assign tasks to the team members, which leads to conflicts and lower-than-expected project quality. 

Phase 3: Project Execution

The project team puts its planning into action in this phase to achieve its objective. Every task that needs to be completed in the meantime must be double-checked against the plan. The project manager must schedule the appropriate team meetings to communicate project updates and monitor everyone's progress to finish the project on schedule and within the allocated budget. 

A team leader must set up the required tools for an efficient work process and prepare regular status reports. It is the manager's responsibility to take the required steps to reroute the execution if things aren't going as planned. 

Phase 4: Project Monitoring and Controlling

The monitoring and controlling phase monitors all aspects of the project's management. Additionally, it provides transparent information about project errors, allowing a project manager to implement corrective actions by managing the team. 

Project managers must keep the project on track, which includes timing, costing, using quality resources, team participation, etc. If he finds inconsistencies in the aforementioned information, he must oversee the complete work in line with the planning. 

Phase 5: Project Closing

There will always be a final phase to every project, but how you close it out will determine how fair it was. Just finishing the project work isn't 100% completion of the project. Additionally, the project manager must finalize the agreements with contractors, independent contractors, agencies, and any properties recruited specifically for the project. 

Delivering project reports, SOPs, and information on maintenance schedules, as relevant, are also included in the closing phase. 

Project Management Process in Software Engineering

In the same way that the project management process's stages may be customized for engineering projects in any industry, software engineering is one of its most advantageous applications. Software project management makes it simple to create new software as well as modify current software. 

Let's use the life cycle of the project management process groups to illustrate a new operating system software invention for mobile devices. 

1. Project Initiation: When well-known OS platforms already exist on the market, we must determine the breadth of this new concept and transform it into a worthwhile objective. Here, we begin the process of designing an effective and user-friendly operating system. The selection of device compatibility, service providers, and development of its design will not be a part of the initiation phase. Choosing a team manager and his team, as well as defining a deadline to finish within budget, are all necessary decisions at this stage. 

As they are in the early stages of their project management, this is an important moment to determine the market of their innovative idea. If the project's scope doesn't align with the company's objectives, it is beneficial to suspend the next steps in bringing the project to market in order to save money and time. 

2. Project Planning: At this point, the software project manager needs more time to plan every component of the project, such as organizing meetings and calculating risk assessments. The manager must expand on the first idea and prepare its statement.  

Planning a software project typically includes 

  1. Choosing team members based on their roles and abilities 
  2. Preparing a budget 
  3. Designing operating system software for the most popular mobile devices. 
  4. Creating the ideal shift plans for the team members in order to do a continuous job. 
  5. Collection of languages that work with the OS design. 
  6. Making the necessary resource selections to complete the task. 
  7. Planning to avoid such breakdowns after analyzing potential ones that could cause a project's delivery to be delayed. 
  8. Future software and hardware modifications should be planned accordingly. 
  9. Design accordingly to support most of the applications. 

3. Project Execution: Putting what your team has planned into action should be the manager's primary goal. There should be no further deviations by changing designs. The team's ability to communicate with one another is crucial when executing. Apply for the permits and legal approvals needed to move the project ahead. 

Use device management strategies in the operating system. This phase also includes a monitoring stage to control faults while processing the work. There are several factors to bear in mind while executing software project management, which include the security and privacy of end users.  

4. Project Monitoring and Controlling: The project manager must review daily reports from several teams and bring them into line for a conclusion that will benefit all parties involved. Keep an eye on how efficiently the OS development processes are working. 

Let's look at some concerns for the monitoring and controlling stage of software projects. 

  • Tracking the development of the contractual or outside organizations' work. 
  • To keep track of team members' attendance. 
  • To monitor emerging technological advancements or current changes in OS design. 
  • To evaluate ongoing project operations in order to meet the delivery deadline. 
  • In light of this, periodically gauge the rate of work. 
  • If any inaccuracies are detected in the data collected from daily project reports, notify the appropriate departments for correction. 
  • Monitor the contractual work status. 
  • Increased transparency within the project team. 
  • Monitor security and privacy elements in the development of operating systems. 

5. Project Closing: Our operating system is currently being prepared for delivery to the client. Until and unless you perform the closure method, your project is unfinished. Complete all activities involving all departments and seal any contracts for outsourcing. Complete any outstanding financial transactions. Create a thorough project report and submit it with the finished item. Prepare a personal report on the obstacles encountered, break down timelines with justification, and assess the project for future smooth project management. 

Simplify Your Project Management Process

As we can see from the preceding instances of project management processes examples, five stages simplify any challenging activity. The documentation or administrative systems can be controlled by using specific software and browser-based apps, which lowers the likelihood of human errors. You can further simplify it by using the methods listed below. 

  • Make time for meetings. 
  • Keep daily reports updated, and include breakdown times along with justifications. 
  • Utilization of automation tools.  
  • Learn process-based skills, such as PRINCE2 training, to manage any project easily and effectively. 
  • Utilization of Cloud-based software systems. 
  • Using mobile project management apps. 

Project Management Techniques and Methodologies

Methodologies of a project management are combined use of concepts and tools along with project management processes and techniques. Understanding the applicability of each methodology to various sorts of projects requires knowledge of practically all techniques, both past and contemporary.  

Knowing several sorts of methodology is important for project management; some of these approaches are as follows: 

1. Critical Path Method (CPM)

The American Association of Engineers (AACE), Rang, and Dupont created CPM for military purposes. It has been in use since 1957. This approach is used to calculate the overall time required to complete a project. 

This system also tracks when any project management procedure takes longer than usual, allowing a manager to take the appropriate steps to prevent delays in providing the final result. 

2. Program Evaluation Review Technique (PERT)

The PERT approach was first used for military purposes by the US Navy Polaris missile submarine program in 1958. It determines the amount of time needed to complete any project, just like CPM. Additionally, it assesses the project's quality, allows PERT users to track tasks, and monitors the project. 

3. Work Breakdown Structure (WBS)

In 1965, the US Department of Defense developed the WBS technique. The project will be broken down into smaller components and organized using this process into a hierarchical tree structure. so that when spread throughout the team, little targets would be simple to complete. 

4. Waterfall Method

Inspired by Winston Royce's WBS technique, this project management methodology was created in the year 1970. The stages of project management in this approach are organized in such a manner that the project manager cannot begin a new assignment until the previous one is completed. 

Numerous techniques, including Agile Methodology, Scrum Methodology, Project Management Body of Knowledge (PMBOK), Critical Chain Project Method, Kanban Methodology, Six Sigma, and Prince2, are in use today. 

Project Management Tools

In the current era of project management, project management processes and tools are often utilized in conjunction. Project Management Software (PMS) is now the main resource tool for handling many typical activities. However, prior to the software era, tools like the Harmonogram, Floating Chart, and Gantt Chart established the groundwork for the development of many paperless current project management solutions. 

Software-as-a-Service (SaaS) and cloud-based project management software, which are widely used today by project managers, were created based on the historical technologies outlined above. These software tools make use of a variety of platforms, including mobile apps, visual applications, desktop applications, and web-based platforms. 

Let us see how these project management tools manages any project: 

  1. Maintains documentation or administration system. 
  2. Allocates available resources. 
  3. Schedules team meetings and works. 
  4. Controls the cost and manages the project within budget. 
  5. Every piece of data related to breakdowns, accomplishments, and costs is recorded. 
  6. It makes the decision faster. 
  7. Reduces manual errors. 

Skills for Success of a Project 

In addition to adjusting project management processes and knowledge areas for every project, it is the responsibility of the project manager to build specific skills for both themselves and the team in order to successfully complete the project. Let's find those helpful skills: 

  • Developing leadership qualities 
  • Communication. 
  • Use of suitable project management methodologies for the projects accordingly. 
  • Finding the right software tools. 
  • Risk assessment and quick rectification. 
  • Maintaining transparency among the team. 
  • Time management. 

Additionally, KnowledgeHut's training on project management offers instruction in the development of project management abilities, which are crucial for a project's success. 

Conclusion

We have looked at the project management processes definition along with their roles and responsibilities in the successful management of any project. In addition, we have studied various  techniques, methodologies, software tools, and skills for the successful management of projects. Use of these concepts according to the situation or type of project is the real key to a successful outcome. 

Frequently Asked Questions (FAQs)

1. What is project management life cycle?

The project management life cycle includes five phases: Initiating, Executing, Planning, Monitoring and controlling, Closing. 

2. What are the stages of a project plan? 

The stages of the project planning are as follows: 

  1. Make a declaration of the scope. 
  2. Make a statement about the effort. 
  3. conduct analysis 
  4. Develop a project plan. 
  5. Schedule the project. 
  6. Examine and accept the plan. 
  7. To monitor ongoing duties. 

3. What is the most important process in project management? 

Project planning is the most significant step in project management since the team creates a detailed strategy for the entire project, which takes more time. 

4. What is PMO in project management?

The Project Management Office (PMO) is an internal or external business unit that upholds project management standards throughout an organization.

Profile

Satish T

Author

Satish T writes on project management and the many approaches used in projects across different sectors. He honed his fundamental writing talents in article production after discovering that the creation of content is essential when describing any product. Satish's areas of interest are fact-finding research, Search Engine Optimization, and skill development.

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