At its core, project administration is all about execution. From small projects to large, complex, plus everything in between, correct execution comes down to following the right process.
Project supervisors need to do much more than simply remind their teams about deadlines and upcoming meetings—they must have a firm grasp of the entire project lifestyle cycle.
This guide will jump into the different stages and processes of the project. It will eventually help beginners and experienced project managers alike improve their administration skills and provide better results.
What is the Project Management Process?
There are lots of different task management methodologies. Yet regardless of the method in position, all projects possess two things within common—projects are completed in phases and stick to an established process via each stage.
According to the Project Management Institute (PMI), there are five task management processes:
- Project Initiation
- Project Planning
- Project Performance
- Task Monitoring and Controlling
- Task Closing
Understanding these types of systematic elements in general will help project supervisors determine what must be achieved before moving to the next stage in the process.
4 Equipment to Improve Your Project Administration Process
The best project managers rely on tools to guarantee the project management procedure runs smoothly. Whether you’re a complete beginner or experienced supervisor, these are the top equipment that you should take into consideration:
#1 — Zoho Projects
Zoho Projects is one of the most powerful and flexible project management tools on the market today. It’s used throughout projects for construction, advertising, software development, schooling, consulting, testing, real estate, and a wide range of some other industries. The software offers everything you could possibly have to manage the task life cycle plus collaborate with your group, regardless of their location.
The tool comes with an intuitive user interface and integrates with dozens of third-party business apps that your organization uses regularly. It comes with features for task management, time tracking, confirming, dependencies, and more. Utilize it to manage sprints and see a complete overview of your total project portfolio. There’s a free edition of Zoho Projects that supports as much as three users. Additional sign up for the Premium package, at a minimum. Compensated plans start at $5 per user monthly. Try Zoho Tasks for free with a 10-day trial.
#2 — Favro
Favro isn’t quite too known as some of the various other project management equipment out there. It’s an all-in-one solution pertaining to collaborative planning for agile teams. The software is usually flexible enough to support the needs of marketing teams to software developers. From backlog management to run planning, Favro has it all. It’s a great solution to solve complications associated with remote work. Your entire team may benefit from its real-time collaboration features.
Overall, the tool is filled with features to easily simplify the project management process. It comes with solutions for project roadmaps, project scheduling, team planning, and more. Favro integrates with popular tools such as Slack, Google Drive, Jira, Zapier, as well as other useful business apps. The software works best intended for smaller teams making use of agile project management. Plans start at 10 dollars. 20 per month, and you may try it free regarding 14 days.
#3 — Teamwork
Team-work is trusted simply by 20, 000+ companies and 6, 000+ agencies across the globe. Huge brands like Netflix, HP, Panasonic, PayPal, Spotify, and The disney produtcions all rely on Teamwork for project administration. The software is the ideal balance between guaranteed powerful. It’s easy for non-technical users to determine but packed with functions to accommodate a wide range of requirements and use cases.
Compared to other tools on the market, Teamwork really stands apart from the crowd using its project portfolio management tools. For task managers that supervise multiple projects at the same time, this software makes it easy to implement plus track the process of each one through a single supply of truth. It comes with tools for period tracking, task management, resource management, confirming, and more. You can incorporate Teamwork with QuickBooks, Zapier, Dropbox, Xero, HubSpot, and other tools that you’re already using. The software is usually free forever for approximately five users, and paid plans start at $10 per month. Consider Teamwork for free having a 30-day trial.
#4 — Wrike
Wrike is another well-known solution in the project management category. It is used by 20, 000+ organizations, including home names like Airbnb, Dell, and Google. I like Wrike because it’s so versatile. The same software may be used to accommodate marketing groups, professional services organizations, product development teams, innovative teams, and more. It’s used for project management, resource management, agile project management, remote control work, and plenty of other use cases.
A primary reason why Wrike is really popular is due to the advanced workflow automations. This helps streamline the particular project management process from start to finish. Wrike also has options that leverage AI for risk prediction. This is a huge element of managing crucial stages within any task. Small teams of up to five users may use Wrike for free. Yet to get the most from this software, you’ll definitely want to sign up for a premium plan. Those start at $9. 80 per user per month. Attempt Wrike for free with a 14-day trial.
The Basics of the Project Management Process
Since previously mentioned, there are 5 phases in the project management process. We’ll discuss each one in greater detail below.
The first stage in the project management process is initiation. On this phase, project managers must define the particular project scope at a broad level. You’ll need to find a way to show an idea into a real goal.
The budget, estimated timeline, goals, and task constraints will most be defined throughout the project initiation. Essential stakeholders will be determined, and the project team will be determined as well.
Probably the most important part of the initiation phase is feasibility. PMs must remove vagueness from the idea, so clear finish goals can be founded. You won’t be diving into any technical details of the particular project just yet, but the general overview needs to get clarified.
For example , let us say a manufacturing facility is tasked along with building an electric mobility scooter. The design, battery, and other details will not be set up in the initiation stage. The only certainty the following is that an electric scooter will be built inside a specific time and budget.
The task planning phase of the process is a bit more in-depth. Now it is time to establish a task roadmap.
Project managers are tasked with developing a project schedule plus identifying the specialized aspects of what must happen. This includes concrete goals and deliverables. Regardless of the project management methodology in place, project planning is arguably the most important part of the project management process. This step lays the foundation throughout the phases, therefore don’t cut edges or take this gently.
Right at the end of this phase, the project manager must have a detailed blueprint that explains the entire project from inception by means of completion.
Planning also entails risk mitigation. Task managers need to recognize potential risks plus develop a plan to minimize those problems, ought to any issues arise. Put some contingencies in place and be prepared to implement changes that can prevent bottlenecks plus delays down the road.
The final element of project planning will be establishing a conversation plan with stakeholders. From status improvements to general insight and regular conferences, all of this will be discovered during the planning phase.
The project execution phase is once the project team places the plan into motion. It’s the stage in the project administration process where the actual work gets finished.
It is the project manager’s job to establish the methodology and work flow for the team to follow. Stakeholders don’t have to be bothered with these details, but the management methodology will define apparent guidelines for the entire group.
Project managers will speak with stakeholders on a regular basis through the execution process, on the schedule previously defined during the planning stage. This helps ensure that many people are on the same page as well as the project runs according to plan.
Project management plus team collaboration software make this much easier for everybody involved. It’s an effective way for project supervisors to boost their team’s productivity while maintaining everyone in the loop.
Let’s leap back to the electric scooter example. During the execution phase of the project, the mobility scooter will be developed through start to finish.
Project Checking and Controlling
The overseeing and controlling procedure for project management really runs parallel with the execution stage. Project managers use this to make sure tasks are completed on time and deliverables are met.
Depending on the project management methodology in position, managers have various ways to ensure that nobody at the team is deviating from the original plan.
For instance , if you’re using an agile methodology like Scrum, you might hold everyday standup meetings in order to monitor what your own team is working on.
Task managers must also track the costs and resources being used throughout the project. This helps ensure that everything is being completed within the predefined budget.
The last stage of the task management process will be the closing. This is when the project ends after its final delivery.
If you’ve hired third-party contractors or outside assistance to complete the task, those contracts will be terminated during this phase. All paperwork plus filing to indicate the finish of the project may happen during the closing process as well.
It’s essential for project managers to hold one last meeting with their team after the project conclusion. This is a great chance for everyone to think about the project to determine what went well and what needs enhancement. Closing meetings help improve the performance and productivity of groups as they work on future projects together.
Project managers should also complete a last report of the task covering all of the details from start to finish. This report is going to be kept on file therefore anyone within the corporation can access it at a later time.
several Tricks For Task Management Process
The task management process is extremely involved. But in our experience, these quick tricks will make your life much easier.
Trick #1: Use Project Management Software
Running a task without PM software in today’s day and age is essentially setting up your team for failing. There are so many moving components throughout the project administration process that monitoring everything without application is unrealistic and inefficient.
Being a project manager, you may use this software to produce a project timeline, monitor your budget, assign duties to your team, and monitor progress. Project management software is also the simplest way to run reports and share updates with stakeholders.
Besides the tools listed earlier in this post, check our own complete list of the best project management software currently available.
Information also contains helpful resources on how to pick the best project management software for the unique situation. Irrespective of your project scope or the project management technique you’re using, the guide has some thing for everyone.
Trick #2: CLEVER and CLEAR Goal Planning
As previously stated, the project preparing phase is perhaps the most important stage within the project management procedure. But taking a broad idea and making it a tangible objective is easier said compared to done.
To simplify this step, I recommend using SENSIBLE or CLEAR goal planning. These are 2 acronyms that can help a person clearly define intentions and purpose.
By working these goal-setting strategies into your project preparing, it can help you establish your project scope considerably faster, in a way that’s clearly communicated with your group and stakeholders.
Trick #3: Think Big-Picture
Lots of task managers fail simply because they put too much attention on smaller information on the project which should ultimately be handled by the project team.
Whilst it’s still your work to establish the process, schedule, and tasks related to execution, you should not be putting all of your efforts into how each team member is completing their own tasks. Let your own team hold by themselves accountable for their function. Project managers ought to act as a reference if team members run into issues or have a problem.
Micromanaging is ineffective, as well as your time will be better spent focusing on the big picture of the task. This helps ensure that resources are allocated effectively and the project is done on time while keeping within budget.