‘1101/2023, 16:98 What Is Project Management? The Ultimate Guide | ProjactManager
Project Management
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What ls Project Management?
Project Management Knowledge Areas
The Project Life Cycle
The Triple Constraint of Project Management
The Project Management Phases: How to Manage @ Project Step by Step
Project Management Methodologies
Project Management Tools
Project Management Templates
Project Management Software
Project Management Certifications
What Is Project Management?
Project management is the discipline of planning, executing and completing
projects. Project managers achieve this by using a set of methodologies,
processes and tools to guide their teams and manage resources.
Today, most project management professionals use project management
software to plan, execute and control projects. ProjectManager, for example, lets
you manage plans, resources, costs and teams in one online tool.
Use our Gantt charts, kanban boards, and calendars to create project schedules
and assign work with real-time resource availability.
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Access Gantt charts, dashboards, timesheets and more with a free trial of
ProjectManager Learn more >
To better understand what project management is, the discipline can be broken
down into 10 key areas, known as project management knowledge areas.
Project Management Knowledge Areas
The term project management knowledge areas is used to describe all the
different aspects of a project that need to be managed. Project managers are
responsible for overseeing these areas, so they use all the tools, methods and
resources available to them
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Here's a list of all the 10 project management knowledge areas, as described by
the Project Management Institute (PMI) in its Project Management Body of
Knowledge (PMBOK). Click the links for an in-depth explanation of each
Y Integration Management: Takes various project management processes
and methodologies to create a strategy that helps teams work better
together. This fosters teamwork and synchronizes information for more
clarity.
Y Scope Management: Project tasks, deliverables and milestones are
identified, defined and controlled through a process that includes collecting
stakeholder requirements, creating a work breakdown structure (WBS) and
then monitoring and managing changes.
w Schedule Management: Details how the project schedule will be created,
managed and monitored. It is part of the planning stage of project
management and creates a realistic timeline to achieve project goals
wY Cost Management: Process that manages the planning and controlling of
costs related to a project. This means collecting, analyzing and reporting on
costs to forecast and monitor the project budget to keep from overspending
Y Quality Management: Overseeing all activities related to creation of
project deliverables to make sure that it meets quality expectations. This is
done by continuing to measure quality throughout execution of the project
and correcting any deviations from quality expectations.
vw Resource Management: Getting the most from the people, materials and
equipment needed to execute your project by allocating and reallocating
resources as needed.
Y Communication Management: Various processes used to deliver clear
messages in a project. It involves the creation of channels, frequency and
correct messaging to make sure they're received in a timely manner and
understood.
¥ Risk Management: Identifying, evaluating and preventing or mitigating
risks in your project, whether these are negative risks to avoid or positive
risks to exploit.
wv Procurement Management: Building and maintaining relationships with
external resources required in your project. This includes vendors that sell
products and services needed to meet project objectives.
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them and keep them updated on progress.
These project management knowledge areas need to be managed from the
beginning to the end of your projects. All projects go through the same phases,
which are known as the project management life cycle.
The Project Life Cycle
The project management life cycle is made up of five phases, known as project
management process groups: initiation, planning, execution, monitoring and
control and closure.
The term project management process groups was coined by the Project
Management Institute (PMI), and it’s widely used in the project management
industry. Some authors use synonyms such as project life cycle or project
lifecycle, project management process or project management phases
The Triple Constraint of Project Management
The triple constraint, also known as the project management triangle, or iron
triangle, refers to the boundaries of time, scope and cost that apply to every
project. Here’s how it works.
1, Time: Project managers must estimate the time required to complete a project
To do so, they use project scheduling tools such as PERT charts or the critical
path method.This must be done during the initiation and planning phases of the
project life cycle to develop a schedule covering the duration of all the activities.
2. Project Scope: The scope refers to all the work necessary to complete a
project. It must be identified during the planning stage by using a work breakdown
structure.If the scope is not defined in the project plan, it can cause the project to
fail, which is known as scope creep.
3. Cost: There are many costs associated with a project. Project managers are
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accounting methods and cost tracking tools so the project can be completed
within the approved budget
Project managers balance these three constraints making trade offs between
them. For example, you can increase the number of activities in your project
scope, but this means there will be less time and costs will be higher for each
project task, reducing profitability.
Now that we've covered the most essential project management concepts, it’s
time to take a look at the project management tools and techniques that
project managers can use to plan, monitor and control.
The Project Management Phases: How to
Manage a Project Step by Step
Above, we identified the five stages of the project management life cycle. Now it's
time to put that information to practical use.
In this section of the guide, we are going to break down each stage with
actionable steps that outline how to manage a project.
1. Project Initiation
This is the starting phase where the project manager must prove that the project
has value and is feasible through a series of project management documents
Here's the most important ones:
Business case: A business case justifies the need for the project, project
objectives and return on investment.
Feasibility study: A feasibility study proves that the project can be
executed within a reasonable time and cost.
Project charter: A project charter conveys what the project is going to
deliver.
~/ Assemble Proiect Team: Resources are needed to execute anv proiect.
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This includes creating job descriptions, roles and responsibilities. All this
information can be later put into a team charter.
Y Set Up Project Management Office (PMO): The project management
office is usually a physical space set up for the project manager and
support staff. So, the infrastructure for the project management office
includes having project management software and any equipment needed
Y Kickoff meeting agenda: This project management stage culminates in a
project kickoff meeting, where the project team and project stakeholders
are brought together to agree upon project goals and objectives, scope and
timeline
2. Project Planning
The goal of the project planning phase is the creation of the project plan, which
covers how every project management area will be managed during the project
execution phase
Here's a quick overview of the most important components of a project plan. As
you can see, some of them are smaller action plans to manage specific areas.
Project Schedule: The project schedule defines a timeline for the
execution of tasks and resource allocation. Project managers need to
constantly monitor the project schedule with task management and time
tracking tools.
Y Project Budget: A project budget is the sum of all the estimated project
costs. Project managers need to control costs so that they don't exceed it
Y Work Breakdown Structure (WBS): A WBS is a project planning tool that
allows project managers to visualize all the act
deliverables in their project scope, and prioritiz
s, milestones and
em.
~ Scope Management Plan: Explains how your project scope will be
controlled throughout the project to avoid scope creep.
Y Risk Management Plan: Contains a risk register where all potential risks
are listed, along with the risk owner and risk mitigation strategies that would
be implemented for each of them.
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Y Stakeholder Management Plan: Identifies all project stakeholders,
prioritizes them, and explains the communication channels and conflict
resolution strategies to be used.
Performance Measurement Baseline (PMB): It's important to create a
performance measurement baseline to keep track of your project
scope, budget and schedule.
Project managers often lay out their project plan using a Gantt chart software,
which provides a visual representation of the entire project schedule and project
scope. Some Gantt charts automatically identify critical path activities.
3. Project Execution
The third project management phase is project execution, which is when the tasks
and milestones outlined in the project plan are tackled to meet the project goals
and objectives.
The project execution phase is when project managers need to oversee all project
management knowledge ereas as their project progresses towards the monitoring
and control phase.
Y Task Management: Project managers and team members need to manage
their tasks. This involves monitoring and reporting to make sure the task is
being executed within the timeframe of the planned schedule. Task lists
and kanban boards are two popular tools for task management.
Y Schedule Management: Once a schedule is created, it must be monitored
through the project execution to make sure it stays on track. Proper
schedule management charts a path to keep task progress, goals, priorities
and deadlines matching with the schedule
Y Cost Management: Just as a schedule is planned, so too is the budget. But
that doesn’t mean the job is done. As anyone with a wallet knows, money
has a tendency to disappear. Project costs must be controlled to keep
them within the agreed budget
Y Quality Management: Deliverables should be produced on time and within
budget, but if the quality is lacking then the project isn’t successful
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~ Change Management: Broadly, change management is a process for
improving business processes, budget allocation and operations in an
organization. However, when applied to project management, the focus is
narrowed to the project itself and controlling changes in scope during the
execution phase.
Y Procurement Management: Few is the project that can be done without
having to purchase, rent or contract with outside resources. This process is
called procurement. Managing relationships with vendors and suppliers is
what procurement management is all about.
Y Resource Management: Resources are anything needed to get the project
done. That includes the team, supplies, equipment, materials, etc.
Resource planning includes the roles and responsibilities for the team,
what they'll need and where they'll be working.
Y Team Collaboration: Once the execution of the project begins, the planning
leads the way, but team members need to have tools to work together so
they can stay in close communications. Team collaboration can be
facilitated by team-building exercises and tools that connect team members,
whether they‘re in the same office or working remotely.
Along the way, the project manager will reallocate resources or adjust time and
scope as needed to keep the team working. In addition, they will identify and
mitigate risks, deal with problems and incorporate any changes.
4, Project Monitoring and Control
The fourth project management phase, project monitoring and control, takes
place concurrently with the execution phase of the project. It involves monitoring
the progress and performance of the project to ensure it stays on schedule and
within budget. Quality contro] procedures are applied to guarantee quality
assurance.
Reporting is also a critical part of this project management phase. First, it allows
project managers to track progress, and second, it provides data for stakeholders
during presentations to keep them in the loop. There are many project
management reports such as project status, timesheets, workload, allocation
and expense reports.
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The fifth project management phase is project closure, in which the final project
deliverables are presented to the stakeholders. Once approved, resources are
released, documentation is completed and everything is signed off on.
Here are some of the main steps of this project management phase.
Transfer Deliverables: The project is about producing a final deliverable
That marks the end of the project execution and the beginning of the project
close. Therefore, make sure all project deliverables are Identified, completed
and handed off to the proper party.
Y Confirm Completion: At this stage, confirmation is needed from all
stakeholders, clients, even the project team. That means sign-offs, so there
is no confusion and last-minute change requests.
Y Review Documentation: Usually, the project manager is responsible for
going over all contracts and documentation to make sure everything has
been okay and signed off on.
VY Release Resources: Before a project is completed, the team, any contract
workers, rentals, etc. must be officially released. Have a process in place to.
notify and make sure everyone is paid up.
Y Doa Post-Mortem: A post-mortem is when the finished project is analyzed
to note what worked and what didn't. This is a great way to repeat
successes and repair mistakes for the next project. Don't forget to celebrate
with the team! They deserve it
Now that we've learned about the project management life cycle, let's take a look
at some project management approaches.
Project Management Methodologies
Throughout the years, many project management methodologies have been
developed to adjust to the needs of different industries. Some of these project
management types or approaches also work best for projects of certain sizes and
complexity levels.
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¥ Waterfall Project Management: A linear project management approach,
in which stakeholder requirements are gathered at the beginning of the
project, and then a sequential project plan is created
¥ Agile Project Management: An iterative project management approach,
that doesn't follow a rigid project plan, but short sprints of work called agile
sprints.
Y Scrum Project Management: An agile framework that is very popular for
product and software development.
¥_Lean Project Management (or Lean Manufacturing): This technique
was invented to improve manufacturing processes and became a very
important project management methodology through the years.
¥ Kanban Method: Kanban is a widely used project management approach
which consists in managing work through visual boards and cards. Kanban
boards are used by agile and scrum teams.
Y Six Sigma: Just like kanban or lean, six sigma is a set of tools and
techniques that was developed to improve production processes, and later
became a project management approach.
¥ Critical Path Method (CPM): The critical path method is a project
scheduling technique that allows project managers to estimate the duration
of a project, identify task dependencies, float and critical activities.
Y Critical Chain Project Management: A project management approach
that’s based on the theory of constraints and uses resource management as
the primary way to execute projects effectively.
¥ PRINCE2: PRINCE? is the most popular project management methodology
in the UK, Australia, and European countries. PRINCE2 is very similar to the
Project Management Body of Knowledge from the PMI because it provides
definitions and best practices for project managers.
Project Management Tools
There are a wide range of project management tools, both online and mobile,
available to manage projects. These are the most essential tools for a project
manager:
Draiant Nachhnard
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Start free trial
A project dashboard is a project tracking tool that allows you to monitor your
costs, tasks and progress. It’s a very useful tool during project execution because
it helps project managers quickly determine whether their projects are on track or
not.
Gantt Charts
A Gantt chart is a visual representation of a project timeline which shows all the
project tasks in one graph. Gantt charts are used for project planning, project
scheduling, task management and resource management. They work best on
waterfall projects.
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The Gantt chart is the preferred method used by project managers to schedule
their projects. Some tasks are dependent on others before they can start or end,
and these task dependencies can create bottlenecks later on in the project.
By linking them on a Gantt chart, a head's up is created to avoid slowing down the
schedule. Projects can be divided by milestones, diamond symbols, which
indicate the end of one phase and the beginning of the next.
Kanban Boards
A kanban board is a task management tool that allows project managers and team
members to visualize tasks. Kanban boards are used by agile and scrum teams
who work in iterative sprints. They're easy to use and foster team collaboration.
Project Management Templates
There are many project management charts and diagrams that project
managers use to plan, schedule and track their projects. Here are some of the
most commonly used ones
Y Gantt Chart Template
Y Project Plan Template
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Y Project Timeline Template
These are just some examples of project management charts. We have a library of
project management templates you can use to manage every project phase.
However, while these templates can be very useful, they're still static documents
that can't match the features that you would get from a project management
software such as ProjectManager.
Project Management Software
Project management software is a platform for managers to plan, monitor and
report on projects; it lets teams manage their work and collaborate, too. Watch
the video below to see project management software in action:
Oi
Choosing the best project management software for your organization is not
an easy task. That’s mainly because there are many alternatives to choose from.
But not all project management software has the same features and, as a project,
manager, it's your responsibility to decide which tool works best for your
organization.
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the best project planning, scheduling and tracking features.
Project Management Roles
A project works best when project management roles are well-defined. While
there are project management methods that require different types of project
teams, these are the main project management roles:
Y Project Manager: As we've mentioned above, the project manager is
responsible for managing the project management knowledge areas
throughout the project.
Y Project Sponsor: The project sponsor represents the customer of the
project. Depending on the organization, there can be different levels of
project sponsors.
Y Project Team Members: Team members are skilled professionals who work
to contribute to the process of producing deliverables, managing risks and
achieving project goals.
Y Project Stakeholders: This is @ person or a group who has a vested interest
or “stake” in the project. The project manager must communicate project
progress to stakeholders throughout the project life cycle.
Y Clients: This is a group or a person for whom the project or a key
component of the project is delivered.
Ready to become a project management professional? You'll need to work on your
project management skills and a certification program to become a
professional project manager.
Project Management Certifications
There are several organizations over the world that provide project management
certifications and training. Here are the most popular ones.
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Y Google Project Management Certificate: Google recently developed
this training program in association with coursera, which teaches all the
project management basics.
¥ PMI Certifications: PMI offers numerous project management
certifications. Most project managers obtain the Project Management
Professional (PMP) certification which is an industry standard
Y Agile Certifications: There are plenty of agile project management
certification and training courses. These are a requirement for agile and
scrum project managers
Y PRINCE? Certifications: PRINCE? is the project management framework
used in the UK, Australia and Europe. You'll need specific certifications to
participate in a PRINCE? project.
Project Management Knowledge Areas: In Depth
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.
Scope Management
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 in including all the activities, and clarifying what won't be
done. This is the base for scheduling, budgeting, and task management.
Task Management
This process begins with careful planning. Once the work breakdown structure is
constructed, one can know every task needed to complete the project. Then,
tasks can be assigned to team members. It is important to understand the task
dependencies so that tasks are laid out in the order in which they need to be
completed.
Resource Management
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and produce deliverables. Once the project scope is defined, the resources that
will be needed for each activity can be determined. As the project progresses, the
use of resources must be controlled
Schedule Management
The schedule management process can be divided in 3 sub processes:
estimating, scheduling and controlling. First, estimate the time for each activity,
milestone and deliverable. Then develop schedules based on those time
estimates. Once the execution phase begins, monitor the project schedule
regularly
Risk Management
The risk management process identifies what might happen to throw the
project off track and then define a response so there are 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 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.
Quality Management
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.
Stakeholder Management
Stakeholders are the soul of a project. By understanding their needs and
frequently communicating with them throughout the project life cycle, their
requirements can be more easily met.
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This process is applied to every stage of the project life cycle. It involves cost
estimation, establishing budgets and cost control. Begin by estimating the cost
associated with each task, and then create a budget to cover those expenses.
Once the execution phase begins, monitor the cost of the project as it progresses
Issue Management
Arisk is a problem affecting the project. Issue management is how problems are
dealt with when they turn up on the project and it's worth working out what this is
going to look like because something is bound to go wrong
The process will cover who needs to be notified, how to make decisions about
what to do next, and who has the authority to take action
Change Management
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. A change
management plan must be made, which will include the project’s change
management procedures and forms.
Procurement Management
Many projects involve working with suppliers and there is normally a process
around how to engage and contract with them so everyone knows what to expect
and what they are getting for their money.
Communications
Yes, communication is a process! Identify who needs to get which message when
and which method of communication is most appropriate. A communication plan
does this
These are the most common project management processes, but teams can
create in-house bespoke processes to deal with the quirks of their organization.
The key thing is avoiding starting from scratch every time, and that there is a level
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Project Management Methodologie:
In Depth
Depending on the industry, objectives and stakeholder requirements, project
managers can employ different project management methodologies to manage
the five stages and achieve a successful outcome. These are some of the most
popular:
Agile
Agile is often used in software projects but it's becoming more common on other
types of projects, like marketing, It involves iterative working in short bursts
called “sprints.” The work is time-boxed and the team gets as much done as
they realistically can before moving to the next set of requirements.
The Agile principles have been used to develop methods like scrum, extreme
programming, crystal, among others.
Scrum
Scrum is a short “sprint” approach to managing projects. It's ideal for project
management teams of no more than 10 people, and often is wedded to two-week
cycles with short daily meetings, known as daily scrum meetings. It’s led by
what is called a Scrum master. Scrum works within an agile framework and it
consists of time boxes, collaborative team interactions, a product backlog, and
feedback cycles
Waterfall
The waterfall model is a linear approach to delivering work. The project
manager comes up with the stakeholders’ requirements, puts the design together,
builds the solution, tests and implements it and then moves it into a maintenance
stage,
Lean
Lean has come to mean a couple things recently, since the advent of the Lean
Startup movement, which favors an iterative approach to product development
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Traditionally in project management, Lean PM is a way of eliminating waste in
processes and making sure the people involved work effectively together. It
streamlines the handoffs between teams, eliminating downtime. A common
feature of lean working is to only work on one project at a time
Kanban
Kanban is a visual approach to project management. It manages workflow
by placing tasks on a Kanban board where workflow and progress is clear to all
participants. Kanban improves inefficiencies, and has been used to schedule lean
manufacturing in Agile projects.
With the dawn of visual planning boards in software in our era, like Trello, there
are now new uses for Kanban tools and Kanban methods. Agile teams use Kanban
boards for story-boarding user stories and for backlog planning in software
development
Six Sigma
Six Sigma works to improve quality by identifying what is not working in the
project. It applies quality management, including empirical statistics, and employs
personnel who are experts in these disciplines. There is a Lean Six Sigma that
adds lean methodology to eliminate waste.
As a doctrine, it says continued efforts to achieve results which are stable and
expected are most important to success. Processes can be defined and
improved. It takes the whole organization, from the top down, to sustain quality in
a project.
Critical Path Method (CPM)
The critical path method consists of building a model that includes all the
activities listed in the work breakdown structure to identify the project's task
sequences and their duration. With this information, the critical activities that
must be completed on time to avoid affecting the project schedule can be
identified
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In CCPM, project managers focus on the resources they'll be using to complete
the project, such as teams, equipment, office space, etc. It’s a less technical
method of project management that doesn’t put as much emphasis on task order
or scheduling, but rather on balancing resources and keeping them flexible.
CCPM can be applied to both large and small companies, and for projects in
industries such as construction, software development and tech research and
development.
How to Become a Project Manager
Project managers are leaders. They need to motivate their teams as well as plan,
monitor and report on their progress. It's a job requiring many hats. They must
have strong communication skills and be able to clearly connect with both
stakeholders and the project team.
Formal project managers are typically certified through agencies like the Project
Management Institute (PMI) in the U.S. or PRINCE2 in the U.K. After certification,
they are required to maintain their certifications by acquiring additional project
management training to gather a targeted number of Professional
Development Units (PDU).
‘As mentioned previously, the standards of qualification for certified project
managers has recently broadened to include more leadership and business skills.
PMI certification and PDU standards can be found in A Guide to the Project
Management Body of Knowledge (PMBOK® Guide) - Sixth Edition, or on their
website. But it can be difficult to get to grips with the technical aspects of project
management without the formal certification training.
But certification is not always a requirement, it can be something acquired later in
one’s career. Most project managers usually start off with a business
administration degree, but not always. Often experience speaks louder than
degrees. For example, if you're leading a creative project, an arts-related degree
would likely be more appropriate.
How Much Does a Project Manager Make?
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location, education, years of experience, performance and more.
2 i
Project Management Resources
Templates
Project Budget Template
Gantt Chart Template
Project Plan Template
Work Breakdown Structure
Guides
Project Management Trends (2022)
Guide to Gantt Charts
Guide to Project Plans
Guide to Construction Project Management
Guide to Program Management
Software Tools
Gantt Chart Software
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