A Girl’s Guide to Project Management
Posted: Jun 03, 2020
Project management is all about directing the work of a team, so as to achieve targets and meet the performance criteria. One of the major challenges in project management is to achieve all project goals within the given constraints. This information is usually described in project documentation, which was created at the start of the development process. The primary constraints may include distance, time, quality, and budget. Another major objective of project management can be to maximize the allocation of required inputs and implement them to achieve predefined targets.
The purpose of project managementis to create a full project that meets the goals of the company. The aim of Project Management Certification is also in many cases to shape or update the client's brief to feasibly meet the client's goals. When the priorities of the client are clearly set, they will affect all decisions taken by all people involved in the project, such as project managers, designers, contractors, and subcontractors. Ill-defined or too tightly prescribed project management goals are prejudicial to decision-making.
A project is a temporary undertaking designed to create a specific product, service, or outcome with a predetermined start and end (usually time-constrained and often limited by funding or staffing) dedicated to achieving particular objectives and goals, generally to bring about beneficial change.
Common among all forms of project management is that they concentrate on three essential objectives: time, efficiency, and budget. Successful projects are completed on schedule, within the budget, and in compliance with mutually accepted quality requirements i.e. meeting the Iron Triangle or Triple Constraint to be deemed a success or failure.
Project managers create and use repeatable models for each form of project management that are unique to the industry they deal with. It helps project proposals to become more comprehensive and easily reproducible, with the clear goal of increasing efficiency, lower production costs and less time to produce project results.
A 2017 study indicated that every project's success depends on how well four main factors fit with the project's contextual dynamics; these are referred to as the four Ps:
- Plan: The activities in planning and forecasting.
- Process: The general approach to all operations and the administration of projects.
- People: The aspects of how they interact and collaborate.
- Power: Lines of authority, decision-makers, policies for implementation, and the like.
A variety of strategies are available to coordinate and complete project tasks, including staggered, lean, iterative, and incremental. There are also some variations of project planning, such as results (product-based) or tasks (process-based), for example.
The overall project priorities, schedules, and costs and the positions and obligations of all participants and stakeholders must be taken into account.
Project management typically requires a variety of components (depending on what project management approach is used): four or five project management process groups and a control system
Various process groups may include:
For project environments with a major exploratory dimension (e.g., R&D), these phases can be complemented by decision points (go / no go decisions) in which the continuation of the project is addressed and determined. The Phase – gate model is one example.
The initiating processes decide the essence and scope of the project. If this stage is not handled well, the project is unlikely to be successful in meeting the needs of the company. The key project controls needed here are an understanding of the business environment and ensuring that the project incorporates all necessary controls.
When executing us need to learn what the words are expected to be executed. The implementation phase ensures the deliverables of the project management plan are executed accordingly. This process includes proper human resource distribution, planning and management, and any other resources, such as materials and budgets. The project deliverables are the product of this process.
- Project Documentation
Documentation of everything inside a project is essential to success. A project must have physical documents pertaining to each specific task to keep budget, scope, effectiveness, and pace. With proper documentation, it's easy to see whether the criteria of a project have been met or not. To go along with that, documentation provides information regarding what has already been completed for that project.
- Monitoring and controlling
Monitoring and control consist of certain processes that are undertaken to track project execution so that possible issues can be detected in a timely manner and corrective action can be taken to monitor project execution when appropriate. The main advantage is that the performance of a project is routinely monitored and assessed to identify variances from the project management plan.
Monitoring and controlling includes:
- Measuring the ongoing project activities ('where we are');
- Monitoring the project variables (cost, effort, scope, etc.) against the project management plan and the project performance baseline (where we should be);
- Identifying corrective actions to address issues and risks properly (How can we get on track again);
- Influencing the factors that could circumvent integrated change control so only approved changes are implemented.
- In multi-phase projects, the monitoring and control process also provides feedback between project phases, to implement corrective or preventive actions to bring the project into compliance with the project management plan.
Project maintenance is an ongoing process, and it includes:
- Continuing support of end-users
- Correction of errors
- Updates to the product over time
Closing involves the project's formal approval and its termination. Administrative tasks include archiving the lessons learned and recording the files.
This phase consists of:
- Contract closure: Full and resolve each contract (including resolving any open items) and conclude each project- or project-phase contract.
- Project close: To close the project, finalize all activities through all process classes
Project control is that element of a project that keeps it on track, on-time, and within budget. Project control begins early in the project with planning and ends late in the project with post-implementation review, having a thorough involvement of each step in the process. Projects may be audited or reviewed while the project is in progress.
A strategy to align development with the organization's broader objectives
- Standards for new systems
- Project management policies for timing and budgeting
- Procedures describing the process
- Evaluation of quality of change
Characteristics of projects
There are five important characteristics of a project.
(i) It should always have a specific start and end dates.
(ii) They are performed and completed by a group of people.
(iii) The output is delivered on a unique product or service.
(iv) They are temporary in nature.
(v) It is progressively elaborated.
This completes our guide on project management! Keep all these points in mind, and manage your projects effectively and efficiently.
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