The main objective of project management is to assist a team in reaching a goal or solving a problem within a set deadline. The project manager holds the responsibility of ensuring the team meets its deadlines and successfully completes the project. But what exactly is project management, and how does it work? Here's a basic guide to help you manage your projects effectively.
What Is Project Management?
Project management involves the use of processes, skills, tools, and knowledge to complete a planned project and achieve its objectives. It differs from general management due to its limited scope, defined deadlines, and specific deliverables.
A project is temporary in nature and must balance the time of the team members and the limited financial resources of the organization. This challenging task can be accomplished through careful steps that employ specialized methods and tools.
Steps in Project Management
Project management starts when a manager or team initiates a project. The five phases of project management include:
- Initiation phase. The project manager assigns team members to specific tasks or requests volunteers from the team to take responsibility for them.
- Planning phase. The team sets a schedule either with the client or internally, creates a communication plan with key stakeholders, defines project standards, and sets a budget.
- Execution phase. This phase is when the actual work begins. Team members work independently or in groups to carry out the tasks defined earlier.
- Monitoring phase. The project manager tracks each team member's progress to ensure the project remains on schedule and meets its goals. This phase often occurs alongside the execution phase.
- Closing phase. The project manager ensures that the project has been completed according to the agreed standards and formally announces its completion.
Project Management Tools and Techniques
Though every project comes with its own goals and challenges, team members can use similar tools and techniques to accomplish their tasks.
For instance, a well-structured communication plan can be one of the most useful tools for project management. A skilled project manager communicates effectively with all stakeholders and fosters clear communication within the team.
During the execution and monitoring phases, well-organized project managers often rely on software tools to keep the project on track.
While no single software can meet every project’s needs, platforms like Trello, Asana, or Airtable help team members track progress and see who is responsible for each task.
Additionally, traditional tools like the Program Evaluation Review Technique (PERT) and Gantt charts are useful for guiding team efforts. PERT helps outline the project’s scope and track the tasks that need to be completed, while Gantt charts provide a visual timeline of task deadlines. Many modern project management software programs offer these features digitally.