Project Management steps at a basic level:
Initiation
The first step is to identify the business case for the project and identify the key stakeholders. The project charter collects this information and serves as a common source of understanding the project goals, scope, and justification.
- Feasibility and Business Analysis: Determine whether the project is practically viable. Meet with any and all folks who can provide value and insight
- Identify stakeholders: who is impacted? who is the sponsor? who will be on the project team? who provides the budget for this?
- Create Project Charter: this document explains why the project is needed, and goals, budgets, and milestones at a high level
- Governance approval: Each charter is evaluated for business need against available budgets and value to the College.
Planning
Approved projects can begin the planning cycle. This is where you will identify the concrete things the project will produce (deliverables), who will do them, when they are done, and how they will be delivered. Risks and opportunities are captures in this phase, as well as how communications in the project will occur
- Define the scope: what is the project doing? what is it not doing?
- Allocate resources: who can perform the work?
- Build the schedule: when are those resources available to do the work?
- Identify Risks: what constraints or risks do you see that can impact the project?
- Determine communications: how will stakeholders be informed during the project? Proper communication is extremely important!
Execution
You've got a plan, and you're ready to get things started. This is where project deliverables are built. Projects with an effective structure usually produce effective results. Most importantly, be sure to keep stakeholders informed by strong communication
- Kick off meeting: you might have already done this during an earlier part, but it's always a good idea to hold one now so there is common understand of what's to come
- Manage changes: "the best laid plans of mice and men" - there will be unforeseen issues on your project! With proper planning and communication, you'll be able to handle this
- Manages risks: some risks are generally measures by chance of occurrence and degree of impact. Ensure you have a plan to handle them
- Manage resources: vacations, priorities, agendas... proper management will keep the work on track
- Manage stakeholders: what do they expect, and when do they expect it? Make sure you understand these needs
- Communications: Proper communication is extremely important! The goal is to deliver the right information to the right audience at the right time in the right way
Monitor and Control
The project work is underway and team is engaged. Now you're being asked how the project is going. These steps will help you keep a pulse on the project and allow you to report on its progress.
- Hold status meetings: make sure your team has regular meetings to keep informed
- Keep an issue log: not only will you keep track of issues as they arise, but also you can refer back to them if this is encountered in the future elsewhere
- Track activities and KPIs: by keeping tabs on Key Performance Indicators, you'll be able to report out to others, as well as see where the project is headed (or stalled)
- Adjustments: it is extremely rare that a project has no adjustments at some point. Always be prepared to adjust, pivot, or tweak as needed to keep the original project goals in the target sight
- Communications: Proper communication is extremely important! knowing a project needs assistance early allows a chance to help
Close
- Final deliverable list: a formal list is always a good idea. This confirms goals have been met and deliverables have been completed
- Conduct lessons learned: what went well? what didn't go well? what would we do differently next time?
- Celebrate your accomplishments!