Project Management - Eight Steps to a Successful Project

This month we will present an overview of Project Management.  Project Management is the application of the skills, tools and techniques of a project manager to meet the goals of a project. Some examples of projects companies undertake are to implement new software or machines, to design new facilities or re-design existing ones, or even to plan an event. These eight steps will guide you through the process and help you keep your project on track.

Key Project Management Elements

What is a Project? - A Project is defined as temporary, has a definite beginning and end and creates a unique result, service or product.   

Project Manager - A Project Manager oversees the activities required to complete the project, although he/she frequently doesn't have authority over the people whose help he/she needs. The project manager's role is:

• Achieve the project's goals
• Develop, define and manage the project plan, resources and budget
• Coordinate and integrate project activities
• Manage customer and stakeholder expectations
• Manage and resolve conflict
• Report progress to senior management and stakeholders

Project Life Cycle - The project life cycle defines the basic order of the project work. The life cycle is:

• Start-up - project charter
• Planning the work - project management plan
• Working the plan - ends with accepted deliverables, concurrent with working the plan
• Monitor & control the process - assess progress against measurable goals
• Close-out - project documents completed, lessons learned, best practices

Eight Project Management Steps

1. Define Project Objectives and Scope (see Project Charter newsletter)
2. Determine Participants and Stakeholders (see Responsibility Charting newsletter)
3. Develop Time Line or Work Plan
4. Establish Checkpoints and Control Measures
5. Identify and Obtain Necessary Resources
6. Determine Project Measurement Standards
7. Develop Communications Systems
8. Debrief and Evaluate Project Performance

Considerations:

• The amount of authority granted to the project manager will depend on each organization.  It is not unusual for a project manager to have no direct authority over his team members.  This will require finite definitions in the responsibility chart and clear communication between the project manager and his team members' supervisors.

• The type of support and quality of funding will also vary by company, and, possibly, by project. It is important for the project manager to understand both of these things before beginning the project.  A lack of support or "buy-in" or insufficient funding for the scope will derail even the best planned project.  

• Notice that seven of the steps are for planning before the project "work" beings.  Collecting all relevant data and planning, including contingency planning, at the beginning are the most important part of a successful, smooth-running project.

• If you would like more information on Project Management classes or services, or would like to give us feedback on this article, please contact us at 216-548-7136 or cscott@epicentergroup.com.