Project management process
Project Initiation
- Identify the specific objectives and goals of the project.
- Ensure that the objectives and goals are clear, measurable, and achievable.
- Document the objectives and goals for reference throughout the project.
- Identify all individuals or groups who have an interest or influence in the project.
- Determine their roles and responsibilities in the project.
- Document the stakeholders and their roles for reference and communication purposes.
- Assess the technical, economic, operational, and legal feasibility of the project.
- Determine if the project is viable and can be successfully completed.
- Document the findings of the feasibility study to inform decision-making.
- Create a formal document that defines the project, its objectives, and scope.
- Include the project's deliverables, timeline, budget, and key stakeholders.
- Obtain approval from relevant stakeholders to proceed with the project.
- Select a competent project manager to oversee the project's execution.
- Choose team members with the necessary skills and expertise for their roles.
- Communicate the roles and responsibilities of the project manager and team members.
Planning
- Gather and document all project requirements and objectives
- Define the scope of the project and what is included and excluded
- Identify any constraints or limitations that may impact the project
- Identify all the deliverables and major tasks required to complete the project
- Break down these tasks into smaller, manageable components
- Create a hierarchical structure with tasks and subtasks to form the WBS
- Estimate the duration for each task in the WBS
- Determine task dependencies and sequence
- Create a project schedule with start and end dates for each task
- Identify potential risks that may impact the project
- Assess the likelihood and impact of each risk
- Develop strategies to mitigate or minimize the identified risks
- Determine the types and quantities of resources needed for each task
- Identify any resource constraints or limitations
- Create a plan to allocate and manage resources throughout the project
- Identify all stakeholders involved in the project
- Determine the communication needs and preferences of each stakeholder
- Create a plan to effectively communicate project updates and progress
- Estimate the costs associated with each task and resource
- Consider any potential unforeseen expenses or contingencies
- Create a budget that outlines the total project cost
- Identify the individuals or entities that need to approve the project
- Prepare any required documentation or presentations for approval
- Follow the necessary approval processes and obtain the required approvals
Execution
- Schedule a project kick-off meeting
- Introduce the project goals, objectives, and scope
- Assign roles and responsibilities to team members
- Set up a project management tool to track progress
- Define project milestones and set deadlines
- Regularly review task completion and milestone achievements
- Assign tasks to team members based on their skills and availability
- Provide clear instructions and expectations for each task
- Monitor task progress and provide support or guidance as needed
- Schedule regular team meetings
- Discuss project progress, challenges, and achievements
- Provide updates on individual and overall project status
- Address issues or conflicts promptly and objectively
- Identify the root cause and propose solutions
- Facilitate open communication and collaboration to resolve conflicts
- Provide regular project updates to stakeholders
- Communicate any changes in project scope or timeline
- Address stakeholder concerns or questions
- Track project expenses and compare against the budget
- Identify and address any budget deviations
- Implement cost-saving measures if necessary
- Regularly review project documentation for accuracy and completeness
- Update documentation when there are changes or new information
- Ensure all team members have access to the latest project documentation
Monitoring and Control
- Regularly track project milestones and deliverables
- Review and update project schedule based on progress
- Identify any deviations from the planned schedule
- Take corrective actions to address schedule variances
- Monitor project budget and actual expenses
- Keep track of all project-related costs
- Identify any cost overruns or deviations
- Take necessary actions to control project costs
- Conduct risk assessment and identify potential risks
- Develop risk mitigation strategies
- Regularly review and update risk register
- Take appropriate actions to address identified risks
- Review change requests for their impact on the project
- Assess the feasibility and potential risks of the proposed changes
- Evaluate the impact on project scope, schedule, and budget
- Approve or reject change requests based on their impact
- Establish quality control processes and procedures
- Perform regular quality inspections and audits
- Conduct necessary testing to ensure product quality
- Take corrective actions to address any quality issues
- Define and document project scope
- Review and assess scope change requests
- Evaluate the impact of scope changes on project objectives
- Make necessary adjustments to project scope and plan
- Establish regular communication channels with stakeholders
- Provide timely updates on project progress
- Address any concerns or issues raised by stakeholders
- Ensure stakeholders are informed about project changes
- Regularly review project documentation for accuracy and completeness
- Update project documents to reflect changes and new information
- Ensure all project documentation is easily accessible and up to date
- Maintain proper version control of project documents
Closure
- Schedule and conduct a meeting with all stakeholders to discuss the closure of the project
- Present the final project deliverables and achievements
- Address any outstanding issues or concerns
- Obtain sign-off from stakeholders to officially close the project
- Ensure that all project documentation is up to date and accurate
- Review and finalize all project plans, reports, and other documentation
- Include any necessary project closure information in the documentation
- Evaluate the overall project performance and compare it with the initial goals and objectives
- Identify and document any successes, challenges, or lessons learned throughout the project
- Analyze the project's strengths and weaknesses to improve future projects
- Organize and store all project documents, reports, and materials in a secure and accessible location
- Ensure that all files are properly labeled and categorized for easy retrieval in the future
- Consider using a digital archiving system or cloud storage for efficient and reliable storage
- Organize a team celebration or appreciation event to recognize and reward the team's hard work and achievements
- Express gratitude and acknowledge individual contributions
- Create a positive and enjoyable atmosphere to foster team spirit and morale
- Prepare the final project deliverables for handover
- Verify that all deliverables are complete and meet the agreed-upon specifications
- Coordinate with the client or operations team to schedule and execute the handover process
- Schedule and conduct a review or evaluation meeting with stakeholders
- Discuss the project's outcomes, successes, challenges, and lessons learned
- Collect feedback and suggestions for future improvements
- Use the feedback to refine and enhance the project management process
Use in Manifestly