project management
Project Initiation
- Clearly define the goals and boundaries of the project.
- Determine what needs to be accomplished and what is out of scope.
- Identify all individuals or groups who will be affected by or have an impact on the project.
- Determine their roles and responsibilities in the project.
- Assess the project's viability and potential success.
- Analyze the technical, economic, and operational aspects of the project.
- Create a formal document that authorizes the project's existence.
- Include project objectives, scope, stakeholders, and high-level requirements.
- Identify the person or group who will provide the necessary resources and support for the project.
- Identify individuals who have the authority to make key decisions throughout the project.
- Analyze the needs, expectations, and interests of each stakeholder.
- Understand their level of influence and their potential impact on the project.
- Identify potential risks and constraints that may affect the project's success.
- Evaluate their likelihood, impact, and develop strategies to mitigate them.
- Identify the specific outputs or outcomes that the project will deliver.
- Define key milestones or checkpoints to track progress and ensure timely completion.
- Assemble a team of individuals with the necessary skills and expertise for the project.
- Assign specific roles and responsibilities to each team member.
- Establish the structure and processes for decision-making, accountability, and control.
- Develop a communication plan to ensure effective and timely communication among project stakeholders.
Planning
- List out all the expected outcomes and milestones that need to be achieved throughout the project.
- Define clear and measurable deliverables that align with the project objectives.
- Break down the project into manageable tasks and sub-tasks.
- Organize the tasks in a hierarchical structure to provide a clear understanding of the project's scope and activities.
- Create a timeline that outlines the start and end dates for each task.
- Sequence the tasks based on dependencies and determine the critical path to identify the project duration.
- Identify the type and quantity of resources needed to complete the project.
- Consider factors like skills, availability, and cost while determining the resource requirements.
- Identify potential risks that may impact the project's success.
- Assess the likelihood and impact of each risk to prioritize them for further analysis and mitigation.
- Create a plan to identify, analyze, mitigate, and monitor risks throughout the project.
- Define risk response strategies to minimize the impact of identified risks.
- Determine the financial resources required to complete the project.
- Allocate funds for various project activities and ensure the budget aligns with the project scope and objectives.
- Identify the stakeholders who need to approve the project plan.
- Obtain their approval to proceed with the project and ensure alignment with organizational goals.
- Clearly define the boundaries and objectives of the project.
- Identify the deliverables and outcomes that will be achieved at the end of the project.
- Identify all individuals and groups who will be affected by or have an impact on the project.
- Engage stakeholders to ensure their needs and expectations are considered throughout the project.
- Evaluate the project's technical, economic, and operational feasibility.
- Assess the project's viability and determine if it aligns with the organization's strategic goals.
- Identify the key roles and responsibilities needed for the project.
- Clearly define the expectations and duties of each role to ensure clarity and accountability.
- Outline the communication channels, frequency, and methods to be used throughout the project.
- Ensure effective communication with all stakeholders and establish a feedback mechanism.
- Specify the quality standards and criteria that must be met for project deliverables.
- Define the processes and procedures to ensure quality control and assurance.
- Identify the resources required for the project and determine the best sources to obtain them.
- Procure the necessary resources, such as equipment, materials, or software, to support project activities.
- Identify the external resources needed for the project.
- Develop a plan to procure and manage these external resources, considering factors like cost, quality, and timelines.
- Gather project team members and stakeholders to introduce the project and its objectives.
- Align everyone's understanding of the project, roles, responsibilities, and expectations.
- Document the overall approach, methodologies, and tools to be used for project management.
- Outline the processes and procedures that will guide the project's execution, monitoring, and control.
Execution
- Create a list of project tasks
- Assign tasks to team members based on their skills and availability
- Schedule a meeting with the project team and stakeholders
- Introduce the project goals, objectives, and deliverables
- Discuss roles and responsibilities
- Set expectations and timelines
- Regularly review project tasks and milestones
- Track progress against the project schedule
- Identify any delays or issues
- Document and evaluate change requests
- Assess the impact of changes on the project
- Obtain necessary approvals before implementing changes
- Establish clear channels of communication
- Hold regular team meetings and update stakeholders on project progress
- Encourage open and transparent communication
- Define quality standards and criteria
- Conduct regular inspections and audits
- Address any quality issues or non-compliance
- Allocate resources based on project requirements
- Monitor resource utilization and availability
- Make adjustments as needed
- Identify and address issues or conflicts promptly
- Facilitate open and constructive discussions
- Seek resolution and consensus
- Review project deliverables against predefined criteria
- Provide feedback and approvals
- Ensure deliverables meet stakeholder expectations
- Schedule regular team meetings
- Create agendas and distribute meeting materials
- Facilitate discussions and decision-making
- Define project milestones
- Track progress and completion of milestones
- Generate regular reports for stakeholders
- Monitor project timeline and milestones
- Identify potential delays and take corrective actions
- Communicate schedule changes to stakeholders
- Offer assistance and guidance to team members
- Provide timely feedback and coaching
- Address any training or resource needs
- Identify and assess potential project risks
- Develop risk mitigation strategies
- Regularly review and update risk register
- Track project expenses and costs
- Monitor budget utilization
- Implement cost control measures
- Identify project dependencies
- Coordinate and communicate with external teams or stakeholders
- Ensure timely delivery of dependent tasks
- Schedule regular status update meetings
- Share project progress, issues, and risks with stakeholders
- Address any stakeholder concerns or questions
- Collect and analyze project data
- Measure project performance against predefined metrics
- Identify areas for improvement
- Establish project policies and procedures
- Communicate and enforce compliance with the team
- Monitor adherence and address any violations
- Encourage teamwork and collaboration
- Facilitate information sharing and knowledge transfer
- Promote a culture of learning and continuous improvement
- Regularly assess project performance and progress
- Identify lessons learned and best practices
- Implement corrective actions as needed
- Capture and document project experiences and lessons learned
- Share lessons learned with the team and stakeholders
- Use lessons learned to improve future projects
Monitoring and Control
- Compare actual progress to planned progress
- Identify any deviations or delays
- Take corrective actions to bring the project back on track
- Identify and assess project risks
- Develop strategies to minimize or eliminate risks
- Implement risk mitigation actions
- Schedule and hold regular meetings with project team members
- Discuss project status, issues, and updates
- Take necessary actions based on meeting outcomes
- Keep project documentation up to date with any changes
- Communicate changes to relevant stakeholders
- Ensure all team members are aware of the updated documentation
- Track project expenses and compare them to the budget
- Identify and address any budget deviations
- Take necessary actions to control project costs
- Define and communicate project quality standards
- Monitor project activities to ensure compliance with standards
- Address any quality issues or non-compliance
- Review change requests for their impact on the project
- Approve or reject change requests based on their merits
- Communicate the decision to relevant stakeholders
- Regularly compare actual project performance to the planned performance
- Identify any deviations or variances
- Implement corrective actions to address the deviations
- Collect and analyze project performance data
- Evaluate project metrics to assess project performance
- Use the insights to improve project performance
- Track the progress of project deliverables
- Regularly report on the status of deliverables to stakeholders
- Address any delays or issues with deliverables
- Review overall project performance and progress
- Assess the effectiveness of project management processes
- Identify areas for improvement and take necessary actions
- Identify project issues or challenges
- Develop and implement corrective actions
- Monitor the effectiveness of the actions and make adjustments if needed
- Track the allocation and utilization of project resources
- Identify any resource constraints or issues
- Take necessary actions to optimize resource management
- Regularly review and assess the project schedule
- Update the schedule to reflect any changes or adjustments
- Communicate the updated schedule to relevant stakeholders
- Identify conflicts or dependencies within the project
- Take necessary actions to resolve the conflicts or manage the dependencies
- Ensure smooth project execution
- Regularly review and assess the project scope
- Manage scope changes and prevent scope creep
- Ensure project deliverables align with the defined scope
- Verify the completeness and correctness of project deliverables
- Validate that the deliverables meet the required quality standards
- Obtain approval from relevant stakeholders
- Maintain regular communication with project stakeholders
- Engage stakeholders in project discussions and decision-making
- Address any stakeholder concerns or issues
- Identify project dependencies and interdependencies
- Manage and coordinate the dependencies to ensure smooth project execution
- Address any issues or conflicts related to dependencies
- Review project deliverables to ensure they meet the required standards
- Approve the deliverables for further project progression
- Communicate the approval to relevant stakeholders
- Track and assess project changes
- Evaluate the impact of changes on the project
- Implement necessary controls to manage the changes
- Regularly assess project risks
- Update the risk register with new risks or changes to existing risks
- Implement risk mitigation strategies based on the assessments
- Track and manage project procurement activities
- Ensure timely procurement of required resources or services
- Monitor vendor performance and address any issues
- Regularly review project regulations and requirements
- Ensure project activities comply with the regulations and requirements
- Address any non-compliance issues
- Monitor the performance of project team members
- Provide feedback and support to improve team performance
- Address any performance issues or conflicts
- Collect and analyze project metrics and KPIs
- Assess project performance based on the metrics and KPIs
- Use the insights to drive project improvements
- Monitor the effectiveness of project communication channels and tools
- Address any communication issues or inefficiencies
- Optimize the communication channels and tools as needed
Closure
- Schedule and facilitate a meeting with the project team to review the project's successes and challenges.
- Discuss and document lessons learned from the project.
- Identify areas of improvement for future projects.
- Share the final project deliverables with the customer.
- Obtain their formal approval and sign-off on the project's completion.
- Review all project contracts and vendor agreements.
- Ensure all deliverables and obligations have been met.
- Terminate any remaining contracts or agreements as necessary.
- Gather all project documentation, including reports, plans, and records.
- Organize and store them in a secure and accessible location for future reference.
- Plan and organize a celebration event to recognize the successful completion of the project.
- Acknowledge and appreciate the contributions of the project team and stakeholders.
- Identify and release any resources, such as personnel, equipment, or facilities, that were dedicated to the project.
- Ensure they are reassigned or returned to their respective departments or functions.
- Review and analyze the project's financial performance, including budget utilization and cost savings.
- Prepare a final financial report to document the project's financial outcomes.
- Identify the operational team responsible for the ongoing use and maintenance of the project deliverables.
- Provide necessary training or support to ensure a smooth handover.
- Create and distribute a project evaluation survey to stakeholders.
- Collect feedback on various aspects of the project, including communication, quality, and timeliness.
- Revise and update project documentation to reflect the final project outcomes and status.
- Include any additional information required for project closure and future reference.
- Review all project expenses and invoices.
- Ensure they are accurately recorded and settled according to organizational procedures.
- Schedule and facilitate a meeting with the project team to reflect on the project's outcomes and identify areas for improvement.
- Discuss lessons learned and strategies for future project success.
- Prepare a formal communication announcing the closure of the project.
- Distribute the communication to all stakeholders and relevant parties involved in the project.
- Document the lessons learned and best practices identified during the project in the organizational knowledge base.
- Ensure they are easily accessible to future project teams for reference and learning.
- Evaluate the project's outcomes and assess its impact on the organization and stakeholders.
- Identify any areas of improvement or further actions required post-implementation.
- Schedule and conduct a meeting with the project sponsor or steering committee.
- Review the project's overall performance, achievements, and adherence to objectives.
- Assess the project's performance in relation to the initial objectives and targets set during the planning phase.
- Identify any deviations or areas where the project exceeded expectations.
- Identify any remaining risks or issues that may impact the project's closure or future operations.
- Document them and develop mitigation or resolution plans.
- Organize a formal handover process to transfer project deliverables to the operational team.
- Provide necessary training, support, and documentation to ensure a successful transition.
- Review all project documentation for any outstanding changes or updates.
- Incorporate them into the final project documentation to ensure accuracy and completeness.
- Perform a comprehensive audit of the project's processes, deliverables, and compliance with organizational and industry standards.
- Document any findings or recommendations for improvement.
- Review all project contracts and agreements to ensure they have been fulfilled or terminated appropriately.
- Resolve any outstanding issues or obligations related to the contracts or agreements.
- Compile a comprehensive project closure report that includes the project's outcomes, achievements, and lessons learned.
- Distribute the report to key stakeholders and relevant parties for review and reference.
- Plan and organize a celebration event to recognize the successful completion of the project.
- Acknowledge and appreciate the contributions of the project team and stakeholders.
Use in Manifestly