We discuss quite a bit with our clients about Proper Project Management. I would like to expound on this subject a bit to give a clearer understanding of what this entails. Project Management has 5 critical Process Groups namely Initiation, Planning, Execution, Monitoring & Controlling & Closing.
The Initiation Process Group involves the processes, activities and skills needed to effectively define the beginning of the project. Essentially this phase will help the Project Team determine if the project is feasible. Setting all permits, authorizations, and initial work orders in place to secure an effective and logical progression of initial project activities sets the stage for subsequent success throughout all project phases. Setting clear phases for work to be completed, initializing teams, and having the budget in place before work begins are vital for a strong start to any project across industry.
The Planning Process Group in my opinion is the most critical phase if the project is to be completed within the proposed budget and schedule. Most failures within a project can be traced back to lack of proper input in the Planning phase. Most people tend to overlook this part for various reasons but if proper Project Planning is infused into any project, you can be rest assured even when failures occur because there should already be a plan for said failure. This is the phase where the cope of the project is defined, set strategic plans are put in place to maximize workflow, priority lists are assembled and the team needs are planned.
The Execution Process Group involves managing teams effectively while orchestrating timeline expectations and reaching benchmark goals. If Proper Project Planning is done, this phase should be automated. Contingencies should have been put in place to allow for any unknowns therefore the Project Manager should be able to utilize their skill set in organizing and communicating with the Project Team to address team concerns or other complex situations.
The Monitoring and Control Process Group is one that happens throughout the length of the project. Processing change orders, addressing on-going budget considerations, and mitigating unforeseen circumstances all occur within the Monitoring Process Group. Seasoned Project Managers keep the momentum moving forward and guard the project against stalling by actively monitoring progress and using foresight and quick response to address project challenges.
The Closing Process Group is another overlooked yet critically important Process Group. Following through to close all aspects of the process and submitting necessary paperwork on time is just as important as all other skills and processes. Good closure brings great reviews and can increase future word of mouth referrals.
To the outside world, a smooth project may seem like a stroke of luck. To those that understand the intricacies of project management core competencies, the “luck” is a reproducible duo of knowledge and skills that can be applied over and over.