Projects are a series of tasks performed by people involved in working toward a solution to a problem. Projects can be short-term or long term. Each has its own unique set of issues to deal with but both attempt to improve operational efficiency and improve customer satisfaction which affects the bottom line.
Projects can be as simple as planning the annual business retreat or moving offices to another location or as complex as reengineering a manufacturing plant. Some projects are very short term and require minimal resources while other projects are longer term and require significant resources to complete.
So what is project management?
Project Management involves the managing of the people, process and resources related to a project.
All projects should have a:
- Sponsor: someone high in the organization who supports the project
- Charter: description and scope of the project
- Gantt chart: timeline of project completion
- Project deliverables: what will the project deliver for the resources invested
- Team of stakeholders: those who the project impacts
- Budget: dollars allocated to the completion of the project
Steps to project management.
Approval of Project
This involves:
- A cost benefit analysis of the project
- Presenting the case for the project to senior leadership
- Getting buy in and approval
- Securing funding for the project
Obviously the scope of the project will make a difference in the resource requirements.
Planning
Once a project is approved and budgeted, planning for the project would be the next step. This involves:
- Identifying project team
- Planning scope of project
- Mapping out timeline and tasks required
- Job assignments and tasks to project team members
Monitor
As the project is being implemented, it is important to track the progress of the project. Anyone who has ever been involved in implementing a major project understands the challenge of implementation. Countless projects fail at the time of implementation which is why monitoring the progress toward goals is critical and accountability of team members is important. Planning is the easy part; implementation is where the rubber meets the road. There is free Project management software available that can help with this process.
Evaluation
Once the project is complete, data should be gathered and evaluation should be made as to the affects of the project as compared to project proposal. The evaluation process should also be used to document the project. Having a written document creates a learning experience for what worked, what should be considered for the next project, lessons learned and finally, closing out a project. Often for large projects, an outside consultant may be brought in to assist with the implementation. This is where closing out the project and incorporating project outcomes into day-to-day process is critical.
Finally, successful projects are critical in achieving organizational strategy and goals. Having a well trained team and facilitator helps lay the groundwork for successful project management and implementation.
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