Project Management Basics

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Understand Project Management

Project management is the process of initiating, planning, executing, controlling, and concluding a project to meet
specific goals within a set timeframe.
Five Pillars of Project Management

Initiation Planning Execution Monitoring and Closing

Determining the Creating a detailed Implementing the Controlling Finalizing all
project's purpose, and task list and plan and managing Regularly reviewing activities and
scope, and obtaining timeline for resources progress and making celebrating the
approval to start. completion. effectively. necessary adjustments. achievement.

Importance of Project Management Project Charter and Objectives

Project management ensures focused objectives and A project charter is a key document in project
efficient planning, guiding teams towards successful management, summarizing the project's purpose, goals,
outcomes. stakeholders, and key constraints.
To create a project charter:
It controls quality, manages risks, and provides a
structured process to prevent chaos and align efforts. 1. Purpose: State the project's
necessity.
Did you know that 95% of 2. Objectives: Set SMART goals.
organizations using project 3. Scope: Define project boundaries.
management consistently 4. Stakeholders: Identify key parties.
meet their goals? 5. Deliverables: List main outputs.
6. Constraints: Acknowledge budget and resource limits.

Components of Project Management Set SMART Goals

Setting SMART goals provides clear, achievable targets.

Project management combines key elements to
Here's a brief overview:
ensure successful project outcomes:
Specific: Goals should be clear and precise
 Scope: Defines project objectives and limits.
 Schedule: Sets task timelines and deadlines. Measurable: Include quantifiable criteria.
 Costs: Manage budget and expense tracking.
 Quality: Ensures deliverables adhere to set Achievable: Goals should be realistic and attainable.
standards.
Relevant: Align goals with broader objectives.
 Resources: Oversees team, materials,
and time allocation. Time-bound: Has a set timeframe for completion.

Assemble a Project Team

Building a successful project team requires selecting individuals with diverse skills and expertise. Key steps include:
Identify crucial skills for success. Assign roles and responsibilities.
Identify required
Balance project
team skills.
size for efficiency Establish objectives and guidelines.
Choose individualswith relevant Encourage communication and
Select a team based on skills and experience.
experience. teamwork

Optimize team size for efficiency.

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 Stakeholder Identification and Analysis Project Execution and Control

Stakeholders are individuals or groups who are impacted To excel in project execution and control, project
by or have an influence on a project. This could include: managers must adopt an efficient approach. Here are
key strategies:
1. Internal: Employees, managers, owners.
2. External: Customers, suppliers, investors, regulators. Execute Projects Efficiently

Analyze and Prioritize

high Focus on crucial aspects like functionality
Stakeholders and user experience in project execution.
Keep Engage
Informed Closely
Analyze stakeholders Focus on delivering
Communicate results, not minor details. Prioritize
Clearly
functionality and user experience.
POWER

for interest, influence, Set up open channels and encourage regular

and impact, then informal team interactions for clarity and
prioritize them on a Monitor
Keep Communicate Clearly
camaraderie.
Satisfied
Power/Interest Grid
into four categories: Manage Meetings
low high
INTEREST Use prioritization tools like the Eisenhower
EstablishBox forcommunication,
open productive, time-efficient
encourage camaraderie.
meetings.
Work Breakdown Structure (WBS) Manage Meetings
Use Communication Apps
WBS is used to break down the total scope of a project Implement tools like Slack or Microsoft
into smaller, manageable tasks, creating a clear Teams for streamlined team
hierarchical structure. Here's how to create your WBS: communication.
Use the Eisenhower Box to prioritize tasks for productive
Utilize Project Management Apps
meetings.
Project
Employ apps like Asana or Trello for
Communication Apps
organized task tracking and effective
progress monitoring.
Identify Subdivide Detail Assign
Deliverable Adopt Cloud Storage
Tasks Steps Tasks
EmbraceUseappscloud
like Slack
drivesfor seamless
like team or Dropbox
Google Drive
• : Break • Detail • Assign communication.
for accessible, secure file storage and
segmen Steps:
Project Schedule Tasks: enhanced collaboration.
ts into Split Allocate
Monitor and ControlApps
Project Management Project Progress
smaller tasks tasks to
Project schedules guide teams through tasks, outlining
tasks. into team Continuously assess project timelines
start and end times, responsibilities, and task
•sequences.
Detail specific member and deliverables, addressing issues
Steps: actions. s. proactively.
Project Utilize tools like Asana for efficient task tracking.
Split Schedule Components:
• Assign
✓ tasks Tasks:
Tasks: Key tasks for project completion. Cloud Drives Conclude Your Project
Tasks:
into Key tasks for project
Allocate
Timeline: Estimated completion.
start and finish times for each
Project Schedule Components:
specific tasks to
task.
Project review and lessons learned
✓ actions.
Timeline:
TeamEstimated team
Members: start and finish
Individuals timesfor
responsible foreach
eachtask.
Tasks:
•task.
AssignKey tasks for project completion.
member Review your project's performance,
✓ Task Sequence: The order of task completion.
Tasks: s. methodologies,
Store and
project data outcomes,
securely and drives.
in cloud
Allocate
Timeline: Estimated startManagement
and finish times for for
each task. gather feedback to capture
Risk
Team Members: Individuals responsible each
tasks to valuableand
Monitor lessons for future
Control Project Progress
task.
Asteam
Team Members:
a project Individuals
manager, responsible
it’s crucial for each
to identify task.
potential projects.
Taskmember
risks that could impact
Sequence: The orderyour project.
of task completion.
Tasks. Sequence: The order of task completion. Close projects and handover
• Scope Risks: From unclear project
Scope Risks: Arise from unclear project boundaries or Confirm completion
Continuously monitor timelines, address of all project
issues
boundaries and objectives.
objectives. • Time Risks: Due to delays or schedule Close Projects
proactively. and deliverables,
Handover handle administrative
tasks, execute client handover,
overruns.
and celebrate with your team
Time Risks: Involve
• Costdelays
Risks:orStem
schedule
from overruns.
budget or
• Cost Risks: From budget underestimations for a successful project closure.
underestimations
unexpected expenses. or unexpected expenses.
Cost Risks: Stem from budget underestimations or Confirm completion of all project deliverables,
unexpected expenses. handle administrative tasks, execute client
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team for a Inc.
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successful project closure.
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