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Understanding the Five Main Project Management Process Groups
When preparing to work on a project, it is important for the project
manager to understand how to properly structure the project so that
everything goes as smoothly as possible. While there is no way to
completely prevent all small problems (and sometimes large problems)
having a clear understanding of the necessary processes can help you
more effectively manage your project. By putting these processes in
groups, each with a specific group of necessary tasks and objectives,
it is possible to break down a seemingly huge project into digestible
chunks. The five main project management process groups are initiating,
planning, executing, monitoring and controlling, and closing.
Every project manager needs to get started. In the initial phase of
project management, obtaining the necessary permissions and approvals
to begin is the main goal. Often, a document stating the need for the
project is created in order to explain to the sponsor how the needs
will be met, and approximately how much it will cost. Everything at the
initiating stage should be stated in broad terms.
Developing objects and defining goals mark this phase of the project.
Portions of the project should be broken down and deadlines scheduled.
Additionally, this is the phase in which the project manager puts
together a staff and begins to assign tasks and roles. Estimated costs
provide the foundation for a project budget. Project management
software is available to help with this phase, allowing project
managers to more easily break down budgets and plan schedules.
With everything in place and goals clearly defined and being worked on
by members of the project team, it is time to begin creating the end
product of the work. Contracts are administered as needed, and team
members should make periodic reports on their status. Everything that
goes into making the plan a reality takes place during execution.
Monitoring and controlling.
When the execution stage is well under way the project manager should
begin making sure everything is going according to plan. As products
and stages of the executed planning are completed, they are submitted
to the sponsor for approval. If adjustments need to be made, they are
handled during this stage. An ongoing list of valuable lessons learned
from the project should be kept to help in evaluating performance later.
This project management group marks the end of the project. The project
manager arranges for final delivery of the product, and the sponsor
accepts. Everything should be carefully documented in writing, and
records of contracts, transactions, and other agreements should be
updated. Debriefing on the project, as well as plans for any necessary
follow up, should be made at this time.
project manager needs to be organized with a clear understanding of
what should be accomplished at various points along the way. By placing
tasks into process groups, the manager makes it easier to break the
work down into stages or phases. It also provides a sense of
accomplishment as reachable goals are met throughout the project.
Article by Remedysoft, Inc.
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