2024 Guide to Digital Project Management: Skills for Success

Effective project management involves more than tracking deadlines and monitoring deliverables; it also includes ensuring the final product is adaptable to changes, stays within budget, and meets the predetermined quality and specifications. Given the uniqueness of each project, the constant evolution of technology, increasing customer expectations, and the need for cross-functional team collaboration, navigating project management can often feel like finding one’s way through a maze. No matter the complexity of the project, the key is how to complete the work efficiently, systematically, and creatively.

What is a Project？

A project is a unique, one-time endeavor undertaken within specific conditions, limited resources, and a defined timeframe to achieve targeted objectives. It is characterized by its temporary nature, goal focus, progressive development, variability, life cycle, and inherent risks.

What is Project Management？

The PMI has defined project management as a systematic approach focusing on managing projects from start to finish. It involves planning, organizing, leading, and controlling all aspects of a project’s lifecycle to dynamically manage and optimize project goals. Key areas include scope, human resources, time, cost, quality, communication, risk, and procurement, all of which are interrelated and mutually influential.

The Key Factors for Project Success = technical expertise + excellent project management.

How to select a Project?

Cost-Benefit Analysis (CBA):

• Net Present Value (NPV): Total discounted benefits – Total discounted costs.
• Return on Investment (ROI): (Total discounted benefits – Total discounted costs) / Total discounted costs.
• Payback Period: Time taken for net cash flows to become positive.
• Economic Value Added (EVA): Measures the project’s contribution to company value.

Agile Methodology: Best for projects with frequent changes, promotes iterative development and flexibility.

Critical Chain Project Management (CCPM): Focuses on resource constraints, emphasizing resource allocation and buffer management.

Waterfall Model: Suitable for projects with well-defined requirements and little change.

Traditional or Predictive Lifecycle: Works when outcomes and activities are predictable at the start.

Incremental or Iterative Approach: Projects are delivered in stages, building complex systems progressively.

Expert Judgment: Experts use experience and intuition for project selection, often in less formal decision-making contexts.

Multi-Criteria Decision Analysis (MCDA): Considers multiple criteria such as cost, time, quality, risk using a scoring and weighting system.

Real Options Analysis (ROA): A financial theory-based method for evaluating project decisions under uncertainty.

Scoring Models: Assign scores to various project aspects using set criteria and total the scores for selection.

When choosing a project method, consider the project’s characteristics, organizational environment, team’s experience, and stakeholder needs. Agile or incremental approaches may suit projects with unclear scopes or many expected changes. For projects with defined scopes and infrequent changes, the Waterfall model or traditional methods may be more appropriate.

5 phases of the Project management life cycle:

1. Initiating

The initiation of a project is the set of processes that define a new project or a new phase of an existing project and authorize its start. This phase encompasses the identification and authorization of the project or project phase, clarification of primary stakeholders and project requirements, the development of the project charter, and the provision of direction and framework for the project.

Essential Steps for Creating a Project Charter:

1. State the Purpose: Outline the project’s rationale and its expected value to the organization.
2. Set Clear Objectives: Define SMART goals for what the project should achieve.
3. Outline the Scope: Describe the major deliverables of the project.
4. Success Criteria: Identify what constitutes success for the project.
5. High-Level Requirements: Detail what the project must fulfill based on stakeholder expectations.
6. Benefits: List the expected advantages the project will offer to the organization.
7. Milestone Plan: Provide a preliminary timeline with key milestones.
8. Budget Overview: Offer an initial cost estimate and funding sources.
9. Risk Assessment: Identify potential high-level risks to the project’s objectives.
10. Assign Project Manager: Specify the project manager and their level of authority.
11. Approval Process: Clarify who will authorize the charter and how the project will proceed to subsequent phases.
12. Drafting: Prepare the charter document with the necessary details.
13. Review & Approve: Get the charter reviewed and approved by stakeholders.
14. Charter Announcement: Communicate the finalized charter to all stakeholders.

The project charter is the foundational document that gives formal authorization to a project, clearly defining its framework and guiding its direction. It is typically created by the project sponsor or initiator, not the project manager, and is meant to stay constant throughout the project unless officially modified.

Project Charter Example:

* Using a Template: Defining a project is an essential task, but starting from scratch can be daunting. We recommend using a project charter template tailored to your needs to ensure that all elements are included. Templates provide a structured format and ensure that no critical pieces of information are missed, making the initiation phase more efficient and thorough.

Basis for Developing a Project Charter:

1. Business Case: Includes analysis of project necessity, cost-benefit analysis, ROI estimation, and assessment of alignment with organizational strategy.
2. Contract or Statement of Work (SOW): For internal projects, provided by the initiator or sponsor based on business needs and product/service requirements, for external projects, typically part of the tender documents.
3. Market Demand: External factors that lead to the project’s initiation, such as customer requirements, market trends, technological advancements, or competitive actions.
4. Organizational Need: Internal organizational demands like operational efficiency improvements, compliance, and internal process optimization.
5. Stakeholder Analysis: Covers key stakeholder requirements, expectations, influence, and demands and conditions for the project.
6. Environmental Factors: Organizational Environmental Factors (OEFs), including culture, infrastructure, market conditions, political influence, and legal constraints, can all affect the creation of the project charter.
7. Organizational Process Assets: The organization’s existing processes, policies, and knowledge bases, such as lessons learned from past projects, standard templates, and research documentation.
8. Input from Initiator or Sponsor: Provides insights and expectations for the project’s goals and outcomes.
9. Pre-approved Financial Resources: The availability of budget or funds significantly influences the content of the project charter.

The project charter outlines key information about the project and provides a formal basis for its initiation. These elements ensure the comprehensiveness and practicality of the project charter content, laying the foundation for the project’s success.

Project Kickoff Meeting Preparation:

1. Agenda Development: Craft a detailed agenda with meeting objectives, discussion points, preparations for participants, and expected outcomes.
2. Scheduling: Pick a time that suits all key stakeholders and book an appropriate venue or set up virtual meeting options.
3. Invitations: Invite project team members, stakeholders, sponsors, client representatives, and PMO delegates.
4. Document Distribution: Share key documents such as the project charter, business case, draft project management plan, and scope statement in advance.
5. Presentation Preparation: Create slides or visual aids to clarify project goals, scope, milestones, and roles.
6. Role Assignments: Define roles for the meeting, including facilitator, note-taker, and speaker.
7. Facility Readiness: Ensure equipment (projectors, audio systems, whiteboards) is working and prepare for remote communication if needed.
8. Communication Testing: For remote participants, test all virtual tools to ensure smooth communication.
9. Pre-Meetings: Hold preliminary discussions with sponsors or key stakeholders to align messages and positions.
10. Key Issues Identification: Pinpoint crucial issues or decisions that must be addressed during the meeting.
11. Concerns Inventory: Compile a list of team concerns and uncertainties to be discussed.
12. Team-Building Activity: Plan a brief activity to foster team spirit.
13. Logistics and Catering: If it’s a long meeting, arrange breaks and meals for rest and networking.
14. Follow-Up Planning: Prepare a list of action items for discussion on the next steps post-meeting.

Attending to these elements in advance can ensure a smooth kickoff meeting, establishing a solid foundation for the project.

Project Objectives:

Successful project objectives are often SMART: Specific, Measurable, Achievable, Relevant, and Time-bound. Project objectives often come in multiple layers and can vary in importance, sometimes even conflicting with each other. It’s crucial to prioritize these objectives effectively. Keep in mind the following points:

1. Distinguish between outcome objectives and constraint objectives.

• The results or the final products you want to achieve and the limitations or boundaries within which the project must operate.

2. Differentiate between the purposes and means of the project.

• The ‘why’ behind the project for undertaking and ‘how’ to use the methods, techniques, and processes to achieve the project’s goals.

3. Avoid setting goals that are unquantifiable or unachievable.

• If you can’t measure a goal, you can’t manage or track progress towards achieving it. For instance, a goal like “improve customer satisfaction” is vague unless it’s tied to quantifiable metrics like customer satisfaction scores.
• Setting Unachievable goals can lead to project failure and demotivation among team members. Goals should be challenging yet attainable, considering the project’s scope and resources.

4. Ensure the focus and efforts of project management personnel are not misdirected

• This point underscores the need for project management teams to concentrate on essential tasks and goals. Misdirection happens when efforts are spent on non-essential tasks or low-priority activities instead of the project’s main objectives.
• Effective project management requires aligning team efforts with these priorities, ensuring time and resources are used efficiently. Regular project plan reviews are key to maintaining this focus and preventing goal-effort misalignment.

Tools and Techniques for Initiating:

1. Expert Judgment:

• Consulting with experienced individuals or subject matter experts to gain insights and information necessary for initiating the project.

2. Project Charter Development Tools:

• Software or templates to help in the creation of the project charter, which formally authorizes the project.

3. Stakeholder Identification Tools:

• Techniques and tools like stakeholder analysis matrices to identify and categorize stakeholders based on their interest, influence, and impact on the project.

4. Brainstorming Sessions:

• Group brainstorming to identify project goals, risks, assumptions, constraints, and other key elements.

5. SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats):

• Used to understand the project’s internal strengths and weaknesses, as well as external opportunities and threats.

6. Market Research:

• Conducting market research to understand the market environment, trends, and competition relevant to the project.

7. Feasibility Studies:

• Assessing the feasibility of the project in terms of technical, economic, legal, operational, and scheduling aspects.

8. Focus Groups:

• Gathering a group of stakeholders or subject matter experts to discuss and provide feedback on the project concept and objectives.

9. Interviews:

• Conducting one-on-one interviews with key stakeholders to gather detailed insights and expectations.

10. Delphi Technique:

• A method of reaching a consensus among a panel of experts, where participants provide their opinions independently and anonymously.

11. Conflict Resolution Techniques:

• Employing techniques like negotiation and mediation to resolve conflicts that may arise during stakeholder identification and engagement.

12. Historical Data Review:

• Reviewing data and information from past projects that might be similar in scope or objectives to inform the current project initiation.

13. Benchmarking:

• Comparing project practices and performance standards to those of similar projects in the industry or within the organization.

14. Kick-off Meetings:

• Organizing initial meetings with project team members and key stakeholders to discuss the project’s objectives, expectations, roles, and responsibilities.

15. Business Case Development:

• Tools and techniques to develop a business case that justifies the need for the project, including cost-benefit analysis and return on investment calculations.

These tools and techniques assist in laying the groundwork for a project, ensuring that it starts with a clear understanding of its objectives, scope, stakeholders, and constraints. Proper use of these tools during the initiating phase sets a strong foundation for the project and increases its chances for success.

Outcomes of Initiating:

1. Project Charter:

• The main outcome of the initiation phase.
• Officially starts the project and grants the project manager the authority to use organizational resources to execute project activities.
• Includes high-level project information such as project purpose, objectives, scope, constraints, assumptions, stakeholders, and an initial defined timeline and budget.

2. Identification of Stakeholders:

• Alongside the project charter, identifying stakeholders is a crucial part of this phase.
• Stakeholders are individuals or groups affected by the project’s outcomes or those who can influence its execution.
• Understanding stakeholders helps in planning how to manage their expectations and engage them throughout the project.

3. Preliminary Scope Statement:

• Sometimes, a preliminary scope statement is developed to give an early understanding of what the project will and will not include.
• It helps in setting realistic expectations for what the project will deliver.

4. Digital Project Manager Assignment:

• The project manager is often officially assigned during this phase.
• The project manager is responsible for planning, executing, and closing the project.

5. Initial Framework or Approach:

• The initiation phase might also include discussions or documentation on the initial approach or methodology to be followed for the project (like Agile, Waterfall, etc.).

6. High-Level Risk Identification:

• Initial risks are identified that might impact the project’s success.
• This early risk identification is crucial for future detailed risk planning.

7. Alignment with Business Goals:

• Ensuring the project aligns with the organization’s strategic objectives.
• This alignment is essential for securing support and resources from the organization.

8. Project Sponsor Engagement:

• The project sponsor, typically a senior executive, is involved from the start.
• The sponsor plays a key role in providing direction and resources.

2. Planning

The planning phase involves developing a roadmap that guides the project team to deliver expected outcomes and meet objectives. This includes:

Developing a Detailed Project Management Plan:

The project manager creates a comprehensive project schedule, highlighting all key milestones and task dependencies, and ensuring all team members understand the project’s direction and approach. Concurrently, a detailed budget and cost estimate covering all required resources are prepared. In this phase, the project manager should adopt an inclusive approach, incorporating the perspectives and expertise of stakeholders, thus enhancing the plan’s completeness and fostering support from the team and stakeholders.

1. Defining Project Scope

• Establish SMART project goals, including scope, timeline, budget, and quality requirements.
• Clarify the project’s purpose and the needs of the end-users.

2. Clarifying Scope and Requirements:

• Conduct thorough requirement gathering and analysis to create a clear project scope statement. From the outset, the project manager must accurately collect and analyze requirements, avoiding ambiguity and non-core needs. Requirements should align with user expectations and be feasible. As project development may entail changing needs, the project manager should remain vigilant, respond to requirement changes promptly, and adjust the development plan accordingly.

3. Creating a Work Breakdown Structure (WBS):

• An effective method to break down complex projects into smaller, manageable tasks. By dividing the total project duration into short iterations, the team can progressively complete each segment, ensuring steady progress and control. After each iteration, the project manager should adjust subsequent plans based on current situations and outcomes, readying the project to adapt to changes or new challenges. The entire process hinges on clear task allocation and reasonable distribution of responsibilities. Each team member must understand their role and carry out tasks matched to their capabilities under appropriate pressure, ensuring the project remains efficient and meets the timeline, even with substantial workloads and resource constraints.

4. Cost and Resource Planning:

• Determine the project’s schedule, budget, and required human and physical resources to ensure their effective use during implementation. Thoroughly assess the needed resources, develop a resource allocation plan and calendar, and aim to fix team composition early on, avoiding unnecessary adjustments that could disrupt team stability and project continuity.

5. Risk Identification and Response Planning:

• Identify potential risks and their likelihood and impact. Develop preventative and contingency measures for each identified risk, aiming for a risk management approach that decreases in risk intensity as the project progresses.

6. Understanding the Project Environment:

• Recognize external and internal environmental factors that could influence all aspects of the project management plan, including organizational culture, process assets, reasons for project selection, and existing systems.

7. Quality Management Planning:

• Determine required quality standards and how to achieve them, planning quality assurance and control activities.

8. Procurement Management Planning:

• Identify resources or services that need to be procured externally, and plan the tendering, supplier selection, and contract management processes.

9. Communication Management Planning：

• Set up clear communication needs for the project. Make a detailed communication plan that includes how and when to share information, how often to do it, and who’s responsible. The project manager needs to keep good communication with everyone involved throughout the whole project. Good communication helps solve problems during development and helps the team understand and agree with the project’s progress. A proactive approach to communication also makes sure the team knows what’s going on with the project, which can make the team work better and increase the chances of the project’s success.

10. Stakeholder Engagement Planning:

• Identify all stakeholders and their needs, developing a stakeholder engagement plan and expectation management strategies.

11. Integrating and Compiling the Project Management Plan:

• Integrate all separate planning components into a cohesive project management plan, ensuring consistency and synergy among all parts.

12. Reviewing and Obtaining Approval:

• Submit the project management plan for review by project sponsors and key stakeholders, formalizing it after securing all necessary approvals.

13. Continuous Updating and Refinement:

• Persistently update and refine the project plan as the environment changes and new information emerges. Track progress and performance, adjusting plans based on actual developments. Guide team members to balance attention to detail with overall project progress to avoid delays and ensure on-time delivery.

14. Utilizing Project Management Information Systems (PMIS):

• PMIS is an integrated system for planning, executing, and closing project management and project-related information. It aids project managers and teams in collecting, storing, analyzing, managing, and reporting information throughout the project lifecycle. PMIS can range from a simple spreadsheet to an advanced database system or a cloud-based solution, encompassing tools and technologies to support project planning, progress tracking, resource allocation, cost management, and decision-making.

Key Functions of Project Management Information Systems (PMIS):

Data Collection and Storage

• Maintain project documents, records, and communications.
• Manage project tasks, milestones, calendars, and schedules.

Data Analysis

• Monitor project status and performance indicators.
• Conduct cost and time variance analysis.
• Evaluate risks and formulate response strategies.

Decision Support

• Provide real-time data to support project decisions.
• Use models and simulation tools to predict outcomes and assess alternatives.

Information Exchange

• Facilitate communication among project teams, stakeholders, and clients.
• Automate the generation of reports, such as progress and performance reports.

Resource Management

• Track the allocation and usage of resources.
• Optimize resource scheduling and assignment.

Quality Management

• Monitor quality assurance activities and quality control results.
• Manage the change control process and documentation.

Integration Management

• Integrate information from various aspects of the project to ensure consistency.
• Support the formulation, execution, and monitoring of project plans.

Accessibility and Sharing

• Ensure the easy accessibility and sharing of information through centralized databases or cloud platforms.
• Support mobile device access to enhance the team’s flexibility and responsiveness.

Basis of Planning:

• Project Charter
• Outputs from Other Processes (Subsidiary Plans)
• Enterprise Environmental Factors
• Organizational Process Assets

Tools and Techniques for Planning:

1. Brainstorming:

• Encourages the generation of ideas and solutions. Useful in risk identification, scope definition, and developing strategies.

2. Work Breakdown Structure (WBS):

• A hierarchical decomposition of the total scope of work. It breaks down the project into smaller, more manageable parts.

3. Gantt Charts:

• Visual timeline that illustrates the start and finish dates of the elements of a project. It helps in scheduling and tracking project tasks.

4. Critical Path Method (CPM):

• Identifies the longest path of planned activities to the end of the project and the shortest time possible to complete the project.

5. PERT (Program Evaluation and Review Technique):

• Method for analyzing the tasks involved in completing a project, especially the time needed to complete each task, and identifying the minimum time needed to complete the total project.

6. SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats):

• Used in strategic planning to identify internal and external factors that are favorable and unfavorable for achieving objectives.

7. Cost-Benefit Analysis:

• Compare the benefits of a project or action to the costs associated with it.

8. Monte Carlo Simulation:

• A technique used to understand the impact of risk and uncertainty in project planning and decision-making.

9. Fishbone Diagrams:

• Also known as Ishikawa or cause-and-effect diagrams, these are used for identifying root causes of problems.

10. Earned Value Management (EVM):

• The technique combines scope, schedule, and resource measurements to assess project performance and progress.

11. Resource Leveling:

• Adjusting the project schedule to address resource constraints or conflicts.

12. Requirements Analysis Techniques:

• Various techniques like interviews, focus groups, surveys/questionnaires, and user stories to gather detailed project requirements.

13. Stakeholder Analysis and Engagement Tools:

• Tools to identify and analyze stakeholder needs and expectations, and to plan engagement strategies.

14. Communication Planning Tools:

• Tools and techniques to plan effective communication strategies, including determining the information needs of the project stakeholders.

15. Risk Management Planning Tools:

• Tools like risk registers and probability and impact matrices to plan for and manage risks.

16. Change Management Planning:

• Tools and techniques to manage and control changes to the project.

17. Agile Methodologies:

• Iterative and incremental project management methodologies like Scrum, Kanban, and Lean which are especially useful for projects with rapidly changing requirements.

18. Microsoft Project and Other Project Management Software:

• Software tools that assist in planning, scheduling, resource allocation, and change management.

These tools and techniques can be adapted and combined based on the specific requirements, size, complexity, and context of the project. The effective use of these tools is crucial for the successful planning and execution of a project.

Outcomes of Planning:

• 1. Project Management Plan
• 2. Scope Statement and Work Breakdown Structure (WBS)
• 3. Schedule and Timeline
• 4. Cost Management Plan and Budget
• 5. Quality Management Plan
• 6. Human Resource Plan
• 7. Communications Management Plan
• 8. Risk Management Plan
• 9. Procurement Management Plan
• 10. Stakeholder Engagement Plan
• 11. Change Management Plan
• 12. Baseline Establishment
• 13. Resource Allocation Plan
• 14. Safety and Compliance Plans

3. Executing

The execution phase involves coordinating people and resources to carry out the project management plan and meet set objectives. Key activities in this phase include:

Project Team Responsibilities:

The project team, made up of the project manager, team members, stakeholders, clients, suppliers, and others, has various roles and responsibilities, such as:

Developing and Implementing the Project Plan:

• Help the project manager create the plan, including schedules, budgets, resource allocation, and risk management plans.
• Execute all aspects of the project plan to ensure the project stays on track.

Performing Tasks and Activities:

• Complete assigned tasks and activities to meet the project scope and objectives.
• Ensure the quality of individual work meets the project’s quality standards.

Communication:

• Communicate effectively within the project team and with external stakeholders.
• Provide updates on project progress, including any potential issues and successful milestones.

Problem-Solving and Decision-Making:

• Identify and resolve issues that arise during project execution.
• Participate in decision-making, especially for critical decisions that affect project direction and outcomes.

Risk Management:

• Identify potential risks and issues.
• Implement risk response plans to minimize negative impacts on the project.

Change Management:

• Handle requests for changes to project scope, schedule, or resources.
• Participate in the change control process to ensure changes are properly evaluated and authorized.

Quality Assurance:

• Adhere to project and organizational quality standards.
• Engage in quality reviews and continuous improvement activities.

Resource Management:

• Use resources assigned to the project effectively, including human, material, and financial resources.
• Monitor resource usage and report any overuse or shortages.

Reporting and Documentation:

• Regularly report the status of tasks and activities.
• Record and archive project documentation and historical information for current and future reference.

Continuous Learning and Improvement:

• Learn from project experiences to enhance individual and team capabilities.
• Share knowledge and experiences to help team members grow and develop.

Compliance and Ethical Behavior:

• Follow all relevant laws, organizational policies, and professional ethical standards.
• Participate in project activities with a high standard of professional conduct.

The responsibilities of the project team are multifaceted, requiring members to exhibit skills in expertise, teamwork, and leadership. The project manager’s task is to ensure all team members are clear on their responsibilities and to provide the necessary support and guidance to help achieve project success.

During the execution of the project plan, the team must utilize all technical and management skills and follow a “work authorization” system. This system includes procedures to be followed before starting project activities, such as approvals, permissions, and necessary documentation. If needed, establish a work authorization group or committee to review and approve work. Regular meetings to review the status of implementation may be called, with the frequency adjusted as needed, for example, weekly for the project team and monthly for other stakeholders.

If the project team encounters unsolvable problems, look to your organization or other organizations involved in the project for existing solutions to similar situations they may have faced before. Fully utilize the management information system to support these activities.

Project Manager Responsibilities

The project manager carries crucial responsibilities for the success of the project. Their role is multifaceted, involving technical knowledge, interpersonal skills, and management capabilities. Here are the main responsibilities of a project manager:

Project Initiation:

• Collaborate with stakeholders to define project goals and scope.
• Develop the project charter and obtain necessary approvals.

Project Planning:

• Create a detailed project plan, including timelines, budget, resources, and risk management.
• Define project milestones and key success factors.

Team Management:

• Build the project team and assign tasks and responsibilities based on project needs.
• Lead and motivate team members to ensure efficient collaboration.

Project Plan Execution:

• Oversee the execution of the project plan to ensure it follows the set path.
• Manage the budget and resource allocation.

Quality Management:

• Ensure project outputs meet established quality standards.
• Monitor the quality control processes.

Communication:

• Act as the central hub of information, ensuring effective communication between the project team, stakeholders, and clients.
• Provide regular updates on project status and communicate key information promptly.

Risk Management:

• Identify and analyze project risks and develop response strategies.
• Monitor risks and take action to mitigate their impact when necessary.

Change Management:

• Handle scope change requests and ensure all changes are properly evaluated and documented.
• Maintain the overall objectives and deliverables of the project against uncontrolled changes.

Contract and Procurement Management:

• Manage contracts with suppliers and contractors.
• Oversee procurement processes and ensure compliance with contract terms.

Problem Solving:

• Proactively identify and resolve issues that may hinder project progress.
• Act as a mediator in conflict resolution to ensure team harmony.

Project Monitoring and Controlling:

• Monitor project progress to ensure alignment with the project plan.
• Evaluate project performance using performance indicators and make necessary adjustments.

Project Closure:

• Ensure all aspects of the project are properly completed and documented.
• Deliver the final product or service and ensure customer satisfaction.

Knowledge Management:

• Capture lessons learned from project experiences and transfer this knowledge within the organization.
• Contribute to the knowledge base for future projects.

Compliance:

• Ensure the project adheres to all relevant laws, regulations, and internal policies.
• Follow professional ethics and organizational standards.

Project managers are not only tasked with managing duties and resources; they must also possess strong interpersonal and leadership skills to guide the team, manage expectations, and foster project success.

The project manager plays a pivotal role in orchestrating the collaboration between the project team and stakeholders, a process crucially termed “overall coordination.” This coordination involves tackling key challenges and implementing necessary actions. In fulfilling this role, project managers engage with various individuals, including:

Senior management from the project’s executing organization.

The project team members.

Interface roles like administrative staff, executive assistants, and design experts.

Department leads within the project’s executing organization.

External parties not directly affiliated with the organization.

Their ability to effectively communicate and align all these different parties is essential for the smooth execution of the project.

During the overall coordination process, project managers must effectively utilize their authority. A project manager’s power encompasses three aspects:

Authority:

• The ability to command respect and recognition is often limited, generally yielding moderate influence over others’ actions.

Persuasive Influence:

• Based on personal knowledge, experience, character, and charisma, project managers can exert influence on those not directly involved in the project but whose cooperation is essential.

Information Power:

• The most critical aspect is having comprehensive and accurate information about all facets of the project. This knowledge forms the foundation for sound judgment, decision-making, and understanding of the project work.

Basis for Directing and Managing Project Execution

Project Management Plan

• Scope Management Plan: Defines how the project scope will be managed and controlled.
• Schedule Management Plan: Includes the project timetable and time management methods.
• Cost Management Plan: Outlines how to control project costs and budget.
• Quality Management Plan: Describes how to ensure the project meets quality standards.
• Resource Management Plan: Shows the allocation and management of human and material resources.
• Communication Management Plan: Details how project information will be communicated, recorded, and updated.
• Risk Management Plan: Contains strategies for risk identification, analysis, response, and control.
• Procurement Management Plan: Explains how to acquire external resources and services for the project team.
• Stakeholder Engagement Plan: Guides how to manage and influence stakeholder expectations and involvement.
• Change Management Plan: Defines the process for handling changes to the project scope.
• Project Life Cycle and Development Approach: Provides the processes and practices used throughout the project life cycle.

Project Documents

• Project Charter: Gives formal authorization of the project, setting high-level objectives and authority for the project manager.
• Stakeholder Register: Contains all stakeholder information and requirements.
• Work Breakdown Structure (WBS): Defines the breakdown of work for the project.
• Project Schedule: Details the timing and sequence of project tasks.
• Risk Register: Logs identified risks and their response measures.
• Change Log: Records changes requested during the project and their statuses.
• Issue Log: Documents all issues identified during project execution and their resolution status.
• Quality Records: Keeps track of quality control results and quality improvement actions.

Enterprise Environmental Factors

• Company Culture and Structure: The organization’s culture, structure, and governance impact project execution.
• Market Conditions: Industry standards, product characteristics, market trends, etc.
• Regulatory Requirements: Applicable laws, regulations, and standards.

Organizational Process Assets

• Policies and Procedures: Standard operating procedures established within the organization.
• Historical Information and Lessons Learned: Documents, records, and knowledge bases from previous projects.

Tools and Techniques for Directing and Managing Project Execution

Expert Judgment:

• Utilizing insights from experienced individuals or teams to make decisions, solve problems, or predict outcomes.

Project Management Information Systems (PMIS):

• PMIS tools include scheduling software, work authorization systems, configuration management systems, information collection and distribution systems, and interfaces to other online automated systems. They also support the collection and reporting of key performance indicators (KPIs).

Meetings:

• Project teams use meetings to plan activities, solve problems, make decisions, coordinate work, and share information.

Data Collection Techniques:

• Methods like brainstorming, interviews, surveys, and questionnaires to gather information necessary for decision-making.

Decision-Making Techniques:

• This includes multi-criteria decision analysis, voting/majority decision, prioritization, and cost-benefit analysis.

Communication Methods:

• Effective communication techniques such as face-to-face interaction, emails, conference calls, virtual meetings, and social media.

Team-Building Activities:

• Activities designed to enhance team cooperation and overall performance.

Conflict Management:

• Employing appropriate techniques and strategies to address disputes within the project team and with external stakeholders.

Problem-Solving:

• Strategies to identify, analyze, and resolve issues encountered during project execution.

Risk Management:

• Includes risk assessment, risk identification, and the creation and implementation of risk response plans.

Quality Management Tools:

• Tools like statistical process control, cause-and-effect diagrams, flowcharts, and histograms to ensure and improve quality.

Change Control Tools:

• Tools to track change requests, approve changes, and manage the impact of changes on the project.

Performance Assessment:

• Monitoring project progress and performance using KPIs, project performance reviews, and progress measurement.

Resource Optimization Techniques:

• Methods like resource leveling and resource balancing to use project resources most effectively.

Scheduling Charts and Network Diagrams:

• Used for planning project activities, visualizing workflows, and determining schedules.

Outcomes of Directing and Managing Project Execution

Deliverables:

• The tangible components produced as a result of the execution process, including products, services, or results required by the project.

Work Performance Data:

• Raw observations and measurements of project execution such as actual costs, actual schedule progress, and the amount of work completed.

Change Requests:

• Requests for changes that may arise during execution, including plan adjustments, modifications to deliverables, or other proposed amendments.

Updates to the Project Management Plan:

• Revisions to the project management plan based on information gathered during execution to reflect new insights, experiences, and changes.

Project Document Updates:

• Updates to documents including but not limited to the risk register, assumption log, issue log, and change log.

Organizational Process Assets Updates:

• Additions or modifications to assets that capture project experience, knowledge base, lessons learned, and historical information.

Work Performance Reports:

• Compilation and analysis of work performance data to produce information that can communicate project status, progress, and future projections.

Issue Resolution:

• Identification and resolution of issues during execution, along with documentation of these resolutions.

Quality Deliverables:

• Ensuring that the products or services delivered meet the quality standards and requirements.

Resolved Risks and Issues:

• Risks and issues were identified and addressed during project execution, along with the implementation of corresponding risk response strategies.

Stakeholder Engagement and Satisfaction:

• Management and fulfillment of stakeholder expectations, sometimes including updates to the stakeholder engagement plan.

Knowledge Management:

• Knowledge generated during project execution, including lessons learned and best practices, should be documented and shared.

These outcomes are critical as they directly influence whether the project achieves its goals and delivers value. The project manager must ensure these outcomes meet the project’s quality standards while also adhering to time and cost constraints.

4. Monitoring and Controlling

Monitoring and controlling are vital throughout the project. This phase involves:

Gathering, tracking, reviewing, measuring, and evaluating outcomes to adjust project progress.

Ensuring the project stays on its planned course.

Managing changes to ensure all alterations undergo proper review and approval, identifying any areas that may require special attention.

Basis for Monitoring Project Work:

Project Management Plan:

The project management plan provides the baseline for monitoring and includes:

• Scope Baseline: Defines the project’s work scope and expected outcomes.
• Schedule Baseline: Details the project’s timetable and the planned start and end dates for all activities.
• Cost Baseline: Establishes a benchmark for the project budget to compare against actual expenditures.
• Quality Management Plan: Specifies quality standards and control activities.
• Risk Management Plan: Identifies potential risks and strategies for responding to them.
• Communication Management Plan: Determines the frequency and methods for distributing information.
• Resource Management Plan: Details the allocation of resources.
• Procurement Management Plan: Involves activities and processes for obtaining products, services, or results from external suppliers.
• Stakeholder Engagement Plan: Outlines how to manage and influence stakeholder expectations.

Project Documents:

Monitoring also refers to various project documents that are updated throughout the project lifecycle, including:

• Requirements Documentation: Contains project requirements and the traceability matrix.
• Work Breakdown Structure (WBS) and WBS Dictionary: Defines the hierarchical breakdown of project work.
• Schedule Plan: Lists project activities, dependencies, durations, and resource allocations in detail.
• Risk Register: Records all identified risks and their response measures.
• Change Log: Documents all change requests and the status of changes throughout the project.
• Issue Log: Records identified issues during project execution and their resolution status.

• Schedule Forecasts
• Cost Forecasts
• Confirmed Changes

Work Performance Information

Including real-time data and information such as:

• Actual Costs and Expenditures: The actual amount spent to date.
• Actual Progress: The actual start and finish dates for project activities.
• Resource Utilization: The actual usage and efficiency of resources.
• Completed Work Volume: The work and deliverables completed so far.

Enterprise Environmental Factors

Organizational Process Assets

These elements are critical in guiding the project manager and the team to ensure the project’s health and trajectory towards meeting its objectives.

Tools and Techniques for Monitoring:

Expert Judgment:

• Leveraging insights from those with experience in the project’s subject matter.

Data Analysis Techniques:

• Earned Value Analysis (EVA): Assesses project performance by combining scope, schedule, and cost data.
• Variance Analysis: Compares actual outcomes to planned results to identify discrepancies.
• Trend Analysis: Examines project performance over time to predict future outcomes.
• Statistical Analysis: Uses statistical methods to identify and quantify variations in processes.

Project Management Software:

• Scheduling Tools: Like Microsoft Project or Primavera for tracking progress and updating project schedules.
• Collaboration Platforms: Such as Notion, Asana, or Trello for team communication and task management.
• Resource Management Tools: Assist with resource allocation and optimization.
• Project Management Information Systems (PMIS):
• Systems like ERP centralize project data management.
• Monitor activities in the project management plan and schedule, making new forecasts as necessary.

Meetings:

• Status Review Meetings: Regular discussions with the project team and stakeholders about progress.
• Progress Sync Meetings: Ensuring everyone has the same understanding of the project’s progress.

Audits:

• Project Audits: Assess whether the project adheres to defined policies and procedures.
• Process Audits: Check and evaluate the correctness and effectiveness of processes.

Monitoring and Reporting Systems:

• Dashboards: Provide real-time views of key performance indicators (KPIs).
• Reporting Systems: Generate status reports, progress updates, and performance analyses.

Performance Measurement:

• KPI Tracking: Monitors key performance indicators to assess progress.
• Milestone Reviews: Check whether the project has reached significant points of progress.
• Checklists and Review Tools:
• Quality Checklists: Confirm all necessary quality steps have been taken.
• Compliance Checklists: Ensure all activities are monitored against the project plan.

Stakeholder Analysis:

• Stakeholder Feedback: Collect and analyze feedback from stakeholders.

Forecasting Methods:

• Predict the project’s future status based on current trends.

Risk Tracking:

• Use the risk register to track identified and emerging risks.
• By effectively using these tools and techniques, combined with appropriate experience and intuition, project managers can ensure the project stays on track and quickly address issues as they arise.

Outcomes of Monitoring Project Work:

Updated Project Management Plan:

• Adjustments in scope, schedule, cost, and resources if discrepancies between actual work and the plan are identified.

Work Performance Data:

• Quantitative data such as the volume of work completed, actual costs, and progress.
• Quality measurements including product quality test results and review outcomes.

Work Performance Information:

• Analysis of work performance data, such as trend analysis, variance analysis, and progress deviations.
• Forecasts based on current performance to predict future project trends and outcomes.

Change Requests:

Preventative and corrective actions to bring the project back on track.

Remediation for identified defects.

Updates to the project management plan and documents based on monitoring outputs.

Updated Components of the Project Management Plan:

• Updates to the risk register for new risks or changes in the status of existing risks.

Project Document Updates:

• Progress reports detailing the current status and future projections.
• Issue log updates to record and track issues.
• Lessons learned register documenting experiences and insights gained during project execution.

Decisions:

• Strategies and actions in response to issues and changes identified during monitoring.
• Changes to project baselines after approved change requests.

Enterprise Environmental Factors

Organizational Process Assets Updates:

• Improvements to processes and procedures are highlighted by monitoring and controlling processes.
• Historical information on monitoring and controlling activities for future reference.

These outcomes form the core of the project monitoring work, helping to ensure the achievement of project goals and promoting continuous improvement in the project management process.

5. Closing Process

The project closing stage marks the completion or termination of a project.

Key activities in this phase include:

• Ensuring all work and contracts are satisfactorily completed.
• Finalizing project documentation and deliverables.
• Conducting lessons learned sessions and documenting experiences.

The project manager reviews and confirms that all objectives are met before formally closing the project. In cases of early termination, reasons are investigated and documented with stakeholder involvement.

Key aspects of the closing process are:

• Achieving project or phase completion.
• Transferring project outputs to the next stage or operational use.
• Reviewing project outcomes and capturing lessons learned.

Project closure involves:

• Contract Closure: All contracts and agreements related to the project are complete, and all terms and conditions have been met.
• Administrative Closure: Verifying deliverables, archiving documentation, and completing administrative tasks. Administrative tasks such as tax, audit, and regulatory compliance have been completed.

The final report summarizes performance, risks, and stakeholder satisfaction. This phase is vital for aligning project results with stakeholder expectations and contributing to future project management improvements.

Tools and Techniques for Closing a Project or Phase:

• Expert Judgment: Leverage varied expertise to guide project closure.
• Analytical Techniques: Use regression and variance analysis to evaluate project performance.
• Meetings: Conduct closure discussions with the team, stakeholders, clients, and sponsors.
• Audits: Perform audits to ensure project objectives and processes are met.
• Checklists: Utilize checklists to verify the completion of closure activities.
• Contract Closure Procedures: Ensure all contractual terms are fulfilled.
• Deliverable Confirmation: Confirm completion and acceptance of project deliverables.
• Lessons Learned Database: Document lessons learned in the organizational database.
• Information Management Tools: Facilitate document collection and distribution.
• Project Management Information System (PMIS): Use PMIS for record archiving and information sharing.

Outcomes of Closing a Project or Phase:

• Final Product Handover: Deliver the project’s tangible outcomes, such as a new software application, constructed infrastructure, research report, or other deliverables.
• Updated Organizational Process Assets: Archive project documentation, closure reports, and lessons learned.
• Acceptance Documentation: Obtain formal acceptance of deliverables from clients or sponsors.
• Final Performance Report: Summarize overall project performance.
• Release of Resources: Formally release project resources.
• Customer Satisfaction Assessment: Evaluate and document customer satisfaction.
• Contract Closure Documents: Finalize all contract-related documents.
• Administrative Closure: Complete all project-related administrative tasks.

These steps ensure that the project is concluded thoroughly, providing essential records and insights for future projects.

The Best Project Management Software in 2023

PMBOK’s 33 Essential Project Management Documents

If you found this guide useful, please share and leave your comments below! Your feedback helps us create better content.

Or if you need help, contact the project advisor below: