Middle: Planning the Project

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Choose the right project management methodology

Starting a project requires careful planning and a clear vision. With so many methodologies to choose from, it can be tricky to figure out which is the right one for the job. Consider the needs of both your project and team, and remember these two tips:

1. Start with the end in mind

Look at your requirements, goals, and objectives to ascertain what your final result needs to look like and the benefits it must provide. It’s important to understand how each decision made within the project will contribute to achieving those final outcomes. These decisions will shape how your project develops over time. Data and research should back your proposed project.

For example, physical objects like buildings and household goods require a more sequential process like Waterfall or critical path. The flexibility of Agile methodology, meanwhile, will suit the more unpredictable world of software development.

2. Assess what’s already working

Think back on your past projects. Which processes have already proven successful for your team? If they relish collaboration and incorporating new ideas as they go, pick a methodology like Scrum, Kanban, XP, or APF. Waterfall, critical path, or critical chain project management will suit teams that prefer a more structured plan.

Understand the project life cycle

Regardless of what kind of project you’re planning, each one will more or less go through the same stages. Although every project will require its own set of unique processes and tasks, each will follow a similar structure. There’s always a beginning, a middle, and an end. Welcome to the project lifecycle.

The project lifecycle helps provide some predictability, giving the project manager a way to tackle tasks in distinct phases. Each phase addresses specific aspects of the project, ensuring that all critical elements are covered. In this section, we’ll explain what you need to know about each phase:

1. The initiation phase
2. The planning phase
3. The execution phase
4. The controlling and monitoring phase
5. The closing phase

The project lifecycle can be visualized in the Gantt chart below. This chart helps to visualize project stages and tasks, showing how each phase contributes to the overall progress.

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How to start a project: The 5 phases

1. The initiation phase

The initiation phase is the first part of the entire project management lifecycle. This stage aims to define the project, develop a business case for it, and get approval. The start of the project should be marked by clear communication and goal setting. This is where you Identify the resources needed to complete the project even before starting. Clarify who is involved in the project to avoid confusion. During this time, the project manager must follow these steps to start:

• Perform a feasibility study
• Define project goals
• Create a project charter
• Identify key stakeholders
• Select project management tools

You can use project management templates in Wrike to standardize your processes. These templates provide a structured framework for each task, such as defining project goals and creating a charter. By the end of this phase, the project manager should have a high-level understanding of the project purpose, goals, requirements, and risks.

2. The planning phase

The planning phase creates a project roadmap the entire team can follow throughout the project. Start by preparing a detailed project brief. Focus on creating the project with a clear plan and structure. Here, you will outline the details and define the goals to meet the requirements laid out by the organization.

During this phase, project managers will typically:

• Schedule the project start date
• Create a project plan
• Develop a resource plan
• Define goals and performance measures
• Communicate roles and responsibilities to team members
• Build out workflows
• Anticipate risks and create contingency plans

At this stage you might also prepare a statement of work, which describes what you intend to achieve.

The next phase, execution, typically begins with a project kickoff meeting where the project manager outlines the objectives to all involved stakeholders. Before that meeting happens, the project manager must follow these simple steps:

• Establish the vision and deliverables: Set a common goal for everyone. What are the goals of the project? Plan out what needs to be done and when.
• Identify your team and set roles: Who does what? Work out what team members are responsible for and include contact info for easy communication.
• Develop the initial project plan: Have a plan in place, but finalize details with your team at the kickoff. Using a project template can help streamline this phase. 
• Define the metrics for project success: How will the project be measured? What will make it successful? Set expectations early.
• Identify potential risks and bottlenecks: Prep the team for potential roadblocks and have a process in place to solve these problems quickly.
• Establish logistics for team communication: How will you update each other? Establish a consistent process (daily and/or weekly meetings) and determine the technology for it.
• Choose the work process or project management methodology: Establish the best practices your team will follow.
• Decide which tools you’ll use: Ensure everyone has the right project management tools and knows how to use them.
• Schedule the kickoff meeting: The entire team and stakeholders must be there, whether that’s in person or virtually. 
• Set the agenda and prepare the slides for the meeting: Send the schedule ahead of the meeting so everyone can prepare accordingly, and provide the slides for reference afterward. Ensure you align your goals and objectives with stakeholder expectations.

3. The execution phase

The execution stage is where the meat of the project happens, requiring the most time, money, and people. Here, you’ll build deliverables to ensure you’re meeting requirements. Your ultimate goal is to deliver the project on time and within budget. The project execution phase is where plans become reality.

As previously mentioned, a kickoff meeting marks the official start of the execution phase. A kickoff meeting agenda might look something like this:

• Introductions: Who’s who?
• Project background: Why are you doing this project? What are the goals? 
• Project scope: What exactly will you be doing? What kind of work is involved?
• Project objectives: What specific outcomes do you need to achieve? 
• Project plan: How are we going to do this? What does the roadmap look like?
• Roles: Who will be responsible for which elements of the project? Who/what will be impacted by the project?
• Communication: What kind of communication channels will you use? What kind of meetings or status reports should your team expect?
• Tools: What tools will you use to complete the project, and how?
• Project timeline: What are the key milestones, and when are the deadlines?
• Project budget: What are the financial constraints, and how will resources be allocated?
• Project sponsor: Who is the primary supporter or champion of the project?
• Next steps: What are the immediate action items that you have to complete?
• Q&A: Open the floor for any questions

4. The controlling and monitoring phase

This phase happens in tandem with the execution stage. As the project goes forward, the project manager must make sure all moving parts are heading the right way at all times. You might have to make adjustments to the plan due to unforeseen circumstances or a change in direction. Regular check-ins help keep the project on track. Be prepared to address challenges that may arise later in the project.

During the controlling and monitoring phase, project managers may have to do any of the following:

• Manage resources
• Monitor project performance
• Risk management
• Perform status meetings and reports
• Update project schedule
• Modify project plans

At the end of the execution phase, all agreed project deliverables should be completed and accepted by the customer.

5. The closing phase

The closing phase is a critical step in the project management lifecycle. It signals the project’s official end and provides a period for reflection, wrap-up, and organization of materials.

Project managers can:

• Take inventory of all deliverables
• Tie up any loose ends
• Hand the project off to the client or the team that will be managing the project’s day-to-day operations
• Perform a post-mortem to discuss and document any learnings from the project
• Organize all project documents in a centralized location
• Engage project stakeholders to monitor the outcome of the project 
• Assess project success by comparing outcomes to the initial goals
• Communicate the success of the project to stakeholders and executives
• Celebrate project completion and acknowledge team members

How to set up a project team

Now that we’re on the same page about the value of collaboration, let’s take a step back and discuss what makes a project team and how to build a great one. Assigning people to tasks is not the same as building a team.

A project team is a group of people working towards a common goal by bringing valuable and unique skills to the table. Identifying your project team members, defining your team’s identity, and standardizing its operating practices are critical to a successful project. Issues may arise later on in the project, so it’s important to stay adaptable and plan the project from the very beginning to avoid missteps. 

So what should you consider when assembling your project team?

• Project needs: Understanding the scope of the project first allows you to choose who needs to be on the team strategically. Break the project into smaller tasks for easier assignment.
• Skill set: Selecting team members who can offer a diverse set of unique and relevant skills is vital. If your team lacks a particular skill set, they may not complete a task correctly. Too many people with the same abilities can cause confusion over ownership. Select the right people with the skills and experience to meet the project’s requirements.
• Capacity: You might have found the perfect person for a part of the project, but if they’re overloaded with work, they can become a roadblock. Choose team members who have availability in their upcoming project schedules.
• Work styles: Different people have different work styles and personalities. It’s essential to understand how these differences may affect your team dynamic and embrace them once the project has started.

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How to select the best project management software

There are various project management software options on the market, and choosing the right one for you and your team is vital. These seven questions are a helpful starting point for selecting your software, but be sure to think about your long-term strategy, too. Will this software grow and adapt with your team, or limit it? 

The right software should provide tools that ensure projects are completed on time. It should also offer features that allow you to manage the overall project effectively, from initiation to completion.

Key features when selecting a project management software

Project management software should make it much easier for your team to adopt a project management workflow. Use project management software that streamlines communication and allows for effortless collaboration, file sharing, cost management, and real-time reporting, amongst many other useful features. Effective project scheduling is also essential, so ensure the software provides tools for planning timelines and setting deadlines.