The basics of project management in 6 steps
Efficient project management requires solid foundations on which to build. It is therefore essential to explain all phases in a project plan in advance.
But where is the best place to start?
Nowadays, companies are operating in an increasingly competitive environment. They have to work on complex and innovative projects.
Is it possible to take into account all the basic elements that are important for the proper execution of a project? Are you able to complete all tasks, take into account the allocated budgets and meet all deadlines?
The answer is yes!
However, successful planning and conceptualisation of a project requires a precisely structured method.
In this article, we explain how you can use the right tools to plan the phases of a project. This process involves a number of complex tasks. That's why we'll also introduce you to a selection of essential project management software. But first, let's get to know the basics of project management.
Definition: What is project management?
The life cycle of a project consists of a series of phases. But don't rush headlong into the project. Firstly, you should familiarise yourself with the essential phase of project planning.
The tasks of the project manager:
- Identify different tasks ,
- Hierarchise tasks ,
- Define the duration and deadlines of the tasks,
- Determine costs and personnel capacity,
- Plan all steps in detail.
This preparation requires a high degree of precision. However, the project manager can derive many benefits from this step.
Create a project plan in 6 steps
1. understand the purpose and requirements of the project
Understanding the purpose of the project is fundamental. Considering this beforehand minimises the risk of taking the wrong direction during the project.
💡 The method:
Before any planning, be clear about the following:
- the expected results,
- the deadlines to be met ,
- the budget available.
2. define the tasks of the project
The success of the project depends to a large extent on this important phase.
💡 The method:
Apply a work breakdown structure (WBS), also known as a project structure. This ensures that all tasks are precisely defined and none are forgotten.
The work breakdown structure in the video:
3. organise the tasks
Once you have identified all your tasks, it's time to link them together to organise them. This is called task planning.
Each task sequence has predecessors and successors. The tasks are linked to each other. There are four types of relationships:
- End-start relationship: Task B cannot be started until task A has been completed.
- End-end relationship: Task B can only be completed once task A has been completed. However, it is not absolutely necessary to wait until A has been completed before starting B.
- Start-to-start relationship: Task B can only be started once task A has been started. It is not absolutely necessary to start B at the same time as A.
- Start-end relationship: Task B can only be completed once task A has been started.
Please note that the project manager can provide several scenarios for task planning. Depending on the progress of the project and the difficulties encountered, the option of a different plan remains.
💡 The method:
Task planning, especially for complex projects, is often carried out using the PERT diagram or the event node network diagram.
This is generally used in parallel to the Gantt chart. Its networked structure reveals the connections and dependencies between the tasks as well as their execution time.
In practice, a task is represented by an arrow surrounded by two nodes. These nodes represent the phases of the project. Each phase has an earliest and a latest date.
The network planning technique and the Gantt chart in the video:
4. estimate the duration of each task of the project
This crucial step gives you a correct overview of the entire duration of the project.
But be careful, it requires the involvement of all stakeholders. Everyone is in the best position to correctly estimate the time needed for the tasks that concern them.
Also, always take into account the different time frames to optimise your schedule. For example, for legal reasons, certain tasks must be completed by a certain date.
💡 The method:
The PERT chart helps to determine the earliest and latest dates for each task. With the critical path method, on the other hand, you can determine the duration of the entire project.
The critical path method in the video:
5. allocate appropriate resources to each task
You have to decide who will take care of which task. To do this, define the time that each person involved in the project needs to complete the tasks.
Also include external service providers. Take into account any restrictions, such as holidays, public holidays or time for other tasks.
6. create a calendar
Once the previous steps have been completed, all you need to do is create your calendar.
💡 The method:
Based on your PERT chart, you can now create your Gantt chart.
It displays the various tasks of a project in a table using horizontal bars. These are demarcated by a start and an end. This makes it easy to visualise the progress of your project.
The Gantt chart is also a good tool for visualising milestones. Milestones are key points in the project life cycle (end of a phase, important event such as the launch of a product, balance sheet, etc.). Be careful, once a milestone is passed, there is no going back.
For smaller projects with simple time management, the Gantt chart is usually used directly. In this case, the PERT chart is omitted.
Why should you create a schedule for a project?
A project schedule is usually presented in table or chart form and contains the most important data. It gives the teams an overview and makes it possible to structure ideas in advance:
- structure ideas in advance. Which tasks are really essential for the realisation of the project? Which resources need to be requested? Planning a project means organising your ideas.
- Keeping a close eye on the progress of the project. Deviations should be recognised during the course of the project in order to react in good time.
- Promote communication and co-operation. This allows everyone to recognise their place within the project and the impact of their work on the whole.
- Allocatethe right resources according to the duration of the tasks. Possible overlaps can be identified in order to carry out projects more realistically.
An example of project management in Excel
Gantt chart in Excel
Project planning with Excel is perfectly possible. In addition, the majority of companies already have the famous spreadsheet. The temptation to use it is therefore great. Especially for working out the Gantt chart.
In this video you will learn how to proceed.
Limitations of Excel for project planning
While the use of Excel is advantageous at first glance, the tool has some limitations. This applies in particular to the management of large projects. They usually go through changes over time and require the involvement of many employees. What are the biggest limitations of Excel for project management?
- It is not dynamic. For example, adding new tasks requires additional work steps.
- It is not collaborative. Among other things, Excel does not allow you to invite teams to work directly on the Gantt chart.
- It lacks clarity and readability.
Depending on your needs, it may therefore make sense to use project management software.
Work planning software: ideal for collaborative projects
Why should you use project management software to create your schedule?
- They take into account the many framework conditions of the project and make it easier to implement the steps listed above.
- They are versatile and make it possible to ensure the follow-up of planning and react more easily in the event of problems.
- They facilitate exchange and communication between the project stakeholders.
But which tool should you choose for your needs?
We take a closer look at some tried and tested software.
Sciforma: project portfolio management made easy
Sciforma supports the Project Management Office in managing the entire project cycle.
With this software, you can manage a large number of complex projects, both at operational and strategic level.
More about Sciforma:
- Perfectly controlled project planning: Gantt chart, dependency management, etc.
- Increased responsiveness to planning problems.
- Simplified resource allocation.
- Fast implementation and easy management.
Sciforma
Agantty: Free software for project management and Gantt charts
Agantty is software for creating project plans in the form of Gantt charts. It manages tasks in clearly organised lists or groups and simplifies collaboration. Your data is safe with Agantty. The programme is GDPR-compliant and ISO 27001-certified.
More about Agantty:
- Absolutely free of charge.
- Beginner-friendly.
- Unlimited number of projects, tasks and team members.
- Data security: ISO 27001 and GDPR certificates.
No more nasty surprises thanks to project management
There are many variables to consider when planning a project. You must therefore ensure that you rigorously apply the required project management method.
That's why we advise you to use software that intelligently guides you through your processes. This avoids difficult-to-predict scheduling, resource and budget problems.
What's more, these software tools go beyond a simple task planning tool. This is because they encompass project management as a whole. Management of the project life cycle, tracking of KPIs, collaborative exchange, document sharing, etc.
Thanks to these tools, there are no more unpleasant surprises for the project manager.
So, how do you plan your projects? What software do you use? Tell us about your experiences in the comments.
Article translated from German