Key Project Management Activities You Must Know

Ever thought about what goes behind the project management of a big project? There are so many moving parts and people involved that it can be challenging to keep track of everything. As a project manager, it’s essential to be aware of all the major project management activities that are taking place in your project. It will help you stay organized and ensure that everything moves forward smoothly. This blog post will discuss the key project activities that every project manager should be aware of.

What are project management activities?

Project activities, also known as project management activities, consist of all actions that the project team undertakes to achieve the project. As a project manager, it is essential to be aware of the different project management activities needed to ensure your project’s success. Other project activities allow project managers to track progress, communicate with stakeholders, and make decisions that will impact the project as a whole.

While there are many that project managers can carry out, some are considered more critical than others. It is essential to understand that every project is different and that the activities carried out will be based on the project’s specific needs.

Some of the most crucial project management activities that every project manager should be aware of include:

• Defining the scope of the project
• Creating a project schedule
• Tracking project progress
• Communicating with stakeholders
• Managing project risks

Each of these activities is further divided into tasks that must be completed for the project to succeed.

Importance of Project Management Activities

$15 trillion is spent globally on projects and project management annually, and 70% of these projects fail. This means that project managers must be aware of the significant activities needed to deliver a successful project. Whether you’re a professional or an aspiring project manager, our Advanced Certificate in Operations, Supply Chain, and Project Management will give you a headstart in propelling your career in the right direction.

Project Management activities encompass a wide range of tasks and responsibilities, and a PRINCE2 Certification equips professionals with the knowledge and skills needed to excel in these essential roles.

Types of Project Management Activities

Any project, whether large or small, is going to have a lot of evolving dynamics. That’s just the nature of the beast. And as the project manager, it’s your job to be aware of these activities and understand how they impact your project as a whole.

Here are some of the most significant activities of project management that you should be aware of:

Scope Management

It is all about defining and controlling the project’s scope, which includes identifying the project’s deliverables, describing the work required to complete all the deliverables, and ensuring that only authorized work is included in the project. It will overlook project changes and make sure that they are controlled and approved.

Being a project manager, it is important to be intimately familiar with all aspects of scope management. It is one of the essential activities because it ensures that your project stays on track and within budget.

Steps For Scope Management:

• Define the project’s deliverables
• Illustrate the work required to complete the tasks
• Control and approve project changes
• Monitor project progress to ensure that it stays on track

Initiating

This is where the project manager starts putting together a team and developing a project plan. It is the most crucial stage of project management as it sets the tone for the entire project. During this phase, the project manager should consult with stakeholders to clearly understand the project objectives.

Project initiation will set the project on track for success or failure, so it is essential to get it right. Project managers are primarily responsible for ensuring that all project stakeholders are consulted and that the project objectives are clear. After all, if the project manager does not know what the project is supposed to achieve, how can they hope to achieve it?

Tasks Involved in Project Initiation:

Develop project charter: This document will serve as the foundation for your project. It should clearly state the project objectives, scope, timeline, and budget.

Conduct stakeholder analysis: To ensure your project’s success, you need to understand the needs and expectations of all project stakeholders. This will help you develop a communication plan and ensure that everyone is on the same page.

Develop project scope statement: This document will outline the project deliverables and milestones. It is essential to be extremely specific and detailed to avoid scope creep.

Create project schedule: This will show when each project deliverable is due. It is imperative to draft a realistic plan that takes into account the availability of resources.

Identify project risks: It is essential to identify potential risks early on so that you can develop a risk management plan.

Develop project budget: Every project needs a budget to track expenses and control costs.

Assemble project team: This is where you will put together a group of skilled people with the necessary skills to contribute to the project and cater to the goals.

Create a communication plan: This document will outline how project information will be shared with project stakeholders.

Obtain project sponsor approval: The project sponsor is the individual or organization that has the ultimate responsibility for the project. They need to sign off on the project charter, scope statement, and budget.

Project initiation is a critical phase of project management, and it is essential to get it right. These steps can ensure a solid start to your project. 

Also Read: Fundamentals of Project Management Explained

Planning

One of the major activities in project management is planning. It involves creating a project plan, which is a document that outlines all the project’s tasks and goals. The project manager formulates the plan and ensures that it is followed.

In this process, the project manager must first identify the project’s objectives and then create a schedule of activities. The project manager must also determine which resources will be required and how they will be used.

The project plan is a strategic document that should be updated as the project progresses. It is vital to keep the project plan up-to-date so that everyone involved is aware of the project’s current status and can make necessary changes.

Tasks Involved In Project Planning:

Define project: A plan can only be as good as the objectives it sets out to achieve. Be clear about the objectives you need to accomplish before anything else.

Create a project schedule: The project manager must develop a schedule that considers all the tasks to be completed within the project. The plan is created by working backward from the project’s deadline.

Determine project resources: The project manager must determine what resources are required for the project and how they will be used. These include human, material, and financial resources.

Create a project budget: The project manager is responsible for creating a budget that considers all the costs associated with the project, including project costs, overhead costs, and indirect costs.

Allocate resources: Once the project manager has determined the required resources, they must be allocated to the project. It includes assigning people to tasks, ordering materials, and reserving space and equipment.

Monitor project progress: The project manager must monitor the project’s progress and make changes to the project plan as necessary. It involves tracking project milestones, updating the project schedule, and adjusting the project budget.

Project planning is a crucial project management activity that should not be overlooked. By taking the time to plan the project correctly, you can avoid many problems down the road.

Whether it’s planning, scheduling, or risk assessment, having the right skills and knowledge, often acquired through PMP Certification Training, is essential for ensuring projects meet their objectives efficiently.

Executing

This is where the project team works to complete the project deliverables. It begins with project planning and ends with project closeout. During this phase, project managers work with the project team to ensure that project activities are completed promptly, within budget, and according to project specifications.

Execution is all about getting the project work done. But it’s not just about getting the project work done – it’s also about doing it right. That means ensuring project activities are completed according to specifications and within the project budget. To do this, project managers work with the project team to develop project plans, track progress, and identify and resolve project issues.

Tasks Involved in Project Execution:

Developing project plans includes creating project schedules, identifying project tasks, and estimating project costs.

Tracking project progress: When project activities are underway, project managers track project progress to ensure all the project deliverables are on track. It includes creating project reports and updating project schedules.

Identifying and resolving project issues: Throughout the project, project managers work with the project team to identify and resolve project issues. These activities include identifying project risks and developing risk mitigation plans.

Managing project changes: This is all about managing project scope creep. Project managers track progress and identify project changes as project activities are underway. Once project changes are approved, they work with the project team to incorporate them into the project plan.

Coordinating project activities: This includes working with project stakeholders to coordinate project activities. Project managers also work with other project managers to ensure that project actions are coordinated across multiple projects.

Managing project risks: As project activities are underway, project managers identify project risks and develop risk mitigation plans.

Without adequate project execution, the project is bound to fail. That’s why project managers need to be intimately involved in every project activity, from project planning to project closeout.

Also Read: Why are PM Tools Crucial to Project Success?

Controlling

As a project manager, you’ll need to be aware of the various activities involved in ensuring a project’s success. Control and validation are two of the most critical aspects of project management and must be carefully considered.

Control involves ensuring all project activities are carried out as planned. This includes keeping track of progress, ensuring tasks are completed on time, and adhering to the project budget. On the contrary, validation is all about ensuring that the project deliverables meet the required standards. It involves testing the project deliverables and getting feedback from stakeholders.

Both control and validation are essential for ensuring a project’s success. As a project manager, you must monitor both aspects. If you let one slip, it could seriously impact the project as a whole.

Evaluating

Once the project is completed, it’s essential to take some time to reflect on what went well and what could have been improved. Such feedback can be used to inform future projects and help project managers avoid making the same mistakes twice.

The project manager should also debrief the team on the project’s results. This is a chance to celebrate successes and learn from failures, and it is viewed as an opportunity for team members to give feedback on the project management process itself.

Evaluation and debriefing are essential to project management activities that need attention. By taking the time to reflect on the project, project managers can ensure that they are always learning and improving.

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The Bottom Line

As you have already witnessed, there is an abundance of activities in project management that you need to be aware of. However, don’t let this list be manageable. Start by focusing on the basics and slowly adding new moves as you become more comfortable with project management. Remember, every project is different, so you’ll need to tailor your project management activities to fit the specific needs of each project. With a little practice, you’ll be managing projects like a pro in no time!

If you want to excel in project management, you must master major project management activities. Our Advanced Certificate in Operations, Supply Chain, and Project Management will help you get into the field with immense experience and skills. 

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