Project management can be broken down into three distinct phases; planning, execution, and closure. While many people focus on the execution phase of project management as the most critical step, it’s actually the planning phase that gets you to the point where you can start executing. The following explains why planning is the most critical step in project management.
Start with an end goal
No matter what kind of project you’re managing, big or small, there’s one critical step that always comes first: planning. Without a clear plan, it’s impossible to set realistic goals, create a timeline, or allocate resources. In other words, planning is the foundation that all successful projects are built on. As an added bonus, your planning process can also help avoid costly mistakes and setbacks by identifying potential problems early on. If you have no idea where to start with your own planning process, here are some tips for getting started:
– Set long-term and short-term goals – Know your time constraints – Identify risks and concerns – Consider using templates (or try this free template)
Break down large tasks into manageable chunks
Creating a project plan is the most critical step in project management because it sets the foundation for all other steps. Without a plan, it’s difficult to track progress, set deadlines, and allocate resources. You’ll also be less prepared when things go wrong.
I’m going to do an exercise now with you about your personal finances. I want you to imagine that you are making $50,000 per year after taxes. But you only have $100 in your bank account- so you’re living paycheck-to-paycheck.
Clarify the deadline
As a project manager, one of your most important responsibilities is to ensure that your team completes the project on time. To do this, you must first establish a clear deadline for the project. This may seem like a simple task, but it’s actually one of the most critical steps in project management. If you don’t set a specific date by which the project should be completed, then you’re setting yourself up for an endless cycle of postponing deadlines and never completing projects.
In addition to establishing an overall timeline for the entire project, make sure to also specify what happens if milestones are not met or if there are any delays in work. You’ll want to communicate with all parties involved so they know what their expectations are. It’s also important to discuss how resources will be allocated throughout the duration of the project.
Set milestones
As a project manager, one of your most important responsibilities is to set milestones for your team. Milestones help keep everyone on track and accountable, and they can also be used to measure progress. Your milestones should not only cover the work that needs to be done but also any deadlines, like due dates or meetings.
Assign Roles
In order to have a successful project, it is important to assign roles to those who are going to be working on the project. This includes the project manager, who will be responsible for overseeing the project; the developers, who will be responsible for creating the product; and the testers, who will be responsible for testing the product. By assigning roles, each person knows what their responsibilities are and can work together to complete the project.
Keep track of progress
When you’re managing a project, it’s important to keep track of your progress so you can see how far you’ve come and how much work is left to do. Planning is the most critical step in this process, because it helps you set realistic goals and establish a clear timeline for completing the project. Without a plan, it’s easy to get overwhelmed and lost in the details of the project. So take some time to sit down and map out your plan before you get started.
Avoid distractions and interruptions (E-mail, Meetings, etc.)
You need to be focused when you are working on your project plan. This is the time to think about what needs to be done and how you are going to do it. Avoid distractions and interruptions so that you can focus on the task at hand.
Be realistic with your goals
When you’re embarking on a new project, it’s important to be realistic with your goals. After all, if you set your sights too high, you’ll only end up disappointed. However, if you’re too conservative with your estimates, you might not allocate enough resources to get the job done.
