Project Management Complete Guide

By Debra Gentz

Last updated on Jul 15 2020

Project Management Complete Guide

 

What Is Project Management? Types of Project Management and Best Project Management Skills

 

Project management is the process of doing a project by using various tools. It includes planning, organizing, and involving the various things required for doing the project. As the name suggests, project management is a systematic process of conduction a project and getting the required results. This particular concept is used in engineering and software industries, but nowadays, one can find the project management department in every company. Project management is a sector that is required in every field. One can find project managers in every industry. These managers are responsible for maintaining the project and getting it done before the deadline. 

 

Who are all included in the project management team? There are project managers and other dignitaries that one can find in the project management department. But what exactly is the need of the project management team? Why does a company need a project management team? There are various companies that are working just fine without any project managers. That's the issue, the companies are working just fine without project managers and not perfect. A project manager has the capability of bringing useful contracts of projects from various clients, which can help the company in growing to a peak level. Not only this, but there are also various other benefits too, which a company can get if they appoint a project management team in their industries. All of these are discussed in the sections below.

 

Importance of Project Management Team

 

The first question that comes in mind after hearing "project management" is "What is the need for project management?" Project management is needed in every company. There is not a single company that does not have a project management team. The project management team has the job of creating a product that will bring some kind of change or benefit to the company. 

The project management department helps the companies in getting good projects from the customers. In addition to that, project management even helps the organization in selecting the projects which have justification and have fewer chances of failures. A project with less risk is often preferred by the companies, and a project management team helps in deciding that.

 

Project management has been the need of the hour since the last few years. It is the team or department which helps the company to complete a project in a systematic way, which provides the client with utter satisfaction and the company with more benefits. There are various skills that are included in project management, which helps the team in doing a project in a more systematic way.

 

There are various methodologies included in project management, applying which one can get positive results. These methods help the company in dividing the project into various parts and then completing each task in a systematic manner so that the work can be completed before the deadline. However, not all projects require formal management. There are some projects that require extremely formal management. How to know if a project requires management? Below are some tips that would help a person in knowing the projects which require formal management.

 

  • A project which is new or had some alterations in its process
  • A project with a definite deadline
  • A project which is too complex to work on, even in groups
  • A project which requires risk management
  • A project which has requires management of changes
  • Projects which do not have much budget
  • Projects which can bring new technologies or change in the market
  • Projects which are too risky and need expert handling

 

Apart from all these types of projects, one can even apply the methodologies of project management in normal projects to practice. By practicing project management skills, one would be able to get experience in this field. 

 

Types Of Project Management

 

There are several types of project management that one can find. Various types of project management methods have been developed for years. Here are the top 3 project management methodologies that one can still find in many companies.

 

Waterfall Project Management: 

 

The waterfall project management methodology is also known as the traditional form of project management. In this particular method, the team proceeds to complete one task, after which they proceed to another task. Here, the steps of the project are linear in nature and are in one direction only, hence the name waterfall. Moreover, in this particular method, the size of the team increases as bigger tasks come into the scene.

 

Agile Project Management: The next project management methodology which we have on the list is agile project management. In the Agile methodology, there is continuous monitoring and improvement of the tasks. Here, the tasks are divided into various groups and are monitored by the project management. This allows the team to complete the project faster and improve the output on the way.

 

Lean Project Management: 

 

The lean project management methodology is more focused on avoiding waste in the project. In this method, the team focuses on avoiding any kind of resources and also time. Moreover, this particular project management methodology is adapted from Japanese practicing practices and is adapted by various companies.

These were some of the project management methods that we can find in the industries in recent times. Apart from these, there are other types of project management technologies too, which are made by combining two or more types of methodologies.

 

Waterfall vs. Agile vs. Lean Explained in 1 Picture

 

 

Skills Required In Project Management

 

Only getting a certificate in a project management course is not enough. A person should also have certain skills to get a job in this field. Some of the essential skills are stated below.

 

Planning: Planning is one of the most important skills that is required in the field of project management. Project management and planning go hand in hand. Without proper planning, no projects could succeed. A person who is aiming to have a career in the field of project management needs to have good planning skills.  

 

Planning not only means taking out a blueprint of the whole project and discussing it with the whole team. It also includes dividing the whole plan into several steps and then assigning each team with an individual task. Proper planning skills can help the team in getting the desired results. Moreover, the project manager has to dictate the scope and the objectives of the project at the beginning so that the team would get to know the genre of the project. Not only team planning but even individual planning is essential as it would help the person in getting the work done in less time span.

 

Leadership: The next skill that a project manager should have is leadership. Now, there is a lot of difference between a leader and a boss. To become a leader, one has to get involved with the tea. A person should always motivate the team and help them rather than bossing away with the tasks.

 

With leadership comes the joint skills of taking responsibilities. A leader is a person who takes up the responsibilities of the team and the mistakes that occur while doing a project. A good leader will help the team in walking on the guided path and completing the project before the deadline. It is important that a person should have leadership skills to get into the genre of project management.

 

Communication: What is project management without communication? A person who is in the field of project management is continuously required to communicate with various authorities regarding the projects. It is the duty of the project manager to convince the authorities to sign the papers regarding the projects and give them regular updates about the team and the rate of success.

 

A project manager is responsible for answering the stakeholders and the clients about the projects and has to provide daily updates and go on meetings. A person with good communication skills can easily do all of these. However, one who does not have good communication skills will face difficulties in this area. A person can improve communication skills by watching various videos of meetings and interactions. 

 

To be in a project management team, a person should be able to interact with others. A person has to interact with hundreds of people in a day while on a project. Not only that, during the time of interacting, the project manager also has to keep a check on the project teams and clarify any kind of doubts. At the same time, they also need to take notice of risks and find ways of eliminating it. All of these, at a time, which brings us to the most important skill of project management which is multi-tasking. A good multi-tasker can be a good project manager as he/she has done multiple projects and works at the same time and still produce good results.

 

Process Of Project Management

 

There are various types of project management, as stated above. There is the waterfall technique, lean project management, and many more. However, there is a certain process of project management that acts as a rough draft, based upon which the whole methodology is designed. Here is the basic process of project management, which one can find in every methodology.

 

 

Research, Discovery & Planning

 

The first step in every project management methodology is to research the project. No project is taken without performing any kind of research. If a company is taking a project without doing any kind of research, then they are taking high risks.

 

So, the first step is to research the project. In this step, the various objectives, scope, and justification of the project are researched. After enough research is done on the project, the project management team moves on to discover. Here, the team discovers the various risks that come along with the project. No project comes with zero risks, so one needs to discover the potential risks that come along with the project. This helps the team in deciding the type of risks that they are going to face. There are two types of risks: low degree risk and high degree risk. In low degree risks, the risk can be suppressed as it will not cause any kind of harm to the project. However, the high degree risks are the risks that one needs to eliminate as they cannot be ignored or suppressed. By eliminating the high degree risks, the team is eliminating a major amount of cons that come with the project.

 

 

Suggested Resource – How to do Project Feasibility – Explained in 7 steps

 

 

After the discovery part is over, the team proceeds to plan. In the planning part, the whole team decides the steps which should be followed to complete the project. Moreover, the objectives of the project are written down, based on which the steps are then planned. In this section, the team even decides the types of tasks that need to be done and the various alternatives that can be used to get better results in a short time. After that, the whole project is then divided into various teams.

 

Executing

 

After the planning part is over, the execution of the plan is started. Executing means implementing the plan in the practical field. In this step, the whole plan is followed step by step. The tasks are divided into various parts, and employees are assigned tasks which they need to do within the time limit.

 

The execution of the plan is one of the most difficult parts, as it requires a practical application. Though a person can write down the plan on a piece of paper, it takes a lot of time to practically apply the plan. During the execution of the plan, one gets to know the various problems that occur during practical application. 

 

Testing, Measuring & Iterating

 

The next step which a project management team needs to follow is the testing of the project. After successful execution, one needs to test whether the end product is providing satisfactory results or not. Testing is the method of seeing whether the project is successful or not. After the testing is done, the measuring and the iterating steps come into view. In these two steps, the project management team verifies the whole project, looks for loopholes, and any type of mistakes that might be present.

 

If there are any kind of loopholes or mistakes, the team rectifies it and then again tests it. This particular step is done before the deadline so that, if any mistake is there, the team can rectify it before the submission to the client. Moreover, it even allows the team to look for any more additions that they can make in the project or any extra resources which need to be removed.

This is the basic process of project management, and based upon this, the various methodologies of project management systems are done. While some follow the linear method, some follow the parallel method. Each method of project management is unique in its own way, and people usually tend to mix up the methods based upon the requirement of the projects.

 

Benefits Of Project Management System

 

Most of the companies have the question, what is the benefit of having a project management system? There are various benefits that the company can get if they install project management methodologies in their office. A company with a project management team tends to succeed at a higher rate than a company that does not have any project management team. Below are the benefits that the company can get by installing project management methodologies in their office.

 

Efficiency in Teams

 

The first benefit that a company can get by applying the methodologies of project management is an increase in the efficiency of the team members. The project management system tends to increase the rate of efficiency of the employees by assigning them the tasks which they can do. With this process, the confidence of the team members increases, which results in an increase in the rate of efficiency.

 

Stress-Free Environment

 

A company that has a project management team has employees who are stress-free. The reason is that the project management team handles the projects and divides them accordingly for the employees to work on. As it is a systematic process, one does not have to take any kind of stress to complete the project. Companies that do not have a project management methodology tend to live with stress as there is no systematic management which would help the employees to complete the project. Employees in such an environment are under the constant stress of completing the project, which later forces them to quit the job.

 

Team Growth & Development

 

The team which follows the project management system can grow in a secure environment. There are more chances of team members' growth in an office that has a project management system in it. Project management methodologies help the company in managing the team and knowing about the qualities of the team members. This further helps the companies in deciding what new tasks they can do, which further helps the person in growing. A company that allows growth for its workers is a company where a person would like to work. The project management team allows companies to help the employees grow.

 

Quality of Work

 

Project management helps the company in producing results that are of esteem quality. By using the various methods of project management, a company tends to provide its clients with better outputs. Project management systems help the company in doing work with a nice process, which not only increases the efficiency of the workers but also helps in improving the quality of the product. This further helps in getting more clients to the company.

 

Flexibility in The Team

 

With the help of a project management system, a team becomes more flexible. There are various types of projects that a company has to do for its clients. With a proper project management system, the company can do tons of projects of various genres. This further helps the company in making its employees super flexible with the change in the genre of the project. 

By installing various project management methodologies, one becomes acquainted with various types of projects and gets to know how to handle these projects without much trouble. For all the projects, the company follows a specific type of methodology, which avoids any kind of confusion and further makes the team members more flexible in their work.

 

These were some of the benefits that a company can get if they install the project management system in their offices. There are various types of project management systems which the company can choose while installing. It is Agile, Scrum, Lean, and much more available. Each methodology is unique and comes with its own set of benefits for the company. One can easily go through these methodologies and then select the best for their company.

 

Project Manager Roles & Responsibilities

 

A project manager is a person who is appointed to be the head of a project and assign the team with various tasks. However, what is the various tasks and responsibilities that a project manager is required to do? Here are some of the responsibilities of the project manager, which is quite common in every type of industry.

 

  • Budgeting the project
  • Agile methodologies
  • Changing the management methodologies as per the project requirement
  • Process-based methods
  • Planning and defining the scopes of the project
  • Assigning the tasks of the project
  • Dividing the whole planning into various segments
  • Documenting the project in a written format
  • Getting approval from the authorities
  • Getting regular updates from the team
  • Updating the company and the client with the daily updates
  • Crafting the process of the project
  • Monitoring the project status
  • Analyzing the potential risks in the projects
  • Eliminating and suppressing the various risks in the projects
  • Strategic influencing
  • Communicating with team members and stakeholders regarding the project
  • Taking the responsibilities of the team
  • Managing the tasks
  • Holding the meetings
  • Handle various projects at a time
  • Convincing the client about the projects
  • Selecting the best project for the company

 

Apart from these responsibilities, there are various other tasks, too, which a project manager is expected to do. The main tasks of a project manager are stated above, whereas other tasks vary from project to project.

 

Project Management is a growing field and there’s high demand for project managers. Plus, according latest salary survey reports from PMI, project professionals are one of the high paid in market.  

 

How to Become a Project Manager?

 

There are various ways by which one can become a project manager for becoming a project manager, the first step if to take a certification course. One can start with the CAPM certification course, which is the basic course provided by the PMI. This course would help the person in gaining a basic knowledge about project management, and he/she can join a project management team too. 

 

Suggested Training for Mid Level Professionals:

CAPM® Certified Associate Project Management Certification Course

PRINCE2® Foundation

PRINCE2® Practitioner

 

Suggested Read – CAPM or PMP – which project certification is right for you?

 

However, there are other courses too. One of the most preferred courses for beginners is the PRINCE2 Certification. This course has 3 levels, the beginner’s level, the practitioner, and the professional level. In each stage, the student is taught the various forms of project management that they can apply in the project.

 

Suggested Training - PRINCE2® Foundation Practitioner

 

Other courses include CSM or the Certified Scrum Master, which is a 2-day course and helps the person in becoming a Scrum Master in the industry.

 

However, the ultimate course in the field of project management is the PMP or the Project Management Professional course, which is too difficult. One needs to have a certificate in the beginner's course must have at least 5 years of experience in the field of project management and should have done at least 3500 hours of projects. There are other eligibility criteria, too, and it is one of the most difficult courses in the field of project management. A certified PMP individual can become a professional project manager in the company and get many more benefits.

Get PMP Certification Training - Online, Live Online and Classroom Training 

Professionals with PMP, globally recognized certification, can get the opportunities to get a job in other countries too. Moreover, a person with a PMP certification is considered an expert in the field of project management. However, one needs to appear for the PMP exams every 2-3 years to keep their certificates up to date and intact. As the project management system keeps on expanding and gets more and more updates, the PMI decided that the project managers should also remain updated. Due to this specific reason, one needs to appear for these exams from time to time.

 

Project management is one of the most important fields in today's world. Project management is needed in every aspect of the industry. Whether it be a retail industry or an IT industry, having a project management team can bring tons of benefits. It helps the company in successfully getting a project which would benefit the company and would help in gaining fame and reputation. Moreover, a project management team even spares the company from bad projects or projects which are not strong enough or do not have any strong base. Moreover, project management has been in the market for many years, and people are starting to recognize the importance of having a project management team. A company with a good project management team is a company that can excel in the future.

 

What next after PMP Certification? - Get PgMP Certification with PgMP® Exam Prep training

 

Sprintzeal offers training for project management courses like PMP, CAPM, PRINCE2, and others. We are a REP (Registered Education Provider) of PMI, the governing body for project management certifications.

To get full details about the best project management certifications, chat with course expert

Suggested Read – Best Project Management Certifications in 2020

 

 

About the Author

Sprintzeal   Debra Gentz

Technical Content Writer with interest in professional training and certification domain.

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