Project Management Activities

Project Management Activities 

If you want to accelerate your development, you need to automate as much as possible in your company. Optimizing your work processes will help your team adapt to the growing number of incoming requests, gain agility, and focus on high value-added tasks. Project management activities include five major steps to deliver a project within budget, of high quality, and with minimum problems.

If you think your team does not need more automation, you run the risk of losing competitiveness in the medium term. A recent report by the McKinsey Global Institute found that more than 70% of data collection and processing operations. Thus two key elements of work management, can be automated. Hence thereby reducing costly errors and simplifying processes. There is therefore a huge hidden productivity reserve in the activity of teams around the world. These reserves are about to be released, and to provoke a revolution in business operations.

Major Activities Include

Five major activities make up a successful project. Following them does not guarantee good project management, but it does ensure that you and your team are on track.

• Project Initiation
• Requirements definition and planning
• Project Execution
• Performance and Cost Control
• Project Closeout

Initiating 

You and your team will sketch up an initial concept and decide whether it is possible or not at this phase. You’ll conduct some preliminary study to determine how it should be accomplished, then present it for review and approval in front of team members and clients.

More From Business Study Notes:- Project Planning

Requirements Definition and Planning

Once your project has been approved, it’s critical that everyone participating in the project agrees on the scope, timetable, and budget. This is commonly accomplished by displaying the project’s scope, budget, schedule, and resources. It’s also worth remembering that during the implementation phase, every part of the project is subject to modification. Deliverables may be delayed, therefore allow for some wiggle room when creating plans and anticipate the most likely area for change.

Execution

To begin, make a list of all the project’s tasks and deliverables. Furthermore, you must have a clear idea of what needs to be done. How it should be done. Who should work on it and when it has to be done. Project execution begins once you’re certain you’ve gathered and approved all of the necessary data.

Performance and Cost Control

Project management’s performance and control activities take place all the way through the project, from start to finish. This exercise allows managers and teams to assess and compare the project’s current state to their initial plan, ensuring that everything is going according to plan. This is one of the most difficult parts of the project management process, especially when everything needs to go smoothly.

Closeout

This is where, for all intents and purposes, the project is finished and the desired outcome has been authorized. Ascertaining that the project has reached the expected requirements is an important aspect of this activity. To do so, the project’s expected outcome must be compared to the actual output in terms of quality, accuracy, timeliness, and cost. A successful project closing would be one in which the project delivers results on time, on budget, to a high standard, and with minimal issues.

Project Management Activities to Increase Productivity

In this article, we share with you the list of daily project management activities that any team should automate, so as to free up the time consumed by routine work.

Create tasks from Emails

Most of us still communicate in the company through emails. At the same time, teams are moving their work into project management systems for greater transparency. It is therefore much more convenient to have all the tasks, files and discussions in one place. Rather than having to look for an important document or try to remember when a certain decision was made.

A new problem then arises: how to make sure that all the important information is transferred to the system from the team’s e-mails? Despite the training provided and the warnings, no one wants to do the double job of copying and pasting information one way and the other. Before choosing your project management software, make sure that it has one essential feature: integrating e-mails. You will avoid many problems! For example, in WrikeSimply send an email to the system address to create a new task. It is also possible to modify the properties and comment directly from the mailbox. If the task is changed, your colleagues will receive an email notification.

Create Similar Projects

Any team work contains repetitive parts. Just imagine how many hours you spend each year creating tasks for campaigns and similar projects, creating dependencies, and training new people in processes. Well, here’s another justification for automation. A good project management system should allow you to create project templates based on the company’s workflows, including task managers, task lengths, custom statuses, and additional information about the project and how to perform the tasks. All your team needs to do to create a new project is to duplicate the model with the estimated time. It’s a little less weight for the manager.

Incoming Requests

The day-to-day work of design, support, and other customer-focused departments is about trying to overcome an ever-growing stack of requests, prioritize and assign them, and do their best to meet deadlines.

An automated workflow to process request scans forever changes the life of your team. Dynamic request forms allow you to collect all the information you need in advance and even set different paths for specific questions, depending on the customer’s initial needs. Sending the request activates the project template, and a new project is created based on your custom workflows. Moreover they already include task managers, as well as estimated time frames. You will no longer need to manage and assign requests, return to the customer for additional information, and update delivery dates: the vast majority of the manager’s work is now far behind you. You also benefit from a precise vision of who does what.

As you can see in these examples, automation is not just about big companies with complex work processes. Teams of any size can save hours on routine, hard work. This way you get more transparent workflows where everyone knows their responsibilities, reduces the time they have to wait for answers, and focuses on strategic initiatives. When choosing project management software, pay close attention to these features because they can change the future of your company.

Major Project Fundamentals

Project Goals and Scope

The general goal and scope of a project must be clearly established before it can begin. Also, make sure that every component of the project is discussed thoroughly, and that everyone involved in the project understands the established purpose and scope.

Work  Breakdown Structure

The creation of a Work Breakdown Structure (WBS) is a crucial step in the project management process. For the given project, this procedure necessitates collaborative efforts and diverse views. To design a work breakdown structure, project teams frequently employ low-key materials such as a whiteboard, note cards, or sticky note pads. However, if you want to gain a comprehensive picture of important deliverables and sub-deliverables, you should use specialized job management software.

Project Risk Plan

It’s time to establish all of the feasible and prospective dangers involved in the project after you’ve developed a detailed list of activities, subtasks, and milestones. You must consider what risks may affect your project and how much they may affect it. This is something you should try to achieve early on in the project.