What Is Project Management and How to Do It Right

Project management involves planning, monitoring, and controlling every aspect of a project while motivating everyone involved to achieve the desired goals. The most common success factors are time, cost, and quality (BSI, 1990). It covers managing schedules, budgets, people, skills, and the right tools to organise, measure, and analyse progress effectively.

As Atkinson said in 1999, “You can’t manage what you can’t measure.”

Starting a project can feel overwhelming, but getting the basics right and building a solid foundation makes it much easier to stay on track.

Step 1: Define Clear Objectives

The first step is to be completely clear on the project’s purpose. Why is the project needed? What benefits will it deliver? Once these questions are answered, finalise the project details, agree on costs, and get key stakeholders to approve the plan.

Step 2: Create a Detailed Project Plan

Develop a comprehensive project plan by listing all tasks, estimating how long each will take, and adding extra time for potential setbacks. Use tools like Gantt charts to organise tasks visually. Assign responsibilities, set milestones, calculate costs, and build in buffers for delays. It’s crucial to review the plan with stakeholders, as they will provide the resources and staff needed for success.

Step 3: Manage Project Delivery

Regular communication is essential during project delivery. Schedule catch-ups with everyone involved, both inside and outside the organisation, to keep communication flowing and identify issues early. Changes such as staff absences or unexpected tasks can affect timelines, so include contingencies from the start. Use meetings to update the plan, monitor the budget, and keep the team focused on the end goal.

Step 4: Complete and Review the Project

Ensure the project deliverables are tested and implemented properly to meet objectives. Release any resources that are no longer needed. Most importantly, review the project with stakeholders to evaluate what worked well and what could be improved for next time. This step also provides an opportunity to celebrate the team’s success.

Lessons Learned

In one project I managed, all steps were followed except the final review and rollout. After a rebrand, key stakeholders were informed, and the project was complete, but the wider team did not receive a proper introduction to the new brand guidelines. This omission impacted how smoothly the change was adopted, highlighting the importance of thorough project closure.

Key Takeaway

Following Atkinson’s advice from 1999, avoid overloading projects with too many performance measures. Focus on the relevant metrics that satisfy your customers. Keep project management simple, clear, and effective.