Contrary to popular belief, when it comes to business, success is not marked by victory or defeat, yet it all comes down to how you play the corporate game. The industry is similar to a never-ending video game with new players entering the field, old players trying to get to the next level, and kings who conquered the market with an easy but effective approach.
One of the quite empowering methods in the game is project management software. While 70% of projects fail, 77% of high performing companies understand how to use it for their benefit. Therefore, in order to play, enterprises must be familiar with the rules, options, and directions in which they want to lead their business operations. Putting project management on easy difficulty is very simple, but only if the company has a grasp on the whole process.
Level 1: What is Project Management?
By now, it is widely known that every business needs a strategy to break into the market and stay ahead of the competitors. Well, project management is an asset that contributes by employing these tactic, but more importantly, by making everything work according to plan.
The software brings focus to each of the five stages of development:
- Initial phase
This applies to every business operation, whether that may be developing products, services, adding value to existing content, and any other improvements an organization wants to implement. However, to do so, they have to meet the project requirements; that is, to use a different set of skills, tools, knowledge, and techniques to successfully complete the project.
Counting the scope and the time it will take to finish tasks, a project management system, especially cloud-based project management software, offers flexibility via easy-to-use resources and tools which save costs and time.
Level 2: Planning the Project
Poor planning is the number one reason companies blame the project management for project failure. Though the system is a tool to be operated by a manager or managers who should implement a well-designed plan.
The plan’s design should have outlined tasks, realistic time-frames for completion, budget expenses, activities, priorities, and must consist of a clear goal for the project participants to aim towards. Also, the roles and responsibilities should be divided according to the task’s specific requirements, the possible risks are to be identified, and communication channels established.
Level 3: Initial Phase
The initial phase is the stage in the game when the company begins to realize the scope of the project. To put it in other words, it is a thorough analysis of business requirements such as examining the past and current operations, finances, budget, the stakeholder’s impact, necessities, and the overall project objectives.
This helps to create a bigger picture and separate the essential tasks from less important ones since all the risks and issues can be addressed immediately. In addition, with a greater insight, the needed roles will be more clear and the team starts to form.
Level 4: Planning
This is when a project comes to life and its success begins to depend on details such as:
- Identifying concrete project actions;
- Creating a working structure and breaking milestones;
- Developing a schedule;
- Assessing the costs;
- Formulating the potential backup plan for emergencies;
- Defining the project’s start and due dates;
The list may go on, though, the crucial point is to shape the necessary activities that need to be done in order to complete project objectives.
Level 5: Execution
From this point on, the project is in motion and the way a business decides to steer the wheel can make or break the game’s progress. The most important things in this level are team collaboration, coordination with investors, tasks going on in a timely manner, regular reporting on scheduled meetings, and the allocation of resources to suit the project’s needs.
Level 6: Controlling
We are now moving on to the critical stage – tracking the project’s progress. Just like in a game, the manager needs to be aware of the risks and engage with team members. And, the weapon of choice is of course feedback.
Regular communication with the group working on the tasks and assessing their activities is essential to keep them on the right track. A manager should ask and give feedback as well as offer corrections to get the project back on track.
Furthermore, any updates have to be done in real-time and documented, reporting to stakeholders has to be done on a regular basis, and the project needs to be reviewed to check if it is still in accordance with the target goal.
Level 7: Closure
This is the final and the toughest level. The project is declared finished and, if the objectives are not met, the game is over. Nonetheless, the investors are those who have the final word here. When they accept the final product, the delivery of the final deliverables, documentations, and they do a post-review to secure that there is no need for additional implements is done.
On the other hand, if any issues occur, there is a lesson to be learned and applied in the future so that mistakes could be truly avoided. Or at least, organizations will know how to correct the problem in advance or avoid misunderstandings entirely.
Level 8: Conclusion
Congratulations, you have passed all the levels of the project management game with flying colors! You are now ready to compete in the market field, so restart, and best of luck.