Projects are predetermined set of activities and tasks which are undertaken to achieve certain goals and objectives. In the corporate world, projects are assumed to fulfill the goals of an organization. The ultimate goal of any business is to churn maximum profits by pushing productivity to the roof. Soaring productivity can only be attained by undertaking business projects and pertinent activities with utmost efficiency.
Now, for efficient execution of projects, the factors that require consideration are:
- Planning the project
- Implementing the plan
- Tracking the progress
- Monitoring its execution
In essence, project management is a fragment of business operations that takes care of all the above functions and ensures successful implementation of goals.
Key Steps for Good Project Management
Project management encompasses management of all the tasks that are essential for completion of the goals.
Broadly, the following steps are followed in the process of project management:
- Planning the course of action
Project management involves planning the course of action for successful completion of the project. The first step towards materializing project goals begins with planning, which is one of the key functions of project management system.
- Establishing the budget
While planning the course of action, project management tools also account for the expenses that are likely to be incurred in the execution process. Therefore these tools help to estimate how much financial resources should be required in the project. This estimate is then used to establish the budget.
Every organization has limited resources. Only specific amount of resources can be allotted to each project. Project management tools, makes sure that the decided course of action does not use more resources than what has been allotted.
- Setting timeline
Project management process involves planning the execution of projects. In that the timelines for their completion are also established. Timelines make sure that the activities of the project take only reasonable amount of time to accomplish.
- Monitoring progress
Project management is not limited to planning; it stretches to monitoring the execution of the plan. It involves keeping a track of the activities being undertaken and ensuring adherence to plan.
- Facilitating communication
Often activities undertaken in a project require more than one set of skills. Therefore, more than one department of a business is involved in completing a single project. Coordination between these department is important for fruitful completion of project.
Simple project management softwares facilitate communication, that can guarantee proper coordination between different departments.
Why is project management important for a business?
The primary reason why project management is crucial for any business is because it ensures proper execution of the planned goals.
Project management softwares can estimate the time and money required in projects. They also help to track the status of the project and provide transparency during its accomplishment. Along with that, online project management softwares serve as a platform for communication between organizations and their clients. Project management therefore, involves undertaking all the activities that are necessary for achieving the goals of the projects.
Project management softwares play a critical role in boosting the overall productivity and profitability of a business.
- Projects get completed in a defined period of time
Project management includes establishing deadlines for each activity in a project. It also involves monitoring the time taken for execution which ensure adherence to the decided timeline. Therefore, project management tools makes sure that the timelines are followed thoroughly and projects are completed on time.
- Helps reduce cost
Activities are planned with respect to the resources available within the organizations. The planning process includes evaluating various courses of action and their cost of operation. The course of action which incurs the minimum cost is chosen for the fulfillment of the project. Hence, financial resources of the organizations are utilized optimally.
- Prevents duplicacy of efforts
Project management prevents duplicacy of efforts in three ways. Firstly, under the planning function the course of action and assignment of work is clearly defined, so that there is no confusion in execution. Each employee does what they are assigned so there are no duplicate efforts.
This process also includes monitoring the execution, so that each activity goes as per the plan. If any deviation occurs, it can be corrected immediately without hindering the future course of action. It prevents the need for rework which would have risen if the deviations had not been identified in real time.
Lastly, project management softwares facilitate a clear communication channel. No duplicate efforts are wasted due to lack of coordination in absence of communication channel.
- Increases client satisfaction
With the emergence of internet, connectivity has become extremely simple. Not just within organizations but with clients also. Project management tools now does not only help in tracking the progress of projects but also helps in communicating the same to the clients. With more transparency, clients feel more comfortable and more satisfied. Organizations being monitored all the time by their clients, try to put their best foot forward by thrusting on more productivity throughout their execution process. The following improved performance further increases the level of satisfaction experienced by the clients.
- Better risk assessment
There is scope of risk and uncertainty in every project. Critical planning in project management helps to highlight all the risks associated in possible courses of action. Careful evaluation of these risks through project management softwares help to choose the best path for projects.
- Flexibility in execution
Project management involves monitoring and tracking the progress of execution. Say an unforeseen issue shows up in the initial plan. Continuous tracking through project management tools helps to identify problems in the plan and make modifications accordingly. Hence, project management tools provide flexibility in execution whenever required.
- Improved project delivery
In project management the budget, the deadlines and the plan of action are clearly established. It also facilitates tracking the progress, therefore ensuring the projects are actually delivered on time and within allocated budgets. Not just that, it also helps to improve the quality of the project. If there are problems in the project or some issues are unacceptable to the client, using tracking and communication system the requirements can be easily addressed. Therefore, we can say project management improves standard of project delivery.
Project management helps to utilize the resources of the organizations optimally, increase productivity and improve client experiences. Overall it helps to enhance the performance of the organizations and therefore increases their profitability.
Do you want a free Project Management Software?
We have the #1 Online Project Management Software starting at $0