Monitor Progress & Report To Stakeholders
Keeping track of your progress and then updating stakeholders is both how you stay on track and manage your stakeholders expectations.
See progress as it happens on our real-time dashboard, which calculates data and displays it over six project metrics. Reports can be filtered and shared for a deep dive into those numbers.
The Characteristics Of A Good Manager
Having successful managerial skills is a good start, but theres more to good management. You must keep your tasks on track, support, guide and direct your team, knowing their strengths and keeping them together as a cohesive group, but there are soft skills, too. Here are 10.
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What Are The 5 Phases Of The Project Life Cycle
Any project, whether big or small, has the potential to be very complex. Its much easier to break down all the necessary inclusions for a project plan by viewing your project in terms of phases. The Project Management Institute, within the Project Management Book of Knowledge , have identified the following 5 phases of a project:
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Why Is Project Monitoring Important
When project managers make important decisions without verified data, it is like taking a stab in the dark. Your decisions will be based on very little to no evidence, so the action may not be very efficient and could only be a waste of time and resources. Getting a PMP certification will help you grow and become a successful, object-oriented Project Manager.
Thats why it is important to monitor projects diligently and use the data you gathered to come up with intelligent decisions. Here are some questions answered through project monitoring:
- Are tasks being carried out as planned?
- Are there any unforeseen consequences that arise as a result of these tasks?
- How is your team performing at a given period of time?
- What are the elements of the project that needs changing?
- What is the impact of these changes?
- Will these actions lead you to your expected results?
Automated tools and technologies can simplify the tedious process of project monitoring. Most project managers have already adopted project management tools to delegate tasks and monitor their projects. However, project monitoring is a complex process and there are only a few project management apps out there that can support the project managers requirement to have laser-focus on individual tasks and team efficiency.
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Create Your Project Plan
As discussed above, a project management plan is a document thats made of several elements. Before we get into a detailed explanation of each of them, its important to understand that you should include them all to have a solid project plan. The components that youll need might vary depending on your project, but in general terms, youll need these main documents to create your project management plan:
The Origins Of Gantt Charts
In the late 1800s, Polish engineer Karol Adamiecki developed a visual work flow chart that he called a “harmonogram.”
In around 1910, Henry Gantt, a management consultant and engineer, took Adamiecki’s concept to the next stage. His chart was designed to help manufacturing supervisors see whether their work was on, ahead of, or behind schedule, and it formed the foundation of the tool we use today.
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Set A Timeline For Your Action Plan
As a project manager youll need to do your best to estimate how long itll take to complete your action items and action steps. Once you do so, youll have a timeline. You can use project management techniques like PERT charts or the critical path method to better estimate the duration of your project action plan.
Finally Create A Project Timeline
Once you have the task list, the next step is to create a project timeline.
A project timeline lays out the tasks on a Gantt chart timeline based on dependencies, due dates, and resource availability.
Using a drag-and-drop tool like Toggl Plan, making a project timeline is simple. Toggl Plans Team and Plan timelines come with the following features:
- Simple, drag-and-drop timelines to plan project schedules.
- Zoom in on the timeline to get a detailed look or zoom out for a birdseye overview.
- Add color-coded milestones to give your team clear visual cues about when deliveries are due.
- Segment tasks by departments or phases.
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Why Use Gantt Charts
When you set up a Gantt chart, you need to think through all of the tasks involved in your project. As part of this process, you’ll work out who will be responsible for each task, how long each task will take, and what problems your team may encounter.
This detailed thinking helps you ensure that the schedule is workable, that the right people are assigned to each task, and that you have workarounds for potential problems before you start.
They also help you work out practical aspects of a project, such as the minimum time it will take to deliver, and which tasks need to be completed before others can start. Plus, you can use them to identify the critical path the sequence of tasks that must individually be completed on time if the whole project is to deliver on time.
Finally, you can use them to keep your team and your sponsors informed of progress. Simply update the chart to show schedule changes and their implications, or use it to communicate that key tasks have been completed.
What Are The Components Of A Project Plan
The three major parts of a project plan are the scope, budget and timeline. They involve the following aspects:
- Scope. The scope determines what a project team will and will not do. It takes the team’s vision, what stakeholders want and the customer’s requirements and then determines what’s possible. As part of defining the project scope, the project manager must set performance goals.
- Budget. Project managers look at what manpower and other resources will be required to meet the project goals to estimate the project’s cost.
- Timeline. This reveals the length of time expected to complete each phase of the project and includes a schedule of milestones that will be met.
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What Is Project Management Life Cycle
A Project Management life cycle is a five-step framework planned to assist project managers in completing projects successfully.
The primary competency of a project manager is to gain a thorough understanding of project management stages. Knowledge and planning for the five Project Management steps will help you plan and organize your projects so that it goes off without any hitches.
It is simpler for a project manager to handle all the current details of the project when the project is broken down into various phases. Each phase of the cycle is goal-oriented having its own set of characteristics and contains product deliverables, which are reviewed at the end of the Project Management steps.
According to the Project Management Book of Knowledge , the Project Management life cycle should define the following aspects:
- What work needs to be achieved?
- Who will be involved in the team?
- What are the project deliverables?
- How to monitor the performance of each phase?
Social Needs In Project Management
Love and belonging needs in a business environment are a little bit different than in private life. Even though the colleagues might be people who lack interpersonal skills, all team members should feel like a part of the team. Moreover, building trust and motivating the team are two of many soft skills project managers should have. To help your coworkers feel belonging within the team, there are a few things to do:
- Define Roles and responsibilities clearly. All team members know what is their importance in the team and the importance of other people.
- One-to-one meetings. These kinds of meetings make team members more comfortable and free to express their satisfaction.
- Celebrate small achievements and project milestones.
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Use A Project Management Tool
Use a project management tool to keep you on task. ProjectManager has project planning features that help you monitor and report on project progress and performance. Get a high-level view of the action plan with our live dashboards. Unlike other tools, we dont make you set up the dashboard.
Its ready for use the moment you open our project planning tools. More than that, we calculate the various metrics, such as project variance, workload and more. Theyre displayed in easy-to-read charts and graphs. Share them with stakeholders to give them updates on action steps whenever they want. Sounds good? Try our tool for free by taking this 30-day trial.
A Career In Management
The work of management is divided into the activities around planning, leading, organizing, and controlling, and the job of a manager encompasses all of these areas. Anyone aspiring to move into management as a career should develop and display strong technical and functional skills. Become an expert in your discipline, and have a strong affinity for interacting with, supporting, and guiding others.
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How To Be A Good Manager
The biggest misconception is when people think leaders are good, but managers are bad. The implication is that managing is harmful to a project, but that just isnt true.
A manager should be a leader, while a leader doesnt necessarily have to be a manager. A leader can simply be a charismatic figurehead, really. They lead, that is they inspire people to follow them, but they dont necessarily have the logistical skills to organize.
Leadership is a subset of management. While you dont have to be a leader to manage a project, if youre not, the battle is going to be waged uphill. Youll be at a disadvantage. So, a good manager first and foremost should have those leadership skills to rally the troops and get the project moving forward.
There are good and bad managers, just like there are good and bad leaders. The mark of a good manager is to look at what they manage. If they manage an athlete or an actor, a business or whatever, if that person or enterprise is successful, then it had good management.
Think of managers as gatekeepers. They manage time and money and handle the contractual obligations related to them. A manager takes a person or enterprise from where they are to where they want to be.
# : Establish Project Scope
The project scope decides whats included in a project and what isnt.
It documents the goals of a project and defines the deliverables. These are decided based on the stakeholders priorities and constraints and the risks to the project.
The project scope document helps establish this scope. Its recommended to freeze the project scope mutually with the stakeholders before beginning execution.
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Create A Work Breakdown Structure
The Work Breakdown Structure is an important element of the Scope Management process, and the PMI® places great emphasis on this aspectmany project managers often skip this step, which leads to inaccurate planning. The WBS provides the project manager and the team with the opportunity to break down a high-level scope statement into smaller, manageable units of work, called work packages. The resulting WBS should provide a complete list of all work packages required to complete the project
The table below shows the Inputs, Tools and Techniques, and Outputs of the Create Work Breakdown Structure process.
The Main Task Of A Project Manager
Ten of the most frequent tasks are:
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The 7 Qualities Of A Good Manager
Benefits Of Project Controls
In megaprojects, the various moving parts can make it difficult to stay aligned with the initial plans. However, close monitoring, analysis, and regulation can keep this in check. Projects of all sizes, not just large projects, experience significant benefits when controls are properly executed.
The following are some of the key benefits of project controls:
- Reduced project costs through ability to make timely decisions using KPIs
- Increased project predictability for cost and completion date
- Increased visibility into the financial health of the project at all stages
- Ability to mitigate project scope creep
- Meaningful benchmarking data for future projects via well-structured projects
- Increased margins when working in a fixed-price environment
- Improved reputation for properly managing and controlling projects
- Competitive advantage over organizations with less mature project management capabilities
- Increased job satisfaction for project team members
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