The Four Project Phases

A successful project must follow four phases:

1. Define: Develop the Project Charter
   The project charter is your project’s foundation. It outlines your project’s objectives and scope. This phase is crucial because it sets the direction of the project.
2. Plan: The Project Plan/Schedule
   In this phase, you develop a detailed plan that includes the project schedule, resource allocation, etc. This plan serves as the roadmap for all involved to follow.
3. Manage: Adapt and Influence
   It’s very rare for a project to go from start to finish without being updated, changed, or running into problems. Managing a project requires that you continually monitor and adapt to changes. This requires strong leadership skills and communication to navigate and implement the necessary changes.
4. Review: Grow Your Competence
   This phase is about reflecting on the success of the project – take a look at the project’s outcomes and processes and evaluate what worked well and what could be improved for next time. This phase is crucial for individual and team growth.

Without those phases, your project will never have a fighting chance. Projects are kind of similar to flash mobs – they start with a whirl of chaos and then gradually dissipate, often with little to show for the effort. The key to successful project management is to be “lean and mean.” This approach ensures efficiency and productivity across various tasks, and it’s really the only way to get multiple projects done.

At the same time, however, it’s crucial to understand that control in project management is an illusion – it’s impossible to control anything. Get that word out of your head and keep it out. You can manage a project, but you cannot control a project.

Key Terms

There are three terms that often need defining in the realm of project management:

• Task: A unit of work that has a beginning and an end.
• Project: A collection of tasks that has a beginning and an end.
• Process: A collection of never-ending tasks that repeat again and again.

Understanding these definitions is imperative for organizing and prioritizing work effectively. Deciding exactly what you are working on is essential to ensure success. Take a look at what’s on your plate. In the next 24 hours, what’s on your To-Do List? Realistically, how many hours will it take you to finish what you have checked off? How many hours in an average workday can you focus on “thinking work?” Answering these questions will help you become a successful project manager.

Also, it is important to come up with an elevator speech or tagline for your project. A one- to two-sentence statement that can influence others. For example, “My project (either) avoids costs or increases revenue by…”

The Deadly Sins and Heavenly Truths of Project Management

Every discipline has its pitfalls and best practices, and project management is no different. The “deadly sins” might include poor communication, scope creep, lack of stakeholder engagement, inadequate risk management, and failure to adapt. On the flip side, the “heavenly truths” encompass clear communication, well-defined objectives, proactive stakeholder management, robust risk mitigation, and flexibility.

In summary, mastering successful project management involves understanding and implementing these phases, defining key terms, prioritizing tasks effectively, and crafting compelling project messages. By embracing these principles and avoiding common pitfalls, you can navigate the chaos of projects and lead them to successful completion.

Check out the webinar DARE to Be a Successful Project Manager to find out where you and your behaviors fall. You will also learn how to stay focused in the middle of it all!