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12 Project Management Methodologies: Types, Tools, Techniques, And How to Choose

Written By : Bakkah

27 Feb 2024

Table of Content

Definition of Project Management Methodologies:

Types of project management methodologies, project management methodologies tools , project management methodologies techniques, how to choose a project management methodology, explore bakkah's leading courses to boost your skills in project management and business analysis:, popular articles.

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Project management methodologies are systematic frameworks and guidelines utilized by organizations to efficiently plan, execute, and complete projects. They offer structured approaches to project management, ensuring adherence to timelines, budgets, and objectives. These methodologies encompass diverse principles, practices, and tools designed to facilitate effective communication and coordination among project-implementing teams. 

Project management methodologies vary in their approach, with some emphasizing flexibility and adaptability (e.g., Agile) while others focus on sequential and structured processes (e.g., Waterfall). The appropriate methodology must be selected according to the type of project and its unique circumstances. The goal is to enhance project efficiency, minimize risks, and deliver high-quality results, ultimately contributing to achieving the specified goals and objectives of the project.

Project management methodologies refer to the systematic frameworks, processes, and guidelines organizations follow to plan, execute, monitor, and complete projects. These methodologies provide a structured approach to managing projects, ensuring they are completed on time, within budget, and meet the specified goals and objectives.

Project management methodologies encompass diverse principles, practices, and tools designed to facilitate effective communication and coordination among project-implementing teams.

They can vary in their approach, with some methodologies emphasizing flexibility and adaptability (e.g., Agile), while others focus on sequential and structured processes (e.g., Waterfall). The appropriate methodology must be selected according to the type of project and its unique circumstances.

The goal of Project Management Methodologies is to enhance project efficiency, minimize risks, and deliver high-quality results, ultimately contributing to achieving the specified goals and objectives of the project.

Various tools support their implementation, enhancing collaboration and communication, while diverse techniques facilitate effective project planning, execution, and control.

There are diverse project management methodologies, each with different principles, processes, and approaches. Here are some common types:

1. Waterfall Methodology

Waterfall project management is a traditional approach to project management where tasks are completed sequentially and linearly. 

The methodology is called "waterfall" because progress is seen as flowing steadily downwards through phases, like a waterfall. Each phase must be completed before moving on to the next one, and changes to the project are generally not allowed once a phase is closed.

Here are the main phases in the waterfall project management methodology:

• Requirements: Define project scope, objectives, and deliverables.
• Design: Create a detailed plan for how the solution meets requirements.
• Implementation (or Construction): Include coding or construction of the project.
• Testing: Ensure the project meets specified requirements through various testing phases.
• Deployment (or Implementation): Implement the project in the production environment after the success of testing.
• Maintenance and Support: Address issues and user concerns and make updates as needed.

The waterfall methodology is best suited for projects where the requirements are well-understood and unlikely to change significantly during the development process.

It is often used in industries like construction and manufacturing. However, one of its main drawbacks is its inflexibility to adapt to changes once the project has started, as it does not easily accommodate changes in requirements.

2. Agile Methodology

Agile methodology is an iterative and flexible approach to project management that focuses on collaboration, adaptability, and customer satisfaction.

Unlike the linear nature of the waterfall model, agile divides a project into small increments with minimal planning and delivers functional pieces of the project in short time frames, known as iterations or sprints.

Primary principles and practices of agile include:

• Projects are divided into small manageable iterations, delivering potentially shippable product increments.
• Collaboration and communication between team members, stakeholders, and customers are crucial for quick adaptation to changes and alignment with goals.
• Continuous customer feedback allows for adjustments based on changing requirements.
• Agile is flexible and adaptable to changes in requirements or priorities at any stage.
• Continuous delivery aims for a potentially shippable product at the end of each iteration, allowing for early and regular value delivery to the customer.
• Prioritization and timeboxing based on value and importance ensure focus and urgency in delivering value.
• Agile encourages self-organizing, cross-functional team formation that collectively possess the necessary skills to deliver a complete product.

Popular agile frameworks include Scrum, Kanban, and Extreme Programming (XP), each with specific practices and roles. 

Agile is widely used in software development and various industries for its adaptability and customer-centric approach.

3. Scrum Framework

Scrum is one of the most widely used agile frameworks for managing complex software development projects. It provides a structured yet flexible approach to product development.

Key elements of the Scrum framework include:

• Roles: Include Product Owner, Scrum Master, and Development Team.
• Artifacts: Comprise the Product Backlog, Sprint Backlog, and Increment.
• Events: Include Sprint Planning, Daily Stand-up, Sprint Review, and Sprint Retrospective.

Scrum's iterative and incremental approach, along with its emphasis on collaboration and adaptability, makes it particularly effective for projects where requirements may change or evolve during development.

4. Kanban Methodology

Kanban is a project management methodology that visualizes workflow using boards, cards, and columns. It also limits tasks that are in progress simultaneously to prevent overloading the team and ensure a steady flow of work.

Emphasizing continuous improvement, Kanban employs feedback loops and a pull system, adapting work based on demand. Service Level Agreements (SLAs) are often used in Kanban to define the expected time frames.

Known for flexibility and adaptability, Kanban suits various industries like architecture, construction, marketing, education, software development, design, and law. Kanban fosters collaboration and shared responsibility and allows incremental process improvements based on specific needs and context.

5. Lean Project Management

Lean Project Management (LPM) is an approach to project management that draws inspiration from Lean principles. The Lean philosophy focuses on minimizing waste, optimizing efficiency, and continuously improving processes.

Lean principles are applied to enhance project delivery, reduce unnecessary activities, and deliver value more effectively. 

Principal aspects of Lean Project Management methodology include eliminating waste, using value stream mapping, continuous improvement (Kaizen), customer focus, pull scheduling, visual management, batch size reduction, flexible planning, and cross-functional team use. LPM is suitable for industries like manufacturing, construction, and software development.

Its focus on efficiency and customer value makes it a valuable approach for organizations seeking to optimize their project delivery processes.

6. PRINCE2 (Projects IN Controlled Environments)

PRINCE2 (Projects IN Controlled Environments) is a widely adopted project management methodology developed by the UK government. It provides a structured and process-driven approach to project management, emphasizing flexibility and adaptability.

PRINCE2 divides projects into manageable stages, with defined roles and responsibilities, ensuring organized and controlled project execution.

The methodology consists of seven processes:

• Starting Up a Project (SU): Ensures project prerequisites are in place.
• Initiating a Project (IP): Defines project scope, objectives, and plans.
• Directing a Project (DP): Provides senior management with chief controls.
• Controlling a Stage (CS): Manages day-to-day project activities.
• Managing Product Delivery (MP): Ensures efficient product work.
• Managing a Stage Boundary (SB): Focuses on transitioning between stages.
• Closing a Project (CP): Formally closes the project and ties up loose ends.

PRINCE2 is known for its focus on continuous improvement and adaptability, making it a valuable tool for delivering successful projects within time, cost, and quality constraints.

Boost your career with Bakkah’s PRINCE2 courses:

• PRINCE2® Training Course Online
• PRINCE2® Agile Foundation & Practitioner Online Course and Certification

7. Critical Path Method (CPM)

Critical Path Method (CPM) is a project management technique that identifies the critical path of activities, potential risks, team roles, and the sequence of tasks determining the shortest project duration. Key steps:

• Task Breakdown: Identify and sequence project tasks. 
• Duration Estimation: Assign time estimates to tasks.
• Network Diagram: Create a visual representation of task dependencies.
• Critical Path Identification: Find the path critical for project completion.
• Float/Slack Calculation: Determine non-critical task flexibility.
• Resource Allocation: Efficiently allocate resources.
• Monitoring and Control: Monitor progress continuously, update schedules, and take corrective actions., update schedules, and take corrective actions.

CPM is an essential tool for effective project planning and control. It aids in prioritizing critical tasks, managing time constraints, and optimizing project schedules. CMP can be used in several projects, such as engineering, manufacturing, construction, and science.

8. Six Sigma ( Continuous Improvement Methodology)

Six Sigma is a data-driven project management methodology focused on improving process efficiency continuously and reducing defects or errors. Developed by Motorola in the 1980s, Six Sigma seeks to minimize variations and achieve higher levels of quality in processes. It is often applied in manufacturing and process improvement projects. Here is a concise overview of the Six Sigma project management methodology:

• Define (D): Clearly articulate the problem, project goals, scope, and customer requirements.
• Measure (M): Establish metrics, collect data, and measure baseline performance.
• Analyze (A): Use statistical tools to identify root causes of defects or inefficiencies.
• Improve (I): Develop and implement solutions, testing and refining as needed.
• Control (C): Establish measures to sustain improvements and prevent recurrence of defects or issues.

The Six Sigma methodology is often represented by the acronym DMAIC (Define, Measure, Analyze, Improve, Control). Additionally, for more complex or considerable process changes, there is another phase known as DMADV (Define, Measure, Analyze, Design, Verify).

Bakkah provides certification levels such as Six Sigma Green Belt and Six Sigma Black Belt are available for individuals to demonstrate proficiency in applying Six Sigma principles and methodologies. Organizations implementing Six Sigma often experience enhanced efficiency, reduced defects, and improved customer satisfaction.

9. RAD (Rapid Application Development)

Rapid Application Development (RAD) is a project development methodology that prioritizes quick iterations and prototypes over extensive planning.

It involves user participation throughout the process, parallel development of system components, and a flexible, adaptive approach. Prototyping is a key feature, allowing for continuous refinement based on user feedback. RAD aims to deliver a functional product rapidly, focusing on time and cost efficiency.

Popular RAD tools include Microsoft Visual Basic, PowerBuilder, and OutSystems. The methodology suits projects with changing requirements but may not be ideal for highly structured endeavors.

10. Incremental and Iterative Methodologies

Incremental development involves dividing the project into small increments, each delivering a part of the final product's functionality linearly. User feedback is integrated after each increment, providing ongoing adaptability and the ability to identify and correct issues early. This approach enables early delivery and reduced project risk.

On the other hand, iterative development goes through cycles or iterations, refining the entire system with each iteration. It is highly flexible and accommodates changing requirements throughout the development process.

11. Hybrid Methodologies

Hybrid methodologies in project development involve blending elements from different traditional and agile approaches to create a flexible and tailored solution. That allows teams to adapt practices based on the project's unique requirements, leveraging both structured planning and iterative development. 

In a hybrid methodology, the most appropriate elements from each methodology are identified and combined harmoniously. Examples include combining Waterfall and Scrum or integrating lean principles with agile practices.

The goal is to manage risks effectively, enhance flexibility, and address the project-specific needs. Effective communication is crucial to mitigate potential challenges introduced by diverse practices integration.

12. Extreme Programming (XP)

XP is an Agile methodology that emphasizes collaboration, adaptability, and delivering high-quality software through practices such as continuous testing and frequent releases.

Extreme Programming methodology is one of the famous methodologies for managing and developing software and other technical projects. It is based on diverse principles and practices, focusing on increasing software quality and improving team productivity.

A team needs to follow this method if the project is fast-paced or subject to regular change and thus has a dynamic rather than static nature.

The Extreme methodology also aims to achieve productive cooperation between team members and increase the quality of the final product and its flexibility in the face of changes.

Here are the main principles and practices of Extreme Programming:

• XP is built on a set of core values, including communication, simplicity, feedback, and courage.
• Developers work in pairs, one writing code and the other reviewing it in real time. That promotes collaboration, knowledge sharing, and code quality.
• Developers write tests before writing the actual code. That ensures that the code meets specifications and facilitates maintenance and updates.
• Code is integrated frequently to identify and address integration issues early in the development process.
• XP improves code design regularly without changing its functionality.
• XP keeps the design as simple as possible, making it easier to understand, modify, and maintain.
• Frequent and direct interaction with the customer allows for quick adjustments to changing requirements and priorities.
• XP emphasizes continuous improvement through regular reflection on the development process and changes in implementation to enhance efficiency and quality.

Bakkah provides a variety of accredited project management Courses for all professional certificates in project management, risk management, and others.

In brief, choosing the most suitable project management methodology depends on factors such as project size, complexity, industry, and organizational culture. Project managers often customize or combine methodologies to best fit the unique requirements of their projects.

Project management methodologies are often supported and implemented using various tools to enhance efficiency, collaboration, and communication throughout the project lifecycle. Here are some commonly used tools associated with project management methodologies:

1. Project Management Software

Tools like Microsoft Project, Asana, Jira, Trello, and Monday.com provide features for project planning, scheduling, task assignment, and progress tracking.

2. Version Control Systems

Git, SVN (Subversion), and Mercurial help manage changes to source code and documentation, ensuring version control and collaboration in software development projects.

3. Communication and Collaboration Tools

Slack, Microsoft Teams, and Discord facilitate real-time communication, file sharing, and collaboration among team members, supporting Agile and remote work environments.

4. Gantt Charts

Tools like GanttPRO and SmartDraw help create visual representations of project timelines, tasks, and dependencies, commonly used in Waterfall and traditional project management methodologies.

5. Kanban Boards

Trello, KanbanFlow, and LeanKit enable teams to visualize work and optimize workflow, particularly in Agile and Lean methodologies.

6. Scrum Tools

Jira, VersionOne, and Targetprocess support the Scrum framework with features for sprint planning, backlog management, and burndown charts.

7. Resource Management Tools

Workfront, Mavenlink, and TeamGantt assist in resource allocation, workload tracking, and managing team capacity in project management.

8. Risk Management Tools

RiskWatch, RiskyProject, and ProjectManager.com help identify, assess, and manage risks throughout the project lifecycle.

9. Collaborative Document Management

Tools like SharePoint, Google Workspace, and Dropbox Business enable teams to collaborate on documents, share project-related files, and ensure version control.

10. Continuous Integration and Deployment (CI/CD) Tools

Jenkins, Travis CI, and GitLab CI/CD automate integration code changes process and deploying software, commonly used in Agile and DevOps methodologies.

11. Time Tracking and Timesheet Tools

Harvest, Toggl, and Clockify assist in tracking project-related activities, allowing for accurate time management and resource allocation.

12. Customer Relationship Management (CRM) Tools

Salesforce, HubSpot, and Zoho CRM support customer-centric projects. That helps teams manage client interactions, feedback, and requirements.

Project managers and teams should carefully select tools that align with their chosen methodologies and project requirements. Integrating these tools can significantly improve project management efficiency and contribute to successful project outcomes.

Project management methodologies involve various techniques to plan, execute, and control projects effectively. Here are some commonly used techniques associated with project management methodologies:

1. Work Breakdown Structure (WBS)

Break a project into smaller, manageable tasks and create a hierarchical structure to define clearly the scope and deliverables.

2. PERT (Program Evaluation and Review Technique) and CPM (Critical Path Method)

Techniques for scheduling and managing tasks by identifying critical paths and dependencies and estimating project duration.

2. SWOT Analysis

Evaluate the project's Strengths, Weaknesses, Opportunities, and Threats to make informed decisions and develop effective strategies.

3. Risk Management

Identify, assess, mitigate, and monitor risks throughout the project lifecycle to minimize potential negative impacts.

4. Stakeholder Analysis

Identify and analyze stakeholders to understand their interests, influence, and expectations and ensure effective communication and engagement.

5. PERT Charts (Program Evaluation and Review Technique)

Graphical representations of project tasks and their dependencies, helping visualize the project schedule and critical path.

6. Scrum Meetings

Daily Standups, Sprint Planning, Sprint Review, and Sprint Retrospective are regular Scrum meetings that facilitate communication and collaboration in Agile projects.

7. Earned Value Management (EVM)

Analyze project performance by measuring the planned value, earned value, and actual cost to assess progress and forecast future performance.

8. Quality Management

Implement techniques such as quality audits, inspections, and control charts to ensure project deliverables meet predefined quality standards.

9. Mind Mapping

Visualize project ideas, requirements, and tasks using mind maps to stimulate creative thinking and organize information in a structured way.

10. Critical Chain Method

Identify and manage resource dependencies to optimize project schedules and improve overall performance.

11. Prototyping

Creating a working model or prototype of a product or system to gather feedback early in the development process is common in Agile and iterative methodologies.

12. Benchmarking

Compare project performance metrics and processes against industry standards or best practices to identify areas for improvement.

13. Dependency Mapping

Identify and visualize dependencies between different tasks or project activities to understand their interrelationships and potential impacts.

14. Agile Estimation Techniques

Use techniques like Planning Poker, Relative Sizing, and Story Points to estimate the effort required for Agile project tasks.

15. Change Management

Implement strategies and techniques to manage and communicate changes effectively, ensuring minimal disruptions to project progress.

16. Communication Plans

Developing plans outlines how project information will be communicated to stakeholders, ensuring clear and consistent communication.

These techniques are often applied based on the specific requirements, characteristics, and principles of the chosen project management methodology. Project managers may tailor and combine these techniques to suit the needs of their projects.

Choosing a suitable project management methodology is crucial for the success of a project. The decision should be based on the project's characteristics, team dynamics, organizational culture, and the nature of the work to be performed. Here is a step-by-step guide on how to choose a project management methodology:

1. Understand Project Requirements

Clearly define the project scope, objectives, and deliverables. Consider the size, complexity, and nature of the project work.

2. Assess Team Skills and Experience

Evaluate the skills and experience of the project team. Consider their familiarity with different methodologies and their adaptability to new approaches.

3. Consider Project Flexibility

Assess the level of flexibility required throughout the project. Some projects may benefit from a more adaptive and iterative approach, while others may require a more structured and sequential process.

4. Examine Project Constraints

Identify any constraints such as budget limitations, time constraints, regulatory requirements, or client preferences that may influence the choice of methodology.

5. Evaluate Organizational Culture

Consider the existing organizational culture and whether it aligns with the principles of certain project management methodologies. Some organizations may prefer traditional, plan-driven approaches, while others may be more receptive to Agile or iterative methods.

6. Define Stakeholder Involvement

Determine the level of involvement and collaboration required from project stakeholders. Some methodologies, like Agile, emphasize continuous stakeholder engagement and feedback.

7. Analyze Project Risks

Evaluate the potential risks associated with the project. Some methodologies, such as Agile, are well-suited for projects with high uncertainty and evolving requirements.

8. Review Industry Standards

Consider industry standards and best practices. Certain industries or project types may have specific guidelines or regulations that align with particular methodologies.

9. Explore Hybrid Approaches

Assess the possibility of combining elements from different methodologies to create a hybrid approach tailored to the project's specific needs.

10. Pilot or Prototype

If feasible, consider running a pilot or prototype using a small-scale version of the project to test how well a methodology fits the team and project requirements.

11. Consult with Stakeholders

Seek input from key stakeholders, including team members, clients, and sponsors. Understand their preferences, expectations, and concerns regarding project management approaches.

12. Training and Transition Plan

Evaluate the readiness of the team to adopt a new methodology. Plan for necessary training and establish a transition plan to smoothly implement the chosen methodology.

13. Continuous Improvement

Be open to evaluating and adjusting the chosen methodology throughout the project. Continuous improvement is essential to address evolving project needs and improve overall project management processes.

Elevate your project management skills with Bakkah Learning's expert-led courses. From PMP to Prince2, Six Sigma to Agile, we offer tailored programs to suit your career goals. With interactive learning, flexible access, and certification preparation, we're your partner for professional growth. Start your journey to mastery today with Bakkah Learning!

Here are some Project Management Courses :

• Certified Associate in Project Management CAPM Course
• PMI-ACP® certification
• PgMP certification
• PMI Scheduling Professional - PMI-SP certification

Risk Management Courses And Certifications:

• Risk Management Professional - PMI-RMP Course
• MoR Certification and course

PRINCE2 Courses

• PRINCE2 Certification
• PRINCE2 Agile.

Project Management Tools:

• Primavera P6 Course
• MSP Course - Managing Successful Programmes
• Microsoft Project training course  

Portfolio Management

• P3O Foundation certification
• Management of Portfolios MoP
• The Portfolio Management Professional – PfMP certificate
• Lean Six Sigma Yellow Belt Course
• Lean Six Sigma Green Belt Course
• Lean Six Sigma Black Belt Course

Ultimately, the choice of a project management methodology should be a thoughtful and informed decision that aligns with the unique characteristics of the project and the organization. Regularly reassess the chosen methodology to ensure its continued effectiveness and make adjustments as needed.

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18 Strategies for Effective Project Management: A Complete Guide

By Kate Eby | November 2, 2023

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Project management strategies equip managers with the tools to plan, execute, and complete projects successfully. We’ve spoken to experienced PMs to create a complete guide to PM strategies, including Waterfall, Agile, Lean, Six Sigma, and more. 

Included on this page, you’ll find a list of 18 project management strategies , a decision tree to help you choose the right strategy for your project , a guide to deciding when to use project management strategy software , a downloadable project management strategy starter kit , and more.

What Is Strategy in Project Management? 

In project management, strategy refers to the high-level plan or approach designed to achieve specific goals or objectives within the constraints of time, resources, and budget. It provides the overarching framework that guides project planning, execution, monitoring, and completion. 

“Strategy involves identifying goals, prioritizing tasks, allocating resources, and mitigating risks to ensure successful project completion,” says Kiran Mehra, Co-Founder and President of Goldspot Pens . 

Project management strategies help project managers adapt in order to meet challenges throughout a project, thus saving organizations time and money by increasing efficiency during the planning phase. These strategies also serve to align each team member with a common goal, encouraging collaboration and increasing the likelihood of project success.

What Is Strategic Project Management?

Strategic project management extends beyond the traditional scope of project management to align projects, programs, and portfolios with an organization's larger business strategy. This process contextualizes projects in regard to a company's business objectives, competitive landscape, and market trends.

“Strategic project management is used when projects are complex, have long-term implications, or require alignment with organizational goals,” says Mehra. 

This approach involves prioritizing projects that align with long-term goals, managing resources across multiple projects for optimal impact, and creating project plans that explain how projects fit within the larger organizational strategy.

What Are Project Management Strategies?

Project management strategies are high-level plans or approaches that guide the planning, execution, and completion of a project. Examples include the Waterfall model, Agile methodology, Lean project management, Six Sigma, the critical path method (CPM), and adaptive project framework (APF).

Executing a project management strategy often begins by defining clear goals early in a project, a process that serves to align your team members regarding a desired outcome. This is a critical first step in strategies such as Waterfall and Agile, where having a common focus provides direction for all subsequent activities.

Monitoring and communication are also key elements in many project management strategies, such as Scrum and PRINCE2. Keeping an eye out for upcoming changes and preparing for them is essential for risk mitigation. Frequent and transparent communication, both among team members and with clients, ensures that everyone is aware of a project's status and any potential obstacles on the horizon. Taking such precautions are integral to Lean and Six Sigma strategies, which focus on optimizing resources and processes. To accurately assess budget and resource needs, your team must have a clear understanding of project scope .

“Identifying the right project management strategy requires considering factors such as project scope, objectives, stakeholders, and available resources,” says Mehra. “It involves analyzing a project's characteristics and selecting an approach that best suits them.”

18 Project Management Strategies to Boost Efficiency

Project managers can choose from countless strategies to enhance team performance and boost efficiency. Some common examples include Waterfall, Agile, Scrum, the critical path method (CPM), Kanban, PERT, PRINCE2, and Six Sigma. 

Here are 18 of the most effective project management strategies, including guidance on when and when not to use them:

“My top three favorite project management strategies are Agile, Lean, and Waterfall,” says Mehra. “I like Agile because it promotes collaboration, flexibility, and continuous improvement. Lean focuses on eliminating waste and optimizing processes, both of which help improve efficiency. Waterfall is useful when the project requirements are well-defined and sequential execution is necessary.”

Types of Project Management Strategies

There are various types of project management strategies, each designed to address specific challenges, objectives, and work environments. Examples include sequential and linear, Lean and efficiency focused, governance oriented and standardized, visual and board based, and Agile and iterative.

Here are some categories of project management strategies, with examples of each:

Joseph Braithwaite, author and Technology Transformational Program Executive at EvolveThinking , recommends that you keep your strategy comprehensive, no matter what type of strategy you choose. 

“A sound strategy will include the following: a communication strategy (which outlines whom to share information with, when to share it, and how to share it); a work strategy (which concerns the pillars of work that are necessary to complete a project, the people who need to complete them, and the deadline for completion); a release strategy (which addresses release timing, the potential impact of releases, the details of any backout plans, etc.); a change management strategy (which delineates the nature of staff, process, and technology changes, the plan for getting buy-in from different stakeholders, the impact assessment of any changes, etc.); a risk strategy; and an issues mitigation strategy,” he says.

“Each of these [project management strategies] on their own requires extensive insight, planning, and knowledge of the following: the defined objectives of a project, its stakeholders, other activities going on within an organization, the economic climate of an industry, and a clear understanding of the potential impacts (positive and negative) for an organization’s customer base,” says Braithwaite.

Why Use Project Management Strategies?

Using project management strategies helps teams stay organized, finish tasks more quickly, and improve the quality of their work. These strategies make it easier to handle problems, communicate clearly, and keep everyone accountable, leading to more overall project successes.

Here are some benefits you can expect from implementing an appropriate project management strategy for your next project:

• Enhanced Organization: Having a strategy in place helps keep everyone on the same page.
• Accelerated Timelines: Effective planning and organization enable the project to be completed more quickly, freeing up time for other activities.
• Better Resource Allocation: Planning ahead allows for the more efficient allocation of resources, which reduces the overall cost of the project.
• Improved Quality: Many strategies incorporate quality checks, which help to ensure that the final product meets or exceeds expectations.
• Clearer Team Communication: Using a cohesive strategy gives all team members a common framework and vocabulary for discussing various aspects of the project.
• Increased Stakeholder Satisfaction: Effective project management often results in meeting or exceeding the expectations of stakeholders.
• Greater Flexibility: Certain strategies are designed to allow for easy adaptation to changes or unexpected problems.

Using a project management strategy can mean the difference between success or failure, so it's a critical part of any project.

Project Management Strategy Documents

Project management involves an array of tasks and responsibilities, and documentation plays a crucial role in organizing and tracking information. Risk registers, resource allocation charts, and roadmaps are all common types of documentation that are used in project management strategy.

“When practicing strategic project management, I use various types of documentation, such as project charters, scope statements, work breakdown structures, project plans, risk assessments, and progress reports,” says Mehra. “These documents help communicate project goals, define tasks, allocate resources, track progress, and address potential issues throughout the project lifecycle.”

Here are some examples of project management strategy documents: 

• Project Charter: The project charter defines a project’s purpose, scope, and key stakeholders. It is typically created at the beginning of a project to formally initiate the project. See examples of project charters .
• Project Management Plan: The project management plan outlines the complete framework for managing all aspects of a project. This document serves as a guiding roadmap throughout the project lifecycle. Review different types of project management plan templates .
• Scope Statement: The scope statement provides a detailed description of a project’s objectives, deliverables, constraints, assumptions, and acceptance criteria. It sets clear boundaries and expectations for the project. Check out a wide range of project scope statement templates .
• Resource Calendars: Resource planning calendars indicate when project resources, such as team members or equipment, are available. These are often used in the planning and execution phases. Find more resource planning templates for your needs.
• Risk Management Plan: The risk management plan identifies potential project risks and outlines strategies for managing them. Learn more about risk management plan templates .
• Progress Reports: Progress reports update stakeholders on the status of a project, including metrics on the performance, schedule, and costs. Take stock of your day-to-day work with daily progress report templates .
• Meeting Minutes: Meeting minutes reports record the key decisions, action items, and discussions that occur during project meetings. They are generated after each meeting to ensure that team members have a shared understanding and record of what was decided. Stay on top of your sessions with meeting minutes templates .
• Issue Logs: Issue logs are used to track and manage problems or issues that arise during a project. Record and monitor your project concerns with issue tracking templates .
• Project Closure Report: Project closure reports summarize the performance of a project and highlights lessons learned. Bring your project to an end with these project closeout templates .

These documents cover the essential aspects of project management, from initiation and planning to execution and closure.

Project Management Strategy Templates

Project management strategy templates provide a framework that helps ensure all key elements of a project are accounted for. Templates also promote consistency across projects, making it easier to monitor performance, meet stakeholder expectations, and streamline management processes.

Project Management Strategy Presentation Template

Download a Project Management Strategy Presentation Template for  PowerPoint | Google Slides

This printable project management strategy presentation template serves as a comprehensive outline for presenting a project management strategy to stakeholders. It covers essential topics, such as objectives, strategic importance, scope, timeline, and budget, ensuring that key aspects of a project are communicated effectively. The inclusion of a Strategic Importance slide highlights specifically how the project aligns with broader organizational goals or market opportunities. The template also includes a fully functional Gantt chart for presenting your project timeline. 

For additional support with strategic project management, try these free, downloadable project execution plan templates .

Strategic Project Plan Template

Download a Strategic Plan Template for  Excel | Google Sheets

This enhanced strategic project plan template combines a Gantt chart — for tactical project planning — with a strategic alignment and objectives section in order to contextualize a project within broader organizational or market goals. The Gantt chart lays out the timeline for tasks, responsible parties, and the status of each activity, providing a visual representation of the project's progress and deadlines. The strategic section outlines how the project aligns with larger organizational objectives, expected long-term outcomes, and market positioning.

For more spreadsheet templates to help you plan your project, check out these fully editable project plan templates for Excel .

Project Management Strategy Starter Kit

Get everything you need to manage your projects strategically with this free, downloadable project management strategy starter kit. The kit includes a work breakdown structure tree diagram template, a project risk management plan template, and more, all in one easily accessible file.

Download the Project Management Strategy Starter Kit

In this kit, you’ll find the following:

• A project management strategy presentation template for PowerPoint and Google Slides to help you outline the most important strategic elements of your project. 
• A project management plan template for Excel to help you chart tasks along a timeline. 
• A work breakdown structure (WBS) tree diagram template for Excel to help you identify tasks, allocate resources, and set up a realistic timeline.
• A project risk management plan template for Excel to document potential risks and plan mitigation responses. 
• A  project management dashboard template for Excel to track and share project progress over time.

Why Use a Project Management Strategy Template?

Project management strategy templates offer a pre-defined structure that you can easily adapt to your specific needs. With a template, you don't have to start from scratch, thereby saving time and reducing the chances of missing crucial elements.

These templates often include sections for defining objectives, identifying stakeholders, allocating resources, and setting timelines, which means that you can focus on content rather than format. 

In an article for the Project Management Journal , “A Complexity Framework for Project Management Strategies,” James Taylor explains that the high rate of schedule and budget overruns in technology projects can be attributed to organizational issues and other factors that can be readily addressed. Field-proven tools such as project management strategy templates can help eliminate these issues.

By using a standardized template, you create a consistent approach to project management within your organization. This method can be particularly beneficial for teams that work on multiple projects simultaneously or that have high turnover rates, as everyone can refer to the same guiding document.

How to Identify the Right Project Management Strategy

To find the right strategy for your project, look at details, such as the project’s objectives, complexity, and required resources. Then use a simple guide or decision tree to find a method that works for your project.

For example, you can try this decision tree to help you choose among some common project management strategies:  

“In order to achieve the desired outcome, that is, to have the biggest positive impact on an organization, each project requires a different approach,” says Braithwaite. “Approaches such as Waterfall work for straightforward, repeatable projects, such as regular software updates and regular office moves.”

“A software development project requires a different level of testing than a construction build; a new car build requires a similar but different project approach than an aircraft project,” he says. “It all depends on what you are trying to achieve and how comfortable an organization is at running a project.”

When to Choose Project Management Strategy Software 

Choose project management strategy software when your project has multiple tasks, deadlines, and team members that need to be coordinated efficiently. Software can help teams that require advanced features, such as real-time collaboration, progress tracking, and data analytics.

General project management software offers a broad range of functionalities that cover everything from task assignment to tracking deadlines. Agile and Scrum software is tailored to projects that require flexibility and quick iterations, allowing teams to adapt to changes efficiently.

Deciding to use software can be a big investment, so it’s important to understand when to use software and when not to use it. Here’s a chart that helps compare and contrast the differences between using software and maintaining a manual approach to project management.

To better understand all your software options, see this comprehensive guide to project management software . For an overview of what project management strategy software can do for your team, see this article on project management software .

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When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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12 Best Project Management Techniques to Use for 2024

Richi Gupta

Lead Product Analyst

Review Board Member

Richi Gupta, a Lead Product Analyst, excels in systems integration and translating complex business needs into actionable tech strategies. Her attention to detail, coupled with exemplary project management skills, drive ... Read more

Richi Gupta, a Lead Product Analyst, excels in systems integration and translating complex business needs into actionable tech strategies. Her attention to detail, coupled with exemplary project management skills, drive her success in product feedback management, competitive analysis, strategic planning, and budget management. As a valued member of the ProProfs Survey Maker Advisory Board, Richi's primary objective is to deliver precise and coherent content, ensuring alignment with the company's strategic vision and objectives. Read less

Project Management Expert

David Miller, a seasoned Senior Project Manager at ProProfs with over two decades of diverse expertise, shares impactful insights on project management, leadership, and personal development through his writing.

Do you often get overwhelmed trying to figure out priorities while handling multiple projects?

Does getting approvals from various project stakeholders place you in the middle of a chaotic frenzy?

Or are you still struggling to familiarize yourself with solid project management techniques?

Well, these are common project management problems that are part and parcel of a project manager’s daily workload. However, these can be effectively tackled, given the various types of PM techniques.

If you have ever found yourself trying to make sense of which project management technique is ideal for your project and team needs and are still not able to completely select the one that suits you and your workflow, you’ve arrived at the right place.

In this blog, we will decode project management techniques in detail to help you choose the best technique for your unique project and team needs.

What are Project Management Techniques?

Project management techniques act as the roadmap of a project. They make project management easier and enable you to reach project goals effectively.

As project managers, you may rely on different techniques to handle your projects, depending on the unique needs of your team.

Besides, you may combine a couple of techniques to empower your project team with a more robust management approach.

Why Do You Need Project Management Techniques?

A project management technique refers to a defined procedure for implementing the best project route possible. It involves creating the project workflow using an established project management methodology that is proven to power the project workflow and lead to better project outcomes.

Sometimes, you might find yourself in the midst of uncertain challenges that refuse to give way to an appropriate solution. Thus, it’s best to create a robust plan to execute the project hassle-free. Here are a few reasons why it’s beneficial to rope in a project management technique for leading your team to project success.

A. Realistic project planning

A project planning technique helps create a well-analyzed plan that is your best shot at enabling a realistic project plan. It involves getting a clear brief from key stakeholders and sequencing activities that ensure project excellence.

B. Effective risk management

Project control techniques allow you to develop a risk management plan that takes into account any potential risks. This helps prevent or at least minimize the effect of any risk that might arise in the midst of project execution.

C. Efficient team communication

Team communication forms the core of project execution. Without it, a project may end up going haywire. Thus, it’s best to provide a space that allows team members to collaborate with each other seamlessly.

D. Effective resource, time, and cost allocation

It is crucial to accurately allocate resources, time, and budget to a project. This results in minimum wastage and effective utilization of resources, time, and budget, thus, strengthening project execution.

E. Quality control

The right project management techniques ensure that the project quality adheres to the specifications of the project that are clearly laid out at the beginning of a project.

Hence, a project management technique helps bring certainty into the picture. It also helps you equip with the best possible response in case of any deviation from the set path.

And don’t worry. You do not have to stick to a specific approach for each project. You can adopt a different approach for a different project. If you think that a specific approach will complement the workflow of your team better, you can switch the technique that best suits your existing team’s needs.

12 Helpful Project Management Techniques

These techniques of project management act as the secret recipe of your project, ensuring that you stay on track and lead better project outcomes.

1. Classic Technique

The classic technique is excellent for small projects and teams. You plan, create, and assign tasks that help achieve project objectives. You can also prioritize tasks as per importance or urgency.

Correctly allocating resources to the right tasks becomes crucial as each resource comes with its unique set of expertise. When allocated to the right task, the resource is more likely to excel and deliver tasks with better results plus sooner than expected.

This crystal-clear workflow enables a shared understanding of the project path, leading to better project processes and better project results.

How to Use:

Allocate the right resources to the right task: It’s crucial to allocate resources to the right task. Mismatch of skills and task requirements will lead to unintended project results and delayed tasks.

2. Work Breakdown Structure (WBS)

The work breakdown structure technique helps break the overall work into simpler, more manageable pieces of work. It makes approaching a given task easier, enabling faster and a better project outcomes.

There are 2 types of Work Breakdown Structures:

a. Deliverable-based

This approach executes projects keeping in mind the final project deliverables. The entire project workflow is created to accomplish these deliverables by the desired timeline.

B. Phase-based

This approach consists of five phases. Each phase has a different set of deliverables which must be completed one phase at a time.

Breakdown tasks carefully: Simplify otherwise complicated tasks by breaking them into attainable tasks. Such bite-sized tasks ensure that specific results are achieved more accurately and on time.

3. Gantt Chart

Gantt charts are undeniably one of the most popular project management techniques. They help visualize projects and gain a clear overview of how the project is moving forward.

A tool that displays an ideal Gantt chart helps keep track of project progress and analyze if it is in alignment with the expected project goals.

A Gantt chart helps bring transparency throughout the development process across teams and projects. It is one of the easiest ways to graphically represent your projects and keep everyone on the same page with how the project is progressing.

Setup your Gantt chart: Create tasks. Assign resources to them. Define their deadline. Your project tasks will reflect on the left side while all other task information will reflect on the right. Also, you may set dependencies for better team coordination.

PERT stands for program evaluation and review technique.

It’s obvious that the more time you take to complete a project, the more the project will cost. Thus, it becomes a necessity to break down the project and evaluate the project estimates and consequences timely.

A PERT’s graphical chart uses circles or rectangles, called nodes, to represent key project milestones. These are linked to represent their order of completion. It displays the sequence of tasks to be completed one after the other. It also displays tasks that are independent of each other and are scheduled to be executed at the same time. These are called parallel tasks.

The chart also defines an “Optimistic time”, representing the shortest duration to complete a project, and a “Pessimistic time”, representing the longest duration to complete a project.

Define clear milestones: Clearly define key milestones inside numbered circles or rectangles. Let arrows indicate the path of project completion right from the start.

Define target project duration: Estimate the best possible timeframe that you can complete the project in.

5. Critical Path Method

Critical Path Method (CPM) is a technique that helps schedule project activities accurately by estimating the shortest path to accomplish a project.

The technique involves identifying the activities that lie on the critical path. This refers to activities that are dependent on other activities to be started. Thus, you must complete certain activities in order to start the activities lying on the critical path. This helps determine the best possible route to complete a project on time.

Remember, activities on the critical path are not the most important activities of a project. They are merely dependent on other activities to be completed in order for them to be started.

Estimate tasks and dependencies: Once you have the project scope laid out, determine the tasks that are dependent on other tasks in order to move ahead in the project. These are tasks that lie on the critical path and must be accomplished first.

6. Agile Project Management

Agile project management is an effective way to manage complex and fast-evolving projects. It is your best bet to adapt and execute projects within the specified time frame without a hitch.

It incorporates changes and feedback at each stage of project execution, demanding continuous improvement proactively.

It equips you with a better ability to respond to changes without impacting the expected quality of the project. It ensures that team collaboration is made stronger and processes are streamlined throughout the project’s life cycle .

Be flexible: Be ready to incorporate changes at any time of the project. Create project stages such that its framework can be revised and adjusted smoothly.

Kanban is a project management technique that helps visualize the workflow with cards and columns.

It helps keep track of project tasks and analyze overall project progress within seconds. This offers increased project visibility and enhanced team performance , leading to desired project results.

In Kanban, every task is represented by a separate card within the columns. It helps you to closely monitor task progress, ensuring timely project execution. 

Kanban offers solid project visualization and easy task traceability with continuous improvement, making it one of the most preferred project management techniques by agile teams.

Create a task list: Determine the project tasks and activities right from project initiation to its closure.

Divide tasks as per stage of completion: Once you have the task list in front of you, divide these tasks into categories based on where these stand in terms of completion.

8. Waterfall/ Linear

Waterfall or linear methodology involves tasks that flow in a sequence, in a chronological pattern, like a waterfall. In this, you cannot begin a phase until the previous one is completed. 

Also, the technique does not allow you to return to a previous phase. However, if you absolutely wish to revisit a specific phase, you have to start the project again from the first phase. As a result, it becomes crucial to outline project requirements and create a well-analyzed plan that ensures a smooth-flowing project.

It follows a definite project path, sticking to a fixed schedule throughout a project’s life cycle.

Moreover, the project cost and timeline can be clearly defined once the project requirements are specified.

The phases of a waterfall project management include:

a. Requirement gathering

Project requirements are clearly outlined after a feasibility analysis, leaving no room for project discrepancies. With this, a Requirements Understanding Document (RUD) is created.

b. System design

Here, the hardware and software requirements such as programming language and user interface are outlined.

c. Implementation

The planning is implemented here. It follows a strict path as defined in the project plan.

d. Verification

The codes are sent for testing here to check for bugs and any other flaws, enabling quality assurance.

e. Deployment

Here, the code is deployed into the user’s system. This may also involve training to familiarize users with the deployment.

f. Maintenance

This stage involves providing support to the user if they encounter any bugs or errors while using the deployed product.

Planning is key: The secret to mastering this technique is strategic planning. If you have aced planning, you have aced the project delivery. So, map out the project requirements and create a step-by-step plan that has weighed in all possible turns and deviations that a project may take. For this, it is best to break each task into subtasks and allocate resources and deadlines accordingly.

Moving on to the next stage: Since you cannot revisit a previous stage unless restarting the entire project, ensure that you move on to the next stage after thorough analysis of achieving the set goals in a specific stage.

Scrum is an agile project management methodology. It is suitable for projects with ever-evolving project requirements. Also, it is suitable for executing complex projects easily.

It provides an adaptive solution for managing projects for better and faster project output.

Scrum provides a framework for working in sprints. These sprints are of not more than two weeks and consist of a specific project deliverable that must be accomplished within the time frame.

Scrum is ideal for complex projects that demand frequent changes throughout a project’s life cycle.

Hold effective meetings: Your daily meetings should address tasks and possible roadblocks proactively.

Plan upcoming sprints effectively: Focus on the outcomes. Go over backlog items. Plan your sprints such that the sprint plan is clear on achieving set goals proactively.

10. Extreme Project Management

Extreme project management is ideal for managing very complex or uncertain projects that can’t be executed with a well-defined workflow at its initiation. This may involve making dynamic changes to the project and its workflow such as allocating a new budget, assigning more resources, or creating a new workflow strategy in the middle of a phase.

Such a project does not define a clear project goal, making managing projects easier as you progress through the project. Thus, it is a flexible project management technique that steps away from traditional project management technique to lead projects with high complexity.

Plan each stage of the project: Since changes are dynamic in nature, it makes sense to make short-term plans. This makes it easier to incorporate changes as you move along the project.

11. Critical Chain Technique

Critical Chain Technique is the updated version of the Critical Path Method. It compensates for the shortcomings of CPM, enabling a smoother project run.

In Critical Chain Technique, you use a buffer to enable project success. These may be a project buffer, a feeding buffer, or a resource buffer.

• A project buffer is kept between the last task of a project and the project deadline . Any delay during project tasks will consume this time period without delaying the project.
• A feeding buffer is estimated the same way as a project buffer. It is kept between the last task and the project deadline, but on the non-critical chain.
• A resource buffer is kept to be utilized if the need arises during project execution. This is kept to avoid last-minute grapple to avail required resources timely.

Planning buffers: Plan your project buffers such that they are able to act as cushions if deadlines are delayed and resources fall short. Keep adequate buffer for achieving set goals as on time and as required.

12. Rational Unified Process (RUP)

Rational Unified Process (RUP), also known as Unified Process Model, is an object-oriented model.

Created by Rational corporation and designed using Unified Modeling Language, it is included in IBM Rational Method Composer product.

The RUP technique divides the workflow of a project into five phases, namely, modeling, analysis and design, implementation, testing, and deployment. This involves identifying the project scope , evaluating the plan, executing the project, and releasing the project to the users. Also, it involves checking the final deliverables for desired quality, ensuring project success.

Identify scope: Identify accurate project cost and duration. Leave no room for uncertainty or estimations to be carried out in future.

Perform detailed evaluation: To eliminate any risks, perform a detailed evaluation of the development plan. Check for potential project derailment causes or discrepancies, if any.

Should You Use Project Management Software for These Techniques?

Often, as a project manager, you may find yourself feeling overwhelmed with managing projects single-handedly. You can rely on good project management software for these techniques if:

You are managing cross-functional teams

Managing resources across teams and departments can be an uphill battle. Coordinating their efforts to accomplish the desired goal can be made easier with project management tools that allows you to collaborate with team members seamlessly.

You are managing multiple projects simultaneously

Managing multiple projects simultaneously can be challenging. You can ease overall project management by creating and tracking projects on one intuitive platform.

You wish to gain control of the project workflow

If you have mastered project and team workflows, half the battle is won right there. A project management tool allows you to do just that. What more? You can customize and standardize the workflows to suit your project and team needs.

Picking the Right Project Management Techniques

Picking the right project management technique is easier than you think. Simply analyze the kind of workflow that would complement your project and team needs.

Each technique offers something unique. While some techniques offer an excellent graphical representation of project workflow, others might offer a solid project execution path.

If in doubt, it’s best to try a few techniques on a couple of different projects and see if it impacted your management process positively.

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About the author

David miller.

David is a Project Management expert. He has been published in elearningindustry.com , simpleprogrammer.com . As a project planning and execution expert at ProProfs, he has offered a unique outlook on improving workflows and team efficiency. Connect with David for more engaging conversations on Twitter , LinkedIn , and Facebook .

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How to write an effective project plan in 6 simple steps

Contributing writer

If you’re a Type A personality, project planning might sound like music to your ears. Setting deadlines, organizing tasks, and creating order out of chaos — what’s not to love?

The reality is that project planning isn’t for everyone. In one survey by Association for Project Management, 76% of project professionals said their main project was a source of stress . Poor planning, unclear responsibilities, and overallocation are often the culprits behind the stress. 

An effective project plan helps teams stay within budget, scope, and schedule, while delivering quality work. In short, it gets you to the finish line without the stress.  

What is a project plan?

A project plan, also known as a work plan, is a blueprint of your project lifecycle. It’s like a roadmap — it clearly outlines how to get from where you are now (the beginning of the project) to where you want to go (the successful completion of the project). 

“A project plan is an action plan outlining how…[to] accomplish project goals,” says Jami Yazdani , certified Project Management Professional (PMP), project coach, project management consultant, and founder of Yazdani Consulting and Facilitation . 

A comprehensive project plan includes the project schedule, project scope, due dates, and deliverables. Writing a good project plan is key for any new, complex project in the pipeline.

Why Are Project Plans Important?

Project plans allow you to visualize your entire project, from beginning to end—and develop a clear strategy to get from point A to point B. Project plans steer stakeholders in the right direction and keep team members accountable with a common baseline.  

Project plans help you stay agile

Projects are bound by what is traditionally called the “iron triangle” of project management . It means that project managers have to work within the three constraints of scope, resources (project budget and teams), and schedule. You cannot make changes to one without impacting the other two.    

Modern-day project management has shifted to a more agile approach, with a focus on quality. This means that resources and schedules remain unchanged but a fixed number of iterations (flexible scope) helps teams deliver better quality and more value. 

A project plan puts this “agile triangle” in place by mapping out resources, schedules, and the number of iterations — sprints if you’re using a Scrum framework and work in progress (WIP) limits if you’re using the Kanban methodology . 

As Yazdani points out, “Project plans help us strategize a path to project success, allowing us to consider the factors that will impact our project, from stakeholders to budget to schedule delays, and plan how to maximize or mitigate these factors.” 

Project plans provide complete visibility

A project plan, when created with a comprehensive project management software , gives you 360-degree visibility throughout the project lifecycle. 

As a project manager, you need a single source of truth on team members and their project tasks, project scope, project objectives, and project timelines. A detailed project plan gives you this visibility and helps teams stay on track.

Project plans also help to get everyone involved on the same page, setting clear expectations around what needs to be accomplished, when, and by who. 

“Project plans create a framework for measuring project progress and success,” says Yazdani. “Project plans set clear expectations for…stakeholders by outlining exactly what…will [be accomplished] and when it will be delivered.”

Project plans boost engagement and productivity

A well-written project plan clarifies how each individual team member’s contributions play into the larger scope of the project and align with company goals. When employees see how their work directly impacts organizational growth, it generates buy-in and drives engagement , which is critical to a project’s success. 

“Project plans provide…teams with purpose and direction,” says Yazdani. “Transparent project plans show team members how their individual tasks and responsibilities contribute to the overall success of the project, encouraging engagement and collaboration.”

How To Write A Project Plan in 6 Steps

Writing a project plan requires, well, planning. Ideally, the seeds for a project plan need to be sowed before internal project sign-off begins. Before that sign-off, conduct capacity planning to estimate the resources you will need and if they’re available for the duration of the project. After all, you want to set your teams up for success with realistic end dates, buffer time to recharge or catch up in case of unexpected delays, and deliver quality work without experiencing burnout .

Based on organizational capacity, you can lay down project timelines and map out scope as well as success metrics, outline tasks, and build a feedback loop into your project plan. Follow these project planning steps to create a winning plan:      

1. Establish Project Scope And Metrics

Defining your project scope is essential to protecting your iron, or agile, triangle from crumbling. Too often, projects are hit with scope creep , causing delays, budget overruns, and anxiety.

“Clearly define your project’s scope or overall purpose,” says Yazdani. “Confirm any project parameters or constraints, like budget, resource availability, and timeline,” says Yazdani.

A project purpose statement is a high-level brief that defines the what, who, and why of the project along with how and when the goal will be accomplished. But just as important as defining your project scope and purpose is defining what metrics you’re going to use to track progress.

“Establish how you will measure success,” says Yazdani. “Are there metrics, performance criteria, or quality standards you need to meet?”

Clearly defining what your project is, the project’s overall purpose, and how you’re going to measure success lays the foundation for the rest of your project plan—so make sure you take the time to define each of these elements from the get-go.

2. Identify Key Project Stakeholders 

Get clarity on the team members you need to bring the project to life. In other words, identify the key stakeholders of the project. 

“List individuals or groups who will be impacted by the project,” says Yazdani. 

In addition to identifying who needs to be involved in the project, think about how they’ll need to be involved—and at what level. Use a tool like Confluence to run a virtual session to clarify roles and responsibilities, and find gaps that need to be filled. 

Let’s say you’re managing a cross-functional project to launch a new marketing campaign that includes team members from your marketing, design, and sales departments. 

When identifying your key stakeholders, you might create different lists based on the responsibility or level of involvement with the project:

• Decision-makers (who will need to provide input at each step of the project)
• Managers (who will be overseeing employees within their department) 
• Creative talent (who will be actually creating the project deliverables for the campaign) from each department. 

Give your project plan an edge by using a Confluence template like the one below to outline roles and responsibilities.

Define roles, discuss responsibilities, and clarify which tasks fall under each teammate’s purview using this Confluence template. 

Getting clarity on who needs to be involved in the project—and how they’re going to be involved—will help guide the rest of the project plan writing process (particularly when it comes to creating and assigning tasks).

3. Outline Deliverables

Now is the time to get granular.

Each project milestone comprises a series of smaller, tangible tasks that your teams need to produce. While a big-picture view keeps teams aligned, you need signposts along the way to guide them on a day-to-day or weekly basis. Create a list of deliverables that will help you achieve the greater vision of the project. 

“What will you create, build, design, produce, accomplish or deliver?” says Yazdani. “Clearly outline your project’s concrete and tangible deliverables or outcomes.” Centralize these deliverables in a Trello board with designated cards for each one, like in the example below, so you keep work moving forward.

Each card on a board represents tasks and ideas and you can move cards across lists to show progress.

Defining the concrete items you need your project to deliver will help you reverse-engineer the things that need to happen to bring those items to life—which is a must before moving on to the next step.

4. Develop Actionable Tasks

Task management is an important component of any project plan because they help employees see what exactly they need to accomplish. Drill down those deliverables into actionable tasks to assign to your team. 

You can use either Confluence or Jira for different task management needs. If you want to track tasks alongside your work, like action items from a meeting or small team projects, it’s best to use Confluence. But if a project has multiple teams and you need insight into workflows, task history, and reporting, Jira makes it easy.      

“Let your deliverables guide the work of the project,” says Yazdani. “Break down each deliverable into smaller and smaller components until you get to an actionable task.” If a major deliverable is a set of content pieces, the smaller actionable tasks would be to create topic ideas, conduct research, and create outlines for each topic.  

Once you’ve broken down all of your deliverables into manageable, assignable subtasks, analyze how each of those tasks interacts with each other. That way, you can plan, prioritize, assign, and add deadlines accordingly.  

“Highlight any dependencies between tasks, such as tasks that can’t be started until another task is complete,” says Yazdani. “List any resources you will need to accomplish these tasks.”

When a task has multiple assignees, you need to streamline the workflow in your project plan. Say the content pieces you outlined need to be edited or peer-reviewed. A couple of articles may need an interview with a subject matter expert. Lay down a stage-by-stage process of each piece of content and pinpoint when each team member comes into play so you prevent bottlenecks and adjust timeframes.     

5. Assign Tasks And Deadlines

Assign tasks to your team and collaborate with employees to set deadlines for each task. When you involve employees in setting workloads and deadlines , you increase ownership and boost the chances of delivering quality work on time.  

After all, you want to move projects forward at a steady pace, but you also want to make sure your teams stay motivated and engaged. So, when writing your project plan, make sure to “set realistic and achievable deadlines for completing tasks and deliverables,” says Yazdani. “Highlight dates that are inflexible and factor in task dependencies. Add in milestones or checkpoints to monitor progress and celebrate successes .”

Use Jira and Confluence to create tasks that live alongside your project plan or meeting agendas.

Once you map out all of your tasks and deadlines, you should have a clear picture of how and when your project is going to come together—and the initial writing process is just about finished.

But that doesn’t mean your project plan is complete! There’s one more key step to the process.

6. Share, Gather Feedback, And Adjust The Project Plan As Necessary

While steps 1 through 5 may make up your initial writing process, if you want your project plan to be as strong and complete as it can be, it’s important to share it with your team—and get their input on how they think it can be improved.

“Share the plan with your project team and key stakeholders, gathering feedback to make adjustments and improvements,” says Yazdani. 

A tool like Confluence helps knowledge flow freely within teams and departments, leading to better teamwork, higher collaboration, and a shared understanding of priorities. Coworkers can use comments, mentions, notifications, and co-editing capabilities to provide and discuss feedback. 

After you gather your team’s feedback —and make any necessary adjustments based on that feedback—you can consider your project plan complete. Hooray! 

But as your project progresses, things may change or evolve—so it’s important to stay flexible and make changes and adjustments as needed.

“Expect to update your plan as you gather more information, encounter changing requirements and delays, and learn from feedback and mistakes,” says Yazdani. “By using your project plan to guide your activities and measure progress, you’ll be able to refine and improve your plan as you move through the project, tweaking tasks and deadlines as deliverables are developed.”

Download a  template to create your project plan and customize it based on your needs.

Example of a simple project plan 

A project plan doesn’t have to be a complicated spreadsheet with multiple tabs and drop-down menus. It’s best to use a project planning tool like Confluence — or at least a project plan template — to make sure you cover every aspect of the project. A simple project plan includes these elements:

• Project name, brief summary, and objective.
• Project players or team members who will drive the project, along with their roles and responsibilities.
• Key outcomes and due dates.
• Project elements, ideally divided into must-have, nice-to-have and not-in-scope categories.
• Milestones, milestone owners, and a project end date.
• Reference material relevant to the project.

Best Practices For Writing Effective Project Plans

A project planning process can quickly turn into a mishmash of goals and tasks that end up in chaos but these best practices can give you a framework to create a project plan that leads to success.

Use Other Project Plans For Inspiration

There’s no need to reinvent the wheel for every new project! Instead, look to other successful project plans for inspiration—and use them as a guide when writing the plan for your project.

“Review templates and plans for similar projects, or for other projects within your organization or industry, to get ideas for structuring and drafting your own plan,” says Yazdani.

To get started, use a Trello project management template and customize it for your project plan by creating unique lists and adding cards under each list.

Build your team’s ideal workflow and mark each stage of the project plan as a list, with cards for each task. 

Get Your Team Involved In The Process

You may be in charge of spearheading the project. But that doesn’t mean that you have to—or even that you should—write the project plan alone. 

“Collaborate with your project team and key stakeholders on crafting a project plan,” says Yazdani. “Input into the project plan supports buy-in to project goals and encourages continued engagement throughout the project.”

With Confluence , you can organize project details in a centralized space and build a project plan collaboratively.

Don’t Let Perfect Be The Enemy Of The Good

You may be tempted to write (and rewrite) your project plan until you’ve got every detail mapped out perfectly. But spending too much time trying to get everything “perfect” can actually hold up the project. So don’t let perfect be the enemy of the good—and instead of getting caught up in getting everything perfect from the get-go, stay willing and flexible to adjust your project plan as you move forward.

“Focus on outcomes, not plan perfection,” says Yazdani. “While it would be awesome for the first draft of our plan to require no changes while also inspiring our team and ensuring project success, our goal shouldn’t be a perfect plan. Our goal is a plan that allows us to successfully deliver on project goals. Responsiveness to changing needs and a shifting environment is more important than plan perfection.”

Use the right tools to succeed with your project plan

Writing a project plan, especially if you’re new to the process, can feel overwhelming. But now that you know the exact steps to write one, make sure you have the tools you need to create a strong, cohesive plan from the ground up—and watch your project thrive as a result. 

Atlassian Together can help with project planning and management with a powerful combination of tools that make work flow across teams.

Guide your team to project success with Atlassian Together’s suite of products.

Advice, stories, and expertise about work life today.

Vartika Kashyap

Project management tools and techniques to use in 2024

Project management is a dynamic discipline, you need a strategic set of skills, knowledge, tools, and techniques to meet project requirements. It involves careful planning, initiation, organization, and execution to achieve your project goals.

Understanding the techniques of project management is crucial for anyone navigating the project. Several surveys have already found that using the right project management tools and techniques increases your overall performance and productivity, not to mention, happiness levels at work.

In this article, we will understand the popular and helpful project management techniques that will help you in completing your project successfully.

Further, we would elaborate on how as a manager you can put these techniques to use with the right tools that can fit your exact needs.

So without further ado, let’s move on to find all the project management techniques that can work for your team and ease your work processes.

Popular project management tools and techniques

Project management techniques play a significant role in defining the structure, work allocation, utilization of resources , and at times, deciding the fate of a project as well.

There are several project management techniques and tools that a project manager and their team can abide by.

Today, we have assembled the best of the best for you, so you can understand what these are all about and how exactly you can go ahead to implement them.

We have categorized all these techniques into various categories, the first of which is:

Traditional project management techniques

Classic techniques of project management include the more traditional methods of project management where a sequential and upfront approach is adopted to execute project management strategies . You plan, prioritize, and execute—as simple as that.

Traditional project management techniques are established methods and practices that are used to plan, execute, and monitor projects. These techniques follow a linear or sequential approach, with defined phases such as initiation, planning, execution, monitoring, and closure.

While traditional project management techniques are effective for most projects, they may lack flexibility and adaptability compared to the modern approaches.

Here are some of the most commonly used classical methods of project management:

1. Critical Chain Methodology

What is critical chain methodology.

The idea of Critical Chain Methodology was introduced in 1997 in Eliyahu M. Goldratt’s book, Critical Chain, where he described the methodology as a technique of planning and managing projects that strive to keep resources leveled. It is different from other methodologies in a way that it focuses on resources rather than on the method itself and makes sure that the project plan is feasible enough and completed on time.

How does it work?

The main aim of the Critical Chain Method (CCM) is to eliminate project schedule delays brought on by uncertainty, overestimating work length, and idling internal buffers.

This project management technique goes into effect after the original project schedule is created, which involves creating task dependencies .

Based on the Critical Chain Method, the developed critical path is revised. The technique makes this assumption based on constraints specific to each activity. 

2. Waterfall

What is the waterfall methodology.

This is one of the simplest and oldest project management techniques known to manage projects . It is also referred to as the Software Development Life Cycle (SDLC) focuses on making a solid plan and effective execution.

The Waterfall methodology is sequential, which means one task has to be completed before the next starts in the pipeline.

Here, all the requirements must be defined in the beginning so that there is proper planning and organization of a project plan .

How does Waterfall methodology work?

The Waterfall methodology employs a sequential process that is based on predetermined deadlines, specifications, and results.

With this approach, the individual execution teams are not required to be in continual contact and are typically self-contained, until particular integrations are necessary.

In contrast to the Agile model, team members tend to work individually and aren’t required to deliver progress updates as frequently. Typically, one phase doesn’t start until the last one has ended.

3. Work Breakdown Structure (WBS) 

Every project is made up of various small and big tasks that can overwhelm both project managers and team members at first glance.

This is why planning is essential and more essential than that, is project breakdown before the execution process starts.

This project management technique makes bigger, more complex tasks organized by breaking them into smaller, more manageable chunks. 

How does the Work Breakdown Structure work?

WBS is a key project deliverable that defines a detailed cost or time estimate to help managers have a clear understanding that their estimate will exceed the intended budget or deadlines.

The WBS’s main objective is to plan the project’s timetable. The length of each work is planned according to its necessary predecessors and subsequent tasks.

The WBS then offers a comprehensive plan so the project manager may understand how the project should develop and effectively manage the workflow .

4. Critical Path Method (CPM)

What is the critical path method.

It is another one of the most important project management techniques and tools. The Critical Path Method of managing projects and visualizing the project plan includes mapping out all the sequential steps that are going to help you achieve the result.

While figuring out the smartest way to the ultimate goal, you will realize that there might be more than one pathway leading to the resulting goal. While pursuing this method of project management, though, we always choose the shortest path.

Therefore, in the Critical path method, you take up the plan that has the least amount of milestones and also takes the least amount of time for project completion. It is an extension of PERT where the emphasis is placed on strategic scheduling and smart decision-making.

How does the Critical Path Method work?

The critical path method (CPM) is a method used for determining schedule flexibility and identifying tasks required for project completion. It looks after the longest series of tasks that must be completed on schedule for the project to be concluded.

This project management strategy ensures that no important activities are delayed, making sure that the rest of the project is on time . It is one of the best project management tools and techniques.

Finding the most crucial activities in the project timetable, determining task dependencies, and computing task durations are the core tenets of CPM.

Agile project management techniques

5. scrum methodology, what is scrum methodology.

The Scrum framework is a part of the Agile methodology. Scrum helps teams focus on real priorities and the immediate requirements of the clients. This technique helps you leverage effective communication , teamwork, and speed of development in a project. 

How does Scrum methodology work?

In Scrum methodology, a team is often led by a scrum master that is also called a Subject Matter Expert (SME), who is responsible for inculcating the values of the Agile methodology within the team.

This way the team can make way for seamless collaboration and a goal-oriented mindset where the team members are easily able to deliver results accurately and quickly at the same time.

What is Agile methodology?

Agile methodology is one of the most popular tools and techniques for project management. It uses the ‘sprint approach’ where you can break a project in the form of sprints or cycles.

As the word ‘agile’ means the ability to move quickly and respond swiftly to changes, likewise, this methodology makes way for flexibility and collaboration.

It is extensively used in software development and is best suited for small software projects that require frequent communication and the need to collaborate together to work on innovative projects.

How does Agile Methodology work?

It is a method of project management that entails ongoing communication and iterative development. Agile project management is based on the idea that a project may be improved upon continually throughout its life cycle with changes being made swiftly and appropriately.

Agile project management is among the most widely used methods because of its adaptability, flexibility, and emphasis on client feedback. Agile project management is a word that can be used to refer to a variety of frameworks rather than a specific methodology.

7. Kanban Methodology

What is Kanban Methodology?

Kanban methodology is a visual way of controlling the flow of work through a process. Kanban shows both the workflow (the process) and the actual work going through it.

Kanban aims to locate possible bottlenecks in your process and eliminate them, allowing work to move through it efficiently and cost-effectively at a high throughput.

The first Kanban system was introduced by Industrial engineer and businessman Taiichi Ohno for Toyota automobiles in Japan.

It was developed as a straightforward planning system to efficiently control and manage work and inventory at every step of production. It is one of the best project monitoring tools and techniques.

How does Kanban methodology work?

The main focus of this method is to ensure continual delivery without overburdening a team. In this method, Work items are visually represented on a kanban board so that team members can always monitor the status of the project.

It is intended to improve team collaboration. It enables you to break down your duties into stages and gain a bird’s eye view of your overall development.

You can visualize both the process and the specific activities involved in the process using this project management technique. The basic goal of Kanban is to manage work efficiently and track the pace of the project efficiently.

Hence, it is one of the most important project management tools and techniques .

8. Adaptive Project Framework (APF)

What is an adaptive project framework.

Adaptive project framework (APF) or adaptive project management (APM) is a cross between Agile project management as well as change management. It allows the team to set fallback systems and fail-safes so that the project keeps running smoothly with one successful iteration after the other. 

How does the Adaptive Project Framework work?

Just like the Agile methodology and everything that the Scrum framework entails, the Adaptive Project Framework works around the theory that improvements must be made as soon as a setback is discovered . This project management technique and tool helps to implement changes faster than possible and to bring change to the game plan the moment a roadblock is identified.

9. Extreme Programming

What is extreme programming.

Extreme programming is an approach to project management where every principle of Agile is put into motion, every practice of the Scrum framework is practiced, and beyond that, every great coding practice is followed as well. 

In this project management process, the emphasis is made on the user requirements and the coding and deployment aspect of the project as a whole. If you follow this approach you will get to deliver on the various software requirements of the clients and the stakeholders at the end of every week. These are known as “small releases”, which will, in turn, help you gather and work on feedback much more swiftly.

Change management project planning techniques:

10. extreme project management (xpm), what is extreme project management.

No, extreme project management is not named after extreme sports like motocross or the various snowboarding competitions. These types of project management tools and techniques are used in highly complex projects where uncertainty is high. It takes a more casual and optimistic approach to planning a project and emphasizes less formality in the company’s culture. The extreme title is owed to an opportunity for flexible planning and unorthodox tactics.

XPM is designed to assist you in managing the variables that alter and emerge as a project moves forward. It focuses on delivering the desired outcome, rather than just the outcome that was initially expected. In this project management technique, people have the freedom to change the strategy if they decide midway through a project that the first outcome isn’t ideal.

Also read – Best Google sheets project management templates

11. Event Chain Methodology

What is event chain methodology.

While following the Event Chain Methodology, the team works to identify events, milestones, tasks, and more. Furthermore, the team works on determining as well as defining the relationship between said tasks. This helps simplify everything. It is like setting a risk management plan that has been set into place by the project manager. 

It helps ensure that every aspect of the project, every deadline, and schedule is well taken care of. It is a technique that is mostly used for network analysis and risk mitigation.

Other highly robust project management techniques:

12. prince2, what is prince2.

PRINCE2 is an acronym for Projects In Controlled Environments. It is a project management methodology that is made up of principles and processes. Originating in the UK, Prince2 is an articulately stated methodology in which a project is divided into multiple levels and stages, each having its own set of steps to be followed. 

This standard enables the plan to be implemented in any organization irrespective of its nature, enabling them to take the appropriate action for the successful completion of projects.

13. Process-Based Project Management 

What is process-based project management.

Process-based project management is a systematic and strategic strategy that recognizes the project’s goal and aligns it with the mission, vision, and core values of the company. This methodology emphasizes better collaboration between various departments within the company to achieve common goals. 

Process-based project management helps project managers view all the activities within an organization as a collection of standardized processes, which are managed to achieve the desired result.

14. PERT (Program Evaluation and Review Technique)

What is pert.

PERT is a project management technique that helps with calculating the estimated time it will take to complete a project. Both scheduling and budgeting are essential components of any project. 

PERT charts are tools used to schedule tasks in a project, which makes it easier for team members to coordinate to accomplish the work. With PERT, you get three different time estimates for the project: the most optimistic time estimate, the most probable time estimate, and the most pessimistic time estimate.

15. PMBOK Method

What is pmbok method.

The PMBOK, or Project Management Body of Knowledge, published by the Project Management Institute is not truly a methodology. The PMBOK “methodology” is a framework of established project management industry standards for standards, conventions, processes, best practices, terminologies, and recommendations.

PMBOK is more of an industry framework than a project management methodology. Systems, techniques, procedures, and regulations make up methodologies, whereas the PMBOK is a reference manual on how to finish a project to the highest standard.

It is a collection of rules, recommendations, procedures, and project management tools. The Project Management Institute created this widely accepted standard to lay out the foundations of project management.

Project management approaches examples include the waterfall methodology, critical path method, Lean, Kanban, and Six Sigma . They are also compatible with more recent methodologies like agile and scrum.

16. Rational Unified Process

What is the rational unified process.

Rational Unified Process (RUP) is an agile software development method, in which the life cycle of a project, or the development of software, is divided into four phases.

These phases include modeling, analysis and design, implementation, testing, and application, among other activities.

These types of project management technologies and tools are agile and iterative, which means they are repeated. Iterative because the entire project repeats the process’ fundamental steps.

In this method, the life cycle of the program is subdivided into different cycles. Each cycle represents, for instance, the time when a new iteration of a product is being developed. The four subsequent phases of development are separated by the Rational Unified Process (RUP) as follows:

• Initial stage
• Developing stage
• phase of construction
• Transitional period

Each phase ends with a milestone. A milestone is a point where important decisions are made. To be able to make those decisions, there are a few objectives that need to be accomplished first.

How to implement the project management techniques

Every Batman needs a Robin, every hero needs a sidekick, and yes, every manager needs reliable project management software . Well, we have one that will help you implement any and every project management technique in this list to some if not full effect.

The tool in question here is ProofHub.

ProofHub is a versatile project management tool used by leading organizations like NASA, Disney, Taco Bell, and many more. This all-in-one tool comes jam-packed with powerful features to eliminate the need to have too many different tools to run one business.

The best part about using a tool like ProofHub to simplify your work processes is that you will experience the convenience of visualizing and managing everything under one roof. 

Consolidated data helps to keep you ahead of schedule and manage time better. It provides connectivity through team discussions and chats and transparency through uploading files and putting up as much information as you can regarding the tasks.

Interestingly enough, ProofHub helps declutter everything from tasks and subtasks to discussions and notes in more than one way. 

From Gantt charts to Kanban boards and those confusing emails to a neat and clean calendar view, ProofHub comes through with providing you a clear view of tasks, deadlines, and goals simultaneously in many ways.

Here are some exceptional features of ProofHub:

• Tasks : Quickly add tasks, create sub-tasks, and label them with tags and colorful tabs. View sorted tasks in their respective task lists with the whole view of the project.
• Custom roles : Makes task management less stressful for teams by making it easy to set custom roles for the team members and assigning them to tasks and projects.
• Proofing and review : Online proofing software saves a lot of time during the feedback-sharing process .
• Gantt charts : Get a visual picture of projects with Gantt charts. Define dependencies and map out the project timeline with ease.
• Accessibility : ProofHub is available as a mobile app as well, both for Android and iOS users.
• Flexibility : Help your team view their tasks corresponding to their deadlines in Kanban or calendar views.

ProofHub is an amazing project management and online collaboration tool because it helps you create, review, deliver, plan, and organize like no other tool. With its comprehensive bells and whistles, it comes forward as a very adaptable tool for project management.

Not only does it help with project management, but it also comes with numerous features that help the team stay connected. Exclusive communication features such as the following give ProofHub a definite edge over other project management tools:

• Chat : A feature that makes ProofHub completely singular is that it facilitates quick back-and-forth communication on the same platform where you manage the things you communicate about. 
• Discussions : Even though the tool comes with the facility of chat and group chats alike, sometimes a team needs to have a formal discussion. The feature of “discussions” is all about sharing ideas and putting opinions forward. And, every team member can easily participate in the same!
• Comments : Gone are the days of texting, calling, or pinging someone to check updates or inform people that you have reviewed their work. With comments, you can post your reviews on the task card itself, and a notification will be instantly received by the concerned.
• Proofing : ProofHub has a more distinct outlook and caters to the workplace in a way that no other tool can. In that, it helps in the most sincere form of communication, i.e., reviewing. With markup tools for annotation , it is a powerful proofing tool that helps with all types of files.

As industries and technology keep evolving, so does the importance of effective project management. Adopting innovative project management tools and techniques ensures you stay ahead in a competitive landscape. Although. It can be overwhelming to choose the right project management tools and techniques for your project and business with so many options in the market. We hope this list of techniques and our expertise in project management tools will help you make a great decision that works out for your team as well as your business.

Why do you need project management tools and techniques?

Project management tools and techniques help in defining the entire work process which also explains how the project will shape and aid in the elimination of project bottlenecks.

Should you use project management software for these techniques?

A project management software helps you ensure that your PM techniques are moving in the right direction. It helps you execute plans, communicate, track budget, resources, and time.

When to use project management techniques?

PM techniques can be used to monitor task completion, work evaluation, and meeting deadlines. These methods are also used for an effective visual representation of projects.

What are project management tools and techniques?

The technology and methods used to manage projects, tasks, teams, and other aspects of work seamlessly are known as project management techniques and tools.

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12 Popular Project Management Techniques & Methodologies

Managing a project is complex and requires extensive organisational and managerial skills. Communication, collaboration, planning, and execution, all fall on project managers.

If you’re a new project manager, you might not be familiar with the different project management techniques and methodologies available to overcome different types of challenges.

Having a good understanding of them will give you visibility into what type of technique is appropriate for your project at any given time.

Here, we discuss 12 such project management techniques:

SWOT is an acronym for Strengths, Weaknesses, Opportunities and Threats. Project managers use this method to identify the strong points in a project; where there are opportunities to exploit; areas that need improvement; and threats that must be neutralised or averted (if possible).

This analysis involves internal and external factors. The goal of analysing SWOT is to explore a project’s environment, assess its potential and define how the success of the project can be ensured.

When To Use SWOT Analysis?

SWOT is an essential part of project initiation. It is also used to evaluate the current status of a project and re-plan and execute it with increased efficiency. This project management technique helps in:

• Evaluating internal and external factors that can affect a project.
• Identifying opportunities for strategically positioning the product or service offering.
• Ascertaining which areas must be strengthened to take advantage of identified opportunities.
• Pinpointing weaknesses that may result in failure to take advantage of opportunities, if these decisions are implemented without considering SWOT.
• Exploring how well-aligned projects are to achieve their vision, mission, strategic objectives and business goals.

How To Conduct A SWOT Analysis?

• Strengths refer to those aspects of a project that are going well.
• Weaknesses refer to those areas of the project or organisation that need improvement.
• Opportunities refer to external factors that present advantages for the project.
• Threats refer to external factors that pose challenges for the project.

The following matrix can be used to structure SWOT analysis

This matrix indicates which factors require more planning and resource allocation, so you can focus on them first. It gives an indication of what needs attention first at any time during the life cycle of a project.

Critical Path Method (CPM)

The critical path method is used to understand the duration required by the longest sequence of events in a project network without any slack time. This means it helps determine how long it will take to complete the entire project if tasks are started on time.

This project management technique is used in projects with interdependent activities that lead to a final product or service delivery. Not all activities will have dependencies, while some may be dependent on others

The successful construction of the critical path depends on planning and scheduling properly, assessing risks accurately, managing resources efficiently, and putting in place an effective communications plan

When To Use CPM?

CPM helps determine the earliest date when an entire project can be completed by identifying the longest sequence of events without any slack time (float). This information is useful for resource allocation and cost estimation purposes. It also helps identify whether certain tasks must be finished before moving on to others.

How To Use CPM?

CPM can be used to plan, schedule and monitor a project. There are several steps involved in the process, as follows:

• Identify all activities required to complete a project.
• Distinguish between dependent and independent activities as well as those that cannot start until others have been completed.
• Maintain a network diagram to depict the sequence of events with estimated durations for each task
• Estimate activity completion time and expected time of the project’s completion.
• Plot the diagram to show the sequence and duration of events from start to finish.

This project management method helps in determining which tasks have a direct effect on the final delivery date. If any tasks take more time than planned, it affects the entire project.

Program Evaluation and Review Technique (PERT)

PERT or Programme Evaluation and Review Technique is a project planning, scheduling, and control method that uses a network diagram to depict the tasks required to be accomplished, identifying the relationships among these.

The diagram has three components:

• Tasks required to be accomplished
• Nodes, which are points where three or more activities meet
• Times at which each task begins and ends

Rather than considering a project’s start and end, this project management approach is event-oriented. It requires you to outline the tasks (the critical ones) and then assesses the time needed to accomplish them. Here, you find the following for each task:

• Optimistic Time (O): The minimum possible time required to finish a task (that is, when everything proceeds better than expected)
• Most likely Time (M): The optimum time needed to complete a task (that is, when everything proceeds as expected)
• Pessimistic Time (P): The maximum possible time required to finish a task (that is when everything goes wrong)

When To Use PERT?

PERT is useful in projects that are not linear (consecutive) but have non-sequential activities. It helps understand how much time each task will take to complete, which tasks must be completed before moving ahead with others. It also helps identify the critical paths and manages risk using event trees.

How To Use PERT?

PERT has three steps, as follows:

• Identify the tasks required to complete a project and their interrelationships
• Plot these on a network diagram showing when each task must start and end. Include an estimate of the time it will take to complete each task.
• Draw a graph that shows all paths from beginning to end, including the earliest path (Critical Path), which is likely to be the shortest

If you deviate from this path, it will cause a delay in project delivery. PERT can also identify alternatives or dependencies if an activity is delayed and help determine the consequences.

Work Breakdown Structure

Work Breakdown Structure is a list of all individual tasks that together complete the project. It provides detailed information about each activity required to complete the project, including what will be done, who will do it and when they will do it. This project management technique also includes a time estimate for each activity

A WBS is often displayed with a tree diagram — a top-down list that shows the project at progressively lower levels of detail. It visually represents the project in its entirety and how it decomposes into smaller components or activities required to complete it, making it easy to identify tasks, assign

When To Use WBS?

A typical WBS is developed during the planning phase of project management and used as a reference throughout the project lifecycle. A WBS provides the organisation with a valuable structure to plan and manage its projects when properly designed and maintained. It also makes it easy to track project progress and identify any delayed or missing activities that may affect overall project delivery.

How To Develop A WBS?

WBS requires careful analysis of all project deliverables in order to identify each activity required to complete them.

It is a tree-like tool that helps you break down the deliverables and project’s scope into smaller doable tasks. Here, each deliverable is divided into manageable sections, and each section is divided into smaller tasks so that the work is completely broken down into simple activities.

You can develop a WBS in five steps:

• Identify the boundaries of the project
• Gather the requirements, details and descriptions for each task required to complete the project
• Break these down into sub-tasks
• Identify the resources each task will require
• Assign timeframes for performing tasks

Another way to develop a WBS is to go with a phase-oriented approach. That is, you divide the work into different phases and then further divide each phase until you can list the exact deliverables.

Gantt Chart

A Gantt chart is a bar chart that shows the start and finish dates for each task and the percentage of time the task has been completed. As such, it provides an at-a-glance understanding of how tasks are progressing against deadlines and milestones.

When To Use Gantt Chart?

Gantt charts are bar diagrams that illustrate project schedules. Each bar represents a distinct activity, and its length represents the activity duration.

Thus, a Gantt chart tells you about:

• The activities needed to be done to complete the project
• Duration of each activity
• Scheduled timeline of each activity
• How much activities overlap
• The start and end date of the project

How To Develop A Gantt Chart?

Gantt charts are most suitable when the project is not in its early planning stages. Since Gantt charts allow you to track project progress, they’re best used after you’ve established a baseline for how long it takes to complete activities and tasks.

You can develop a Gantt chart in four steps:

• Identify project milestones and important tasks
• Figure out the time it takes to complete each task
• Place the activities on a timeline according to their start and end dates
• Determine overlap, if any, between certain tasks (this will help identify resource requirements)

Kanban is a Japanese word meaning ‘visual signal’. In project management, Kanban is a lean management framework that supports the effective flow of work items to delivery. It is a simple visualisation tool that helps manage workflow and reduce delays by making information visible at a glance.

Kanban boards are used in project management to visualise workflow, make work-item progress transparent, and improve the efficiency of production throughput. In Kanban systems, each work item is represented as a card containing the item’s details and moves from one step to another in the workflow.

Kanban cards are placed on a board or any other place where they can be visualised.

When To Use Kanban?

Kanban boards are used when the project has dynamic work items that require regular tracking and monitoring to meet deadlines.

Also, if your team is distributed across multiple locations, you would need a Kanban board to keep everyone on track at all times.

How To Develop A Kanban Board?

You can create a Kanban board using sticky notes or index cards. For example, to represent different workflow stages, you might use red for development, green for testing and blue for deployment.

Here are some tips to optimise your Kanban experience

• Use just enough columns to represent all the steps in your workflow
• Give each column a specific purpose, such as Backlog, In progress etc.
• Use cards to represent work items
• Limit the number of cards that can stack in any column by placing limits on the workflow stage

RACI is an acronym used in project management to describe the role of various individuals involved in projects. RACI stands for:

• R = Responsible – The person performing the task decides how the task is completed and will be accountable for its completion.
• A = Accountable – The person whose signature or stamp is required so that work product or deliverable is approved.
• C = Consulted – The person who provides input and/or recommendations on a particular issue or task.
• I = Informed – The person has been communicated to about the status of a given issue but is not actively involved in it.

RACI Matrix helps you determine which member should be responsible for a given task, accountable for its completion, consulted in decisions and kept in the loop. This project management technique identifies the members that must be involved in a task and those who do not need to know about it.

An expanded version of RACI is RACI-VS, where V and S respectively stand for:

• Verify – The person who affirms the quality of work.
• Sign off – The person who authorises handing over the deliverables and back the verification.

When To Use RACI Matrix?

RACI matrix is useful when you have multiple stakeholders involved in a project, and each team member has their own specific role and duty.

How To Create A RACI Matrix?

Create a table in Excel and add the names of all the project team members. Identify the role each member plays in a particular task; we will use ‘R’ for responsible, ‘A’ for accountable, and so on.

• For each task, assign the name of the role to be responsible for it in the appropriate column
• Add another column adjacent to it, enter ‘X’ if no one is responsible. If more than one person has the same role (i.e. they can both be responsible), add their names in this column separated by a comma. Once you’re done, identify the number of people involved in each column
• Finally, tally the results and compare them against your original assumptions to ensure that you’ve assigned tasks accurately.

Stakeholder Matrix

A stakeholder is any person directly or indirectly affected by the project. They may be the organisation’s senior managers, project sponsors, business partners , third-party vendors, or even the end-users.

A stakeholder matrix captures identifying information on key stakeholders and their respective roles.

This project management method helps you determine which stakeholders to engage with during the course of a project and when to do it.

When To Use A Stakeholder Matrix?

Before you start working on the project, it is important to identify stakeholders who will have a direct or indirect impact. Use the Stakeholder matrix when you anticipate that there could be a delay in completing the project if only some key people are engaged at later stages of the process.

How To Create A Stakeholder Matrix?

Stakeholder matrices are divided into four quadrants where you map each stakeholder according to their level of power and interest in the project. This way, you can assess their importance and impact on the project and make your decision wisely.

• First quadrant (high interest, high power): They are the key players, and you need to manage closely with them.
• Second quadrant (low interest, high power): You need to keep them satisfied
• Third quadrant (low interest, low power): You don’t need to put much effort here. Just monitoring will do.
• Fourth quadrant (high interest, low power): You need to keep them informed of the developments for ideal project execution.

For instance, in a business project, the executive board and SMEs usually fall in the first quadrant while customers, sponsors, and regulators fall in the second one. Helpdesk and system administrators fall in the third quadrant while suppliers, developers, testers, and trainers belong to the fourth one.

Fishbone diagram

Fishbone diagram, also known as Ishikawa diagram or cause and effect diagram, is a problem-solving tool used in quality management . It encourages brainstorming to find the root cause of a particular issue.

It can be used in any industry where goals are set for continuous improvement within the organisation. However, it is most popularly used by manufacturing companies because it helps them find and eliminate the root cause of defects and errors.

When To Use A Fishbone Diagram?

You can use the Ishikawa diagram to isolate the root cause leading to a particular effect. For example, if you’re dealing with a customer complaint where the product returns increased over time, you’ll first need to find the root cause. Then you’ll need to find out how this could be prevented in future.

How To Create A Fishbone Diagram?

• Draw a fish with the head pointing towards the problem or effect that needs to be addressed
• Add sub-heads along the spine that further explain where the problem originates from
• List key factors under each sub-head
• Visualise how these factors are connected to one another to find the root cause of the problem.

A risk map is a diagram that maps out all possible risks due to factors within and outside the project. This tool allows you to map potential risks based on their impact and likelihood. Here, you assess the probability of different risks and their effects on the project and then lay them down on the risk chart.

When To Use Risk Map?

Risk maps can be used at any time during project execution, but it is most useful when the project plan is being drawn because it allows you to identify and assess risks beforehand. This way, you can take steps to avoid the risk or mitigate it, depending on its impact on your project.

How To Create Risk Map?

You can make a risk map by plotting risks on two axes:

• Their likelihood of occurring (X-axis)
• Their impact on the project (Y-axis)

One of the main features of risk maps is risk tolerance lines. These lines represent an organisation’s risk tolerance capacity: how much risk it is willing and able to take at a given point. The risks below this line are not a problem, but one needs to plan effectively for the ones above it. 

Decision Tree

A decision tree is a decision-making tool that allows you to map out all possible consequences of a decision. It is a branch of a tree with each branch representing a potential consequence and its sub-branches representing the subsequent effects of the decisions made at branches.

When To Use A Decision Tree?

You can use decision trees to visualise how one course of action leads to another, and how the decisions taken at one stage influence future events. You can also use this project management technique to reveal hidden patterns in decision making and make better choices by showing the consequences of each choice.

How To Create A Decision Tree?

• Draw a tree with the problem or decision at the root
• Decision paths become the main branches of the tree
• Each branch represents the consequences of that particular decision
• Sub-branches represent additional consequences based on decisions taken in previous stages
• Finally, at the end, you need to compare each branch and sub-branch for better decision making.

Radar Chart

Radar charts or web charts are a visual data representation tool. They have a disc-shaped appearance and show interrelated quantitative values distributed along several axes. In this way, they can easily convey complex information to the viewer, who will see different pieces of information without being confused by how their data is organised on paper.

When To Use A Radar Chart?

Radar charts are helpful if you have a number of factors that influence the project, and you need to show how they’re related. For example, if four areas affect your project’s success and you want to see how these areas interact with each other, then a radar chart is perfect for this purpose.

You may also use this project management technique to compare risks, progress status, and budget overdue among different projects.

How To Create A Radar Chart?

It involves a regular polygon whose vertices represent an activity. The points on a line from the centre to a vertex represent the magnitude of the parameter. The closer a point is to the centre, the less the magnitude is.

For instance, if you want to record and compare progress on six project tasks, you may draw the following radar chart.

Go On, Tell Us What You Think!

Did we miss something?  Come on! Tell us what you think of this article on  Project management techniques in the comments section.

A startup consultant, digital marketer, traveller, and philomath. Aashish has worked with over 20 startups and successfully helped them ideate, raise money, and succeed. When not working, he can be found hiking, camping, and stargazing.

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Blog Marketing What is a Project Management Plan and How to Create One

What is a Project Management Plan and How to Create One

Written by: Midori Nediger Dec 11, 2023

Have you ever been part of a project that didn’t go as planned?

It doesn’t feel good.

Wasted time, wasted resources. It’s pretty frustrating for everyone involved.

That’s why it’s so important to create a comprehensive project management plan   before your project gets off the ground.

In this guide, we’ll explore how to create and design a successful project management plan.

We’ll also showcase easy-to-customize project plan templates you can create today with our user-friendly drag-and-drop editor. Let’s get started!

  Click to jump ahead:

What is a project management plan?

5 things you need to know before creating a project management plan, what should a project management plan include, how do you write a project plan, project plan best practices, project management plan templates and examples, common mistakes to avoid when creating a project management plan.

A project management plan is a formal document that defines how a project is going to be carried out by outlining the scope, goals, budget, timeline and deliverables of a project. Its crucial role lies in ensuring the project stays on course.

You write a project plan  during the project planning stage of the  project life cycle , and it must be approved by stakeholders before a project can move on the execution stage.

If some of these terms are new to you, you can get up to speed with this post on project management terms . 

This means your project plan must be engaging, organized, and thorough enough to gain the support of your stakeholders.

Further Reading : New to project management? Read our blog post on the 4 stages of the project life cycle .

The importance of a project management plan

A well-developed project management plan sets the foundation for a successful project by providing a roadmap that guides the project team toward successful project completion. A good project management plan can ensure that:

• Project objectives and goals are clearly defined and understood
• Project scope is effectively managed
• Resources are allocated efficiently to maximize productivity and minimize waste
• Risks are identified, assessed and mitigated
• Project tasks and activities are well-organized and executed in a timely manner.
• Communication among team members , stakeholders and project sponsors is effective and transparent
• Changes to the project are properly evaluated, approved and implemented
• Lessons learned and best practices are documented for future reference and improvement
• Stakeholders are engaged and satisfied with the project outcomes
• The project is delivered within the specified timeline, budget and quality standards

Before diving into creating a project management plan, it is crucial to have a clear understanding of the project objectives and the expectations of stakeholders involved.

Without a firm grasp of these fundamental elements, your project may face significant challenges or fail to deliver the desired outcomes.

Here are key points to consider when creating a project management plan:

• Project Objectives: Clearly understand the project objectives and what you want to achieve. Identify the desired outcomes, deliverables and the purpose of the project.
• Scope of the Project: Determine the boundaries and extent of the project. Define what is included and excluded to ensure clarity and prevent scope creep .
• Stakeholders: Identify all stakeholders who will be impacted by or have an interest in the project. Understand their needs, expectations and level of involvement.
• Resources: Assess the resources required to execute the project successfully. This includes human resources, budget, equipment and materials. Determine their availability and allocation.
• Risks and Constraints: Identify potential risks, uncertainties and constraints that may affect the project. Understand the challenges, limitations and potential obstacles that need to be addressed.

Now that you have these key areas identified, let’s get started with creating your project plan.

Before you start assembling your own plan, you should be familiar with the main components of a typical project plan .

A project management plan should include the following sections:

• Executive summary: A short description of the contents of the report
• Project scope & deliverables: An outline of the boundaries of the project, and a description of how the project will be broken down into measurable deliverables
• Project schedule: A high-level view of project tasks and milestones ( Gantt charts are handy for this)
• Project resources: The budget, personnel, and other resources required to meet project goals
• Risk and issue management plan: A list of factors that could derail the project and a plan for how issues will be identified, addressed, and controlled
• Communication management plan: A plan for how team and stakeholder communication will be handled over the course of the project
• Cost and quality management plan: This section encompasses the project’s budget, cost estimation,and cost control mechanisms. It also includes quality assurance and control measures as well as any testing or verification activities to be performed.

Basically, a project plan should tell stakeholders what needs to get done, how it will get done, and when it will get done.

That said, one size doesn’t fit all. Every project management plan must be tailored to the specific industry and circumstances of the project. You can use a project management app for smoother project planning.

For example, this marketing plan looks client facing. It is tailored to sell the client on the agency:

Whereas this commercial development plan focuses on specific objectives and a detailed timeline:

With those basics out of the way, let’s get into how to write a project management plan that’s as engaging as it is professional.

Further Reading : If you’re looking to create a proposal, read our in-depth business proposal guide. Then try our job proposal templates or business proposal templates .

To write a successful project plan, follow these 5 steps below to create an effective project plan that serves as a valuable tool for project management:

1. Highlight the key elements of your project plan in an executive summary  

An executive summary is a brief description of the key contents of a project plan .

I t’s usually the first thing stakeholders will read, and it should act like a Cliff’s-notes version of the whole plan.

It might touch on a project’s value proposition, goals, deliverables, and important milestones, but it has to be concise (it is a summary, after all). First, make sure you develop a proof of concept .

In this example, an executive summary can be broken into columns to contrast the existing problem with the project solution:

The two-column format with clear headers helps break up the information, making it extremely easy to read at a glance.

Here’s another example of a project management plan executive summary. This one visually highlights key takeaways with big fonts and helpful icons:

In this case, the highlighted facts and figures are particularly easy to scan (which is sure to make your stakeholders happy).

But your executive summary won’t always be so simple.

For larger projects, your executive summary will be longer and more detailed.

This project management plan template has a text-heavy executive summary, though the bold headers and different background colors keep it from looking overwhelming:

It’s also a good idea to divide it up into sections, with a dedicated header for each section:

Regardless of how you organize your executive summary, it should give your stakeholders a preview of what’s to come in the rest of the project management plan.

2. Plot your project schedule visually with a Gantt chart

A carefully planned project schedule is key to the success of any project. Without one, your project will likely crumble into a mess of missed deadlines, poor team management, and scope creep.

Luckily, project planning tools like Gantt charts and project timelines make creating your project schedule easy. You can visually plot each project task, add major milestones, then look for any dependencies or conflicts that you haven’t accounted for.

For example, this Gantt chart template outlines high-level project activities over the course of an entire quarter, with tasks color-coded by team:

A high-level roadmap like the one above is probably sufficient for your project management plan. Every team will be able to refer back to this timeline throughout the project to make sure they’re on track.

But before project kickoff, you’ll need to dig in and break down project responsibilities by individual team member, like in this Gantt chart example:

In the later execution and monitoring phases of the project, you’ll thank yourself for creating a detailed visual roadmap that you can track and adjust as things change.

You can also use a project management tool to keep your team organized.

Further Reading:   Our post featuring  Gantt chart examples  and more tips on how to use them for project management.

3. Clarify the structure of your project team with a team org chart

One of the hardest aspects of project planning is assembling a team and aligning them to the project vision.

And aligning your team is all about communication–communicating the project goals, communicating stakeholder requests, communicating the rationale behind big decisions…the list goes on.

This is where good project documentation is crucial! You need to create documents that your team and your stakeholders can access when they have questions or need guidance.

One easy thing to document visually is the structure of your team, with an organizational chart like this one:

In an organizational chart you should include some basic information like team hierarchy and team member contact information. That way your stakeholders have all of the information they need at their fingertips.

But in addition to that, you can indicate the high-level responsibilities of each team member and the channels of communication within the team (so your team knows exactly what they’re accountable for).

Here’s another simple organizational structure template that you can use as a starting point:

Create an organizational chart with our organizational chart maker .

4. Organize project risk factors in a risk breakdown structure

A big part of project planning is identifying the factors that are likely to derail your project, and coming up with plans and process to deal with those factors. This is generally referred to as risk management .

The first step in coming up with a risk management plan is to list all of the factors at play, which is where a risk breakdown structure comes in handy. A risk breakdown structure is a hierarchical representation of project risks, organized by category.

This risk breakdown structure template, for example, shows project risk broken down into technical risk, management risk, and external risk:

Once you’ve constructed your risk breakdown structure, you’ll be ready to do a deep dive into each risk (to assess and plan for any triggers and outcomes).

Streamline your workflow with business process management software .

5. Plan ahead: create project status reports to communicate progress to stakeholders

As I mentioned earlier, communication is fundamental in any project.

But even so, something that’s often overlooked by project managers is a communication management plan–a plan for how the project team is going to communicate with project stakeholders . Too often, project communication defaults to ad-hoc emails or last-minute meetings.

You can avoid this by planning ahead. Start with a project kickoff meeting and include a project status report template as part of your communication plan.

Here’s an example of a simple project status report that you might send to stakeholders on a weekly basis:

This type of report is invaluable for communicating updates on project progress. It shows what you’ve accomplished in a clear, consistent format, which can help flag issues before they arise, build trust with your stakeholders , and makes it easy to reflect on project performance once you’ve reached your goals.

You might also want to include a broader status report for bigger updates on a monthly or quarterly basis, like this one:

The above template allows you to inform stakeholders of more major updates like new budget requirements, revised completion dates, and project performance ratings.

You can even include visualization of up-to-date project milestones, like this example below:

Want more tips on creating visuals to enhance your communications? Read our visual communication guide for businesses . 

Before you dive in, remember: a clear and adaptable plan is crucial for project success. Here are some best practices to keep your project plan on track:

• Use headers, columns and highlights to make your executive summary easy to read
• Plot your project schedule with a Gantt chart (with tasks color-coded by department or team member)
• Use visuals like organizational charts and risk breakdown structures to communicate across your team and with stakeholders
• Pick a flexible template that you can update to align with stakeholder requests

A project management plan is probably the most important deliverable your stakeholders will receive from you (besides the project itself).

It holds all of the information that stakeholders will use to determine whether your project moves forward or gets kicked to the curb.

That’s why it’s a good idea to start with a project management plan template. Using a template can help you organize your information logically and ensure it’s engaging enough to hold your stakeholders’ attention.

Construction project management plan template

Time is money, especially with construction projects. Having a construction plan template brings order to the chaos.

Instead of staring at a messy pile of construction stuff, you’ve got a plan that breaks everything down into bite-sized pieces.

And let’s not forget the paperwork. Construction projects have rules and regulations to follow. Your project plan helps you stay on the right side of the law with all the necessary documentation and compliance measures.

Start with a meticulous project overview, like in the second page of this template:

Though you may think this project will be similar to others you’ve done in the past, it’s important to nail the details.

This will also help you understand the scope of work so you can estimate costs properly and arrive at a quote that’s neither too high or low. Ontario Construction News has great advice on this process.

Simple project management plan template

This simple project management plan template that clearly lays out all of the information your stakeholders will need:

Simple project management communication plan template

A key part of project management is making sure everyone’s in the loop. A project communication plan ensures everyone knows how, where, who and when the team will communicate during the course of the project. Also construction scheduling is a critical aspect of the project management plan as it helps to ensure that all necessary tasks are completed within the allocated time frame and budget.

The key is to figure out what kind of communications is valuable to stakeholders and what is simply overwhelming and won’t lead to better decisions.

This template clearly outlines all of these factors to help manage expectations and eliminate confusion about what will get communicated and when:

Commercial development project plan template

The below project management plan template is simple and minimal, but still uses a unique layout and simple visuals to create an easy-to-read, scannable project overview.

This template is perfect for building or construction management , or any technical projects:

When picking a project plan template, look for one that’s flexible enough to accommodate any changes your stakeholders might request before they’ll approve the project. You never know what might change in the early planning stages of the project! You can also use project management tools to help you with your planning !

Creating a solid project management plan is crucial for setting your project up for success. Here are some common mistakes to avoid:

• Lack of clear goals: Don’t just have a vague idea of what you want to achieve. Define clear, SMART goals (Specific, Measurable, Achievable, Relevant and Time-bound) for your project. That way, everyone will be on the same page and it’ll be easier to measure progress effectively.
• Unrealistic timelines: Be optimistic, but also realistic. Don’t underestimate the time required for tasks. Factor in potential delays and buffer time when creating your project schedule.
• Scope creep: New requirements mid-project can affect deadlines and budgets. Plan the project clearly upfront, and take into consideration any changes that might come up.
• Poor communication: Communication is key throughout the project lifecycle. Regularly update stakeholders, team members and clients on progress, roadblocks and changes.
• Ignoring risks: Things don’t always go according to plan. Identify potential risks upfront and have a mitigation strategy in place for each one.
• Not involving stakeholders: Get key stakeholders involved early on. This helps manage everyone’s expectations and that you have the buy-in you need for success.
• Neglecting resource constraints: Don’t overload your team or underestimate the resources needed. Carefully consider the skills, time and budget available when planning your project.
• Micromanaging: Trust your team! Delegate tasks effectively and give them the autonomy they need to do their jobs.
• Failing to document: Keep good records. Document project decisions, plans and communication. This helps maintain transparency and ensures everyone has access to the latest information.
• Not adapting to change: Be prepared to adapt your plan as needed. Projects are rarely static, so be flexible and willing to adjust your approach based on new information or developments.

So, that’s the scoop on project management plans! I hope this piece will help you to avoid confusion, keep expectations in check and be ready to tackle any bumps for your upcoming projects.

If you ever need a revision, just follow the steps we talked about, use those best practices and you’ll have a plan that sets your project up for a win. Just remember, even the best plans need some tweaking sometimes. Be flexible and adjust as needed and you’re good to go!

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2. Project Management Overview

Adrienne Watt; Project Management Open Resources; and TAP-a-PM

Click play on the following audio player to listen along as you read this section.

The starting point in discussing how projects should be properly managed is to first understand what a project is and, just as importantly     , what it is not.

People have been undertaking projects since the earliest days of organized human activity. The hunting parties of our prehistoric ancestors were projects, for example; they were temporary undertakings directed at the goal of obtaining meat for the community. Large complex projects have also been with us for a long time. The pyramids and the Great Wall of China were in their day of roughly the same dimensions as the Apollo project to send men to the moon. We use the term “project” frequently in our daily conversations. A husband, for example may tell his wife, “My main project for this weekend is to straighten out the garage.” Going hunting, building pyramids, and fixing faucets all share certain features that make them projects.

Project Attributes

A project has distinctive attributes that distinguish it from ongoing work or business operations. Projects are temporary in nature. They are not an everyday business process and have definitive start dates and end dates. This characteristic is important because a large part of the project effort is dedicated to ensuring that the project is completed at the appointed time. To do this, schedules are created showing when tasks should begin and end. Projects can last minutes, hours, days, weeks, months, or years.

Projects exist to bring about a product or service that hasn’t existed before. In this sense, a project is unique. Unique means that this is new; this has never been done before. Maybe it’s been done in a very similar fashion before but never exactly in this way. For example, Ford Motor Company is in the business of designing and assembling cars. Each model that Ford designs and produces can be considered a project. The models differ from each other in their features and are marketed to people with various needs. An SUV serves a different purpose and clientele than a luxury car. The design and marketing of these two models are unique projects. However, the actual assembly of the cars is considered an operation (i.e., a repetitive process that is followed for most makes and models).

In contrast with projects, operations are ongoing and repetitive. They involve work that is continuous without an ending date and with the same processes repeated to produce the same results. The purpose of operations is to keep the organization functioning while the purpose of a project is to meet its goals and conclude. Therefore, operations are ongoing while projects are unique and temporary.

A project is completed when its goals and objectives are accomplished. It is these goals that drive the project, and all the planning and implementation efforts undertaken to achieve them. Sometimes projects end when it is determined that the goals and objectives cannot be accomplished or when the product or service of the project is no longer needed and the project is cancelled.

Definition of a Project

There are many written definitions of a project. All of them contain the key elements described above. For those looking for a formal definition of a project, the Project Management Institute (PMI) defines a project as a temporary endeavor undertaken to create a unique product, service, or result. The temporary nature of projects indicates a definite beginning and end. The end is reached when the project’s objectives have been achieved or when the project is terminated because its objectives will not or cannot be met, or when the need for the project no longer exists.

Project Characteristics

When considering whether or not you have a project on your hands, there are some things to keep in mind. First, is it a project or an ongoing operation? Second, if it is a project, who are the stakeholders? And third, what characteristics distinguish this endeavor as a project?

Projects have several characteristics:

• Projects are unique.
• Projects are temporary in nature and have a definite beginning and ending date.
• Projects are completed when the project goals are achieved or it’s determined the project is no longer viable.

A successful project is one that meets or exceeds the expectations of the stakeholders.

Consider the following scenario: The vice-president (VP) of marketing approaches you with a fabulous idea. (Obviously it must be “fabulous” because he thought of it.) He wants to set up kiosks in local grocery stores as mini-offices. These offices will offer customers the ability to sign up for car and home insurance services as well as make their bill payments. He believes that the exposure in grocery stores will increase awareness of the company’s offerings. He told you that senior management has already cleared the project, and he’ll dedicate as many resources to this as he can. He wants the new kiosks in place in 12 selected stores in a major city by the end of the year. Finally, he has assigned you to head up this project.

Your first question should be, “Is it a project?” This may seem elementary, but confusing projects with ongoing operations happens often. Projects are temporary in nature, have definite start and end dates, result in the creation of a unique product or service, and are completed when their goals and objectives have been met and signed off by the stakeholders.

Using these criteria, let’s examine the assignment from the VP of marketing to determine if it is a project:

• Is it unique? Yes, because the kiosks don’t exist in the local grocery stores. This is a new way of offering the company’s services to its customer base. While the service the company is offering isn’t new, the way it is presenting its services is.
• Does the product have a limited timeframe? Yes, the start date of this project is today, and the end date is the end of next year. It is a temporary endeavor.
• Is there a way to determine when the project is completed? Yes, the kiosks will be installed and the services will be offered from them. Once all the kiosks are installed and operating, the project will come to a close.
• Is there a way to determine stakeholder satisfaction? Yes, the expectations of the stakeholders will be documented in the form of requirements during the planning processes. These requirements will be compared to the finished product to determine if it meets the expectations of the stakeholder.

If the answer is yes to all these questions, then we have a project.

The Process of Project Management

You’ve determined that you have a project. What now? The notes you scribbled down on the back of the napkin at lunch are a start, but not exactly good project management practice. Too often, organizations follow Nike’s advice when it comes to managing projects when they “just do it.” An assignment is made, and the project team members jump directly into the development of the product or service requested. In the end, the delivered product doesn’t meet the expectations of the customer. Unfortunately, many projects follow this poorly constructed path, and that is a primary contributor to a large percentage of projects not meeting their original objectives, as defined by performance, schedule, and budget.

In the United States, more than $250 billion is spent each year on information technology (IT) application development in approximately 175,000 projects. The Standish Group (a Boston-based leader in project and value performance research) released the summary version of their 2009 CHAOS Report that tracks project failure rates across a broad range of companies and industries (Figure 2.1).

Jim Johnson, chairman of the Standish Group, has stated that “this year’s results show a marked decrease in project success rates, with 32% of all projects succeeding which are delivered on time, on budget, with required features and functions, 44% were challenged-which are late, over budget, and/or with less than the required features and functions and 24% failed which are cancelled prior to completion or delivered and never used.”

When are companies going to stop wasting billions of dollars on failed projects? The vast majority of this waste is completely avoidable: simply get the right business needs (requirements) understood early in the process and ensure that project management techniques are applied and followed, and the project activities are monitored.

Applying good project management discipline is the way to help reduce the risks. Having good project management skills does not completely eliminate problems, risks, or surprises. The value of good project management is that you have standard processes in place to deal with all contingencies.

Project management is the application of knowledge, skills, tools, and techniques applied to project activities in order to meet the project requirements. Project management is a process that includes planning, putting the project plan into action, and measuring progress and performance.

Managing a project includes identifying your project’s requirements and writing down what everyone needs from the project. What are the objectives for your project? When everyone understands the goal, it’s much easier to keep them all on the right path. Make sure you set goals that everyone agrees on to avoid team conflicts later on. Understanding and addressing the needs of everyone affected by the project means the end result of your project is far more likely to satisfy your stakeholders. Last but not least, as project manager, you will also be balancing the many competing project constraints.

On any project, you will have a number of project constraints that are competing for your attention. They are cost, scope, quality, risk, resources, and time.

• Cost is the budget approved for the project including all necessary expenses needed to deliver the project. Within organizations, project managers have to balance between not running out of money and not underspending because many projects receive funds or grants that have contract clauses with a “use it or lose it” approach to project funds. Poorly executed budget plans can result in a last-minute rush to spend the allocated funds. For virtually all projects, cost is ultimately a limiting constraint; few projects can go over budget without eventually requiring a corrective action.
• Scope is what the project is trying to achieve. It entails all the work involved in delivering the project outcomes and the processes used to produce them. It is the reason and the purpose of the project.
• Quality is a combination of the standards and criteria to which the project’s products must be delivered for them to perform effectively. The product must perform to provide the functionality expected, solve the identified problem, and deliver the benefit and value expected. It must also meet other performance requirements, or service levels, such as availability, reliability, and maintainability, and have acceptable finish and polish. Quality on a project is controlled through quality assurance (QA), which is the process of evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards.
• Risk is defined by potential external events that will have a negative impact on your project if they occur. Risk refers to the combination of the probability the event will occur and the impact on the project if the event occurs. If the combination of the probability of the occurrence and the impact on the project is too high, you should identify the potential event as a risk and put a proactive plan in place to manage the risk.
• Resources are required to carry out the project tasks. They can be people, equipment, facilities, funding, or anything else capable of definition (usually other than labour) required for the completion of a project activity.
• Time is defined as the time to complete the project. Time is often the most frequent project oversight in developing projects. This is reflected in missed deadlines and incomplete deliverables. Proper control of the schedule requires the careful identification of tasks to be performed and accurate estimations of their durations, the sequence in which they are going to be done, and how people and other resources are to be allocated. Any schedule should take into account vacations and holidays.

You may have heard of the term “triple constraint,” which traditionally consisted of only time, cost, and scope. These are the primary competing project constraints that you have to be most aware of. The triple constraint is illustrated in the form of a triangle to visualize the project work and see the relationship between the scope/quality, schedule/time, and cost/resource (Figure 2.2). In this triangle, each side represents one of the constraints (or related constraints) wherein any changes to any one side cause a change in the other sides. The best projects have a perfectly balanced triangle. Maintaining this balance is difficult because projects are prone to change. For example, if scope increases, cost and time may increase disproportionately. Alternatively, if the amount of money you have for your project decreases, you may be able to do as much, but your time may increase.

Your project may have additional constraints that you must face, and as the project manager, you have to balance the needs of these constraints against the needs of the stakeholders and your project goals. For instance, if your sponsor wants to add functionality to the original scope, you will very likely need more money to finish the project, or if they cut the budget, you will have to reduce the quality of your scope, and if you don’t get the appropriate resources to work on your project tasks, you will have to extend your schedule because the resources you have take much longer to finish the work.

You get the idea; the constraints are all dependent on each other. Think of all of these constraints as the classic carnival game of Whac-a-mole (Figure 2.3). Each time you try to push one mole back in the hole, another one pops out. The best advice is to rely on your project team to keep these moles in place.

Here is an example of a project that cut quality because the project costs were fixed. The P-36 oil platform (Figure 2.4) was the largest footing production platform in the world capable of processing 180,000 barrels of oil per day and 5.2 million cubic metres of gas per day. Located in the Roncador Field, Campos Basin, Brazil, the P-36 was operated by Petrobras.

In March 2001, the P-36 was producing around 84,000 barrels of oil and 1.3 million cubic metres of gas per day when it became destabilized by two explosions and subsequently sank in 3,900 feet of water with 1,650 short tons of crude oil remaining on board, killing 11 people. The sinking is attributed to a complete failure in quality assurance, and pressure for increased production led to corners being cut on safety procedures. It is listed as one of the most expensive accidents with a price tag of $515,000,000.

The following quotes are from a Petrobras executive, citing the benefits of cutting quality assurance and inspection costs on the project.

“Petrobras has established new global benchmarks for the generation of exceptional share­holder wealth through an aggressive and innovative program of cost cutting on its P36 production facility.” “Conventional constraints have been successfully challenged and replaced with new paradigms appropriate to the globalized corporate market place.” “Elimination of these unnecessary straitjackets has empowered the project’s suppliers and contractors to propose highly economical solutions, with the win-win bonus of enhanced profitability margins for themselves.” “The P36 platform shows the shape of things to come in the unregulated global market economy of the 21st century.”

The dynamic trade-offs between the project constraint values have been humorously and accurately described in Figure 2.5.

Project Management Expertise

In order for you, as the project manager, to manage the competing project constraints and the project as a whole, there are some areas of expertise you should bring to the project team (Figure 2.11). They are knowledge of the application area and the standards and regulations in your industry, understanding of the project environment, general management knowledge and skills, and interpersonal skills. It should be noted that industry expertise is not in a certain field but the expertise to run the project. So while knowledge of the type of industry is important, you will have a project team supporting you in this endeavor. For example, if you are managing a project that is building an oil platform, you would not be expected to have a detailed understanding of the engineering since your team will have mechanical and civil engineers who will provide the appropriate expertise; however, it would definitely help if you understood this type of work.

Let’s take a look at each of these areas in more detail.

Application knowledge

By standards, we mean guidelines or preferred approaches that are not necessarily mandatory. In contrast, when referring to regulations we mean mandatory rules that must be followed, such as government-imposed requirements through laws. It should go without saying that as a professional, you’re required to follow all applicable laws and rules that apply to your industry, organization, or project. Every industry has standards and regulations. Knowing which ones affect your project before you begin work will not only help the project to unfold smoothly, but will also allow for effective risk analysis.

Some projects require specific skills in certain application areas. Application areas are made up of categories of projects that have common elements. They can be defined by industry group (pharmaceutical, financial, etc.), department (accounting, marketing, legal, etc.), technology (software development, engineering, etc), or management specialties (procurement, research and development, etc.). These application areas are usually concerned with disciplines, regulations, and the specific needs of the project, the customer, or the industry. For example, most government agencies have specific procurement rules that apply to their projects that wouldn’t be applicable in the construction industry. The pharmaceutical industry is interested in regulations set forth by government regulators, whereas the automotive industry has little or no concern for either of these types of regulations. You need to stay up-to-date regarding your industry so that you can apply your knowledge effectively. Today’s fast-paced advances can leave you behind fairly quickly if you don’t stay abreast of current trends.

Having some level of experience in the application area you’re working in will give you an advantage when it comes to project management. While you can call in experts who have the application area knowledge, it doesn’t hurt for you to understand the specific aspects of the application areas of your project.

Understanding the Project Environment

There are many factors that need to be understood within your project environment (Figure 2.7). At one level, you need to think in terms of the cultural and social environments (i.e., people, demographics, and education). The international and political environment is where you need to understand about different countries’ cultural influences. Then we move to the physical environment; here we think about time zones. Think about different countries and how differently your project will be executed whether it is just in your country or if it involves an international project team that is distributed throughout the world in five different countries.

Of all the factors, the physical ones are the easiest to understand, and it is the cultural and international factors that are often misunderstood or ignored. How we deal with clients, customers, or project members from other countries can be critical to the success of the project. For example, the culture of the United States values accomplishments and individualism. Americans tend to be informal and call each other by first names, even if having just met. Europeans tend to be more formal, using surnames instead of first names in a business setting, even if they know each other well. In addition, their communication style is more formal than in the United States, and while they tend to value individualism, they also value history, hierarchy, and loyalty. The Japanese, on the other hand, tend to communicate indirectly and consider themselves part of a group, not as individuals. The Japanese value hard work and success, as most of us do.

How a product is received can be very dependent on the international cultural differences. For example, in the 1990s, when many large American and European telecommunications companies were cultivating new markets in Asia, their customer’s cultural differences often produced unexpected situations. Western companies planned their telephone systems to work the same way in Asia as they did in Europe and the United States. But the protocol of conversation was different. Call-waiting, a popular feature in the West, is considered impolite in some parts of Asia. This cultural blunder could have been avoided had the team captured the project environment requirements and involved the customer.

It is often the simplest things that can cause trouble since, unsurprisingly, in different countries, people do things differently. One of the most notorious examples of this is also one of the most simple: date formats. What day and month is 2/8/2009? Of course it depends where you come from; in North America it is February 8th while in Europe (and much of the rest of the world) it is 2nd August. Clearly, when schedules and deadlines are being defined it is important that everyone is clear on the format used.

The diversity of practices and cultures and its impact on products in general and on software in particular goes well beyond the date issue. You may be managing a project to create a new website for a company that sells products worldwide. There are language and presentation style issues to take into consideration; converting the site into different languages isn’t enough. It is obvious that you need to ensure the translation is correct; however, the presentation layer will have its own set of requirements for different cultures. The left side of a website may be the first focus of attention for a Canadian; the right side would be the initial focus for anyone from the Middle East, as both Arabic and Hebrew are written from right to left. Colors also have different meanings in different cultures. White, which is a sign of purity in North America (e.g., a bride’s wedding dress), and thus would be a favoured background colour in North America, signifies death in Japan (e.g., a burial shroud). Table 2.1 summarizes different meanings of common colours.

Project managers in multicultural projects must appreciate the culture dimensions and try to learn relevant customs, courtesies, and business protocols before taking responsibility for managing an international project. A project manager must take into consideration these various cultural influences and how they may affect the project’s completion, schedule, scope, and cost.

Management Knowledge and Skills

As the project manager, you have to rely on your project management knowledge and your general manage­ment skills. Here, we are thinking of items like your ability to plan the project, execute it properly, and of course control it and bring it to a successful conclusion, along with your ability to guide the project team to achieve project objectives and balance project constraints.

There is more to project management than just getting the work done. Inherent in the process of project management are the general management skills that allow the project manager to complete the project with some level of efficiency and control. In some respects, managing a project is similar to running a business: there are risk and rewards, finance and accounting activities, human resource issues, time management, stress management, and a purpose for the project to exist. General management skills are needed in every project.

Interpersonal Skills

Last but not least you also have to bring the ability into the project to manage personal relationships and deal with personnel issues as they arise. Here were talking about your interpersonal skills as shown in Figure 2.8.

Communication

Project managers spend 90% of their time communicating. Therefore they must be good communicators, promoting clear, unambiguous exchange of information. As a project manager, it is your job to keep a number of people well informed. It is essential that your project staff know what is expected of them: what they have to do, when they have to do it, and what budget and time constraints and quality specifications they are working toward. If project staff members do not know what their tasks are, or how to accomplish them, then the entire project will grind to a halt. If you do not know what the project staff is (or often is not) doing, then you will be unable to monitor project progress. Finally, if you are uncertain of what the customer expects of you, then the project will not even get off the ground. Project communication can thus be summed up as knowing “who needs what information and when” and making sure they have it.

All projects require sound communication plans, but not all projects will have the same types of commu­nication or the same methods for distributing the information. For example, will information be distributed via mail or email, is there a shared website, or are face-to-face meetings required? The communication management plan documents how the communication needs of the stakeholders will be met, including the types of information that will be communicated, who will communicate them, and who will receive them; the methods used to communicate; the timing and frequency of communication; the method for updating the plan as the project progresses, including the escalation process; and a glossary of common terms.

Project management is about getting things done. Every organization is different in its policies, modes of operations, and underlying culture. There are political alliances, differing motivations, conflicting interests, and power struggles. A project manager must understand all of the unspoken influences at work within an organization.

Leadership is the ability to motivate and inspire individuals to work toward expected results. Leaders inspire vision and rally people around common goals. A good project manager can motivate and inspire the project team to see the vision and value of the project. The project manager as a leader can inspire the project team to find a solution to overcome perceived obstacles to get the work done.

Motivation helps people work more efficiently and produce better results. Motivation is a constant process that the project manager must guide to help the team move toward completion with passion and a profound reason to complete the work. Motivating the team is accomplished by using a variety of team-building techniques and exercises. Team building is simply getting a diverse group of people to work together in the most efficient and effective manner possible. This may involve management events as well as individual actions designed to improve team performance.

Recognition and rewards are an important part of team motivations. They are formal ways of recognizing and promoting desirable behaviour and are most effective when carried out by the management team and the project manager. Consider individual preferences and cultural differences when using rewards and recognition. Some people don’t like to be recognized in front of a group; others thrive on it.

Negotiation

Project managers must negotiate for the good of the project. In any project, the project manager, the project sponsor, and the project team will have to negotiate with stakeholders, vendors, and customers to reach a level of agreement acceptable to all parties involved in the negotiation process.

Problem Solving

Problem solving is the ability to understand the heart of a problem, look for a viable solution, and then make a decision to implement that solution. The starting point for problem solving is problem definition. Problem definition is the ability to understand the cause and effect of the problem; this centres on root-cause analysis. If a project manager treats only the symptoms of a problem rather than its cause, the symptoms will perpetuate and continue through the project life. Even worse, treating a symptom may result in a greater problem. For example, increasing the ampere rating of a fuse in your car because the old one keeps blowing does not solve the problem of an electrical short that could result in a fire. Root-cause analysis looks beyond the immediate symptoms to the cause of the symptoms, which then affords opportunities for solutions. Once the root of a problem has been identified, a decision must be made to effectively address the problem.

Solutions can be presented from vendors, the project team, the project manager, or various stakeholders. A viable solution focuses on more than just the problem; it looks at the cause and effect of the solution itself. In addition, a timely decision is needed or the window of opportunity may pass and then a new decision will be needed to address the problem. As in most cases, the worst thing you can do is nothing.

All of these interpersonal skills will be used in all areas of project management. Start practicing now because it’s guaranteed that you’ll need these skills on your next project.

Image Descriptions

Figure 2.5 image description: The sign says, “We can do good, quick, and cheap work. You can have any two but not all three. 1. Good, quick work won’t be cheap. 2. Good, cheap work won’t be quick. 3. Quick, cheap work won’t be good.” [Return to Figure 2.5]

Text Attributions

This chapter was adapted and remixed by Adrienne Watt from the following sources:

• Text under “Project Attributes,” “Project Characteristics,” “Process of Project Management,” and “Project Management Expertise,” were adapted from “What is a Project?,” “Project Characteristics,” “What is Project Management,” and “Project Management Areas of Expertise” in Project Management for Skills for All Careers by Project Management Open Resources and TAP-a-PM. Licensed under a CC BY 3.0 licence .
• Table 2.1 was adapted by Merrie Barron and Andrew R. Barron from P. Russo and S. Boor, How Fluent is Your Interface? Designing for International Users , Proceedings of the INTERACT ’93 and CHI ’93, Association for Computing Machinery, Inc. (1993). The table is from “ Project Management Areas of Expertise ” in Project Management. Licensed under a CC BY 4.0 licence .

Media Attributions

• Chaosreport2009 © Merrie Barron & Andrew R. Barron is licensed under a CC BY (Attribution) license
• Triple constraint triangle © John M. Kennedy T is licensed under a CC BY-SA (Attribution ShareAlike) license
• Whac a mole © sakura is licensed under a CC BY (Attribution) license
• Petrobras sinking © Richard Collinson is licensed under a CC BY-NC-ND (Attribution NonCommercial NoDerivatives) license
• Good-quick-cheap © Barron & Barron Project Management for Scientists and Engineers. is licensed under a CC BY (Attribution) license
• Areas of expertise © Barron & Barron Project Management for Scientists and Engineers is licensed under a CC BY (Attribution) license
• Project environment © Barron & Barron Project Management for Scientists and Engineers, is licensed under a CC BY (Attribution) license
• Interpersonal skills © Barron & Barron Project Management for Scientists and Engineers is licensed under a CC BY (Attribution) license

2. Project Management Overview Copyright © 2014 by Adrienne Watt; Project Management Open Resources; and TAP-a-PM is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Tips for Students: Writing Project Management Assignments

by MyMG Team · Published March 23, 2020 · Updated February 7, 2024

Is it confusing for you to kickstart the writing process for your project management assignment? Does all that jargon like sustainability strategies, project feasibility, or risk mitigation make you feel stressed?

What is the best way to highlight your challenging project management topic acceptably?

‘Phew, what a challenging paper! How can I find a professional writer to deal with these boring assignments?”

Ok, we hear you. You can do it online in a matter of minutes. In fact, assignment writing help services can take all your project management paper worries away and deliver you a custom essay or even a 5-star dissertation without any hassle for you.

Sounds fantastic? That’s exactly what they do.

“Ok, cool. Is this a reliable way to deal with my papers?” Sure. Unless you are super lazy and want to turn them in without any modifications.

“What do you mean?” If you want to avoid any troubles in your college or university and have no time/desire to write your assignment on your own, you can look for expert help online.

However, once you get a well-written paper on your topic from the expert writer in that subject area, you need to rewrite it and modify it to some extent.

If you do this, nobody will ever accuse you of cheating or plagiarism, and you’ll save tons of time instead of completing your assignment from scratch.

Now, let’s explore the top tips for writing your project management assignments.

Get Enough Time for Writing

Essay writing is an essential academic skill. To create amazing papers, it’s crucial to have a great essay writing competence. How do you get it? Through practice. Write often. Write a lot.

One of the golden rules of writing any kind of essay is to make sure you get enough time in your schedule for research and writing.

Understand that you need some time to complete the work without being in a rush. Rarely, you can come up with an exceptional essay overnight. For this, you need to be really motivated, inspired and loaded with facts, arguments, and brilliant ideas.

Of course, there needs to be adequate time for choosing a topic, doing the research, reading all the materials and taking notes, gathering the notes into a logical order to form an outline, and writing the essay. Without doing all these things, you won’t be able to submit a top-grade paper on time.

Once you finish writing your paper, you still need to put in some work. What does it mean? Your essay needs to be proofread, edited, and polished up.

Every student works at a different pace, so discovering how much time is needed is an individual thing, and the first most crucial essay writing skill.

Choosing a topic

This step is central to a knockout essay. That’s because the topic can make or break the article. Choose it carefully if you have such an opportunity. If the instructor has assigned a topic, then it is up to you to find a perfect angle on the topic to base your essay on.

Photo by Dollar Gill on Unsplash

Research and taking notes

The research phase is where the student dives into what others have written about the general topic. This step could be done before step 2 if the student needs help narrowing down the topic or the angle on the topic.

Jotting down notes during the reading and referencing the source for the notes will save tons of time later on in writing.

Forming the Outline and Writing the Essay

The notes are organized into groups that logically fit together. A description for each set is like a subheading. These can be arranged in chronological order or organized in a fashion that flows well from one idea to the next. This is the outline of the body of the essay.

Writing the essay consists of filling in the details for each of the sections in the outline. It includes writing a captivating opening paragraph and a memorable summary at the end.

Proofreading and editing

Unfortunately, this important step is often missed. Even the best essays will fail without detailed proofreading and in-depth editing.

It is best if this step is done by another person, as it is easy for a writer to overlook their own mistakes in assignment writing.

The proofreader and editor should be someone who is really good at writing, not just a neighbour or friend because they are available and free.

So now you know all the basic steps that you need to take to be able to submit a winning project management assignment on time. Don’t just sleep on these tips. Put them into work and you will see the results.

Alternatively, you may always choose a service for you to assist.

Tags: project manager student tasks writing

We are a small group of professionals specializing in project management. We wish you success in your career, business, studies, or whatever else you think is worth your time and effort—we are pleased to know that our advice is helpful.

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Resource Management: Process, Tools & Techniques

Businesses execute projects and to do so, they need to manage different types of resources through a process known as resource management.

What Is Resource Management?

Resource management is the process of planning, scheduling and allocating resources to complete a project. Usually, project managers oversee the resource management process, but there are other leaders who might take this responsibility. To do so, they need to use resource management tools and techniques such as project management software.

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Resource Plan Template

Use this free Resource Plan Template for Excel to manage your projects better.

Why Is Resource Management Important?

Resource management is an important process for many disciplines such as project management , portfolio management and business management. Here’s how it helps in each of those fields.

Resource Management In Project Management

Resource management is very important when managing projects. It’s important to identify your resource requirements during the initiation and planning phases of the project life cycle so you can estimate costs and create a project budget . Then it’s important to make sure you schedule the right resources at the right time so your project plan is completed on time.

Resource Management In Portfolio Management

Resource management is even more important for project portfolio management than it is for managing individual projects. The reason is program managers, portfolio managers and project management offices (PMOs) need to ensure they allocate resources strategically to manage multiple projects simultaneously. For example, they can minimize costs by using the same resources across projects.

Resource Management In Business Management

The way in which you manage your business resources greatly affects its ability to function and grow beyond project management. Managing resources effectively has a myriad of benefits for your business such as helping you cut down costs, streamlining your operations planning and maximizing your profits.

ProjectManager is a robust project management software with Gantt charts, real-time dashboards and other resource management tools to help you monitor your project resources. Get started with ProjectManager today for free.

Types of Project Resources

Project resources can be simply defined as anything that’s needed to execute project tasks , including the people executing the work. Here are some examples of project resources.

• Raw materials
• Human resources
• Machinery and equipment
• Financial resources
• Information and data

Resource Management Process

As stated above, resource management is an ongoing process that starts during the project planning phase and continues until project closure. This is known as the resource management life cycle, which is made up of four stages that project managers should understand to properly manage project resources.

• Resource analysis: The process of gauging your current resource availability to determine what resources are missing for the execution of a project or action plan.
• Resource planning: A resource plan explains what your project resource requirements are and how they’ll be met. More importantly, it guides the team when it comes to resource management, so it should include information such as general guidelines, a description of your project resources, their quantities and when they’re needed.
• Resource scheduling: You then need to ensure that those resources are readily available. To do so, you’ll need to simply align your resource schedule with your overall project schedule and have a solid supply chain in place.
• Resource allocation: Resource allocation is an ongoing process that’s simply defined as picking the right resources at the right time to achieve project tasks. For example, there are critical tasks that need to be prioritized when creating the resource schedule.
• Resource tracking: You’ll need to keep track of the performance of your team. Use timesheets, workload charts and other resource management tools to track the work of your team members.

Most project managers use resource management software to help them as they move from one phase of the resource management process to the next.

Now that we’ve learned about the different resource management phases and the techniques you can use, you’re ready to get started with resource management. This free resource management plan template is a good tool for beginners. It allows you to list your resources and keep track of their availability and costs.

However, our resource plan template needs to be manually updated and shared with the team. That’s time-consuming, which is why most project managers use resource planning software to help streamline the process.

Resource Management Techniques

Project managers implement the following resource management techniques to forecast , plan, allocate, level and optimize resources during the execution of a project.

1. Resource Forecasting

Project managers must do their best at estimating what resources are needed for a project and how those resource requirements fit with the organization’s current plans. To do this, you must define your project scope to identify all project tasks and their required resources.

2. Resource Allocation

Resource allocation consists in evaluating available resources, capacity, resource schedule and the tasks that need to be completed to find the team members with the most relevant skills and make sure they have all the project resources they need when they need them.

3. Resource Leveling

Resource leveling is the process of re-assigning work to a project team to solve overallocation or scheduling issues. By thoroughly understanding what your team members can offer, you can assign tasks based on their abilities to maximize resource efficiency.

4. Resource Utilization

Careful resource planning is equally as important as resource tracking. Project managers need to keep track of resource utilization to spot any resources that aren’t being used efficiently. Then they can simply reallocate those resources or make changes to the resource management plan.

5. Resource Smoothing

Resource smoothing simply consists in delaying non-critical tasks to complete a project on time with the available resources. This is done by using the slack or float on each of those tasks to delay them without affecting the critical path. By delaying non-critical tasks, you can move your resources for the completion of critical path tasks and circle back to the least important activities.

How ProjectManager Helps With Resource Management

Resource management was developed to manage the resources in your project, which requires visibility into resource availability, workload and more. ProjectManager is project management software that gives you real-time data to make more insightful decisions when managing resources.

Plan Resources With Interactive Gantt Charts

Resources and costs can be scheduled with tasks on our Gantt chart project view . Once you set a baseline, you can also consult the planned versus actual progress of your overall project to get a head’s up if there’s a problem with resources. The progress bar tells you the progress being made on a specific task according to the planned effort. If you’re not meeting your baseline, reallocate your resources to stay on track.

Manage Workload and Keep Teams Productive

Your team is your most valuable resource. You can set up your team’s availability, workdays, holidays and PTO regardless of where they work. Once they start working, you don’t want to burn them out or leave them idle. Our color-coded workload page lets you see at a glance whether your team members are overallocated or under-allocated. A balanced workload leads to a more productive and happy team—and happier teams are more productive.

Track Your Resources With Real-Time Dashboards and Reports

You’ve planned your resource management, but as you execute the project, you have to monitor those resources. If you don’t keep an eye on how you’re using resources, you risk going over budget or missing deadlines. Our real-time project dashboard automatically collects live data and displays it in colorful graphs that chart six project metrics. In one click, you can generate reports that go deeper into the workload, time, costs and much more. All reports can be filtered and shared with stakeholders as you see fit.

Our software helps you plan, manage and report on project resources. You can allocate and track resource costs, see your team’s availability to make assignments and monitor everything with dashboards that act as instant status reports. Get everything you need to manage resources all in one place.

Related Resource Management Content

• Best Resource Management Software Rankings
• The Ultimate Guide to Resource Planning
• Resource Scheduling in Project Management
• What Is Resource Allocation? Resource Allocation Tips
• What Is Resource Loading & Why Does It Matter
• 5 Must-Have Resource Management Tools

When you’re managing resources on a project, there are a lot of balls to keep in the air, and that process can get complicated and confusing. However, with the right online tool, you’re able to plan, monitor and report on your resources with great control and accuracy. ProjectManager is online project management software that gives you the tools you need to steer your project to successful completion. Try it for yourself.

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10 Essential Project Management Techniques to Help Your Business in 2024

Julian gette.

Workast publisher

In today's fast-paced business environment, successful project management is no longer a luxury, it's a necessity. With the ever-growing complexity of projects and the increasing pressure to deliver on time and within budget, businesses need a robust set of techniques to ensure smooth sailing. This article explores 10 essential project management techniques that will equip you to navigate the challenges of 2024 and propel your business towards success.

1. Work Breakdown Structure (WBS):

The Work Breakdown Structure (WBS) serves as the cornerstone of effective project management. It systematically dissects a daunting project into digestible components, enabling better organization and control. Consider a sprawling construction endeavor: the WBS meticulously categorizes it into distinct phases such as foundation laying, framing, electrical installation, and beyond, with each phase broken down into specific, manageable tasks. This hierarchical breakdown fosters clarity and precision, facilitating resource allocation, progress monitoring, and bottleneck detection. By delineating tasks and subtasks, the WBS empowers project teams to navigate complex endeavors with greater efficiency and foresight. Moreover, it cultivates a shared understanding among stakeholders, ensuring alignment and cohesion throughout the project lifecycle. Thus, the WBS stands as a vital tool for project success, offering a structured framework that streamlines execution and enhances outcomes.

2. Smart Goal Setting:

In effective project management, setting clear goals is paramount. The SMART goal framework serves as a guiding principle to ensure that goals are Specific, Measurable, Achievable, Relevant, and Time-bound. For instance, rather than stating a broad aim of "improve customer satisfaction," a SMART goal would be "increase customer satisfaction scores by 10% within the next quarter through implementing a new feedback system." By adhering to SMART criteria, goals become more tangible and actionable, providing a roadmap for success. They allow for precise measurement of progress and enable teams to gauge their effectiveness in meeting objectives. Furthermore, SMART goals foster accountability and focus, as they establish clear targets and deadlines. In essence, the SMART framework enhances goal-setting practices, empowering projects to stay on track and achieve desired outcomes efficiently.

3. Effective Communication:

Effective communication is the cornerstone of project success. Ensuring clarity and consistency in communication is vital to keeping all stakeholders aligned and informed. Regular team meetings, progress reports, and open communication channels help to ensure that everyone involved in the project is on the same page regarding goals, tasks, and timelines. Leveraging project management software equipped with communication features can streamline information sharing and foster collaboration among team members, regardless of their locations. However, it's essential to go beyond tools and technology; creating an environment where team members feel comfortable voicing concerns and asking questions is equally important. Encouraging open dialogue and active listening promotes transparency and trust within the team, ultimately enhancing problem-solving and decision-making processes. In summary, effective communication practices are integral to navigating project complexities and achieving desired outcomes.

4. Embrace Agility:

The business landscape is constantly evolving, and projects need to adapt accordingly. Agile methodologies, such as Scrum and Kanban, provide a flexible framework that allows for course correction throughout the project lifecycle. These techniques prioritize delivering work in small, iterative cycles, enabling teams to incorporate feedback and respond to changing requirements quickly.

5. Leverage Project Management Software:

Technology serves as a powerful ally in project management endeavors. Contemporary project management software presents a wealth of functionalities tailored to meet the demands of complex projects. From task assignment and resource allocation to progress tracking and collaboration tools, these platforms offer a comprehensive solution to project management challenges. By automating repetitive tasks and centralizing project data, they enhance team visibility and enable real-time monitoring of project progress. Moreover, project management software facilitates seamless communication among team members, regardless of geographical locations, fostering collaboration and knowledge sharing. By leveraging these technological advancements, project managers can optimize workflows, mitigate risks, and drive efficiency across all stages of the project lifecycle. Embracing project management software empowers teams to focus their efforts on value-added activities such as Twitter promotion, Facebook Marketing or instagram ads, ultimately enhancing productivity and delivering successful project outcomes.

6. Risk Management:

No project is immune to unforeseen challenges. Proactive risk management involves identifying potential risks, assessing their likelihood and impact, and developing mitigation strategies. By anticipating potential roadblocks, you can develop contingency plans to minimize disruptions and ensure the project stays on track. This involves a systematic approach to identifying and analyzing risks, considering both internal and external factors that could affect the project's success. Effective risk management also requires ongoing monitoring and reassessment throughout the project lifecycle, as new risks may emerge or existing ones may evolve. It's essential to involve key stakeholders in the risk management process to gain diverse perspectives and insights. Additionally, maintaining open communication channels and fostering a culture that values risk awareness and responsiveness are crucial for successful risk management. Ultimately, integrating risk management into project planning and execution helps organizations navigate uncertainties and achieve their objectives with greater confidence.

7. Gantt Charts:

Gantt charts provide a clear visual representation of the project schedule, outlining task dependencies and deadlines. These charts allow you to track progress, identify potential delays, and quickly adjust your timeline when necessary. Project management software often comes with built-in Gantt chart functionalities.

8. Critical Path Method (CPM):

The CPM is a scheduling technique that helps identify the critical path of a project. This critical path refers to the sequence of interdependent tasks that determines the overall project duration. By identifying the critical path, you can prioritize tasks and allocate resources efficiently to ensure timely completion. The CPM involves breaking down a project into individual tasks, estimating the time required for each task, and identifying dependencies between tasks. This information is then used to create a network diagram that illustrates the sequence of tasks and their dependencies. By analyzing this diagram, project managers can determine which tasks are critical and cannot be delayed without impacting the project timeline. This allows for better resource allocation and helps avoid bottlenecks that could cause delays. Additionally, the CPM enables project managers to identify opportunities for optimization and schedule compression, ultimately improving project efficiency and delivery.

9. Performance Measurement and Reporting:

Measuring project performance allows you to assess progress, identify areas for improvement, and demonstrate project success to stakeholders. Define key performance indicators (KPIs) aligned with your project goals and track them regularly. Generate insightful reports that communicate progress and provide valuable data for future projects.

10. Continuous Improvement:

Project management is an ongoing learning process. Conduct post-project reviews to analyze what went well and what could be improved. Encourage team feedback on the project management techniques used and identify areas for enhancement. By incorporating lessons learned, you can continuously refine your project management approach and achieve greater success in future endeavors.

Conclusion:

In today's competitive business environment, mastering project management techniques is essential for achieving consistent success. The 10 techniques explored in this article provide a solid foundation for managing projects effectively in 2024 and beyond. By adopting these techniques and tailoring them to your specific project needs, you can ensure your projects are delivered on time, within budget, and to the highest quality standards. Remember, successful project management is not a one-time fix; it's a continuous journey of learning, adapting, and improving. By embracing this approach, you can empower your team and propel your business towards achieving its full potential.

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Project Team Assignments

There are two different techniques you can use when you are making project team assignments. The easiest way to assign work to your project team members is to give them activities to complete, like items on a “To Do” list. That technique doesn’t take much thinking and the assignment is usually a little vague. The more effective technique is to make the team members accountable for producing a specific deliverable. Each deliverable must have a measurable outcome. This technique takes a lot of thinking because you must specify exactly what you want the team member to produce and how you will measure it. Deliverables are always better assignments than a list of To Do’s. That’s because the team member will understand exactly what you expect of them before they start work. People perform at a higher level when they are accountable for deliverables and that is the key to consistent project success. Let’s discuss how to define and assign deliverables. Leading Teams Main Page

There are several components when you assign a deliverable to a team member. You need an estimate of the amount of work the deliverable will take. You also need to identify the risks in producing the deliverable. A team member often needs to receive work products from others to be able to produce their deliverable. All that information should be stated in a work package. The work package is a one-page document that gives clear assignments to team members. It also lets team members participate in defining the approach to the task and estimating the amount of work it will take. But let’s get back to the key element, the performance expectation.

Project Team Assignments: Deliverables versus Activities

There is a clear distinction between project team assignments that are activities and those that are deliverables. Activities are “To Do’s” like “teach the payroll system training class.” Deliverables are end results like, “After the payroll class, 85% of the attendees can enter 30 pay changes per hour.” After receiving each of these assignments, a team member can teach a payroll class. But the content will be different with the deliverable assignment because the trainer is not just conducting a class. They have a measured result they are accountable for delivering. Project managers who design team member assignments as deliverables have significant advantages over those who use activities. Before listing these advantages, let’s make sure you’re clear about the differences between team assignments with activities and those with deliverables. Effective Feedback

Project Team Assignments Example #1: Assignment to a Teenager

The Activity: “ Clean up your room.”

The Deliverable: “Put all the empty Pepsi cans and candy wrappers in the garbage can.”

With the activity assignment, the parent have only told the teenager to perform an action. They have not defined the expected outcome. The teenager has to guess what the parent wants. There can be many interpretations of what the “Clean up your room” activity involves. So it is likely that the parent won’t get the end result they’re looking for. The key flaw in this (and any) activity assignment is that there is no clear performance expectation. There is no performance standard to measure the teenager’s actions against. There is only a vague idea of what a “clean room” looks like. As a result, the parent can’t gain the teenager’s commitment to the assignment. And they can’t reasonably deliver consequences for the teen’s good or bad performance. Team building

With the deliverable of “All the empty Pepsi cans and candy wrappers in the garbage can,” the teenager has the potential for better performance and commitment. The expectation is clear and it is possible to get the teen to commit to it. If there are still empty cans and candy wrappers on the floor after the teen says they’re done, they will have to agree that the standard wasn’t met. On the other hand, if they also put their textbooks and computer on the desk, the parent must agree that the teen exceeded the standard. In this example of a deliverable, any rewards and punishments have a better chance of being seen as fair because the standard was clear.

Project Team Assignments Example #2: Assignment to a Team Member

The Activity: “Develop recommendations to reduce turnover.”

The Deliverable: “Get management committee’s approval of policy changes that will cut turnover by 10%.”

With the activity assignment of “Develop recommendations to reduce turnover.”, the project manager must continuously check the team member’s work to guide them. That’s because the team member cannot have a clear idea of what the PM wants. (It’s also possible the PM doesn’t know what the assignment should achieve.) The team member doesn’t know whether to develop 200 recommendations to eliminate all turnover or just a few to bring it down a little. This leads to a game of “Did I get the right answer?” each time the team member thinks they are done. The team member does some work and brings their recommendations to the PM asking, “Is this what you wanted?” The answer to this question is usually “No.” Then the PM blames the team member, saying, “You didn’t understand the assignment.” So the team member goes back to the drawing board, frustrated and irritated.

These problems are solved with the deliverable assignment of “Get management committee’s approval of policy changes that will cut turnover by 10%.” The project team member knows what’s the PM expects them to deliver and doesn’t have to guess. The PM has a better opportunity to gain the team member’s commitment and positive or negative consequences will be clear and fair. Additionally, the team member can get a sense of satisfaction from meeting the expectation.

So why do PMs assign team members activities rather than deliverables? The answer is because it’s much easier and safer than assigning achievements . There are two reasons for this. First, by assigning activities, the PM doesn’t have to think through the situation and commit to exactly what he/she wants. They have some wiggle room to change their mind on what they want. Second, it is difficult for the PM to make a mistake when assigning activities. Only the person doing the work can be wrong. Weak PMs always use activity assignments because it’s safe for them and always leaves them wiggle room.

Now let’s look at some more good and bad assignment examples. The bad ones are more entertaining so we’ll start with them.

Project Team Assignments Example #3: Counting the Wrong Thing

Here are a few examples of counting the wrong thing on a customer service improvement project. The project scope is defined as “Provide World Class Customer Service that Delights the Customer.”

• A PM measures the engineers’ performance by the number of lines of code each one writes. The engineer with the highest total gets a lunch with the CEO.
• A PM measures the trainers’ performance by the ratings that class attendees give each trainer. The trainer with the highest rating receives a certificate of appreciation.
• A PM measures the performance of customer service reps by counting the number of interviews each person conducts with customer service managers. The team member with the most interviews gets publicly recognized at a status meeting.

What performance will the PM get from project team assignments like these? In the first example, the engineers will write a lot of lines of code. Some of it may benefit the customer service division but a lot will not. In the second example, the training class attendees will have a fun time and give the trainer a high rating. But they won’t learn much. In the third example, the team members will conduct a lot of interviews. But much of the information will be gathered in a hurried manner and may be useless.

The project managers in these examples counted the activities being performed and got the results they deserved. These activities produced high volumes of whatever the PM was counting, even if it contributed little value to the project. The PMs probably didn’t know what business value the project needed to deliver. So they created assignments that were activities they could identify without much thought.

Project Team Assignments Example #4: Counting Only Dates

Another form of counting the wrong thing occurs when the project due date or duration is the only measurable result. The due date usually comes from an executive. It doesn’t consider the amount of work required or the availability of the people to do it. Next the project manager picks the due date of each assignment to support the entire project’s due date. In this situation, the team members have no commitment to their assignments’ dates because they were forced upon them. They often recognize that the dates are impossible even before work starts.

At each status meeting the PM asks, “Are you on track to hit your due dates? You committed to them.” Most team members give the PM an optimistic thumbs up. Then one day a truthful person says, “No, that date is impossible. There is no way I can hit it.” The PM gets angry and from them on, everyone is afraid to tell the truth about their assignment. So they report they are on target to meet their dates. They don’t mention that they’re counting on miracles to do so. When the due date draws near, the team members slap together whatever they can and turn it in. It’s poor quality work, but at least it’s on time. The organization then spends months and thousands of dollars to fix the failed project.

Project sponsors drive much of this “due date behavior” when all they focus on is the due dates of the entire project and the team assignments. I don’t mean to imply that the dates are not important; they are. But delivering junk by the due date does not make the project a success. Unfortunately, most project sponsors are used to to having only dates for tracking the project’s progress. Too many project managers don’t report anything else that is measurable. Everything else they report is vague, subjective statements. So it’s not surprising that sponsors like dates because they are objectively measurable and unambiguous.

What project managers need to do is to count the right things. They need to count the end result (the business value) the project produces, the date, the cost and the risk. These techniques take a more time but they yield enormous benefits. Let’s see how you do that.

Project Team Assignments: Assignment Deliverable Hierarchy

To be a successful project manager, you must work with the sponsor to define measured deliverables for the project scope. Then you define the major deliverables that lead to it. This includes the acceptance criteria the sponsor will use to measure the project’s success. Let’s use the customer service project example again. This time the scope definition the sponsor sets is “Complete 95% of customer phone calls within 3 minutes

with less than 3% calling back about the same problem.” This is a clear measured outcome. Then you break it down into smaller achievements that support the scope.

As you break down the scope into its IT system deliverables, you come to the GUI (screen display) that an engineer has to develop for the customer service reps to use. That measured achievement could be “Customer service reps see 6 months of customer history within 4 seconds of entering the customer’s name or number.” Please note that this achievement is measured in the users’ business point of view. It is not measured in the IT system engineering department’s business point of view. This is much more supportive of the project’s scope than lines of code (like the PM used in the earlier example).

The trainer has a different achievement, too. Their assignment could be “80% of the class attendees can answer the top 20 customer questions in 120 seconds or less using the new GUI.” Again, what you are counting is more relevant to the project’s scope than whether the attendees enjoyed the class and the trainer.

The team members interviewing the customer service managers could have a measured business outcome like, “Managers reach consensus on the ten most important customer service problems.” This is much more supportive of the project’s scope than counting the number of interviews conducted.

That sounds pretty straightforward but it takes time, thought and planning to create this assignment deliverable hierarchy. You must think about what to count and measure. They must be relevant to achieving the project’s scope. Performance expectations must be clear to the team members before they start work. So you must define team members’ assignments in measureable terms. That encourages their commitment and makes estimating and tracking much more precise. It also lets you spot problems early, when you have a chance to fix them. It plays an important role in managing projects that deliver successful results. When you assign a project team member a deliverable, it is easier to clarify your expectations, gain their commitment and give them rewards that are based on performance. All the techniques in this article are part of our private, training courses and certifications delivered over the Internet or as in-person seminars for organizations.

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Project management software and tools: Your best picks for 2024

Project management software connects teams, enabling everyone in the organization to prioritize the work that matters most. Software that fosters this type of high-level collaboration is essential for most companies. But at a glance, many of the tools organizations use have seemingly similar features. Use our guide to narrow down your choices and understand which tools are best for different types of companies.

If you manage work, you’re a project manager. But that wasn’t always the case. For many years, the only people responsible for managing projects were (unsurprisingly) project managers. These highly specialized roles used legacy tools that required extensive training and knowledge to use. 

Now, almost everyone is expected to manage their own projects, and these outdated tools are no longer practical. And while project manager roles and legacy softwares still exist, modern project management software has adapted to fill the needs of a more dynamic, collaborative workforce.

Whether you’re a brand new business owner who just needs help with invoicing or you're operating a multi-national company, there’s a project management software that’s right for you. Read on to see which project management software fits your company's needs.

What is project management software?

Project management software is a tool that helps teams to organize, track, and execute work. In its simplest form, you can think of project management software as an interactive workspace, where you coordinate the way you work, collaborate, and communicate with others. But the best project management software goes far beyond that—connecting your most advanced workflows across the company and helping you achieve your biggest, boldest goals. 

It’s a broad category, and can be as simple as digital checklists or as advanced as a full work management platform. The type of project management software you choose—and the way you use it—will depend on the size, needs, and overarching goals of your organization.

Why use project management software?

These days, everyone manages projects, but they don’t always have the tools they need to manage projects effectively. This often leads to teams using a spreadsheet, which is great for organizing work but doesn't show real-time updates. Spreadsheets are extremely manual, and can actually impede cross-functional collaboration. In short, they lack the capabilities of project management software. 

That’s why project management software is so crucial to today’s working environment. Among its many benefits, project management software serves as the connector for work, teams, stakeholders, goals, and everything in between.

The benefits of project management software

Focus your work. You’ll get more done—but more importantly, you’ll get the right work done. With project management software, you’re less likely to duplicate work or waste time searching for materials.

Reduce busywork. With project management software, you can connect every single task to goals that support the company’s biggest, broadest vision—so everyone knows how they’re driving the success of the company with every project. When employees understand how their day-to-day tasks impact the company, they’re even more motivated to produce their best possible work.

Create a system of record. Project management software serves as a system of record for all your projects and their related tasks. As a result, you can simultaneously store information while also making it easier for stakeholders and teams to access and use that information.

Increase cross-functional collaboration . Project management software is, at its core, a team collaboration tool. By bringing together work, goals, and people across projects, teams, and departments, project management software helps you build an interconnected, thriving cross-functional organization.

Store work safely. Ever delete a cell by accident in your spreadsheet? Or forget where you saved your latest to-do list ? Keeping everything cloud-based both helps you stay organized and reduces the chance of you losing work—all while maintaining your privacy. 

The 11 best project management software & tools in 2024 

There’s a wide range of project management software available in today’s market—choosing just one can feel overwhelming. That’s why we compiled this list of the best products in the industry today, and the types of businesses they’re most likely to help. See how each one compares, and the different ways project management software can streamline and enhance your work.

1. Asana: Best for enterprise companies

Asana goes beyond traditional project management software to provide a full work management solution that supports the dynamic, changing needs of enterprise companies. Asana doesn't just help you manage your tasks (although you can do that too)—it connects all the work your company is doing to your highest-level goals and business strategy. With Asana, you get so much more than project management software, including:

Integrations to all your favorite tools and systems, so you can keep your work organized in one platform.

Goals that connect to everyone and every task across your company, so you can ensure the work that gets done is always the most important.

Automations for tasks, scheduling, assigning work, and much more—all designed to reduce the amount of time you spend on low-priority busywork.

Ready-made project templates so you can get to work on your most important tasks right away.

Reporting dashboards that automatically update stakeholders and eliminate status update meetings.

Security, privacy, and compliance features that keep your data safe.

Discover even more of what Asana can do.

2. Trello: Best for simple project management

Trello is a Kanban-board style project management software , owned by Atlassian. In Trello, you nest project tasks under boards labeled with an overarching theme. For example, you might have a board for “Not started,” “In Progress,” and “Complete.” The setup makes it easy to track project progress from board to board, which is helpful when you need a simple tool for small projects.

3. Smartsheet: Best for spreadsheet lovers

Think of Smartsheet as an advanced version of a spreadsheet, with more capabilities. This system can be intuitive for companies who traditionally used spreadsheets for project management, such as time tracking with timesheets. 

4. Jira: Best for Agile-specific project management

Designed specifically for software development, Jira comes ready to launch for teams that use the Agile methodology to do their work. Owned by parent company Atlassian, Jira is often used for common development projects like bug tracking, as well as projects that use the Scrum process .

5. Monday: Best for small businesses

Monday offers a broad spectrum of apps that make it easy to implement and get started right away. This works for small businesses who are new to project management software, though once you rev up your work, company size, or collaboration across teams, you might hit a threshold for what’s possible.

6. Clickup: Best for small teams or startups

Clickup’s intuitive and colorful interface makes it easy to understand and adopt. Clickup is a popular choice for startups with limited resources and smaller teams that may not need as many capabilities. 

7. Notion: Best for notetakers

Notion is an elevated system to create and store dynamic documents, sheets, and note taking. This works best for companies or individuals who just need a more organized space for thoughts and ideas, though Notion can feel limited in how you can work with others in the tool itself.

8. Airtable: Best for those who want to build it themselves

Airtable provides a flexible no- and low-code database you can use to build your own bespoke project management system (or other custom application). For those who prefer to oversee the backend development of their project management software, Airtable offers that option.

9. Wrike: Best for client management

Wrike offers stackable storage and security in an easy-to-use format, so both clients and internal teams can safely access information. This can be helpful when you’re working with external partners, such as clients, in addition to managing work as a company.

10. Workfront: Best for marketing-only teams

Workfront (owned by Adobe) is a project management software that was initially developed for marketers. They’ve built out their platform to be a tool for all teams, but because it’s so targeted, users may struggle to coordinate with other teams outside of the marketing department. 

11. Microsoft: Best for personal tools

Microsoft Office is often labeled as a project management tool, but that’s mostly because their products are a staple at any company. Because we already know and understand how to use them, Microsoft Office products are often the first tool managers turn to when they start experimenting with project management. But the reality is, Excel spreadsheets and docs weren’t built for collaboration, so you’re better off using them in conjunction with full-fledged project management software. 

Features to look for in your project management tool

Ready to buy? Each project management system will have different features and functionality, but we recommend you prioritize a platform with these features at a minimum:

Collaboration features that enable work between team members, departments, and across the company—including file sharing, project tracking, and resource management.

A platform that provides portfolio management capabilities and the ability to connect goals to actionable tasks, so the entire company can see how all work is connected.

A mobile app so you can send off approvals, receive timely notifications, and manage projects on the go.

Project and reporting dashboards that are easy to access and view.

Varying project view styles that support all your project types and operations, including Gantt charts , Kanban boards, Lists, and Calendars (so as your company grows, you know your software has the capability to grow with it).

Enhanced project scheduling to set due dates, create important milestones, and easily track time so everything stays on schedule.

Project management app integrations that fit your custom business needs.

Automations and dependencies that update you and stakeholders in real-time.

The best project management software is the one that grows with you

A lot of project management software claims similar features, and at a basic level, many of them are the same. But when you choose a project management solution, it shouldn’t just be another tool. It should be a full-fledged project management platform that enables you and your team to get their best work done, with less effort. 

This means you need a platform that continues to grow, expand, and adapt as your company does. The last thing you need is to hit a ceiling just when you’re getting into your ideal workflow. Asana is built for enterprise teams, which means it can support your project management work from the beginning—when you’re a one-person team with an idea—all the way through your Fortune 100 growth. In fact, more than 80% of Fortune 100 companies use Asana*.

With Asana, it’s not just about putting out more deliverables. Instead, Asana focuses on how you can connect and leverage every aspect of your company’s work, goals, and resources to produce the right work. 

Project management software FAQ 

Which software is best for project management.

The best project management software is the one with the features you need. Look for a tool like Asana , a full work management platform where you can integrate the apps you already use, connect goals to work tasks, break down silos between teams, and automate time-consuming busywork.

What type of software is project management software?

Project management software is a type of software used for every aspect of project management. Often, this includes everything from the project planning stages (resource allocation, setting due dates, and building and assigning work task lists) to project scheduling, tracking, and reporting. The best project management software will help you coordinate and automate work not just across projects, but also across portfolios, teams, and departments.

What’s the difference between project management software and task management software?

Task management software is used strictly to manage tasks and is focused on production. Often, this looks like a digital to-do list with more capabilities. Project management software goes beyond task management to the actual planning, coordination, and goals of a project. This incorporates the bigger-picture, high-impact work and the actionable tasks you need to get there. Good project management software will also have task management capabilities, but the reverse isn’t always true.

How does project management software work?

Project management software is a tool to help you coordinate everything you need for project management. Often, this includes capabilities to create and assign tasks, scheduling all aspects of a project, and coordinating with others in your project team. The best project management software will also enable you to work cross-functionally across all teams, departments, and projects within your organization.

Is project management software worth it?

The short answer: yes! Project management software has an almost endless list of benefits. Most people immediately think of productivity as the reason to purchase project management software, but the right project management software can do more than increase your output. If you invest in the best project management software, you can break down silos and connect your entire company to your largest visions and goals. This enables everyone to work better on the projects that matter most.

*Accurate as of September 7, 2022 . Asana makes no representations about updating this number.

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