Project Management Phases

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Project management phases at a glance

For many companies, project management is a fuzzy term. In addition to the desire to handle individual work processes and entire projects more quickly and efficiently, many lack a concrete approach to this topic. In the following, we would like to show you how project management can be more easily grasped by dividing it into different phases. In addition to the systematic handling of these management phases, our model naturally leaves enough leeway to address individual circumstances.

For managing directors and project managers

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Step by step to an optimal implementation

Implementing effective project management is as simple as switching to projects themselves. In many companies, this process has been ongoing gradually over the last few years and allows for a smart structuring and implementation of work processes that are part of the respective project. This structured approach can be continued in the same way with the five phases in project management.

Smart project management evolves in an iterative way during the course of implementation. Since a variety of digital and technical tools are available, the first step is to find out which tools are most likely to serve your own project management. Once established and adapted to your company's problems, any future project can be handled faster, easier and more cost-consciously.

The following overview of five typical phases in project management is universally applicable and is implemented by us as a professional service provider in project and process management. The concrete design of individual phases depends on the character of the project, your industry and other factors.

The 5 project management phases at a glance

1. preparation of the project

The recurring tasks (day-to-day business) of an organisation are carried out on the basis of business processes. Many one-time tasks and goals of your organisation can be organised and executed in the form of a project. Or such an implementation is possible, but there is no concrete approach on how all tasks and goals can be put into a project structure.

In the first project phase of modern project management, it is clarified whether and in which form the implementation of a project is possible and makes economic sense. Usually there are more ideas and proposals for projects than there are working hours and financial resources available to work on them. Therefore, a business case is prepared and used as a basis for project selection. In this process, all information is collected, from the main content of the project to the desired results. This information is summarised in a project proposal, which can be approved by the management.

2. initiation of the project

Once the project has been approved, the planning will be further detailed. This primarily includes the review and provision of all resources that are needed to complete the project. Objectives are specified, stakeholders are involved, initial work packages are defined, the time and financial framework is more precisely defined and the need for personnel and materials is determined – opportunities and risks are analysed. In the project design, the methodology of the project is also discussed (agile, classic, hybrid).

In the second phase, the composition of a suitable project team is also continued. Further bodies can be set up to supervise the team, such as a steering group or a board for quality assurance. At the end of the second phase, all framework conditions are clarified so that the detailed planning of the project can begin.

3. planning the project

The core of this phase is project planning, i.e. the development of the tasks involved in the work breakdown structure, schedule, budget, financing, timetable in which the results of the project will be realised. The communication plan and risk management are also implemented. Depending on the type of project, the preliminary work has been done, the appropriate partners and suppliers have been selected and the corresponding contracts are ready to be signed. If the client/the steering group approves the realisation of the project, the next phase can begin.

4. implementation of the project

Based on the planning, all the activities that were summarised in the plan take place in the fourth project phase. Here, the project manager and his team have the task to manage the implementation of the project, controlling the progress and intervening if necessary. The coordination of different processes, the release of new work packages and project processes as well as the informative exchange between different members of the team, status reports to the client as well as communication with the different stakeholders represent the core duties of the project manager.

Practice shows that the implementation of the project rarely goes according to plan. The project manager therefore regularly compares the target and actual status of the project and intervenes in a controlling manner. This often makes it necessary to adjust the plan with effects on future processes, personnel and the costs of the project.

5 Closure of the project

The last of the project management phases is the closure, after the original or modified work breakdown structure has been completely processed and the project objectives have been achieved. Final tasks are completed, project team members move on to other tasks, results, processes and methods are finally documented and can be a valuable source of information for future projects.

A review of the project is useful, whereby feedback should be obtained from all those involved in the project. The lessons learned can be summarised in a final report and taken into account in further projects. Finally, the project manager and the team are discharged and the project is officially closed by the project client.

Boxheimer Projects for smart project management

Approaching project management in your company using the five phases as described is an established approach worldwide. However, not every project has to follow the five phases strictly. Especially if you have experience in implementing projects and are planning similar projects in the future, it is possible to build on existing knowledge and plans.

If you are entering modern project management for the first time or if there is a lack of specialised personnel internally for the implementation of projects, Boxheimer Projects is the partner of choice for you. We will gladly take over the entire project management for you and familiarise you and your staff with the different phases useful approaches of project management.

If you have further questions about the five project management phases or if you are interested in a cooperation, Boxheimer Projects is looking forward to hearing from you!

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Project Management Phases

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