What is Project Management? A Comprehensive Guide for Beginners
Project management is an exciting and dynamic field that offers limitless career opportunities across industries, and plays a pivotal role in driving progress and innovation. Whether it’s building a bridge or skyscraper, launching a new software product, or organizing a large-scale event, project management brings structure and organization to ensure that every project is planned and executed effectively and efficiently. If you are a beginner to project management, this comprehensive guide will provide you with an overview of what is a project, the project management life cycle, the different methodologies available, the various industries that leverage project management, and so much more.
What is a project?
When a need is identified for a new product, service, program, process or any other beneficial change or outcome, a project is created to support the required work. Projects are unique in nature, and designed to create something new, where the future state will be different from the current state. Each project has a defined start and end, with its own set of sequenced tasks and activities to be implemented.
Projects vary in size, level of effort, and complexity. While some small projects can be handled by individuals, most will require collaboration among a number of key stakeholders to define the project’s scope, project objectives, and the required tasks and activities for successful implementation.
In some cases, results will need to continue after projects are fully implemented, and there is a transition to ongoing operations, at which point they are no longer considered projects.
What are some examples of projects?
Projects are managed across all industries around the world. Here are some examples:
- Construction: Building a new bridge, skyscraper building, or residential home.
- Events: Organizing an online conference or a fundraising event.
- Manufacturing: Designing a new product for production.
- Research: Conducting a study to test a new drug or vaccine.
- Healthcare: Standardizing clinical practice across multiple locations or opening a new hospital floor.
- Retail: Launching a new brick and mortar store.
- Finance: Completing an internal compliance audit.
- Information Technology: Developing a new software application.
What are operational vs. strategic projects?
Projects can be operational meaning they focus on day-to-day activities, processes, efficiency improvements, cost reductions, and implementing changes to support the operational needs of an organization. Operational projects tend to have shorter timelines and support specific areas or departments.
Other projects are strategic and align with an organization’s long-term goals and are meant to drive positive change and improvements for the company. This might include addressing key challenges and opportunities, exploring competitive advantages, entering new markets, restructuring, or implementing new business models. Strategic projects tend to have longer timelines and are often more complex.
What is project management?
Project management is the structured process of managing a project from its initial idea or concept all the way through to successful implementation and ensuring its ongoing sustainability after the project is completed and closed out. A dedicated project manager is responsible for planning, organizing and overseeing all aspects of the project while coordinating with team members, stakeholders, and partners. The project manager uses a variety of project management tools and templates, project management software, and communications platforms to plan projects, track progress, and ensure all projects stay on track.
Why is project management needed?
The world is constantly changing and project management is important for ensuring that those changes are well-organized, planned, and executed. It brings order to what might otherwise be chaos. Project management adds value to businesses and industries by providing a structured approach to delivering the critical projects that allow them to operate efficiently and grow.
How would you describe project management in simple terms for beginners?
Project management is the process of identifying and organizing all the tasks needed to implement something new (a product, service, program, change, etc.), and then supporting and organizing the work until its successfully completed and the new something is realized.
How hard is project management?
Projects can vary greatly in size, complexity, and level of effort. Junior or less experienced project managers often handle one or two projects with lower complexity and a narrower scope, typically focusing on department, unit, or program-based projects. Seasoned project managers with more experience in project management are likely to encounter larger, more complex projects and commonly have more projects on their plate at various stages. Over time, they have developed superior multi-tasking skills to manage a variety of initiatives and timelines.
Project management is ideal for those who enjoy planning, a sense of variety in their work, and love learning new things. No two days will ever be the same. While this career can be challenging, it is also incredibly rewarding for those who love moving projects forward and thrive under pressure. Every industry presents unique challenges, and the types of projects vary significantly from one industry to another. Ultimately, the job’s complexity and demands can be tough, but many project managers find a deep sense of satisfaction and a feeling of accomplishment in turning ideas into reality and in the progress they help to create.
Is project management different from program management or portfolio management?
Yes, but not entirely different. Here is an overview of each option that you may be engaged in over your project management career:
Project Management
Project management focuses on initiating, planning and implementing individual projects. Each project is unique and temporary with a specific start and end date, a clear scope, and defined project objectives. Project managers are responsible for making sure the project meets its goals, stays within budget, and is completed on time.
Program Management
Program management involves managing a group of related projects in a coordinated way to achieve benefits that would not be possible if managed individually. These multiple projects share common goals or are part of a larger strategic objective. Program managers focus on achieving synergies across projects, managing resources efficiently, and aligning project outcomes with the program’s overall goals.
Portfolio Management
Project portfolio management oversees a collection of projects and programs that may or may not be directly related but are all aligned with an organization’s strategic objectives. Portfolio managers prioritize and balance resources across projects and programs to maximize value and achieve strategic goals. They assess risks and alignment of each project and program to make sure the overall portfolio positively contributes to the organization’s mission.
What are the 5 phases of project management?
The five project management phases (also referred to as stages)that make up the project life cycle include initiation, planning, execution, monitoring and control, and close out. Each project phase has specific tasks, processes and deliverables that contribute to a project’s success. Here is a high-level introduction to each phase in this project management framework.
Initiation phase
Initiation is the first phase of any project where the need for something new or a beneficial change is initially identified and a project is defined. This includes defining the scope of the project at a high-level, and identifying key stakeholders including the client or customer, project manager, project sponsor or champion, steering committee, and project team.
Initiation ensures alignment with strategic goals and sets expectations with stakeholders. This project management phase includes securing the right approvals and resources before moving into planning.
Planning phase
Planning is often the longest phase of every project and involves defining, organizing, and sequencing all the project requirements and tasks to build a detailed project plan and timeline. Known risks are identified, and mitigation strategies are developed. The project work is organized, stakeholders are communicated with, budgets are set, and necessary resources and support are procured. All requirements are prepared for implementation and go-live during project planning.
Regular meetings with the project team members are held to develop the project plan. Steering committees provide oversight, support critical decisions, and remove any barriers. Impacted stakeholders are informed about what is changing, how it affects them, and what they need to know.
Execution phase
Project execution is the phase when all the hard work from planning is put into action, and the project (or a phase of the project) is implemented and goes live. This involves implementing everything that was defined in the project plan and communicating with all key stakeholders that the project is now being executed.
Monitoring and control phase
The monitoring and control stage begins immediately after go-live. It involves oversight to see if any known or unknown risks materialize that need to be managed. During this stage, changes to the project may be identified due to unexpected circumstances. Additional communication may be required with key stakeholders to support them through the change.
This phase is when all the unexpected issues, or “bugs” are worked out. In some projects, this may require the project to transition back to the planning stage to address new changes and then move back to project execution. This continuous improvement loop is common in many project management methodologies, especially in complex projects that require significant change.
Close out phase
Once the project plan is fully implemented and everything is working as intended, the project moves to the close out phase. This stage includes capturing lessons learned, finalizing project documentation to ensure there is a historical record of the project, and sunsetting the project team and steering committee. If the change will need to continue as part of ongoing operations, the close-out phase may also include transitioning the project to an operational lead for sustainability.
Once close out is complete, the project life cycle comes to an end.
What roles exist in project management?
Project management relies on clearly defined roles and responsibilities. Each role contributes to the success of a project. Several common roles in traditional project management include:
Project Manager
A project manager is a professional that leads the project and organizes, facilitates, and coordinates all aspects from start to finish. This role combines strong leadership, organizational skills, and the ability to adapt to changing circumstances. The project manager is responsible for a project’s success.
Sponsor/Executive Sponsor
A leader in the organization that plays a crucial role in providing strategic oversight, monitoring project progress, and securing the resources needed for the project. This role aligns the project with organizational goals and provides authority to make decisions and overcome barriers to help ensure a successful project.
Steering Committee
A group of senior stakeholders who provide governance and strategic direction throughout the project lifecycle. This committee assists with key decisions, reviews significant risks, monitors project performance, and provides guidance on major issues.
Project Team
A team of individuals responsible for planning and executing the project tasks. Project teams bring the necessary skills and expertise to achieve the project deliverables and goals by executing tasks, collaborating, reporting progress, and ensuring quality standards are met. When identifying project team members, consider those with subject matter expertise and others with skills in problem-solving, along with the ability to work effectively in a collaborative environment to ensure the project’s success.
Subject Matter Experts
Any individual with specialized knowledge in specific areas related to the project. They offer expert advice, technical support, quality assurance, and/or training and mentorship.
Project Stakeholders
Any individual, group or organization that has an interest in the project, and is directly or indirectly impacted by the project outcome. Project stakeholders can be internal or external to the organization.
What is project management methodology?
Project management methodology is the approach to managing a project from the start to finish using a set of guiding principles, tools, templates, and techniques. Methodology offers a set of standardized, sequenced steps and activities providing structure for the project manager to follow to support the successful initiation, planning, execution, monitoring and control, and close out of a project. Several project management methodologies exist, and project management professionals commonly become proficient in one or more based on the types of projects they lead and the industry they support. In some cases, a hybrid project management approach between two or more methodologies will be used.
What different types of project management methodology exist and how are they used?
Selecting the right project management methodology is crucial for the success of a project. Depending on the type of project, the industry, and the training and experience of the project manager, an appropriate methodology will be selected to manage tasks, timelines, and resources. In some cases, a hybrid project management approach will be taken with two or more methodologies.
Common project management methodologies include:
- Waterfall: A traditional, linear and sequenced approach.
- Agile: An iterative, incremental approach ideal for product and software development.
- Scrum: A subset of Agile with a short, iterative sprint approach.
- Lean: A process-based approach to reduce waste and maximize value.
- Critical Path Method: An approach focused on the path to completion.
- Six Sigma: A quality improvement approach focused on reducing defects.
- PRINCE2: A structure approach in controlled environments.
- Kanban: A visual approach to workflow management.
Let’s review each of these different project management methodologies in more detail:
Waterfall
Waterfall is a linear, sequential approach to managing a project from initiation through to close out where each phase must be completed before moving onto the next. This is best suited for projects with well-defined requirements and tasks and where changes are unlikely. Waterfall project management is commonly used in construction and manufacturing where processes are straightforward and predictable.
Agile
Agile project management applies an iterative and flexible approach that focuses on delivering small, incremental changes or features throughout the project lifecycle. This methodology breaks the projects into dynamic, manageable planning phases called sprints. Agile project management allows for continuous feedback and adaptation making it ideal for projects with evolving requirements. This iterative project management approach is widely used in software development where requirements often change, and speed is essential.
Scrum
Scrum is a subset of Agile project management that organizes work into short, iterative sprints which typically last two to four weeks. There is an addition of a specific role called the Scrum Master, and events including sprint reviews and daily 15-minute standups are held with regular documentation called product and sprint backlogs. Sprint deliverables are called increments, providing an output that the customer can review and provide feedback to refine in the next sprint. Scrum emphasizes team collaboration, daily stand-up meetings, and retrospective reviews of processes to continuously make improvements.
Lean
Lean project management aims to optimize different processes to eliminate waste and maximize value. This methodology applies the principles of lean manufacturing that originated from the Toyota Production System (TPS) and has been adapted to various industries. Lean project management aims to reduce activities that use resources without adding value while also exploring the overuse of equipment or employees, eliminating unnecessary steps, and improving efficiency.
Critical Path Method (CPM)
CPM is a technique used to identify the longest sequence of dependent tasks (the critical path) that determines the project’s duration. This project management approach helps project managers prioritize these critical tasks, allocate resources effectively, and identify potential delays that could impact the project timeline. CPM will determine the shortest possible duration for completing a project.
Six Sigma
Six Sigma project management is a data-driven methodology the focuses on improving quality by identifying and eliminating defects and variations in processes. It uses statistical analysis to measure and enhance performance, aiming for near-perfect quality. Six Sigma is often used in manufacturing and service industries to improve processes and reduce errors.
PRINCE2 (Projects IN Controlled Environments)
PRINCE2 is a structured project management process that provides a detailed framework with defined roles, responsibilities, and templates. The emphasis is on business justification, product-based planning, and continuous monitoring. This is widely used in government and large organizations for projects where standardization and governance are critical. PRINCE2 is most popular in European countries, United Kingdom, and Australia.
Kanban
Kanban is a visual project management approach that uses a board to track work items and their progress through different stages of the workflow. This approach allows teams to visualize tasks and improve workflow efficiency. Kanban is highly flexible and can be applied to various types of projects, especially those that require continuous delivery.
As you can see, there are a variety of different project management methods available to achieving project success. Consider the type of project, your project goals, your industry, and your expected project outcomes to determine which methodology makes the most sense for your specific projects.
What are guiding project management principles?
Project management principles are guidelines for project managers and offer important considerations when project planning. These can include:
- Project objectives are clearly defined.
- Project goals are agreed upon during initiation.
- Stakeholders are appropriately engaged.
- Project outcomes meet required expectations and quality standards.
- Potential risks are appropriately managed when they are realized.
- Projects are aligned with the organization’s priorities.
- There is a dedicated project team with knowledgeable people to do the required tasks outlined in the project plan.
- Team members have well-defined roles and responsibilities.
What are all the different knowledge areas of project management?
The 10 knowledge areas of project management are scope, schedule, cost, quality, resources, communication, risk, procurement, stakeholders, and integration. Each area includes processes, tools, and techniques that are applied throughout the project lifecycle.
Scope management
Scope is about defining what is included and not included in a project. It includes identifying the required tasks and activities needed to successfully complete the project, and actively manage requested scope changes. A Work Breakdown Structure (WBS) is often developed providing a visual representation of the project tasks and activities. These identified tasks are then used to build out a detailed project plan.
Time management
Time focuses on developing and managing project schedules including prioritizing and sequencing the identified tasks and activities and estimating time durations for each task. Expectations are set around how the schedule is tracked and maintained.
Cost management
Cost includes planning and estimating project costs, defining the project budget, securing funding, and then managing, tracking and controlling costs throughout the project’s lifecycle.
Quality management
Quality ensures that project deliverables meet stakeholder needs and adhere to quality standards and processes. This includes planning, managing, and controlling all aspects of quality for a project.
Resource management
Resources include identifying, estimating, acquiring, and managing all the right resources to support the successful completion of a project. This might involve materials, equipment, and supplies. Resource allocation is essential to ensuring you meet the project objectives and goals. This also includes planning, acquiring, developing, and managing the project team.
Communication management
This includes planning, collecting, creating, and distributing communications to key stakeholders. Communication management is about managing all aspects of project communications including the timing, key messaging, methods of communicating, storage and retrieval of project documentation in document management systems, and providing status updates throughout the lifecycle of a project.
Stakeholder management
Stakeholder management includes identifying everyone impacted directly or indirectly by the expected project outcomes, and managing engagement, expectations, and influence over a project.
Risk management
Identifying potential risks, planning mitigating strategies, monitoring risks, and implementing responses are all included in risk management. The goal is to decrease the likelihood that something negative will occur that might impact the project. This focuses on preventing or mitigating known risks and building contingency plans for the unexpected. Risk management tools such as a risk assessment template or log is used to support risk management activities.
Procurement management
Procurement focuses on buying or acquiring products, services or outcomes from outside of the project team, such as another team or an external, third-party vendor. Procurement management often includes maintaining relationships with existing and potential vendors, suppliers, and consultants.
Integration management
Integration is about coordinating all elements of a project to meet or exceed the expectations of key stakeholders. This includes ensuring that a project charter is developed and agreed to, developing a comprehensive project plan, managing all the project work, coordinating with team members and subject matter experts, and controlling changes to the project scope when needed. This is about integrating all the pieces together to move the project forward successfully.
What types of project management tools are used to support project success?
A variety of resources and tools are used in project management including project management software, collaboration platforms, time-tracking tools, and file-sharing systems. Project management templates are leveraged to support successful project management including project charters, Gantt charts, communication plans, meeting agendas, and many more.
What types of project management software are used to manage projects?
There are many different project management software options available for project managers to effectively manage projects, such as Trello, Microsoft Project, Jira, Asana, Monday.com, etc., each offering different features to meet the specific needs of teams and organizations.
What industries require the skills of project management?
Here’s the exciting news: Every industry requires effective project management making this is a great career to explore with so many diverse options. According to the Project Management Institute (PMI), 25 million new project management professional job openings are expected around the globe by 2030. Here are some industries that require project management expertise:
- Aerospace
- Automotive
- Communications
- Construction
- Defense
- Education
- Energy
- Engineering
- Finance
- Government
- Healthcare
- Information Technology
- Infrastructure
- Legal
- Manufacturing
- Marketing and Advertising
- Media
- Non-Profit
- Research
- Retail
- Supply Chain
- Travel
- And more…
What is a Project Management Office (PMO)?
A Project Management Office (PMO) is a department of people that focus on the oversight, planning and implementation of projects within a specific department or across an organization. PMOs are continuing to evolve to play a more strategic role in organizations as drivers of transformation. This group is often lead by a director, and in many cases report directly to an executive. Project Management Offices help to prioritize projects, allocate resources effectively, and align successful projects with customer value.
Is project management a good career?
Project management is an amazing career that can be highly rewarding and fulfilling. Here at Project Management Life (PML), we understand that leading projects can be challenging work but it keeps us constantly engaged, and it’s incredibly satisfying to see our efforts lead to success. Project management is a well-compensated profession, offering excellent salary prospects that grow with experience and additional credentials.
While salaries can vary based on location and years of experience, those new to project management should have realistic and reasonable expectations about starting salaries. However, it’s important to note that there are significant opportunities for income growth as experience is gained.
Earning certifications in project management can further increase your earning potential over time. The Project Management Professional (PMP) certification is considered the gold standard in the field. It is ideal for those who have been managing projects for at least three to five years, have a solid understanding of project management methodologies, and have completed at least 30 hours of project management education. Obtaining a Project Management Professional certification demonstrates your knowledge, skills, and expertise to the world and can significantly enhance your career prospects. The PMP certification is based on the most recent version of the Project Management Body of Knowledge (PMBOK) Guide.
Project management offers a dynamic and rewarding career path with opportunities for professional growth, increased salary, and personal satisfaction.
What skills are needed to succeed in project management?
Project management requires a blend of technical and interpersonal skills to guide projects to successful completion. Here’s a brief look at the key skills you will need:
Technical Skills
Technical skills are the hard skills necessary for project planning and execution. These include skills such as defining project scope and developing project charters, data analysis, performance reporting, developing project plans, creating communication materials, project lifecycle management, building project schedules, leveraging project management software, etc.
Interpersonal Skills
Interpersonal skills are often referred to as soft skills and they are all about how to work with and relate to other people. These skills are in high demand for project managers. These include skills such as leadership, communication, decision-making, time management, active listening, emotional intelligence, public speaking, and negotiation.
How do I get into project management?
There are many different paths to entering project management, including:
- Some people find themselves unexpectedly managing projects as part of their current job, realizing later that they are performing the role of a project manager.
- Others hear about project management and intentionally seek out opportunities to learn more about the role and its responsibilities.
- Some individuals have a natural talent for organizing and planning, often gravitating towards a project manager role without even realizing it.
- Being involved in a project as a participant can spark an interest in being a project manager, leading some to pursue it as a career.
- Taking a project management course in school or through an educational program can inspire some to explore this career path further.
- For many, the appeal of being a project manager lies in the job opportunities and salary potential, prompting them to pursue it as a profession.
If you’re interested in becoming a project manager, you can start by gaining experience with small projects or engaging in educational opportunities as a stepping stone into project management.
How do I learn more about project management?
We invite you to learn more about project management by joining the PML Tribe here at Project Management Life (PML), familiarizing yourself with the Project Management Body of Knowledge (PMBOK) Guide that the Project Management Professional (PMP) certification is based on, or checking out one of the many available great courses on project management.
Also, check out our blog post called What is a Project Manager? A Guide to Everything You Need to Know to learn more about project managers, why they are important, the role that project managers play, salary expectations, career opportunities, and more.
Who is Project Management Life (PML)?
Project Management Life (PML) is a team of passionate project managers who believe in the power of this incredible profession and provide our knowledge, guidance, and support to our colleagues.
We know that project managers are often the unsung heroes that drive innovation and progress, and bring calm to what might otherwise be chaos. We are the leaders behind the scenes that work tirelessly, and deserve to be celebrated for our incredible efforts in making the world a better place.
We founded PML on the idea that we can inspire each other with stories of success and valuable lessons learned, empower each other with career advice and resources to thrive both personally and professionally, and support each other to achieve a fulfilling work-life balance by focusing on our health and well-being.
By living our best project management life, we bring our best selves to our projects, our teams, and the world.
We truly believe that project managers change the world.
Join the PML Tribe
The PML Tribe is a growing online community of project managers supporting our fellow project managers. Whether you’re a new or experienced project manager, this is a place where we can connect, learn, celebrate, and support one another.
Membership is free, and you get access to a weekly, members-only newsletter that is jam-packed with exclusive and curated content about project management, career growth and personal branding, health and well-being, personal self-improvement, professional development, work-life balance, and more. We are also launching an invite-only community forum, an exclusive clothing brand just for us, PML podcast, and so much more.
Join us today, and don’t miss out!
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