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• Project management

12 vital project management principles

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Successful project management is a critical activity at every company. Every major business activity is made up of one or more projects.

To deliver maximum business value and user satisfaction, project management requires much more than a spreadsheet, a RACI chart , or occasional meetings. All phases of every project must be supported by a clear, consistent, and transparent decision-making process and effective, efficient collaboration across multiple roles and teams. 

The best project management efforts are built upon a core set of governing principles. This guide describes 12 critical principles of project management that provide a structured yet flexible framework and foundation for collaboration. These principles promote effective planning and execution of projects and ensure consistent project management success. 

What are the 12 essential principles of project management?

A successful project management plan provides all the information needed to carry out a project from inception through completion and evaluation.

Regardless of your methodology, your approach must successfully address project requirements, stakeholder expectations, and business needs and goals. Adhering to the following 12 essential project management concepts can help assure your project’s success.

Establish the project structure

A project is larger in scope than a typical task or activity. Structure your project in a manageable, understandable way that is easy for the project management team and stakeholders to evaluate.

Define project goals and objectives

Defining the goals and objectives of your project is essential to establishing its structure and gaining support from project management team members and stakeholders. Articulate the goals and specific objectives of the project clearly, and ensure these align with the company's overall objectives.

Identify a project sponsor

Sponsor support is crucial to the success of a project. A project sponsor can provide enthusiastic assistance and helpful guidance for the project. Sponsors also can garner additional support and resources from multiple stakeholders and teams as necessary.

Form roles and responsibilities

Roles and responsibilities will vary depending on business requirements, stakeholder expectations, available people and resources, and other factors. Define these roles clearly to ensure effective collaboration and avoid duplication of efforts and unaddressed project needs.

Ensure team accountability

Foster a culture of accountability within your team. Implement ways to track and measure individual and collective responsibility.

Manage project scope and changes

Adaptability is key throughout a project’s life cycle. Goals, needs, expectations, available people, and resources are subject to change at any time throughout a project’s life cycle. Every project management plan must include a robust strategy and clearly defined processes for managing project scope and dealing with changes.

Create a risk management plan

Risks can quickly threaten the project, if not the business itself. Project management plans must include comprehensive steps for identifying, assessing, and mitigating project risks. Regularly review and update the risk management plan as the project progresses.

Monitor progress

The project management team should monitor progress at every stage of every project. Establish key performance indicators (KPIs) to help measure progress toward established goals. Your project management plan must also include a system for regularly tracking, assessing, and reporting project progress.

Focus on effective value delivery

The goal of every project is to deliver value to stakeholders and to the business as a whole. Give the highest priority to tasks that contribute to the project's success. Include methods and tools that enable your team to continuously assess and adjust priorities based on stakeholder needs and project objectives.

Establish a performance management baseline

Effective performance management is key to project management success. Establish a performance management baseline to evaluate and track team and project performance. Use performance metrics to identify areas for improvement and recognize achievements.

Finalize the project

To close out your project successfully, complete all the necessary tasks defined in your project plan . Ensure that all deliverables meet quality standards. Obtain necessary stakeholder and management approvals.

Examine successes

Reflect on the project’s successes, and highlight the key factors that contribute to positive outcomes. It’s equally important to document lessons learned to inform future projects and sustain continuous improvement .

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Confluence brings everyone together in a connected workspace to move projects forward. Teams can create, edit, share, and collaborate on project plans seamlessly, keeping everyone on the same page. Confluence can improve project management team performance and lead to more efficient project execution. It can also deliver greater value to team members, stakeholders, and the business. Try Confluence

Project management principles: Frequently asked questions

What is agile project management.

The Agile project management methodology combines the sprints of Scrum with the continuous information sharing and feedback of Kanban. It focuses project management teams on continuous improvement and delivering value to stakeholders. It's flexibility and cross-functional team support make Agile highly effective for managing projects subject to change.

What are common challenges in project management?

All project management efforts face similar challenges, such as:

• Scope creep. As a project proceeds, needs, requirements, stakeholder desires, and external influences can also change. These changes can cause deviations from the original plan. They can also lead to budget overruns, delays, and disappointed stakeholders. A detailed plan with a well-defined project timeline and regular communication with stakeholders can help minimize or eliminate scope creep. 
• Unrealistic deadlines. Overly ambitious deadlines can lead to missed milestones. Project managers must balance what stakeholders want and what is achievable with the available resources. 
• Insufficient resources. Every project must deal with limited availability of money, time, and talent. Realistic, conservative budgets and accurate cost estimates can help, but teams should expect to face resource constraints beyond their plans and forecasts.
• Poor communication. Ineffective communication can lead to misunderstandings, unclear and unmet expectations, additional work, and missed deadlines. Consistent communication can help you avoid scope creep and manage stakeholder expectations.
• Change and risk management. Project management plans must include well-documented risk identification and mitigation processes and adaptation to sudden changes. This can help minimize project disruptions and delays.
• Monitoring, evaluating, and documenting progress. Consistent monitoring and evaluation can keep projects on track and identify challenges before they become problems. Documentation of monitoring efforts and evaluations can help keep team members and stakeholders informed and engaged.

What are the different project management methodologies?

Here are some of the methodologies most widely used for project management.

• Kanban: Kanban focuses on the visualization of tasks and progress. It relies on a shared physical or digital whiteboard typically divided into columns, each labeled with a stage of the workflow —To Do, In Progress, and Completed, for example. Kanban’s visual approach means everyone can see and follow the work as a project progresses. This keeps everyone informed and aligned with each other and the project objectives. Kanban can also help teams be more adaptable and flexible in the face of changing needs or priorities.
• Waterfall: Waterfall project management is more linear and sequential than other methods. Waterfall projects typically have well-defined requirements for planning, design, development, testing, and deployment. Waterfall projects demand strict adherence to plans and close alignment with declared requirements and objectives.
• Scrum:  The Scrum methodology includes a highly structured framework. It defines specific team member roles and the length of each work cycle or sprint. Teams hold daily meetings to review progress and map upcoming sprints. This methodology is well-suited for complex projects and active stakeholder involvement.

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• Project Management

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13 Principles of Project Management and How to Use Them

• Written by John Terra
• Updated on January 13, 2023

There’s much to do in today’s fast-paced, competitive business world. Smart people break up their workload into a series of projects, which allows them to organize the work and make it more manageable.

But more than splitting the workload into projects is needed. After all, you need professionals to oversee or manage the projects’ progress to ensure the work is done within the allocated timeframe and budget. So, it would be best if you had a project manager. But these leaders need a defined set of project management principles to help them keep things running smoothly and according to plan.

This article explores over a dozen project management principles and practices and touches on structure, putting principles into action, PMP principles, and what defines success.

We begin with a few definitions.

What is Project Management All About?

According to the Project Management Institute (PMI), a project is “a temporary endeavor undertaken to create a unique product, service, or result.” So, a project has a starting point and a finish, and the uniqueness stems from the idea that all parts of the project are meant to contribute to a stated goal that isn’t an ongoing part of the company’s usual operations.

Projects require project management (PM), which involves applying the knowledge, skills, techniques, and tools to the activities necessary to meet the project requirements. Consequently, project management follows specific basic rules and project management principles designed to help managers lead project team members, define the project’s scope, assess risks and roadblocks, deal with changes, and maintain communication with management and stakeholders.

Also Read: Understanding Project Management: A Comprehensive Guide

The 13 Project Management Principles to Follow

Here are 13 project management principles every project manager should follow.

1) Define your objectives and goals. This phase is an intelligent place to start because you should know why this project exists in the first place and what constitutes success or failure. The project manager, their team, and the clients should meet and ensure everyone’s on the same page. Ideally, goals should be:

a) Realistic. Can this goal be met with the available resources and timeframe?

b) Clear. Do all parties understand what’s expected?

c) Measurable. Does the project have a set of criteria in place to judge when the goal is met?

2) Make a risk management plan. Here is another principle that should be carried out before the project even starts. First, the project manager must figure out the project’s potential risks. Although risk assessment isn’t an exact science, managers can use historical data, knowledge, and experience from the team and the stakeholders to discover likely areas where the risk lies. Project managers can use tools like a risk register template to help collect this data. In addition, risk management plans should have responses in place to resolve the issue before it escalates into a problem.

3) Define the structure of the project’s organization. Here’s another PMP principle that needs to be acted on before things get underway. The project organization’s structure is a framework that facilitates project activity planning, execution, and tracking. Project managers must create an organizational chart that spells out the project’s hierarchy and the roles of every team member. Once the organization has been established, consider what procedures and guidelines the team members must follow.

4) Define the project’s deliverables. Deliverables are unique, verifiable products, results, or capabilities to perform a service created to complete a phase, process, or project. For example, a deliverable could be a new software app, an in-house training class, or an overhauling of the organization’s database.

5) Define team roles and responsibilities. Projects succeed when everyone stays in their lane and avoids duplication of effort. Therefore, someone should clarify the roles and responsibilities and establish boundaries.

6) Establish a communication plan. Constant, clear communication keeps everyone informed and on the same page. When everyone’s talking, deviations and issues get spotted early and can be dealt with swiftly. Define who needs to know what, how that information will be relayed (meetings, regular e-mails, texts, or a mix of these) and how often someone will send these updates.

7) Establish performance baselines. Projects require project performance metrics to measure success. Performance baselines hold you and your team accountable. Therefore, you should always have the means to measure the various parts of the project and see if the measurables align with what you expected.

8) Set priorities and milestones. Priorities show you what the team should focus on, and milestones show where they are in the project’s timeline. By establishing priorities and identifying milestones, project managers will know when they’re on course and schedule. Additionally, team morale rises when you recognize milestone achievements. The project team is more motivated if there’s a means of measuring progress.

9) Develop a change management plan. Change is the only constant; this is true in every aspect of life. So, a good project manager comes prepared with a change management plan. This plan keeps track of changes, specifies how changes are handled, and establishes an approval process. A good change management plan covers changes, delays, risks, and issues involving the project’s scope, budget, and schedule.

10) Devise an initiation and execution strategy. Initiation involves the project’s preliminary work that someone must complete before any other project activities can happen. Execution typically starts with a kick-off meeting to get things underway. Project managers use the kick-off meeting to share the project’s plan and vision, delegate assignments to team members, and turn them loose on the project.

11) Be aware of time and budget limitations. Time and money are finite resources. Therefore, project managers should use project scheduling tools to establish a realistic timeline, factoring in variables such as vacations, holidays, corporate events, etc. In the same way, project managers should create a budget, including a margin for unexpected expenses.

12) Develop a process of accountability and responsibility. Great project managers empower their team members with a sense of responsibility and accountability, which pays great dividends in morale. When managers give team members responsibility for their work, it removes the burden of micro-management and allows them to work from their strengths and learn new project management skills. Both results ultimately benefit the project, the organization, and the employee. But managers must set up a means of accountability before giving team members individual responsibility. For example, managers should have tools to track project deadlines and task delegation.

13) Be transparent. Finally, project managers should create a system where all team members and other interested parties can quickly and efficiently access the project’s relevant information. Project managers who want to develop or improve project transparency should make the project’s data available to the entire team, let everyone see the big picture, provide good collaboration tools, and share calendars among relevant parties, including management and outside stakeholders, if appropriate. Project transparency removes guesswork and uncertainty and leads to better team and project results.

If you want a different perspective, look at these agile project management principles and see where the two sets of principles mesh and where they deviate.

Also Read: Understanding KPIs in Project Management

Put Principles into Action Using Templates and Software

Fortunately, many resources are available to help managers implement project management principles and practices. For example, you can employ project budget templates, project plan templates, and Gantt chart templates. The last chart is handy, as it lets you identify critical paths, set milestones, set up task dependencies, and collaborate with your team, all in real-time.

Additionally, project managers can benefit from a good project management software solution such as:

1) Monday.com

2) Smartsheet

3) ProjectManager

All About Project Structure

A good project structure is made up of work packages. These work packages represent enclosed work units assigned to the proper personnel. Therefore, when creating the layout for your project, you must consider three primary factors.

1) The Project’s Goal. Ask yourself, “What is this project trying to accomplish?” When you answer that question, you have a better understanding of what must be done, which then determines your project’s goals.

2) The Project’s Milestones. Milestones help split the project into phases or steps, each with defined demands and results.

3) The Project’s Timeline. The timeline defines the project’s starting and ending points and the order of the work packages. This information is best rendered into a flowchart.

What Constitutes Project Success?

There’s isn’t a single correct answer to this question. Project success means different things depending on who you ask. However, success is best expressed at the start of the project using key and measurable criteria to judge the project’s success or failure. These criteria can include the following:

1) Meeting essential project objectives such as the organization, stakeholder, or user’s business objectives.

2) Creating satisfaction with the entire project management process. This satisfaction can be based on factors such as a complete deliverable that meets the organization’s standards and is completed on time and within budget.

3) The project’s customers and most of the project’s community are satisfied with and accept the project’s deliverables.

Also Read: 5 Essential Project Management Steps You Need to Know

How Would You Like Project Management Certification?

We mentioned building upon your newly gained CAPM certification to improve your project management skill set by taking other certification courses. For example, Simplilearn, in collaboration with the University of Massachusetts, offers a PMP boot camp to boost your project leadership skills and prepare you to take on more significant challenges and better career opportunities.

The boot camp, aligned with PMI-PMP® and IASSC-Lean Six Sigma, covers valuable project management skills such as:

• Agile Management
• Customer Experience Design
• Design Thinking
• Digital Transformation
• Leadership Skills
• Lean Six Sigma Green Belt (LSSGB)
• Project Risk Management

In addition, the bootcamp helps you earn your 146 Professional Development Units (PDUs) to maintain your continuing certification requirements (CCR) for PMI-related certifications. You will also be offered membership in the UMass Amherst Alumni Association.

Today’s business world needs more qualified project management professionals than ever. So, sign up for this valuable project management bootcamp today, and turbocharge your project manager career while opening more doors and career opportunities.

You might also like to read:

9 Project Management Techniques and Tools That Actually Work in 2023

Project Management Frameworks and Methodologies Explained

Project Management Phases: A Full Breakdown

What is Agile Project Management? A Complete Guide

Essential Project Management Skills to Learn in 2023

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Project Management

12 key project management principles (essential guide).

Content Manager

January 15, 2021

There’s a  lot  that goes into  managing projects .

Budgeting, gaining approval from your project stakeholders , creating your team, monitoring progress, drafting reports….

And that’s just the tip of the iceberg!

If you’re screaming internally, don’t worry! 

Here’s something to help you out:

Project management principles act as a trusty compass while you’re navigating the entire project management process.

In this article, we’ll explain what these basic project management principles are, their advantages, and how you can use them to manage successful projects.

Principle 1: Must be a project

Principle 2: a clear project structure, principle 3: identifying project deliverables, principle 4: allocation of project budgets, principle 5: clear strategy for execution, principle 6: ownership by a project manager or project sponsor, principle 7: assigned team roles and responsibilities, principle 8: clear communication between team members, principle 9: alignment across the organization, principle 10: transparency and accountability, principle 11: risk management and detection, principle 12: measurement of project progress.

Let’s get started.

What Are The Principles Of Project Management?

Project management principles are fundamental concepts that you can use for successful project management.

Pretty simple, right?

So what are the basic principles of project management that  every  project manager  should swear by? 

We’ve grouped these 12 into 3 buckets.

Let’s take a look:

Defining a Project

The most basic principle is that there must be a project.

Let’s take the definition of a project by the Project Management Institute: to qualify as a project, the work must be a temporary endeavor and its goal is to create value.

Since project management is a tool used to effectively manage a project, the principles of project management should apply to this definition.

Activities such as responding to tickets or editing content, therefore, do not count as a project.

A key principle in a  project management plan  during the definition phase is the project structure.

Without it, your project will fall apart faster than a Jenga tower!

Here are three components that need to be defined:

A. Project goals

How do you start something, if you don’t know what you want to do in the first place?

Determining a goal will set things in motion, and will help you create the project structure. Start by asking yourself what the project requirements are, what needs to be done  and  why.

As a project manager, you need to clarify the project goal and make it universally understood by  everyone  involved in it.

But how do you set  project goals?  And what’s the difference between  goals and objectives ?

Free project management tools  like ClickUp make setting goals and objectives a piece of cake.

B. Project timeline

No one gets an unlimited time frame to finish a project.

(unless you can reverse time like Dr. Strange)

For quick project completion, you need to have a  clear  project timeline . 

It contains the tasks that need to be done, and their start and end dates. 

It also indicates the order in which tasks need to be tackled.

C. Milestones

You should first define milestones and then divide your timeline into these important milestones.

What’s that?

Milestones are indicators  that help you understand when the project has entered a new phase.

For example, if your team is moving from milestone to milestone in just a few days; you know they’re working faster than The Flash on caffeine!

And if there is a long gap between two milestones, you’ll need to make sure they move into high gear.

With this approach, you’ll be able to stick to the project schedule.  Always. 

Here’s another thing: milestones boost team morale. 

Because remember,  everybody  likes visible progress.

The next project management principle is defining project deliverables .

Deliverables refer to any unique result or product that’s related to a particular process or phase of the project.

So how do you define project deliverables?

Start by asking yourself the correct questions such as:

• What is the project objective ?
• What do you need in order to achieve that objective?
• How long will this take and how much will it cost ?

These types of questions will help you determine the project deliverables and project requirements.

Here are a few examples of deliverables your team might have to work on: 

• For a web design project, deliverables might include developing a mockup
• For a marketing project, a deliverable might be a zany commercial

Looks like things are finally looking up for Jim from ‘Stranger Things!’ 

There’s another benefit of having well-defined deliverables in advance.

You won’t have to scramble to add new deliverables midway through the project.

Not only will this stop you from spending too much time on it, you also won’t need to work overtime to meet the deadlines.

This way, you won’t need to cut down on binge-watching true crime shows on Netflix.

Wouldn’t it be wonderful if you had a limitless budget?

Unfortunately, unless you’ve got a genie granting you these wishes, you’ll need to work with a strict project budget .

With limited resources, you need to be very mindful of your expenses. 

Remember, you don’t want to be shocked when you find your expenses are off the charts!

So here’s what you can do:

• consider the possible areas where you can save or eliminate spending
• ensure that each phase of your project is accounted for
• reserve a portion of the budget for emergency expenses

Budgeting and accounting can be a lot of work and can need different tools.

But why get several tools when project management software like ClickUp can help you balance the books? 

With ClickUp’s premade  Accounting Template , you can manage your sales records, project expenses, invoices and more, all  within  your Workspace.

Before execution phase , you need a project charter and project plan in place. These play a major role in the success of large projects.

What should be included?

The planning phase should have a clear definition of key performance indicators (KPIs), project management software used, and risk factors that may affect the outcome .

You should also identify potential problems that could cause scope creep or derail your progress.

Identifying Team Roles and Responsibilities

The next fundamental principle is that one person, the project manager, needs to own responsibility for the project success. This person needs to act as a spokesperson and get on the same page as the executive team.

As such, project managers guide project stakeholders through their decision-making process , define team responsibilities, initiate the project plan, and measure success.

Because of the cross-functional nature of a this role, project managers need to have great interpersonal skills, knowledge of business and technology, and experience in the work breakdown structure.

Just knowing your project objective and setting goals isn’t enough. 

You must also determine  what  each member should do.

If you don’t do this, you can start preparing for a funeral: because your project’s dead, even before you started work on it!

When you define roles and responsibilities, each team member becomes accountable for their tasks. 

And since your team members know exactly what to do, they won’t waste time trying to gain clarity on the project.

Establishing Values

Poor team communication = bad results.

When managing projects, strong communication from day one should be your  prime objective.

You don’t want your project communication to turn into a game of he said-she said.

Because that would spell disaster.

Clear communication with your team is key to avoid mishaps. Every member knows what they’re working on and what others are working on, which creates a streamlined workflow.

Additionally, having clear communication allows you to identify and celebrate team member achievements.

This is an important principle to avoid problems later on when a project progresses.

Stakeholders and the project manager work together so that all the components of the organization support one another. This includes the company’s mission, structure, and systems.

Establishing a performance management baseline with three basic components – cost, schedule, and project scope – is important when aligning with company values and setting the scope of a larger project.

After clear expectations are set with management and a project manager is designated to own project activities, that person should be given the freedom to make project decisions.

Moving on to the next project management principle.

Project transparency .

Unless you’re a rogue spy on the run, hiding is a  bad idea.

When you obscure project data or statuses from your stakeholders and sponsors, it’s going to haunt you in the future.

And this might  diminish trust  between your team and the stakeholders.

However, this wouldn’t happen if you and your team always maintain transparency. 

If everyone can access relevant information regarding the project, including statuses, milestones, and the timeline, things will be much smoother.

The result?

Your team’s engagement levels would be through the roof, and they’ll be much happier and satisfied with their work too.

With ClickUp’s  Guests feature , you can collaborate with people outside their team, like stakeholders or clients.

Every project will have certain risks attached to them. This is especially true when juggling multiple complex pieces in  enterprise project management .

Try out these enterprise project management software tools !

When you assess these risks  before  the project begins, you’ll be prepared to face any potential issues that might arise.

And that’s not the only benefit:

• You would be able to prevent any delays in project execution 
• Your project team members will have a plan to help them deal with any risks
• You’ll be able to eliminate or limit the impact any issue can have on your project

With this approach, you could also designate an entire team to focus on the risks that come up during the project life cycle. 

Check out these risk management templates !

(We think ‘Riskbusters’ would be a fitting name for this team. 😉 )

Monitoring and measuring progress is a basic principle that is crucial to the entire project management process.

Imagine if there was no monitoring.

Working from home  would look something like this…

With ClickUp’s  Gantt Charts , you can view all the tasks that need to be done, their deadlines, and the team members who are  assigned  to it.

And there you have it.

All the principles to manage successful projects grouped into 3 buckets.

Frequently Asked Questions

What are the basic principles of project management.

Though there are differing opinions on the finer points, the basic principles of project management include the following: a clearly defined project through structure, deliverables, and strategy ; clearly identified team roles, including the project manager, and the establishing of values such as organizational alignment, communication, transparency, accountability, risk management , and performance measurement.

How many project management principles are there?

There are 12 principles, which can be grouped into 3 buckets – defining the project, defining roles and responsibilities, and establishing values.

Project management principles are the building blocks of all businesses; no matter how big or small.

Use them wisely, and all your projects will be a smash hit!

However, these principles aren’t going to help you manage an entire project on your own. 

Fortunately, tools like ClickUp were specifically designed to do all the heavy lifting; assisting you with all your tasks, timelines, and team members.

Whether you’re following methodologies such as  Waterfall ,  Agile , or  Lean , ClickUp has all the features you need to organize your work.

So  get ClickUp for free today , and managing your projects will be a piece of cake!

Questions? Comments? Visit our Help Center for support.

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Overview of Project Management

• First Online: 13 December 2021

Cite this chapter

• Hêriş Golpîra 2  

593 Accesses

This chapter reviews the basic and sometimes contradictory definitions and principles of a project as well as its organization and management in a way that provides a general and accurate summary of the concept of project management and corresponding concepts. Definitions of relative terms are collected and expressed concerning influential studies in the literature of the concept. Although there are several research works on the definitions of project management, so far such a comprehensive review with emphasis on the basics, processes, and applications of project management techniques in different organizations, as discussed in this chapter, has not been presented. Besides, this chapter is explained to equip the reader with the required definitions that are needed in the rest of the book.

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Golpîra, H. (2021). Overview of Project Management. In: Golpîra, H. (eds) Application of Mathematics and Optimization in Construction Project Management. Springer, Cham. https://doi.org/10.1007/978-3-030-81123-5_1

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What Are the Principles of Project Management?

• 1.  Project Management Basics
• 2.  Project Management Methodologies
• 3.  Project Management Life Cycle
• 4.  Best Project Management Software
• 5.  Team Collaboration Tips
• 6.  Agile Methodology Basics
• 7.  Agile Project Management Tools & Techniques
• 8.  Project Management Frameworks
• 9.  Resources
• 10.  Glossary
• Advanced Terminology
• Methodologies
• PM Software Features
• Basic Terminology
• Professional Development
• Agile Project Management

Introduction to the Principles of Project Management

Smart management is the cornerstone of successful project execution across diverse industries and sectors. By adhering to a set of well-established principles, project managers can effectively navigate the complexities of planning, organizing, and executing projects, just as an experienced sailor navigates a choppy sea. 

In this article, we delve into the essential principles that guide project management practices, shedding light on their significance and offering valuable insights to both seasoned professionals and those new to the field. 

Before we begin, you can unlock a free trial with Wrike right away to make the best of project management in one platform.

What are the principles of project management?

The principles of project management are the fundamental rules that should be followed for the successful management of projects. The Project Management Book of Knowledge (PMBOK) does not currently contain an official list of principles for successful projects. However, PMI’s annual pulse survey highlights the principles that successful project managers and companies are following. Here are the nine principles of project management:

• Formal project management structure
• Invested and engaged project sponsor
• Clear and objective goals and outcomes
• Documented roles and responsibilities
• Strong change management
• Risk management
• Mature value delivery capabilities
• Performance management baseline
• Communication plan

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

1. Formal structure

Projects need to have a formalized structure, including processes, procedures, and tools. If you’ve ever tried to complete a project without a formalized structure (“off the books”), you know how hard it can be to control it and provide the attention it deserves. A project should have a project charter , project plan , and a designated project team to successfully prioritize and manage the project. 

2. Project sponsor

An effective project sponsor is critical to the success of a project. Sponsors champion your project and act as a spokesperson to other executives. Having an engaged sponsor makes it easier to communicate progress, escalate issues to overcome roadblocks, and guide stakeholders through decision-making processes.

3. Goals and outcomes

Without precise requirements and approval criteria, it will be difficult to measure a project’s success. You may think that your final product does everything requested, only to have the customer or user complain that you left out a critical component. The most common factor behind failed projects is a lack of clear goals. Project requirements and approval criteria should be determined and documented at the beginning of the project. These must be reviewed and approved by all key stakeholders, including the sponsor and customer.

4. Roles and responsibilities

Two forms should be used to document and define the roles and responsibilities of everyone involved with a project. For project team members, RACI or RASCI is used to determine duties and expectations. RASCI stands for: 

• R: Responsible 
• A: Accountable 
• S: Sign-off authority (not always used) 
• C: Consulted 
• I: Involved

In a RACI chart , team members are listed along the top, with tasks along the sides. Each member is assigned a letter (R, A, C, and I) according to their role for each job. A stakeholder register documents stakeholders outside the primary team, as well as important information such as the following:

• Communication preferences (type and frequency)
• Contact information
• Level of influence on the project
• Engagement level with the project
• Their role within the company
• Other relevant details or notes

5. Management of project changes

A project needs a well-defined scope to ensure the outcome meets customer expectations. Without strong change management, a project could suffer from scope creep and gradually grow beyond the initial project guidelines. To give an example, team members or stakeholders may want to add additional features to a product. However, if you don’t carefully control changes, you could end up with a great product that costs twice what you expected and is delivered six months late.

6. Risk management

Since we cannot execute projects in a bubble, they all face some risks. Risk can affect your resources, technology, or processes. It’s important to manage risk to minimize or eliminate its impact on your projects. This involves identifying, evaluating, and monitoring risks and deciding upon action plans to implement if they occur. 

7. Value delivery capabilities

Your value delivery capabilities are the project tools, processes, and procedures that help you deliver value to your customers. This can include your project systems, like your scheduling software. It may also include your processes, such as using an Agile project methodology . If you have established and tested approaches for delivering successful projects, you'll be better equipped than if you’re starting from scratch. The more mature your processes and procedures are, the more likely your project will be a success. 

8. Performance management baseline

Projects typically have three basic components: cost, schedule, and scope. Each of these components should have a baseline or plan against which performance can be measured. When these baselines are integrated, it’s called a performance management baseline — then, if you have a change in any one of these components, its impact will be reflected in the others.

Say you have a scope change. With your performance management baseline, you can see how this will impact your project schedule and cost, allowing you to better monitor the overall effect of changes on a project. A performance management baseline improves decision-making, as you can view the whole picture and identify all impacts of potential decisions.

9. Communication

If you’ve worked in project management for a while, you may have heard the saying that project management is 90% communication. A project’s success requires communication of project activities, risks, issues, and status, both within the project team and with other stakeholders. Communication is essential for a variety of reasons, including:

• Keeping stakeholders engaged
• Coordinating tasks and schedules
• Decision-making and problem-solving
• Identifying and resolving conflicts 
• Escalating risks and issues

Master project management principles with Wrike

From initiating a project with clear objectives to effectively managing risks, fostering communication, and promoting collaboration, project management principles provide a solid roadmap for success. However, a roadmap is nothing without a vehicle that gets you to your destination. 

Wrike offers a wide range of features that align perfectly with the above principles. From project templates to real-time collaboration and resource allocation, Wrike empowers teams to efficiently execute projects while staying true to the fundamental principles that underpin effective project management. 

Want to explore how Wrike can revolutionize your project management? Start your free two-week trial today. 

Further Reading

• 3 Tips to Improve Project Management for Creative Teams
• 5 Principles for Managing Remote Employees
• How 5 PM Experts Create a Fail-Safe Project Management Plan
• Don't Forget These 10 Project Management Best Practices (Infographic)

Basic Project Management

• Project Charter
• Project Management Stakeholders
• What is a Project?
• Work Breakdown Structure
• Project Objectives
• Project Baseline
• Project Management Scheduling
• Project Management Work Packages
• Project Management Scope
• Scope Creep

Advanced Project Management

• What is PERT?
• Network Diagram
• Risk Management
• Cost Estimation
• Feasibility Study
• Monte Carlo Analysis
• Project Integration
• Cost Management
• PMI Project Management
• What To Do With Certification
• Certification
• Become Certified
• PMP Certification
• Best Certification

Software Features

• Critical Success Factors
• Capacity Planning
• User Role Access Permissions
• Time Tracking
• Budget Tracking
• Request Forms
• Work Assignments
• Version Control
• Dependency Managements
• Project management Milestones
• Project Management Software
• Project Management Tools
• Project Management System
• Gantt Charts

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What is Project Management? Definition, Types & Examples

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Examples of Project Management

In order to better conceptualize what project management is, it’s helpful to understand how project management plays out in real-life applications. Here are a few examples of how project management is used across various industries every day: 

Example One: Project Management in Construction

In 2005, BAA Airports Ltd. was presented with an enormous task: remodeling Terminal 1 within Heathrow Airport, the busiest international airport in the world while keeping the terminal open to the 20 million annual travelers that pass through the airport. The project was extremely complex, and made even more challenging by a strict deadline and significant public health concerns, given the construction project was taking place within an active terminal. 

Throughout the project lifecycle, David Buisson, PMP, and the project manager in charge of the Heathrow renovation project, encountered many unexpected obstacles, including asbestos in the ceiling and inconsistencies with the floor level. Buisson and his team were able to properly navigate project challenges, operational risk, and communication management with key stakeholders. They successfully delivered the project on time and on budget—without any major mishaps—utilizing the PMBOK Guide from the Project Management Institute, the standard guide for project management professionals.

The 2005 renovation of Heathrow Airport Terminal 1 is widely considered one of the most successful case studies in construction project management to date. 

Example Two: Project Management in Healthcare

During the Covid-19 pandemic, pharmaceutical and biotechnology company, AstraZeneca partnered with the University of Oxford to address the international need for a vaccine. The research partners at Oxford University had begun showing promising research around an early vaccine option. Paired with AstraZeneca’s manufacturing capabilities and global supply chain experience, it was a no-brainer for the two entities to pair up to address the pandemic. 

However, the partnership would face numerous challenges throughout the project lifecycle, including, most notably, a highly unpredictable and rapidly evolving public health crisis. Adaptability had to be the name of the game, and the structured guidelines of project management provided a baseline for the team to work from. Ultimately, the project was an overwhelming success, with over 1 billion doses of the vaccine delivered to over 170 countries.

Example Three: Project Management in Aerospace Technology

The Mars Pathfinder Mission began in 1996 as a result of budget cuts within NASA, shifting the organization’s focus to projects that could be completed “faster, better, and cheaper.” The goal was to spend less than $150 million dollars on the project in total and implement it within 36 months. Based on the initial goals established by NASA, just getting the spacecraft to Mars and landing it in one piece would have been a success. 

Instead, by the time the project reached completion in September 1997, the Mars Pathfinder returned 2.3 billion bits of information, including more than 16,500 images from the lander and 550 images from the rover, as well as more than 15 chemical analyses of rocks and soil and extensive data on winds and other weather taking place on Mars. Ultimately, the project was such an exemplary example of project management at work that it won the Project Management Institute’s coveted ‘‘Project of the Year Award’’ for 1998. 

What is a Project Manager?

Project managers take ownership over the entirety of the project lifecycle from start to finish, from directing team efforts to navigating day-to-day challenges, implementing project management strategies, and more. Ultimately, they are responsible for the successful competition of the project and the distribution of key deliverables and project outcomes. 

Responsibilities of a Project Manager

Project managers are responsible for a wide range of project-related duties, including but not limited to:

• Establishing and managing the project timeline  
• Assigning project tasks and delegating responsibilities to team members
• Communicating with key stakeholders
• Executing each phase of the project
• Facilitating team adaptation of project management aids and tools (such as project management software, and Gantt charts)
• Monitoring the project budget and project scope, preventing cost or scope overruns
• Troubleshoot and mitigate potential roadblocks and issues 
• Establishing set meeting schedules and facilitating team discussions
• Monitoring ongoing project progress
• Concluding the project lifecycle with relevant end-of-project responsibilities, including facilitating project reviews , and turning over deliverables

Essential Project Manager Skills

Project managers handle a wide variety of project-related responsibilities and duties, and understandably, need to wield a broad and flexible skillset. Some of the essential skills a project manager should possess include the following:

Soft Skills

Hard skills, phases of project management .

Check out the video below for an in-depth walkthrough of the five phases of the project management lifecycle. 

Read more: 5 Phases of Project Management Life Cycle You Need to Know

1. project initiation.

The project initiation phase focuses on establishing a high-level vision for the project while securing approvals from sanctioning stakeholders. This phase is not meant to dive into excessive detail, but rather to get the ball rolling and get the team thinking about what is to come.  Read more about the initiation phase .

2. Project Planning

During the project planning phase , teams build upon the vision established in the initiation phase in much more detail. First, teams must answer a few essential questions surrounding what the project will aim to accomplish, how the project will be carried out, when it will begin, on what timeline, and how project success will be measured. Once those initial questions have been answered, teams can dive into building out project infrastructure, covering essential topics such as:

• Project scope
• Deliverables
• Key stakeholders
• Goals and milestones
• Resources needed (internally and externally)
• Project timeline
• Potential risks or roadblocks
• Dependencies
• End of project outcomes

3. Project Execution

The project execution phase is the starring act of the project, and where most of the deliverables come from. During this phase, the project manager coaches and guides the team to present essential project deliverables while keeping stakeholders in the loop and monitoring progress against key milestones and KPIs. Throughout the project execution phase, project management systems, such as project management software, can make life easier by keeping track of deadlines and deliverables, serving as a platform for team member collaboration, and more.  Learn more abou t project execution.

4. Project Monitoring 

During the monitoring phase, the project manager(s) keep tabs on the progress of the project overall and the status of the team. Whether teams are on track and delivering stellar results or struggling with roadblocks and challenges, the project manager can help eliminate stressors, solve problems, and communicate updates with key stakeholders. Read more about project monitoring .

5. Project Closure

The closing phase of the project lifecycle is a time for wrapping up project activities, delivering project deliverables and outcomes, and reflecting on the wins and losses of the project overall. Communication is key within this final phase, where team members have an opportunity to reflect and celebrate. Learn more about the project closure phase .

Download Our FREE Project Lifecycle Guide

Project management methodologies.

Project management methodologies establish a guiding set of rules and principles that teams can implement in order to achieve greater efficiency while maximizing positive project outcomes. Each methodology approaches project management through a slightly different lens, providing teams with a specific set of repeatable steps to follow throughout the project lifecycle. Methodologies are rigid and cannot be used in combination with other methodologies.

Project management frameworks can exist within methodologies, providing a more focused view of how a methodologies guidelines can be applied and implemented. While the structure and rules follow the teachings of the methodology, frameworks can color in detail how and when those rules are applied in a project setting. 

Agile project management focuses on an iterative and highly flexible approach to project management that focuses on delivering the project in pieces throughout the project lifecycle, rather than all at once at the project’s conclusion. In Agile project management, teams have more flexibility to adapt to challenges and redirections than in more structured methodologies, such as Waterfall.

Best for: 

• Software development teams
• Teams dealing with high levels of uncertainty
• Teams who are creating prototypes that need multiple levels of edits and changes
• Teams working closely with external parties and stakeholders

Waterfall project management is a traditional approach to project management that involves rigid, sequential project phases. In the waterfall model, each phase of the project must be fully completed before the next phase can begin, and project deliverables are turned over only at the conclusion of the project.

• Projects with a well-defined goal
• Projects with concrete timelines
• Teams who need to define rigid project requirements early on

Project Management Frameworks

Scrum project management, as the name suggests, is inspired by the camaraderie and teamwork of a Rugby team within the Agile methodology. Led by a Scrum master, Scrum teams are encouraged to learn through their experiences, self-organize as they problem-solve, and progress throughout the project lifecycle. 

• Smaller teams tackling numerous unknowns and ever-changing variables

The Kanban framework is a subset of the Agile methodology that emphasizes continuous improvement and flexible task management. In the Kanban framework, teams utilize Kanban boards, vertical boards that separate individual task cards into categories based on their status in the project lifecycle (for example: “not started,” “in progress,” and “completed”). 

• Teams who are new to project management and looking for a simple, organized framework
• Projects with numerous individual tasks and assignments
• Teams who need quick access to a high-level view of task overviews and completion status

Critical Path Method (CPM)

Critical Path Method is a project management framework within the Waterfall methodology that identifies critical and non-critical tasks, prioritizing them based on their importance—eliminating bottlenecks and roadblocks. The CPM method emphasizes the importance of calling out relationships between tasks and task dependencies. 

• Teams managing large, complex projects
• Projects that require a large number of tasks with subtasks and dependencies
• Teams who want to maximize efficiency and prevent roadblocks from the start of the project (especially for projects that have a high likelihood of complication) 

PRojects IN Controlled Environments, or PRINCE2, is a framework within the Waterfall project management methodology that emphasizes organization and control. Frequently used in the UK and internationally, The PRINCE2 model breaks down projects into smaller, more manageable chunks in order to manage risk and resources while clearly defining team roles and responsibilities. 

• Teams who have less experience in project management (PRINCE2 follows clearly defined, easy-to-understand steps)
• Teams who need more clarity around specific role-based responsibilities
• Compartmentalizing project steps and actions

Project Management Tools

Project management software.

Project management software helps teams organize all project essentials in one place, while streamlining and simplifying the project management process overall. At every phase of the project lifecycle, project management software supports teams’ ability to assign tasks, manage deadlines, view task dependencies, track team progress against goals, access data insights, and much more. 

Read more: 10 Best Project Management Software for 2023

Project management charts , gantt charts.

Gantt charts are one of the most common planning tools in project management. In a timeline-inspired format, Gantt charts highlight tasks against the project timeline, task dependencies, and designated assignees. Gantt charts are useful for teams who want to visualize projects at a high-level view while avoiding resource overload. 

Best for: Visualizing project timelines and task dependencies

Burn-Up/Burn-Down Charts

Burn-up and burn-down charts visually represent how project tasks have been completed across a predetermined timeframe. This type of chart is popular with Scrum teams for tracking work across sprints, as it can easily reveal the total scope of work against items that have been completed or left unfinished. 

Best for: Tracking project progress

Read more: Best Project Planning Software & Tools

Collaboration tools.

Slack is a communication-focused collaboration software that enables teams to communicate asynchronously through messaging, audio calling, and video conferencing. While many project management software offerings include collaboration features, Slack is a faster solution for teams who need to communicate efficiently as project updates come up.

Miro is a collaborative mind-mapping software that can help teams brainstorm throughout the project lifecycle in real-time. The application functions as a virtual whiteboard for teams to map ideas, add digital sticky notes, and plan out timelines.

Read more: Best Collaboration Software & Tools in 2023

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A project is a temporary, time-bound sequence of tasks that aim to achieve a particular goal. Projects bring together the talents of multiple team members in order to deliver a tangible result or outcome over a predetermined span of time. Often, projects involve the work of multiple individuals, across numerous areas of expertise, requiring an upfront investment in time and resources. 

Project management provides structure and accountability to the project process while providing ongoing support to your team by way of a project manager. Here are just a few of the top benefits of project management: 

Project Management Keeps Projects on Track

According to data from Wellingtone, only 43% of projects are finished on time and within budget, and only 29% are on time. Project management structures a plan for teams to stay on time and budget ahead of time, so projects are more likely to go as planned. 

Eliminate Scope Creep

Scope creep occurs when project requirements and frame of work expand over time—and it’s one of the most significant threats to project success, with the Project Management Institute reporting that half of all projects experience scope creep. Projects that adhere to best practices in project management are more likely to stay focused on the initial objectives of the project and, ultimately, experience success. 

Enhanced Resource Management

Project management involves planning and accountability—and that can make resource management much easier. During the initial phases of project planning, teams clearly outline team roles and responsibilities while monitoring individual workloads as work progresses, ensuring that resources are allocated appropriately.

Team Coaching and Coordination

Project management efforts are traditionally led by a project manager, or at the very least, a dedicated team member who oversees team efforts while providing support throughout the project lifecycle. Having a dedicated individual who can monitor project progress, troubleshoot problems, and promote team accountability can help the project process move much more smoothly. 

While every organization’s approach to project management is different, taking stock of your goals can help guide your next move. Take time to reflect on the projects your team has completed previously. What went well? What could have been improved? 

If you don’t have the budget to hire a dedicated project manager, implementing smaller steps, such as taking advantage of a project management software solution, can help your team make big strides toward a strong project management strategy. 

Most teams will require a toolbox of project management aids, rather than a single solution by itself. In order to determine which tools are the best fit for your team, testing is key. A majority of project management software solutions offer free trials and plans, making it easy to test out a variety of options. Other tools, such as charts, planning aids, and mind maps, are free tools that can easily be tested and explored. 

Interested in learning more? Check out our FREE guide on how to choose project management software. 

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Project Management: What Is Project Management?

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What Is a Project?

What is project management, project management history, why is project management important, what are the areas of project management, what are the 5 steps in the project management process, what types of project management exist, what tools are used in project management, project management templates, what are the key project management roles, how to start a project management career, which are the best project management certifications, what is project management software.

A project can be simply defined as an endeavor that involves completing tasks to achieve an objective with a limited set of resources and a finite timeline . Based on this definition, it’s clear that most businesses, nonprofits, governments and other types of organizations execute projects of some sort and therefore, need to implement a project management process.

Project management is a process that allows project managers to plan, execute, track and complete projects with the help of a project team. To do so, they must use project management principles, skills, methodologies and tools to lead team members through each of the project management steps which are known as the project lifecycle.

However, project management can’t be defined in one paragraph. In this guide, we’ll cover the basic concepts you need to know to understand what project management is, the stages of the project management process, different types of project management approaches and the tools you can use for managing projects.

In addition, you’ll need project management software to plan, execute and track projects. ProjectManager , for example, has the project planning, scheduling and tracking features you need to manage timelines, resources, costs and teams in one online tool. Use our Gantt charts, kanban boards, and calendars to create project schedules and assign work with real-time resource availability. Get started for free today.

Project management is closely related to other disciplines including program management and portfolio management. However, while they’re similar, they’re not exactly the same. Here’s how they differ.

What Is the Difference Between Project Management and Program Management?

Program management uses the same principles and techniques as project management, but as its name suggests, it consists of managing programs instead of projects . Programs are a group of related projects that are executed simultaneously to make the most out of an organization’s available resources which presents unique challenges for project management professionals.

What Is the Difference Between Project Management and Project Portfolio Management?

The main difference between project management and project portfolio management is that the latter focuses on prioritizing projects based on the business objectives and strategic goals of an organization.

Now, let’s review the history of project management and explain its importance for organizations in any industry.

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• Project Plan Template

Use this free Project Plan Template for Word to manage your projects better.

Project management as we know it today began taking shape roughly in the 1950s when foundational tools and techniques of project management such as the critical path method (CPM), work breakdown structure (WBS) and the program evaluation and review technique (PERT) were created.

However, the origins of project management can be traced back to 1896 when Karol Adamiecki created the harmonogram, which was the inspiration for the Gantt chart , which was later created in 1910 by Henry Gantt and remains one of the most important project management tools today. The origins of project management are closely related to construction, engineering, scientific management and even military research.

Now that we’ve defined what project management is and where it came from, let’s review how it can be implemented by organizations by reviewing the project management steps.

Related: 25 Free Project Management Templates for Excel

In a nutshell, project management is important because it helps organizations control all the moving parts of projects to bring them to successful completion. These moving parts are known as project management areas, which are key project aspects that must be overseen as projects progress.

Here’s a quick definition of each of the 10 project management knowledge areas, first defined by the Project Management Institute (PMI) in its Project Management Body of Knowledge (PMBOK).

• Scope management : Managing the scope of a project, which refers to the tasks, deliverables and milestones that should be delivered.
• Schedule management : Creating a project schedule and setting guidelines for how it’ll be tracked and maintained.
• Cost management : Estimating project costs to create a budget which is then tracked throughout the project.
• Quality management : Ensuring project deliverables meet quality standards.
• Resource management : Acquiring, allocating and tracking project resources like labor, materials and equipment.
• Communication management : Defining communication guidelines for project teams and stakeholders.
• Risk management : Identifying, evaluating and preventing or mitigating risks in your project.
• Procurement Management : Acquiring project resources and maintaining relationships with vendors and suppliers.
• Stakeholder management : Identifying project stakeholders, and managing them based on their expectations and influence over projects.
• Integration management : Creating a framework that helps project teams work better together.

These project management knowledge areas need to be managed during each step of the project management process.

The project management process consists of five steps or phases that all projects must go through: initiation, planning, execution, monitoring and control and closure. These project management phases are also known as process groups, the project management cycle or the project lifecycle . Let’s review each of these steps.

1. Project Initiation

This is the starting phase where the project manager must prove that the project has value and is feasible through a series of project management documents . Here are the most important ones:

• Business case : A business case justifies the need for the project, project objectives and return on investment.
• Feasibility study : A feasibility study proves that the project can be executed within a reasonable time and cost.
• Project charter : A project charter conveys what the project is going to deliver.

Once the project gets approved, the project manager must assemble a project team and set up a project management office. The project initiation phase ends with a kickoff meeting, which is when project goals and scope are defined.

2. Project Planning

The goal of the project planning phase is the creation of the project plan, a comprehensive project document that explains in great detail how the project will be executed. Here’s a quick overview of the most important sections of a project plan.

• Project schedule : The project schedule defines a timeline for the execution of tasks and resource allocation.
• Project budget : A project budget is the sum of all the estimated project costs.
• Scope management plan : Explains how your project scope will be tracked throughout the project.
• Risk management plan : Explains the risks that might affect the project, along with strategies to mitigate them.
• Resource management plan : Describes how your resources will be obtained, allocated and managed during the project.
• Stakeholder management plan : Identifies all project stakeholders  and the guidelines to manage them.

Project managers often lay out their project plan using Gantt chart software , which provides a visual representation of the entire project schedule and project scope. Some Gantt charts automatically identify critical path activities.

3. Project Execution

The third project management phase is project execution, which is when the project plan is executed to meet the project goals and objectives.

The project execution phase is when project managers need to oversee the project management knowledge areas as their project progresses toward the monitoring and control phase.

Along the way, the project manager will reallocate resources or adjust time and scope as needed to keep the team working. In addition, they’ll identify and mitigate risks, deal with problems and incorporate any changes.

4. Project Monitoring and Control

The fourth project management phase, project monitoring and control, takes place concurrently with the execution phase of the project. It involves monitoring the progress of the project execution activities to ensure the project team stays on schedule and within budget. Quality control procedures are applied to guarantee quality assurance.

Reporting is also a critical part of this project management phase. First, it allows project managers to track progress, and second, it provides data for stakeholders during presentations to keep them in the loop. There are many project management reports such as project status, timesheets, workload, allocation and expense reports.

5. Project Closure

The fifth project management phase is project closure, in which the final project deliverables are presented to the stakeholders. Once approved, resources are released, documentation is completed and everything is signed off on.

Now that we’ve learned about the project management life cycle, let’s look at some project management approaches.

Through the years, many project management methodologies have been developed to adjust to the needs of different industries. Some of these project management types or approaches also work best for projects of certain sizes and complexity levels.

Here’s a list of the main project management methodologies . Click the links for an in-depth explanation of each.

Waterfall Project Management

A linear project management approach, in which stakeholder requirements are gathered at the beginning of the project, and then a sequential project plan is created.

Agile Project Management

An iterative project management approach that doesn’t follow a rigid project plan, but instead short sprints of work called agile sprints.

Scrum Project Management

An agile framework that’s very popular for product and software development.

Lean Project Management (or Lean Manufacturing)

This technique was invented to improve manufacturing processes and became a very important project management methodology through the years.

Kanban Method

Kanban is a widely used project management approach that consists of managing work through visual boards and cards. Kanban boards are used by agile and scrum teams.

Just like kanban or lean, six sigma is a set of tools and techniques that were developed to improve production processes and later became a project management approach.

Critical Path Method (CPM)

The critical path method is a project scheduling technique that allows project managers to estimate the duration of a project, identify task dependencies, float and critical activities.

Critical Chain Project Management

A project management approach that’s based on the theory of constraints and uses resource management as the primary way to execute projects effectively.

PRINCE2 is the most popular project management methodology in the UK, Australia, and European countries. PRINCE2 is very similar to the Project Management Body of Knowledge from the PMI because it provides definitions and best practices for project managers.

There is a wide range of project management tools, both online and mobile, available to manage projects. These are the most essential tools for a project manager:

Project Dashboard

A project dashboard is a project-tracking tool that allows you to monitor your costs, tasks and progress. It’s a very useful tool during project execution because it helps project managers quickly determine whether their projects are on track.

Gantt Charts

A Gantt chart is a visual representation of a project timeline that shows all the project tasks in one graph. Gantt charts are used for project planning, project scheduling, task management and resource management. They work best on waterfall projects.

The Gantt chart is the preferred method used by project managers to schedule their projects. Some tasks are dependent on others before they can start or end, and these task dependencies can create bottlenecks later in the project.

By linking them on a Gantt chart, task dependencies help avoid slowing down the schedule. Projects can be divided by milestones  and diamond symbols, which indicate the end of one phase and the beginning of the next.

Kanban Boards

A kanban board is a task management tool that allows project managers and team members to visualize tasks. Kanban boards are used by agile and scrum teams who work in iterative sprints. They’re easy to use and foster team collaboration.

There are many project management charts and diagrams that project managers use to plan, schedule and track their projects. Here are some of the most commonly used ones.

• Gantt Chart Template
• Work Breakdown Structure Template
• Project Budget Template
• Project Timeline Template

These are just some examples of project management charts. We have a library of project management templates you can use to manage every project phase.

However, while these templates can be very useful, they’re still static documents that can’t match the features that you’d get from project management software such as ProjectManager.

A project works best when project management roles are well-defined. While there are project management methods that require different types of project teams, these are the main project management roles:

• Project manager: As we’ve mentioned above, the project manager is responsible for managing the project management knowledge areas throughout the project.
• Project sponsor: The project sponsor represents the customer of the project. Depending on the organization, there can be different levels of project sponsors.
• Project team members: Team members are skilled professionals who work to contribute to the process of producing deliverables, managing risks and achieving project goals.
• Project stakeholders: This is a person or a group who has a vested interest or “stake” in the project. The project manager must communicate project progress to stakeholders throughout the project life cycle.
• Clients: This is a group or a person for whom the project or a key component of the project is delivered.

Ready to become a project management professional? You’ll need to work on your project management skills and a certification program to become a professional project manager.

Project managers are leaders. They need to motivate their teams as well as plan, monitor and report on their progress. It’s a job requiring many hats. They must have strong project management skills and be able to clearly connect with both stakeholders and the project team.

Additionally, formal project managers are typically certified through agencies like the Project Management Institute (PMI) in the U.S. or PRINCE2 in the U.K. After certification, they’re required to maintain their certifications by acquiring additional project management training to gather a targeted number of Professional Development Units (PDU).

How Much Does a Project Manager Make?

In terms of salary, a project manager can earn anywhere from under $100,000 to close to $200,000 a year. This is dependent on a number of factors, including location, education, years of experience, performance and more.

There are several organizations over the world that provide project management certifications and training. Here are the most popular ones.

• Google project management certificate : Google recently developed this training program in association with Coursera, which teaches all the project management basics.
• PMI certifications : PMI offers numerous project management certifications. Most project managers obtain the Project Management Professional (PMP) certification which is an industry standard.
• Agile certifications: There are plenty of agile project management certifications and training courses. These are a requirement for agile and scrum project managers.
• PRINCE2 certifications: PRINCE2 is the project management framework used in the UK, Australia and Europe. You’ll need specific certifications to participate in a PRINCE2 project.

What Skills Are Needed to Succeed In Project Management?

In addition to certifications, project management positions require a set of soft and hard skills to lead project teams. Project management skills are grouped under two main categories: hard skills and soft skills.

Hard skills are skills that can be acquired by individuals through formal training, such as becoming knowledgeable about project management methodologies, learning how to use project management software or implementing project management techniques.

Soft skills, on the other hand, are skills that people develop over the course of their lives, such as communication skills, problem-solving, time management or work ethic.

Project management software is a platform for managers to plan, monitor and report on projects; it lets teams manage their work and collaborate, too. Watch the video below to see project management software in action:

Choosing the best project management software for your organization isn’t easy as there are many alternatives to choose from. But not all project management software has the same features and, as a project manager, it’s your responsibility to decide which tool works best for your organization.

ProjectManager offers a suite of all the project management tools you need to take your project every step of the way—from initiation through closure. We have the best project planning, scheduling and tracking features.

Project Management Resources

• Work Breakdown Structure
• Project Management Trends (2022)
• Guide to Gantt Charts
• Guide to Project Plans
• Guide to Construction Project Management
• Guide to Program Management

Software Tools

• Gantt Chart Software
• Project Planning Software
• Dashboard Software
• Reporting Software
• Project Management Information System
• Project Management Software for Mac
• Project Management Basics
• Project Management Conferences
• Project Management Framework
• Project Management Principles

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What is project management ?

Project management  is the application of processes, methods, skills, knowledge and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters. Project management has  final deliverables  that are constrained to a finite timescale and budget.

A key factor that distinguishes project management from just 'management' is that it has this final deliverable and a  finite timespan , unlike management which is an ongoing process. Because of this a project professional needs a wide range of skills; often technical skills, and certainly people management skills and good business awareness.

Definition from APM Body of Knowledge 7 th edition

Watch: What is project management?

What is a project?

A project is a unique, transient endeavour, undertaken to achieve planned objectives, which could be defined in terms of outputs, outcomes or benefits. A project is usually deemed to be a success if it achieves the objectives according to their acceptance criteria, within an agreed timescale and budget. Time, cost and quality are the building blocks of every project.

Time: scheduling is a collection of techniques used to develop and present schedules that show when work will be performed.

Cost : how are necessary funds acquired and finances managed?

Quality : how will fitness for purpose of the deliverables and management processes be assured?

When do we use project management?

Projects are separate from business-as-usual activities and occur when an organisation wants to deliver a solution to set requirements within an agreed budget and timeframe. Projects require a team of people to come together temporarily to focus on specific project objectives. As a result, effective teamwork is central to successful projects.

Projects require a team of people to come together temporarily to focus on specific project objectives . As a result, effective teamwork is central to successful projects. Project management is concerned with managing discrete packages of work to achieve specific objectives. The way the work is managed depends upon a wide variety of factors.

The scale, significance and complexity of the work are obvious factors: relocating a small office and organising the Olympics share many basic principles, but offer very different managerial challenges. Objectives may be expressed in terms of:

• outputs (such as a new HQ building);
• outcomes (such as staff being relocated from multiple locations to the new HQ);
• benefits (such as reduced travel and facilities management costs);
• strategic objectives (such as doubling the organisation’s share price in three years).

Why do we use project management?

Project management is aimed at producing an end product that will effect some change for the benefit of the organisation that instigated the project. It is the initiation , planning and control of a range of tasks required to deliver this end product. Projects that require formal management are those that:

• produce something new or altered, tangible or intangible;
• have a finite timespan: a definite start and end;
• are likely to be complex in terms of work or groups involved;
• require the management of change ;
• require the management of risks .

Investment in effective project management will have a number of benefits, such as:

• providing a greater likelihood of achieving the desired result;
• ensuring efficient and best value use of resources;
• satisfying the differing needs of the project’s stakeholders .

Who uses project management?

Anyone and everyone manages projects, even if they aren’t formally called a ‘project manager’ . Ever organised an event? That’s a project you managed with a team of people, and project management is a life skill for all. More formally, projects crop up in all industries and business:

• Transport and Infrastructure
• Product manufacture
• Building and Construction
• Finance and Law

The core components of project management

• defining the reason why a project is necessary;
• capturing project requirements, specifying quality of the deliverables , estimating resources and timescales;
• preparing a business case to justify the investment;
• securing corporate agreement and funding;
• leading and motivating the project delivery team;
• developing and implementing a management plan for the project;
• managing the risks, issues and changes on the project;
• monitoring progress against plan;
• managing the project budget;
• maintaining communications with stakeholders and the project organisation;
• provider management ;
• closing the project in a controlled fashion when appropriate.

Watch : Starting out in project management

Starting Out in Project Management is your essential guide to the basics of project management. Written for anyone new to projects or wishing to progress their career as a project professional 'Starting Out' charts the journey of the APM project life cycle , from concept through to delivery and handover.

Watch APM Learning : Starting a project | How to start a project well

In this video explore what it means to start a project well and what you can be doing to make it happen. No matter what or how a project is started, it’s really important to figure out what the key activities are so that you can get stuck in with confidence and clarity. Keep this is mind so that you begin well, and lead your project to success.

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How to execute a project successfully

Getting on with it. In the simplest terms, executing a project (alternatively called project deployment in the Body of Knowledge 7 th edition ), is about completing the project plan. 

Once we have a plan, we can begin doing the project: completing the tasks, deliverables and milestones to achieve the planned outcomes and benefits.  

Related reading

APM Body of Knowledge 7 th edition

The APM Body of Knowledge 7 th edition is a foundational resource providing the concepts, functions and activities that make up professional project management. It reflects the developing profession, recognising project-based working at all levels, and across all sectors for influencers, decision makers, project professionals and their teams. 

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The APM Learning portal is an online resource which provides members with access to digital guides, modules and other digital learning resources as part of the membership benefit.

Project – APM's official journal – is circulated quarterly for members only, and online for regularly updated news, blogs, opinions and insights for those in the project community.

Table of Contents

What is project management about, project structure, definition phase, clear goals, transparency about the project status, risk recognition, managing project disturbances, responsibility of the project manager, project success, the basic principles of project management.

Project management is a composite activity with multiple dimensions. Depending on the type and class of the project , this management activity can be very complex. In a nutshell, project management is the discipline of planning, organizing, securing, managing, leading, and controlling resources to achieve specific goals.

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The very basics of project management are as follows: a project is a temporary endeavor with a defined beginning and end (usually time-constrained, and often constrained by funding or deliverables) that an organization takes to meet unique goals and objectives, typically to bring about beneficial change or add value.

The primary challenge of project management is to achieve all of the project goals and objectives while honoring the pre-defined constraints. The primary constraints are scope , time, quality, and budget. The secondary—and more ambitious—challenge is to optimize the allocation of necessary inputs and integrate them to meet pre-defined objectives.

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For a successful project, the following project management principles are necessary assets when charting a path to completion. These project management principles can be applied to any level or branch of a project that falls under a different area of responsibility in the overall project organization:

• Project structure
• Definition phase
• Clear goals
• Transparency about project status
• Risk recognition
• Managing project disturbances
• Responsibility of the project manager
• Project success

Project management typically revolves around three parameters – Quality, Resources, and Time. A project structure can usually be successfully created by considering:

1. Project Goal

An answer to the question “What has to be done” is usually a good starting point when setting a project goal. This question leads to the project structure plan. This plan consists of work packages which represent enclosed work units that can be assigned to a personnel resource. These work packages and their special relationships represent the project structure.

2. Project Timeline and Order

A flowchart is a powerful tool to visualize the starting point, the endpoint, and the order of work packages in a single chart.

3. Project Milestones

Milestones define certain phases of your project and the corresponding costs and results. Milestones represent decisive steps during the project. They are set after a certain number of work packages that belong together. This series of work packages leads to the achievement of a sub-goal.

The definition phase is where many projects go wrong. This can happen when no clear definition, or when the definition is muddled due to the involvement of too many stakeholders. A successful definition must involve the entire team at every step to facilitate acceptance and commitment to the project.

The project manager is responsible for the achievement of all project goals. These goals should always be defined using the SMART paradigm (specific, measurable, ambitious, realistic, time-bound). With nebulous goals, a project manager can be faced with a daily grind of keeping everything organized. It will work decidedly to your advantage to clearly define goals before the project begins. 

Your flowcharts, structure plan, and milestone plan are useful tools to help you stay on track. As a project manager, you should be able to present a brief report about the status of the project to your principal or stakeholders at each stage of the project. At such meetings, you should be able to give overviews about the costs, the timeline, and the achieved milestones.

It’s the duty of the project manager to evaluate risks regularly. You should come into every project with the knowledge that all projects come with a variety of risks. This is normal. Always keep in mind that your project is a unique endeavor with strict goals concerning costs, appointments, and performance. The sooner you identify these risks, the sooner you can address negative developments.

It’s not very likely that you have enough personal capacity to identify every single risk that may occur. Instead, work to identify the big risks and develop specific strategies to avoid them. Even if you’re no visionary, you should rely on your skill set, knowledge, and instincts in order to react quickly and productively when something goes wrong.

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I wanted to transition into the Project Management field and wanted the right opportunity to do so. Thus, I took that leap forward and enrolled in this course. My learning experience was fantastic. It suited my learning style.

The Project Manager develops the Project Plan with the team and manages the team’s performance of project tasks. The Project Manager is also responsible for securing acceptance and approval of deliverables from the Project Sponsor and Stakeholders. The Project Manager is responsible for communication, including status reporting, risk management, and escalation of issues that cannot be resolved in the team—and generally ensuring the project is delivered within budget, on schedule, and within scope. 

Project managers of all projects must possess the following attributes along with the other project-related responsibilities: 

• Knowledge of technology in relation to project products
• Understanding Management concepts 
• Interpersonal skills for clear communications that help get things done 
• Ability to see the project as an open system and understand the external-internal interactions

Project success is a multi-dimensional construct that can mean different things to different people. It is best expressed at the beginning of a project in terms of key and measurable criteria upon which the relative success or failure of the project may be judged. For example, some generally used success criteria include:

• Meeting key project objectives such as the business objectives of the sponsoring organization, owner or user
• Eliciting satisfaction with the  project management process , i.e., the deliverable is complete, up to standard, is on time and within budget
• Reflecting general acceptance and satisfaction with the project’s deliverable on the part of the project’s customer and the majority of the project’s community at some time in the future. 

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Simplilearn offers multiple Project Management training courses and learning paths that can help aspiring project managers get the education they need—not only to pass exams like the PMP certification but also real-world knowledge useful for any project management career.

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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.

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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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3 Universal Principles of Project Management

Whether you're an official project manager or an accidental one, nearly everyone who works in a professional setting is being called upon to understand and apply project management principles these days.

This month, we're reaching out to three project management professionals and asking them six universal questions, in hopes of uncovering the underlying principles of successful project management, no matter what specific process or methodology is used.

This week, we welcome Trevor K. Nelson , president of Nelson Project Consulting.

What are the universal steps that comprise an ideal project management process?

That's easy: Plan, Do, Check, Act. Nobody's been able to improve on Deming's formula, and I doubt anyone ever will.

For a more in-depth answer, I was at first tempted to list the processes or steps more traditionally thought of when discussing project management—planning, estimating, documenting, etc. The problem with this is that while they could apply to all projects, the varying degrees to which they're used make them less than "universal." Not all projects need planning in the same way, or the same degree of estimation (cost or duration). Much like "the only constant in life is change," the only similarity in project management is that projects are different.

So how do you list "universal" phases of project management if there are no universal projects? You start with the principles of project management: what, why and how.

First universal principle: know what Done looks like.

What are we trying to accomplish? What is the end result of the project supposed to look like? What is it supposed to do? Or to put it another way, what does "Done" look like?

This is a universal principle with all methodologies of project management. How do we know when we're done? More traditional project management defines this within a Project Charter , while Agile and Scrum practitioners start with the Definition of Done, and PRINCE2 uses Project Product Description, and so on. The key is to define up front what we're trying to accomplish (even it it's just a within a Sprint ). Without that, we're just wandering aimlessly.

Second universal principle: know why you're trying to get to Done.

Why are we doing this project? What are the expected benefits, or as Agile asks, what value is this producing?

Every project needs to have a "why," a reason for being. If it doesn't, then there's no need for the project. A project without a reason is the very definition of waste. We need to know the why, so that we can evaluate progress and performance of the project against that "why" as we go along. All projects should have a continual feedback loop where the current progress is being evaluated against the intended or expected outcomes. Are we on the right track? Does the project still make sense?

Knowing the why, and measuring against that will allow for necessary changes to be made early, or even for projects to be cancelled if necessary.

Third 'universal' principle: know how you're going to get to Done.

How are we going to manage this project? What methodology will we use?

The "how" is about more than a specific methodology (actually the methodology comes last). This is where we define the steps we're going to follow to go from an idea or concept to a finished product. What are the specific steps we need to follow? Do we need a feasibility study , a prototype, testing, etc.? Would a traditional or Agile approach be more appropriate? Will we need to track progress against cost (Earned Value)? The "how" is where we define the specific steps, stages or phases we're going to need to go through to complete our project.

Why is it important for project managers (whether specially trained or not) to know these universal phases?

Much like the " triple constraints " provide valuable information regarding your project in terms of scope , cost , and schedule , the "what, why and how" principles provide the most important information necessary for ensuring a successful project. Projects are done for a reason, to achieve a goal or specific outcome, and project managers are there to ensure the project achieves that goal or outcome. Without knowing and understanding the three principles, the project manager has no way of knowing what goal they're trying to achieve, why they're trying to achieve it, or how they intend to achieve it.

Which of these steps do you think are most often skipped or ignored, whether intentionally or accidentally? Why?

I don't think it's intentional, but the most often missed step, or principle, is the "how." All too often we see projects started with project managers moving right from what are we doing and why are we doing it, into executing the first steps they think need to be done, without looking at the overall project.

All projects, whether traditional or using other methodologies, need some level of planning—BDUP, or planning User Stories and Backlog. Unfortunately, we see far too many examples of projects that were started with little to no planning involved. It's like driving from New York to California.

I know the what (a cross-country trip), and I know the why (to visit family). Now, I can just hop in the car and start driving west, or I can look at a map and plan my route. Only one will be efficient and effective, and ensure I will reach my destination. I may be able to get there by just driving, but there's no guarantee, and it will take much longer and cost more.

As for why this step is missed, I think there are a number of reasons, including pressure to get started by management (who don't understand the value of planning), or not knowing how to plan. Another reason I've seen given is the fear that a plan somehow ties you into a specific path and doesn't allow for changes or alterations. This is a common misunderstanding, and not true of good project management. A plan is a great guide, but a poor master.

Using the cross-country trip example, having a plan means that I know where I'm going and the route I'm taking. This allows me to make some scenic detours for sight-seeing, knowing I can return to my guide to make sure I'm still on track after the change in plans.

What can go wrong if certain steps in the process are ignored?

The short answer is project failure.

The "what, why and how" principles are similar in nature to the ‘"triple constraints" (where hitting two out of three is acceptable and you can still achieve success) but far more restrictive. With these principles, if you miss one, your project is going to fail.

• Don't know what you're doing? Well, it's kind of hard to do a project then.
• Don't know why you're doing it? Again, kind of hard to know whether you're doing the right thing (project) or not.
• Don't know how you're going to get there? Settle in for a long road filled with re-work, pain and suffering.

These are the only three steps in the project management process that can't be ignored.

How can today's online project management tools help project managers follow these steps more effectively than in the past?

Online project management tools are useful to project managers if they provide a way to introduce, document, and reference these three principles. Too many project management tools jump from 'insert project name' into establishing teams, assigning resources, identifying tasks, or building a schedule. Even more so, many of today's project management suites focus on the collaborative aspect of project management, at the expense (or in some cases exclusion) of equally important aspects such as estimating, budgeting, documentation, risk management , etc. All too often, these other aspects of project management ( risk identification & management , cost and budget development and tracking, materials procurement, etc.) must be done outside the project management suite.

Do you use or recommend to your clients any particular online project management solutions?

I tend not to recommend or be in favor of any particular project management software . This isn't because I like or dislike them, but rather, because my focus is on the principles. Tools are supposed to be aids to project managers, to help them do their jobs. Unfortunately, too often the tool is confused with the practice. A good project manager must be able to manage the project without any tools. They must know how to build a schedule and verify the logic, how to estimate task durations , how to build, track and maintain budgets, how to communicate with their team (in whatever medium is appropriate), how to work with stakeholders , and how to keep an eye on the project as a whole.

I would be inclined to recommend an online tool that focused on facilitating project management in a generic context, that incorporated ways to include 'generally accepted' practices, rather than attempting to define or teach project management according to how 'they' felt it should be done. As an example, I was recently in a training meeting for an online project management suite, where the trainer told me that A) there are multiple definitions of a milestone, and B) projects should have no more than four milestones. Both of these statements are incorrect, but these faulty principles have now been transferred to another group of novice project managers.

A project management suite that seeks to be an aid across all aspects of project management—as opposed to either restricting itself to what the developers feel is important or re-defining processes and terms—would gain my recommendation.

About Trevor Nelson

Trevor K. Nelson is an accomplished Project and Program Manager with over 20 years of experience managing multiple projects. He has managed over 500 projects in a variety of industries, including architecture (design), construction, non-profits, professional associations, religious organizations, training and software.

As president of Nelson Project Consulting, Mr. Nelson is recognized as an expert on overall project management, receiving requests for consultation and advice from around the world. He is certified as a Project Management Professional (PMP) by the Project Management Institute (PMI), a Level C Certified Project Manager by asapm (IPMA-USA), and a PMD Pro 2 by PM4NGOs.

He currently serves as the Board Chair of PM4NGOs and is a former Vice-President of asapm (IPMA-USA). In these capacities, Mr. Nelson is active in promoting sound project management practices, enhancing the theory of project management, and developing and improving the competencies of project managers and organizations worldwide. In addition, he writes frequently on project management topics and has contributed to several project management standards.