• 21 Ways to Excel at Project Management

The Stages of a Project

Good Practice: Typically, the first few weeks of the project will consist of a small team working on a project definition document. During the definition, initiation and planning stages, the project manager should answer questions 1 to 10.

Projects are divided into six stages:

1. Definition.
2. Initiation.
3. Planning.
4. Execution.
5. Monitoring & Control.
6. Closure.

Each project stage is characterised by a distinct set of activities that take the project from the first idea to its conclusion. Each stage is equally important and contributes to the project's overall success.

1. Definition

Before a project starts, the project manager must define the project goals, objectives, scope, risks, issues, budget, timescale and approach. This must be communicated to all the stakeholders to get their agreement. Any differences of opinion must be resolved before work starts.

2. Initiation

This stage is perhaps the most critical stage of any project as it sets the terms of reference for running the project. If this is not done well, the project will have a high probability of failure. The initiation stage is where the business case is declared, the project's scope is decided, and stakeholder expectations are set. Time spent planning, refining the business case and communicating the expected benefits will help improve the probability of success. It is tempting to start work quickly, but a poor initiation stage often leads to problems and even failure.

3. Planning

The key to a successful project is planning. Creating a project plan is the first task when undertaking any project. However, many people fail to realise the value of a project plan in saving time, money and avoiding many other problems. Often project planning is ignored in favour of getting on with the work.

4. Execution

This stage is where the work to deliver the product, service or wanted result is carried out. Most of the work related to the project is realised at this stage and needs complete attention from the project manager.

5. Monitoring & Control

Once the project is running, the project manager must keep control. The project manager can achieve this by regularly reporting progress, issues, risks and constantly checking the business case to ensure that the project team will deliver the expected benefits and that the benefits are still valid.

6. Closure

Many projects do not have a clear endpoint because there is no formal sign-off. Often neglected, it is essential to ensure the project is closed correctly. Getting the customers' agreement that the project has ended is vital, as an understanding that the project team will do no more work.

Once closed, the project manager should review the project and record the good and bad points to help them repeat successes and avoid failures in future projects.

Note: A project that is not closed will continue to consume resources.