The relevance of Project Management

Today, November 7th, is the International Day of Project Management! The date varies (as projects and their deadlines also vary), because it is celebrated annually on the first Thursday of November.

The objective of this day is to highlight the work of project managers all around the world, encourage companies to promote good practices and congratulate their managers and teams for the work done. Today is the day to thank them!

In the digital world, you know that Archilike is here to help you manage and boost your projects. But before all, it is necessary to understand: what is project management? It is the set of knowledge, skills, techniques and tools used to plan, execute and keep track of a project, until it is completed with success, with the costs, deadlines, quality patterns and objectives associated to that.

Thus, project management involves strategy, before thinking about results. With this more or less detailed planning, depending on the cases, you will get more efficient decisions, reduce the risks for your business, get more accurate investments and, then, achieve better results.

Therefore, project management must be incorporated in the company’s culture as a part of the routine, as something that is essential to the company’s success and in which different parts of the company must be involved, because everyone’s perspective and help can be useful.

The importance of project management can also be seen in the fact that there is an international guide on the subject, PMBOK – Project Management Body of Knowledge, created by PMI (Project Management Institute), a non-profit organization that reports the best practices in this area.

In this guide are defined four principle steps of a project’s life cycle – start; organization and preparation; implementation of the planned work; and project closure. Having said that, there are five sets of processes on project management:

Starting processes: when there is a formal authorization to start a new project and needs, objectives and reasons for its implementation are defined. The premises and restrictions are documented, so thus the project opening term is approved. A forecast of resources is also made, for the analysis of business investments. Hereby, it is useful to have the participation of all stakeholders, so that everyone is involved and everyone knows what to count on.

Planning processes: it is the most intense phase. Just for you to know, 24 out of 47 processes of the PMBOK Guide are about this phase, which includes an amount of patterns, criteria and objectives. In short, the plan must list the conditions of the clients, restrictions, budgets, focus, schedule, communication plan and registration of involved risks.

Execution processes: the phase that requires more financial, human and material resources; it is time to do everything that was planned. This step involves the coordination of work and resources, as well as the integration of the activities described above. However, no matter how much preparation there is, unforeseen events happen – it is important, then, to analyze the causes and redesign the plan.

Monitoring and control processes: when there is an ongoing project, it is important to constantly get down to business. This group of processes involves the integrated control of cost, deadline, focus and benefits of the project, with periodic performance reports.

Closure processes: it is time to check the obtained results. A project can only be closed when everything is finished, from planned deliveries to contracts and payments. In addition to the balance of results, it is essential to share, with the entire company, the lessons learned, in order to improve product management in all areas and to use these lessons for future occasions.

Theory might sound a bit boring, but in practice, project management is quite dynamic, also because there is management software that makes the work more efficient. For example, our team uses Trello and Hubstaff Tasks, excellent tools for managing the tasks to be accomplished, both individually and collectively, which helps us to have greater productivity. Partly because, in normal situations, there is not only one, but many projects to manage at the same time. 

As we have seen, it is very important that all these processes are constantly monitored, through dialogue with your staff. And as you can also see, managing projects is a tough task, so, do not miss the chance to celebrate this international day and value your project managers!

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