As an IFM service provider, we often conduct projects for our clients such as supporting our clients in moving office or doing construction projects. For the successful completion of projects, our team goes through different phases to ensure a clear process and maximum efficiency. Today, we would like to share with you the four basic phases we go through that can help you get started on any project.
These four basic steps include: Initiation, Planning, Execution & Monitoring and Closing
1. Initiation Phase
- Analyzing the client needs and determining the real problem to solve
- Gathering data such as budget and documentation
- Creating core documents (business case, feasibility, rough budget and resources plan)
- Set objectives
The first phase is about defining fundamentals: what are the needs of the client, what issue needs to be solved, who will be involved and what will be done. Before gathering as a team or even starting a project, you first have to gather all the information about this project and analyze the project feasibility.
In the initiation phase, after collecting all the necessary information, you will be able to determine the type of skills or tools you need for the project based on your budget and in accordance with your business objectives.
2. Planning Phase
- Determining scope, resources, and major tasks
- Creating breakdown of tasks
- Creating schedule
- Setting up project in planning tool
- Assigning resources
In the planning phase, you are creating your typical schedule, resource plan, concrete budgeting, and determining the required skills and tools for the project. The significance of this phase is to plan how to manage the project to achieve its objectives within budget and on time.
Once you have completed your project schedule, statement of work, terms of reference, and created your project team, you are ready to start executing the project. Some tools can help you go through this phase such as Asana, a project management software in which you can schedule and appoint people for each task while monitoring their progress.
3. Execution & Monitoring
- Executing the plan
- Administrating
- Monitoring and controlling process and budget
- Managing risk
- Controlling Quality
- Managing communications
- Reporting on progress
In the execution phase, you are implementing your plan, assigning tasks to your team and monitoring progress. Monitoring could be considered a phase in itself. Monitoring essentially ensures that the project plan is followed and adjusted as needed.
4. Closing
- Handing off deliverable
- Paperwork
- Archiving documents
Reaching your project objectives does not mean your project is done. One crucial phase remains: the closing phase. In this phase, you are responsible for verifying the project has been well performed and ensure closing administrative paperwork.
The duration of each phase varies depending on the overall scope of project. You must anticipate each phase when planning the project to ensure coherence and the successful completion of the project. Those 4 phases represent the best strategy to easily divide a project process and will vary based on the nature of the project.
Projects are best managed when project leaders determine a methodology. Our project management team goes through these steps to ensure successful projects for our clients. We hope this article helps you understand the importance of adopting project management process to successfully complete any project.
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