They say that everyone is a project manager. If you have a goal to achieve, then you have a project to manage. This does not guarantee that you are good at managing a project, nor does it mean that you are keenly aware of this ability you somehow possess. What it does mean is that, with awareness and proper training, you could utilize these skills for your benefit.

Projects could include anything from planning a birthday party for the weekend, opening a coffee shop business in the fall, or organizing a large shutdown for an oil and gas operation. If you have a start and a stop date for that event, you have yourself a project.

There is so much out there on Project Management that it can be daunting. But, breaking the process down into manageable steps is key. In this article, let’s explore a streamlined approach to project management with 10 essential steps, taken from the expertise of Chris Croft (https://www.chriscroft.co.uk), a renowned UK writer and keynote speaker.

Step 1: Define the Project

Clearly outline the project, identifying its goals, cost implications, desired quality, and a timeline for completion. Determine the key driver among cost, quality, or time, and avoid committing to projects beyond your capability. Detail this in your project initiation document (project brief).

Step 2: List the Tasks

Brainstorm and compile a comprehensive list of tasks related to the project. Organize this list into a Work Breakdown Structure, seeking input from experts or drawing from historical data.

Step 3: Estimate the Tasks

Estimate the time and cost associated with each task. Rather than promising an average outcome, opt for a commitment between the average and worst-case scenarios to enhance project success.

Step 4: Define the Critical Path

Identify task dependencies and the longest route, forming the critical path. This step is crucial in determining the project’s execution plan, allowing for adjustments in cost, quality, or time as needed.

Step 5: Produce a Gantt Chart

Create a Gantt Chart, placing the critical path at the forefront. This visual representation enables individuals to understand their roles, assess workload, and monitor progress through colour-coded segments.

Step 6: Resource Planning

Sum up resources vertically and consider the overall resource profiles across all projects. Evaluate potential risks and devise strategies to minimize their impact, ensuring a smoother project execution.

Step 7: Consider the Risks

Deliberately assess project risks and decide whether to commit to the project. Utilize the Gantt Chart as a tool for discussions and strategic planning to mitigate potential issues.

Step 8: Monitor Progress

Regularly update and “colour in” the Gantt Chart to visually track progress. Combine progress monitoring with cost analysis, making adjustments to the plan when necessary.

Step 9: Monitor Cost

Continuously track project costs and compare them with the progress made. If discrepancies arise, reschedule tasks, and adjust the overall plan accordingly.

Step 10: Review

Reflect on the project upon completion, identifying strengths, weaknesses, and areas for improvement. Collect insights through a comprehensive review to enhance future project management endeavours.

In Conclusion

Effective project management involves a systematic approach that anyone can grasp. By following these 10 steps, derived from the insights of Chris Croft, you can streamline your project management process, mitigate risks, and achieve successful outcomes. Regularly reviewing and learning from each project ensures continuous improvement and increased proficiency in managing diverse tasks, whether at home or in the workplace.