Introduction: The project management life cycle and methodologies

Recap and Next Steps:

Previously Covered:

• Project Management Definition:
  • What project management is and its value to businesses.
  • Differentiating what constitutes a project and what does not.
• Role of a Project Manager:
  • The necessity and timing of having a project manager.
  • Day-to-day responsibilities and core skills of a successful project manager.

Coming Up:

• Popular Approaches:
  • Introduction to the Waterfall and Agile methodologies.
• Project Management Life Cycle:
  • Explanation of the project management life cycle and its phases.
  • Overview of different styles, scenarios, and factors impacting a project at any phase.
• Learning Outcomes:
  • Ability to explain and follow a project's life cycle.
  • Define and outline a project's phases and each phase's tasks.
  • Compare methodologies to determine the most effective one.
  • Organize project management according to different methodologies.

Exploring the phases of the project life cycle

Understanding the Project Life Cycle:

1. Unique Nature of Projects:
   • Every project is unique, requiring different management approaches.
   • Example: Managing a political campaign involves considering resources, team members, election date, and location.
2. Project Life Cycle:
   • The project life cycle guides the project to stay on track. It generally includes four major phases:
     1. Initiate the Project:
        • Define goals and deliverables.
        • Identify budget, resources, involved people, and other impacting details.
        • Document and showcase the project's value for approval.
     2. Make a Plan:
        • Plan how to meet project goals, including budget, task breakdown, team roles, schedule, and contingency plans.
     3. Execute and Complete Tasks:
        • Monitor progress, motivate the team, and remove obstacles.
        • Team members complete the project tasks.
     4. Close the Project:
        • Celebrate the team's hard work.
        • Evaluate what worked and what didn't for future projects.
        • Inform stakeholders of the project's completion and achievements.
3. Project Examples:
   • Political campaign: Firm end date after the election.
   • New ordering system at a restaurant: Project ends after setup and training, handed over for maintenance.
   • Dashboard creation: Project ends after delivery, handed over for updates and maintenance.
4. Importance of Each Phase:
   • Initiating sets the foundation.
   • Planning ensures clarity and direction.
   • Executing involves managing and guiding the team.
   • Closing allows for reflection and communication of successes.

Next Steps:

• Detailed exploration of each phase in the traditional project life cycle.

Case study: The significance of each project phase

Scenario:

• Jason, a project manager at a virtual reality software company, rushes to create a proposal for Flight Simulators, Inc. without proper planning.
• He estimates a $200,000 cost and six-week timeline, which are standard for his company’s platform.
• However, the company’s software is incompatible with Flight Simulators, Inc.’s platform, requiring six months for development and another six months for testing, costing over a million dollars.
• This leads to project failure before it even starts.

Correct Approach:

• Jason requests additional time to prepare an accurate proposal.
• Flight Simulators, Inc. grants him a week.
• Jason involves all key players to estimate the project's cost, schedule, and resources.

Project Life Cycle Application:

1. Initiating the Project:
   • Define project goals with Flight Simulators, Inc.
   • Gather stakeholders and team members.
   • Identify skill sets, timeline, and costs.
   • Document the project’s value.
   • Present and get approval for the proposal from leadership.
2. Making a Plan:
   • Create a detailed project plan with deadlines, tasks, and schedules.
   • Ensure all team members and stakeholders are prepared.
3. Executing and Completing Tasks:
   • Monitor and support the team in completing tasks.
   • Communicate schedule and quality expectations.
   • Keep Flight Simulators, Inc. updated and gather feedback.
4. Closing the Project:
   • Deliver the completed training to Flight Simulators, Inc.
   • Discuss and document lessons learned.
   • Celebrate the team's hard work.

Key Takeaway:

• Properly initiating, planning, executing, and closing a project leads to success and good working relationships.
• Rushing through project phases can lead to significant risks and project failure.

Phases in action: Initiating and planning

In the project life cycle, there are four major phases: initiate the project, make a plan, execute and complete tasks, and close the project. Here’s a closer look at the tasks involved in the first two phases:

• Initiate the Project:
  • Organize Information: Gather all available information about the project.
  • Define Goals: Clearly define the project goals and deliverables.
  • Conduct Research: Research to generate ideas and understand resources.
  • Identify Resources: Determine what resources (people, equipment, software, etc.) are needed.
  • Create Proposal: Document all details in a project proposal and get approval from decision-makers.
• Make a Plan:
  • Create Budget and Schedule: Develop a detailed budget and set a project schedule.
  • Establish Project Team: Form the team and assign roles and responsibilities.
  • Plan for Risks: Consider potential risks and changes and plan accordingly.
  • Communicate Plan: Share the plan with the team and stakeholders to ensure everyone is on the same page.

Phases in action: Executing and closing

We've covered the core tasks for the initial phases of the project life cycle: initiating the project and making plans. Now, let's discuss the remaining phases: executing and completing tasks, and closing the project.

1. Executing and Completing Tasks:
   • Manage the overall progress of the project.
   • Oversee team efforts and ensure everyone knows their tasks, expectations, and deadlines.
   • Remove obstacles and communicate potential delays to the appropriate people.
   • Use meetings, memos, emails, and other communication tools to keep the team informed and on track.
   • Make adjustments to the schedule, budget, and resource allocation as needed, keeping everyone updated.
2. Closing the Project:
   • Ensure all tasks are completed, including any added during the project.
   • Verify that all invoices are paid, resources are returned, and documentation is submitted.
   • Get confirmation from stakeholders that the final outcome is acceptable.
   • Conduct a retrospective to reflect on what went well and what didn’t, documenting lessons learned for future projects.
   • Share project documentation and final results with stakeholders.
   • Celebrate the team's efforts and formally move on to new projects.

By following the project life cycle, you ensure that the project is well-organized, effectively managed, and completed successfully. The project manager’s role is crucial in guiding the team, communicating with stakeholders, and ensuring the project stays on track.

Summary of the project phases

The project life cycle is the structured path a project follows from initiation to closure. Here’s a summary of each phase:

1. Initiate the Project:
   • Set the foundation by asking questions about stakeholders, goals, mission, objectives, improvements, timeline, required skills, resources, costs, and benefits.
2. Make a Plan:
   • Create a detailed project plan with major milestones, tasks, and deliverables.
   • Build a schedule and itemized budget to manage resources, materials, and timeline effectively.
3. Execute the Project:
   • Monitor the project team as they complete tasks.
   • Remove barriers, address weaknesses, and provide additional training as needed.
   • Adapt to changes and ensure the team is aware of schedule and deliverable expectations.
4. Close the Project:
   • Ensure all outcomes are completed and get stakeholder approval.
   • Release the team to support other projects.
   • Celebrate successes, document lessons learned, and reflect on ways to improve in the future.

Introduction to project management methodologies

We just discussed the first two phases of the project life cycle: initiating the project and making plans. Now, we will explore the next two phases: executing and completing tasks, and closing the project. We'll also review different project management methodologies, specifically linear and iterative approaches.

Phases of the Project Life Cycle

1. Executing and Completing Tasks:
   • Manage the overall progress of the project.
   • Oversee team efforts, ensuring everyone understands their tasks and deadlines.
   • Remove obstacles and communicate potential delays.
   • Use various communication tools to keep the team informed.
   • Make adjustments to the schedule, budget, and resources as needed.
2. Closing the Project:
   • Ensure all tasks are completed, including any additional work.
   • Verify that all invoices are paid, resources are returned, and documentation is submitted.
   • Get confirmation from stakeholders that the final outcome is acceptable.
   • Conduct a retrospective to reflect on what went well and what didn’t.
   • Share project documentation and final results with stakeholders.
   • Celebrate the team's efforts and formally move on to new projects.

Project Management Methodologies

Linear Approach:

• Definition: A linear approach requires completing the previous phase or task before starting the next one.
• Example: Building a house.
  • Steps:
    • Create a blueprint.
    • Lay the foundation.
    • Build the walls.
    • Put up the roof.
  • Key Point: Each step must be completed sequentially.

Iterative Approach:

• Definition: An iterative approach is flexible, with phases and tasks overlapping.
• Example: Producing a new TV show.
  • Steps:
    • Come up with an idea and film a pilot.
    • Test the pilot and gather feedback.
    • Adjust the show based on feedback.
    • Continue with other parts of the project like hiring actors and advertising.
  • Key Point: Plans remain flexible, allowing for adjustments based on feedback and testing.

Application and Adaptation

• Google's Approach: A hybrid method, mixing and matching different methods depending on the project type.
• Choosing an Approach:
  • Linear Projects: Best for projects with clear goals and minimal changes.
  • Iterative Projects: Best for projects requiring flexibility and frequent adjustments.

Comparing Waterfall and Agile approaches

Understanding the differences between Waterfall and Agile project management approaches can help you choose the right method for your projects and demonstrate your project management knowledge in interviews.

Waterfall:

• Project Manager's Role: Active leader, prioritizing and assigning tasks.
• Scope: Well-established and documented early on; changes require formal requests.
• Schedule: Linear path through project phases.
• Cost: Controlled through upfront estimation and monitoring.
• Quality: Defined criteria at the beginning.
• Communication: Continuous updates from the project manager to stakeholders.
• Stakeholders: Managed engagement throughout the project.

Agile:

• Scrum Master Role: Facilitator, removing barriers.
• Scope: Planned in shorter iterations, adaptable to feedback.
• Schedule: Organized into sprints with set durations and deliverables.
• Cost: Flexible, changes with each iteration.
• Quality: Ongoing stakeholder input and feedback.
• Communication: Continuous, customer-focused interaction.
• Stakeholders: Frequent deliverables and feedback loops.

Introduction to Lean and Six Sigma

Lean Six Sigma Methodology

Lean Six Sigma is a project management methodology combining Lean and Six Sigma principles, commonly used to save money, improve quality, and expedite processes. It emphasizes team collaboration to foster a positive work environment. The methodology follows the DMAIC process, which stands for Define, Measure, Analyze, Improve, and Control. This approach focuses on process improvement by identifying and fixing problems to ensure smoother operations and better results.

DMAIC Process:

1. Define: Establish project goals and what is needed to achieve them.
2. Measure: Assess current process performance using data.
3. Analyze: Identify gaps and issues based on the data.
4. Improve: Present findings and implement solutions.
5. Control: Maintain the improved process and ensure it doesn’t revert to old ways.

Lean Six Sigma is ideal for projects aimed at improving existing processes and solving complex or high-risk problems. It leverages data and customer focus to create effective, lasting solutions.

Lean and Six Sigma methodologies

Previously, you learned about Agile and Waterfall project management approaches. Now, we will define key concepts from Lean and Six Sigma methodologies. We will discuss how these methodologies can be used to organize and manage your projects and determine which is most effective for different kinds of projects.

Lean Methodology:

• Principle: Removal of waste within an operation.
• Types of Waste: Defects, excess processing, overproduction, waiting, inventory, transportation, motion, and non-utilized talent.
• Issues Causing Waste: Lack of documentation, process standards, customer understanding, effective communication, process control, inefficient design, and management failures.
• 5S Method:
  • Sort: Remove all items not needed for current production operations and leave only the bare essentials.
  • Set in Order: Arrange needed items so that they are easy to use. Label items so that anyone can find them or put them away.
  • Shine: Keep everything in the correct place. Clean your workspace every day.
  • Standardize: Perform the process in the same way every time.
  • Sustain: Make a habit of maintaining correct procedures and instill this discipline in your team.
• Kanban Board: A visualization tool to manage and optimize the flow of work.

Six Sigma Methodology:

• Purpose: Reduce variations by ensuring quality processes are followed every time, aiming for 99.9996% quality.
• Seven Key Principles:
  • Always focus on the customer.
  • Identify and understand how the work gets done. Understand how work really happens.
  • Make your processes flow smoothly.
  • Reduce waste and concentrate on value.
  • Stop defects by removing variation.
  • Involve and collaborate with your team.
  • Approach improvement activity in a systematic way.
• Method: Inspect measurable aspects like time, cost, and quantity to meet quality standards and improve processes.

Lean Six Sigma:

• Combination of Lean and Six Sigma: Uses Lean tools (like Kanban and 5S) to build quality from the beginning, and Six Sigma standards to test and reject non-compliant products.
• Difference: Lean streamlines processes; Six Sigma reduces variation and ensures quality.
• Usage: Together, they can improve the efficiency of projects.

Common project management approaches and how to select one

You've learned a lot about different project management approaches and when to use them. Here is a brief recap of some common ones:

Waterfall:

• Description: Traditional, linear, and sequential. Each phase must be completed before the next begins.
• Role: Project manager prioritizes and assigns tasks.
• Quality: Criteria defined at the start.

Agile:

• Description: Collaborative and iterative with frequent testing and improvements. Phases and tasks can overlap.
• Role: Teams share responsibility.
• Frameworks: Scrum and Kanban.
  • Scrum: Small, cross-functional teams, led by a Scrum Master, working in short sprints.
  • Kanban: Visual feedback tool using boards to show task status.

Lean:

• Description: Eliminates waste and optimizes processes using the 5S quality tool.
• 5S Steps:
  • Sort: Remove unneeded items.
  • Set in Order: Arrange and label items.
  • Shine: Keep the workspace clean.
  • Standardize: Perform processes consistently.
  • Sustain: Maintain procedures and discipline.
• Tool: Uses Kanban for scheduling.

Six Sigma:

• Description: Reduces variations by ensuring quality processes.
• Process: Follows DMAIC (Define, Measure, Analyze, Improve, Control).

Lean Six Sigma:

• Description: Combines Lean and Six Sigma.
• Tools: Uses 5S, DMAIC, and Kanban boards.
• Ideal For: Saving money, improving quality, solving complex problems.

All methodologies emphasize communication and collaboration to deliver projects on time and within budget.

Selecting an Approach:

• Factors: Project type, organization, and team needs.
• Hybrid Approach: Combining methodologies as needed.

Recommended Reading: For more detailed information on methodologies and their use, check out this articles

Project Management Methodologies Examples & Overview - Teamwork.com

Waterfall, Agile, Scrum, Kanban and more. If you’re wondering which methodology you should choose, then you need to read this guide to project management methodologies.

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