Project Lifecycle Phases

Understanding the Five Phases of a Project: Initiation, Planning, Execution, Monitoring, and Closure

Project lifecycle is the backbone of project management, providing a structured pathway for cradle-to-grave project execution. In my experience as a PM with PMP certifications, understanding and effectively managing these phases from initiation, planning, execution, monitoring and closure are crucial for delivering projects on time and within scope.

Each phase has its own unique challenges, and as a PM, I have faced obstacles in the past at each stage at some point in my career.

Initiation phase

This is where the project’s groundwork is laid, but one challenge I have often encountered is the lack of clarity around the project’s objectives right from the start. This leads to confusion down the road as teams start to interpret goals differently.

To avoid this, I will make it a point to gather all key stakeholders and thoroughly define the project's purpose, objectives, scope, risk and estimated cost before moving forward. One of my key techniques here is facilitating a "discovery session" where every stakeholder can voice their expectations and concerns. By the end of this session, everyone has a clear, documented understanding of what project success looks like. This is where I will set the project baseline expectations.

Planning phase

Broadly speaking, this phase involves the creation of the project roadmap. One major challenge I faced early on was underestimating the schedule requirements for certain tasks, especially the high-risk requirements that were identified during the discovery session.

By adopting more robust scheduling techniques, such as using Gantt charts and critical path analysis, a more realistic timeline is often generated, and key stakeholders are updated. I also incorporate buffer time for high-risk project risk-related activities and dependencies. These tools have helped me create more reliable schedules that reduce the likelihood of missing deadlines.

Execution Phase

Fun times ahead!

This is where the real work begins, and one of the common issues I have encountered is a lack of accountability among team members. Tasks may not get done on time, or they might get completed but not at the required quality level.

To combat this, I emphasize setting clear expectations from the start, assigning ownership of tasks, and conducting regular check-ins to monitor progress. Communication and active listening are key tools here. Additionally, fostering a culture of accountability through regular status meetings and performance feedback helps keep the team focused and productive.

Monitoring and Controlling phase

Project progress is measured and adjustments are made at this phase.

One challenge I faced was not catching scope creep early enough in the process, which led to budget and schedule overruns. Tools like Earned Value Management (EVM) are great in helping me track project progress in real-time and make informed decisions when deviations occur.

Closure phase

Many times, this phase often gets rushed. This is an important phase that during a proper project closeout, harvesting lessons learned from the project members is invaluable. Reflecting on what went well and what didn’t helps improve future project outcomes and fosters a culture of continuous improvement.

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