Project management has become a very popular study with well defined steps. The desire for better and more organized project management actually stems from the need to drive projects to immaculate success. Thus, it was necessary to start this series with 6 KEY STEPS TO SUCCESSFUL PROJECT MANAGEMENT : Explained in a crisp and easy way. Whether the project is a real estate construction, a small scale data center or commercial fit-out or a massive airport spanning acres. The steps involved in effective project management are being applied in every field where a certain fixed result is desired. The popularity of this system is all due to the result-oriented approach it carries.

Effective project management is an art in itself. Any project big or small, seems like an overwhelming exercise. With so many things to do and multiple teams, experts and consultants, it’s a royal buffet each enticing and having its own unique flavor.

Thus, the effective division of the project management process in these 7 universally applied, tried and tested steps is the best way to start understanding it better.

7 Core project management processes

1. Initiation – Commencement
2. Planning
3. Design
4. Execution – Construction
5. Monitoring and controlling
6. Closure or hand over

This very logical break down makes it easier to attempt a massive task in bite-sized pieces making sure each is effectively completed leading to the successful initiation of the next.

As a professional in the construction management industry for years, I have worked with further systematic steps, activities, processes and SOP’S (Standard operating procedures), with standard tracking sheets and checklists under each of these heads as well. While the list itself appears mundane and rigid, it manifests in many different variations considering the important items to consider from project to project. These standardized systems are a great way to ensure, the projects are system and organization dependent and not people dependent. Technology, systems and standard procedures that can be followed by everyone. Each step carried out and marked as done, leading the next person in charge to step in and follow as smoothly as possible.

I am developing detailed articles along with easy to follow checklist and probable SOP’s under each of these 7 heads so that the complexity and curiosity about these topics turns into comfort and ease of collaboration. But, for now will summarize all heads briefly this becomes a easy guide and starting point.

1. Initiation or Commencement phase

The initiation of any project itself doesn’t really have a clear start point. The project can start with a thought, with an intent, when bidding, when pitching or post appointment when the client briefs about his requirements. In all these cases though, there is one single purpose. The purpose to know about the project.

The title of a popular book authored by Simon Sinek says ”start with why?” Starting with a why is the essence of the project initiation phase.

In this phase we understand and outline the background. The requirements of the project are clearly defined. The scope is understood. The need is understood. What is to be achieved. Why it needs to be achieved. How it will benefit the stakeholders. The initiation lays the earliest foundation stone where all team members are sensitized and charged up

• Planning phase

The next logical step after understanding all the requirements is to strategize how to achieve the desired outcome. The desired outcome is the ultimate goal. Throughout the process there will be smaller goals to achieve. We call them milestones. There is a specific set of tasks that need to carried out to reach each of these milestones. Those tasks and the time needed for them are meticulously listed out. This is called planning. There are high level plans, micro level plans, timelines, detailed project schedules and task lists. These are further detailed into action plans and day wise task distribution with manpower allocation. Planning is the thought being converted into small actionable steps to reach the final goal.

• Design phase

In many project management systems, Concept, draft design, revisions, options, final look and feel, BOQ calculations all come under planning itself. But design is a slightly different creative process that goes into details of hoe a space functions, hoe it will look, te exact materials and cost for the same. These details need to planned in advance so that procurement and supply at the time of construction are not hampered and the outcome desired is achieved with no deviations.

• Execution or Construction phase

With the first 3 steps clearly outlining every detail, cost and material, the dream is already in action. The steps to construct are also detailed out in the schedules, SOP’s and design stage. The time required for manpower and materials to be mobilized to the project site is also considered. The execution stage involves the construction of the elements on site and off site as needed for the project. This is when risk management planning, quality checks, quality control, material management and tracking, burn cost tracking will start simultaneously.

• Monitoring and controlling phase

Monitoring and controlling is a very important project management function. It involves consistent attention to detail. Ensuring the execution is in alignment with the design, plans and most importantly the schedule. Keeping track of quality, with time, correctness and following best safety practices is the function of efficient monitoring and controlling. The practice of listing snags and closing them towards project closure simultaneously is a good practice.

• Closure or hand over phase

This is the moment of maximum stress as well as the moment to enjoy fruits of the organized efforts. No matter how hard we try, making projects happen on schedule with the desired quality with minimal cost deviations is no small game. Towards the end, when all the tasks get wrapped up these few things are to be noted. The site being handed over should have all necessary documentation in place, so any audits in future can be systematically taken care of. The site should be deep cleaned. Power and electricity checked. All gadgets, keys and other assets to be tagged and handed over to the team that will take over the space. The air quality, light quality, maintenance, water supply and multiple key elements as per the project requirement to be arranged such that the project is ready for occupation.