Managing a project is not just keeping track of whether it is running well or not, it is much more than that, even if it doesn't seem like it. The first objective of a project manager is for the project to start, which is, there is some previous work to be done. And its second objective is that it ends, and if possible, in the best possible way for all the members of the project.

To meet these objectives, a series of phases have been standardized through which a project must go from the moment its idea is born until it is implemented. It consists of 5 phases that are developed sequentially in which there are a series of micro objectives within each one to complete the phase. These 5 phases are explained in detail below.

Initiation phase

The initiation phase is one of the most important phases of project management as it is at this stage that the foundation for the success of the project is laid. The main aspects to consider in this phase are detailed below:

Project definition: You must define the purpose of the project and establish a clear vision of what you hope to achieve. The objectives and goals to be achieved must also be identified.

Identification of stakeholders: In this phase, all stakeholders in the project are identified. This includes sponsors, customers, users, vendors, the project team, and any other group that may be affected by the project.

Scoping: It is important to define the boundaries of the project, what will be included and what will be excluded. The scope of the project should be realistic and achievable, taking into account available resources.

Establishment of the project team: The project team must be defined, which includes the roles and responsibilities of each of the members. It is relevant to have a team that has the necessary experience and skills to complete the project.

Feasibility analysis: A feasibility analysis must be carried out to determine if the project is viable and feasible in terms of time, cost, and available resources. It is also important to identify potential risks and challenges that may arise during the project.

Project plan: In this phase the project plan is developed, which includes the initial planning, the definition of the calendar, the allocation of resources and the identification of the deliverables of the project.

In this phase, all stakeholders must be involved and get the project plan approvement before moving on to the next phase. Good planning in the startup phase can prevent future problems and challenges, which will result in a successful and satisfying project.

Planning phase

The planning phase is one of the most important phases in project management since it is where the processes and activities necessary to achieve the project objectives are established. The main aspects to consider in this phase are detailed below:

Definition of the scope: In this phase, the scope of the project must be defined in greater detail, including the functionalities, characteristics and deliverables that are expected.

Objective and goal setting: Specific and measurable objectives and goals should be established for the project, which will allow the success of the project to be measured and ensure that progress is being made towards the stated goal.

Development of the risk management plan: In this phase, the possible risks of the project must be identified and a risk management plan developed to mitigate or solve them if they occur.

Schedule development: A schedule should be established to plan the activities necessary to meet the project scope, including start and end dates, milestones, and deliverables.

Resource allocation: It is important to allocate the necessary resources for each activity, including the project team, materials, and budget.

Development of the quality plan: A quality plan must be defined that establishes the quality standards that are expected in the project deliverables and the processes that will be used to ensure quality.

Communication plan: A communications plan must be developed that establishes how project information will be communicated to stakeholders, including the project team, sponsors, and clients.

Procurement plan development: If procurement is required for the project, a procurement plan should be developed that sets out the process for procuring and managing the goods and services needed for the project.

In this phase, a detailed plan must be established to achieve the project objectives effectively and efficiently, taking into account the available resources and possible risks.

Execution phase

The execution phase is where the activities and processes planned during the planning phase are carried out. In this phase, the project team works on creating the project deliverables and implementing the established plans. The main aspects to consider in this phase are detailed below:

Task and resource management: During execution, the project team must work on carrying out the planned tasks and activities, and manage the resources necessary to carry them out. It is important to maintain constant monitoring to ensure that the project is progressing as planned.

Communication and coordination: It is essential to maintain effective communication and coordination between the project team, the stakeholders and the project managers. Regular meetings should be held to assess the progress of the project and ensure that all parties involved are on the same page.

Change management: Project changes may arise that affect scope, schedule, cost, or risk. It is important to manage these changes effectively to minimize their impact on the project. Established change management procedures must be followed to ensure that changes are properly approved and documented.

The execution phase is where the planned tasks and activities are carried out, and the plans established in the planning phase are implemented.

Monitoring and Control phase

The monitoring and control phase is a critical part of project management, as it is where the progress of the project is tracked and controlled to ensure that progress is being made according to plan. The main aspects to consider in this phase are detailed below:

Progress monitoring: The results obtained must be compared with the objectives and goals established in the planning phase. The project's key performance indicators should be analyzed to assess whether the projected timelines, scope, and costs are being met.

Quality assurance: Ongoing quality review of project deliverables should be conducted to ensure that they meet established standards. Corrective action should be taken if quality issues are detected.

Risk management: The risks identified in the planning phase must be monitored and controlled. Preventive and corrective measures must be taken to minimize their impact on the project.

Cost management: Project costs must be monitored and controlled to ensure that resources are being used effectively and efficiently. Accurate cost records must be kept and adjustments made if necessary.

This is where progress monitoring and control of the project takes place to ensure that progress is being made according to plan. It is important to conduct a continuous review of the quality of the project deliverables, properly manage project changes, risks, and costs, and maintain effective communication and coordination between the project team, stakeholders, and project owners.

Project closure phase

The project closure phase is an important part of project management, as it is where you ensure that all project activities are properly completed and the stated objectives and goals are achieved. The main aspects to consider in this phase are detailed below:

Verification and validation: All project deliverables must be verified and validated to ensure that they have been completed properly and meet established quality standards. It should also be verified whether the objectives and goals established in the planning phase have been achieved.

Delivery and closing of contracts: If the project involves the hiring of suppliers or contractors, all contracts must be closed and the final delivery of the deliverables must be made. This includes review of all outstanding invoices and payments and resolution of any disputes.

Documentation and archiving: All project documents and records must be archived. This includes plans, reports, manuals, lessons learned, etc. It is important to document all work done for future reference and to provide a solid foundation for future projects.

Evaluation and lessons learned: A final evaluation of the project should be carried out to identify what worked well and what can be improved in future projects. Lessons learned should be identified and documented for use in future projects.

Project communication and closure: All stakeholders and involved parties must be communicated that the project has been successfully completed and closed. You should also celebrate the team's accomplishments and thank all parties involved for their contribution to the project.

This last phase is where it is ensured that all project activities are completed properly and the established objectives and goals are achieved. All project deliverables must be verified and validated, all contracts closed and final delivered, all project documentation archived, final evaluation performed and lessons learned documented, and project closure communicated to all parties involved.

Conclusion

It may have seemed to you that project management is all bureaucracy and processes that slow down software development. Not at all, it's the opposite. There will be reports or controls that will not be necessary depending on the type of project, but having all these well-defined phases will ensure that the client's expectations are in line with what the development team hopes to do.

Not only that, but also, project management must allow new changes that arise in the middle of the development process to be coupled as smoothly as possible. You have to understand that delays and unforeseen events are part of the process, not errors. For this, the rules of how to treat them with preventive and action plans are defined.

In each of the projects we carry out with our clients, we involve project management and emphasize its importance for a greater probability of success in the projects we do. It is one of the keys that has led us to improve as a team and also in our relationships and communications with our clients.

I hope that I have contributed that grain of sand in your knowledge about project management. See you in the next chapter.