What is Project Management?

Project management is to control a project from the startup phase to its conclusion so that it proceeds as planned and is completed. To achieve this, project goals are clarified, methods to achieve these items are set, and tasks and schedules are managed to ensure that goals are achieved.

So, why is this project management necessary? The following section explains the necessity of project management.

Why do we need to do project management?

Here, we will explain why project management is necessary. If you are inexperienced in project management or will be doing it for the first time, please refer to this section.

(1) To manage risks in project progress

Project management is also essential for managing risks such as schedule delays, poor quality of deliverables, and budget overruns. Even if the project manager has a good plan, there is no guarantee that unexpected circumstances will prevent the project from proceeding as planned. It is difficult to completely eliminate uncertainty as a risk in project management, so it is important to understand and adjust, rather than eliminate.

(2) To improve project efficiency

It is not enough to just reach the goal of the project, but it is also important to make sure that the project progresses efficiently and without cost and time. Once the project has started, it is important to grasp the tasks and work status of each team member in real time, and to make changes to the work flow and reallocation of tasks to improve inefficiencies in the tasks. Once the project is underway, the tasks and work status of each member should be monitored in real time, and workflow changes and task reallocation should be made to streamline the overall work content in order to improve task inefficiencies and eliminate as much waste as possible.

(3) To meet deadlines

Project management is also essential to completing the project by the allotted deadline. A project progresses as a combination of many employees working on their own tasks and duties. Therefore, even a delay in just one task can affect the overall progress of the project and lead to missed deadlines. To avoid such a situation, it is important to have a system in place to properly grasp the progress status through project management and make corrections as necessary.

Project management is indispensable for these reasons. Next, we will explain the benefits of project management.

Benefits of Performing Project Management

One of the benefits of project management is the visualization of Q (quality), C (cost), and D (delivery: process and schedule). Here, we will explain this QCD as a benefit of project management.

(1) "Quality control" can be visualized.

Quality management for deliverables is essential to accomplish a project, and project management makes it possible to visualize when quality control should be performed. For example, if the project process and the people in charge of each task are properly understood and managed, the flow can be clarified by defining the responsibilities and processes for assuring quality, and quality checks can be performed at appropriate times to identify quality problems. This makes quality control easier.

(2) To visualize "cost

Project management also makes it possible to visualize costs. Cost management is indispensable when the scale of the project is large, because there is a risk that subcontracting costs will be higher than expected due to negligence of cost management. There are several types of costs in a project, but in general, "outsourcing costs" and "labor costs" are the most common. Project management allows you to keep track of the utilization status of the people involved and budget control, so you can always know if you are spending more on labor or subcontracting than expected and correct the course of action.

To visualize "process" and "schedule

Project management allows you to visualize the process and schedule for delivery. For example, a schedule can be created based on an understanding of the relationship between each task and the time required, and the progress of the project can be monitored and managed to ensure that the project is progressing according to the schedule. By managing the process from the start of the project to the delivery of the product, it is possible to meet deadlines.

In this way, project management allows you to do more than just carry out a project; it allows you to do it efficiently. Next, we will explain the actual process of project management.

Project Management Process

The project process varies slightly depending on the subject matter of the work, the shape of the team, and other factors, but in general it can be divided into four phases. This section provides an overview of these four phases.

①Determine the scope of the project

When managing a project, the first step is to create a project team and determine the scope of the project. The project scope clearly defines the scope and areas involved in the project, including project goals, definition of deliverables, and deadlines. It is determined for the purpose of having a common understanding among all parties involved in order to successfully complete the project within the deadline. If the project is complex or large in scale, the scope may be determined by creating a roadmap.

②To summarize the project requirements and define the contents

Once the scope is determined, the project requirements are summarized and the content is defined. The definition of content here applies to what constitutes a successful project. This phase is an essential part of project management. During the project planning phase, it is important to identify key milestones and ensure that all members are on the same page regarding project costs and timelines.

(3) Execute the project

Once the project requirements and definitions have been finalized, the project moves on to the actual execution of the project. The majority of projects are in this execution phase. Therefore, it is no exaggeration to say that the success or failure of a project depends greatly on whether this phase can be carried out efficiently through workload management, time management, and task management.

(4) Report on the project

Project reporting occurs not only after the project is completed, but also during the project. Reports during the execution of a project provide directional corrections as needed. Post-completion reports are used for self-assessment and reference for future projects.

These are the main phases of project management. Next, we will explain the important points to keep in mind when conducting project management.

Important points for project management

There are several points to keep in mind when conducting project management. Here are five specific points.

(1) Sharing the latest information in documents

Since a project involves the cooperation of many parties, it is important to make sure that the documents related to the project are always up-to-date and shared by all. Delays in sharing the most up-to-date information can lead to differences in perception, which can lead to mistakes. When sharing documents, it is important not only to overwrite them to make them the latest version, but also to make it clear when, where, and how the content was changed. In some cases, a project may proceed with the content as it was prior to the document change, so be sure to manage version control appropriately.

(2) Segmentation of processes and task management

There are many different tasks involved in a project, and the manager must manage the process for all of them. Therefore, in managing a project, it is important to subdivide the work and set each task as a task. By assigning tasks and assigning people to them, it becomes easier to manage progress, such as who is responsible for which task and when it should be done.

(3) Thorough budget management

It is very important that the project not only reach the target goal, but also stay within the budget. Project management requires estimating the estimated necessary costs in advance, being able to manage the preliminary results between the planned budget and actual costs, and controlling costs so that unplanned events do not result in excessive extra costs.

(4) Grasp the capabilities of the people involved in the project

Because some projects involve many people, the key is to assign tasks based on the skills and personalities of each person involved, and to manage them so that there is no waste. In addition, when there are delays in tasks, the allocation of personnel must be reexamined. At such times, if the abilities of the people involved can be grasped, it will be possible to respond flexibly and smoothly.

(5) Understand the stacks in the project progress

In advancing a project, it is important to determine in advance the points at which the project is likely to become stuck (problematic), and to monitor the progress at the time those points are reached. This will make it easier to correct the course of the project.

As you can see, there are a wide variety of points to consider when managing a project. Along with these points, it is important to utilize project management tools. By using tools, you will be able to manage your project more efficiently. Next, we will explain the points to consider when selecting a project management tool.

Three key points for choosing the right project management tool for your company

There are three major points to consider when selecting a project management tool. If you are not sure which tool to choose, please refer to the following.

(1) Can all project team members easily operate the system?

Once a project management tool is introduced, all team members will be using it on a daily basis, so it is important that it is easy to use. No matter how many excellent features it has, it is useless if it is difficult for project members to use. It is important to choose a tool that is easy to use, has no learning curve, and is intuitive.

(2) Can functions be used in line with the project and is the cost appropriate?

Project management tools have different strengths, such as task management, man-hour management, and information sharing functions. Therefore, it is important to clarify what functions are needed for your project. It is also important to check whether the cost is appropriate, as the cost varies depending on the tool, even if it has the right functions for your project.

(3) Cloud or package type?

Project management tools are mainly offered in "cloud" and "packaged" types, so it is important to choose the type that is best suited for your company.

The cloud type is characterized by its high convenience, which allows you to use it with various tools, such as PCs and smartphones, and in various locations. Also, the introduction cost is relatively low, and the vendor handles maintenance, operation, and functional updates, so there is little burden after the introduction. However, it should be noted that the tools cannot be used unless the environment has Internet access, and security performance is dependent on the vendor.

Package-type project management tools are rarely provided as stand-alone tools, but are often included in systems such as ERP. Therefore, it is highly convenient to use a tool that is included in the mission-critical system currently in use, as it can be smoothly linked with the system. In addition, since the software is used only on the PC terminal on which it is installed, there are security advantages such as low risk of information leakage through external networks. On the other hand, there is a disadvantage in terms of accommodating various work styles, such as teleworking, because data can only be shared via an internal network or external tools such as USB.

Summary

To ensure the success of a project, it is important to manage it. In particular, progress management during the execution phase and early detection through reporting are essential to meet deadlines. Project management can be managed more efficiently by using project management tools. It is important to consider the contents of each project and the operability of the tool.

If you are looking for a tool to solve your problems of project and task progress management and to facilitate your project, we recommend Works Applications' Project Board. It reduces man-hour and resource management burdens by visualizing tasks and progress. It is easy to operate and intuitive to use, as you can register tasks as if you were using a spreadsheet. Visualization of task status also supports project management operations. When a project is delayed, analysis can identify bottlenecks.

Download the Brochure if you are interested in the product or would like to learn more.