Every project manager wants a smooth project execution and successful project completion on the said deadline. Often, they spend days and months planning for the project. However, despite extensive and detailed planning, many projects undergo a rough phase during execution.
Imagine you and your team put in all effort to kick off the project on time by conducting meetings, mapping out deadlines, and collaborating with everyone involved in the project. Regardless of that, the project fails to kick off, leading to confusion, frustration, and dissatisfaction.
Deadlines will get postponed again and again, which any of the clients would never want. So, what exactly is going wrong? The project execution phase is often the longest and the most challenging phase of the project life cycle. It is the phase when project planning is put into action, and you monitor whether the tasks and deliverables ensure the project's success. Thus the project execution phase is more crucial for a winning project.
Monitoring and tracking each detail and nuance of every project element can make a whole lot of difference. Here is a detailed guide about project execution and some significant strategies that help you execute your project plan like a pro. Read on.
What is Project Execution?
The project execution is the most challenging and prolonged phase of the project lifecycle. It is the most crucial phase as you will have to construct your deliverables and present them to your clients and stakeholders.
The prime purpose of project execution is to finish the work defined in the project management plan. In this phase, a project manager will focus on the following processes:
- Check whether your team does all the planned tasks, constructs deliverables, and presents them to project stakeholders.
- Supervise all activities and create deliverables as per the project plan.
- Monitor the project’s progress and make sure that the deliverables stick to the project schedule.
- Lead the team to follow the project plan and assist them whenever necessary.
To be precise, the project manager plays three major roles during the execution phase:
- Managing people
- Managing processes and
- Managing communication
Successful project execution will help to:
- Finish the project on time within the set budget.
- Keep up the team spirit.
- Satisfy the stakeholders with the project.
What can you expect during the Project Execution Phase?
Here are some activities that you can expect during project execution. However, it may vary depending on your organization's nature and project requirements.
- Manage the team members and work together towards the goal.
- Keep suggesting changes and recommend corrective measures.
- Handle project communication with stakeholders.
- Conduct team engagement activities.
- Celebrate project milestones and keep motivating team members.
- Conduct status reviews meetings and double-check everything as per schedule.
- Maintain proper documents regarding all changes occurring in the project plan.
Possible Gaps that you may come across during Project Execution:
Below are some of the possible project execution gaps:
- Miscommunication or lack of understanding
- Poor leadership
- Unresponsive sponsors
- Improper change management processes
- Not aligned with project goals
- Ineffective corporate governance
Strategies to follow for Successful Project Execution:
Though every project manager strives to work hard, execution gaps do occur. Here are some sure-fire strategies for an effective project execution plan that will help you bridge the execution gaps:
1. Identify Project Scope:
Identifying/defining the project scope is the first step in any project. Thus, you will find out what exactly you want to achieve from the project. Now, figure out the project objectives and mention things that are not defined in the scope.
Ideally, it is better to note down every important point, either in a notebook or on an excel sheet. Think in a long-term perspective and define your project ideologies precisely. It is the crucial and first step that goes in at the beginning of the project. Discuss the project scope with your boss and other stakeholders in detail and ask their views.
2. Determine the Project Deadline:
Knowing your project deadline is mandatory right from the very early stage of the project. You should know when your project is going to be complete. Thus, you can assign time accordingly from the beginning and start working towards it efficiently. Also, mentioning the project deadline in your project plan will give you a clear roadmap. So, make sure you estimate the time for the project and fix a deadline from the beginning.
3. Examine Your Available Resources:
Assessing the available resources before starting the project will enable you to be better prepared for the project. You can examine all resources like human resources, equipment, and investment to determine any possible hindrance in your project execution.
Of course, analyzing resources is not straightforward, and as a project manager, you will not have control over many things. You can’t count on every employee as some may do better than others, and the outcome varies from one to the other. Hence, it is vital to assess all risks and shortcomings in your project.
4. Make a Project Plan:
As you now know the project scope, project deadline, and available resources, you can discuss with the top management and start working on the project plan. The project plan includes your project schedule, task workflow, resources, and more.
5. Conduct Team Meeting:
Once you get approval for your project plan from the management, you can conduct a team meeting to discuss the important project details. Rather than just conversing, also document the minutes of the meeting. Thus, the information shared in the meeting will not go in the air. You can always track and refer to past conferences and schedule team gatherings in the future.
6. Delegate Work to Appropriate Resources:
A good team lead/ team manager is not the one who does everything on their own. Instead, they assess their team well and know the strengths and weaknesses of their team. Thus, trust your team members and delegate tasks according to their capabilities and skillsets. That way, you will have more time to concentrate on crucial business tasks and problems.
7. Document Regularly:
It is mandatory to document everything about the project right from scratch, including minor details. Whenever you make changes to your projects or add a new requirement, make sure you include it in the document. Thus, you will not miss out on anything. Plus, the document will remain as a record. So, you can refer to it in the future regarding the project details. Nevertheless, it will help you achieve your final project milestone on time.
8. Track the Project Progress:
As your project takes off, start monitoring the progress of the project tasks, team, deliveries, and everything that is project-related. Thus, you can figure out where you lag and rectify them immediately. Hence, you can make sure you and your team are up to the mark and are on the right path to achieve your goals.
9. Leverage any Project Management Software:
To make your tasks easier and work more efficiently towards your project goals, you can make use of any project management tool. Those tools are feature-rich and allow you to create tasks, to-do list items, collaborate, create Gantt charts, manage risks, manage project budget, and more. Thus, you can focus more on work as these handy tools will help you stay aligned with your project goals.
10. Assist and Appreciate:
Always follow up with your team and other stakeholders and stay informed about the project status. If you find any of your team members are lagging, guide them and get them back on the right track. Be welcoming and listen to others. Thus, you can understand the problem on their side and help them overcome it. Plus, always appreciate the hard work your team puts in. Nevertheless, a crew that is appreciated will perform much better.
Final Thoughts:
None of the project managers, team leaders, or team members would want the project planning to fail, for that matter. All put in the needed effort from their side, but project execution often gets delayed due to some unavoidable circumstances.
With the project execution strategies discussed in the blog here, you can cut off execution gaps drastically and execute your projects successfully. Of course, it is still a learning process, and with time and practice, you will eventually ace the project execution.
However, if you feel overwhelmed managing your project with your in-house team, you can always outsource it to a reliable third party. Cypherox Technologies is a reputed software development company that offers web development, mobile app development, Digital marketing, SEO, and other services. Call us right away to discuss your project. Our experts will take care of the rest, leaving you to focus on other crucial business activities.
