You may have heard the term “project management methodology.” There are quite a few methodologies for this! The more traditional one’s order tasks sequentially, where each task depends on the completion of a prior task. Another type of methodology, called “agile,” requires that tasks be completed in iterative cycles, so the results are constantly evaluated — and the results determine the next step in the process. Some methodologies are better suited for long-term projects while others work better with shorter ones. Some methodologies may even allow for the project’s deliverables to change depending on results along the way while others assume the deliverables will not change.

One thing to keep in mind: you cannot plan the project in a vacuum. Are you managing this project for a client? Then the client will need to participate in defining the scope, specifying deliverables and setting milestones. If you are managing a team, you also need their feedback during the planning stage for two reasons. First, you can benefit from the individual team members’ experience. Second, when team members are invited to provide feedback, they become more invested in the project and its success. Their buy-in and enthusiasm will be greater if they see their feedback incorporated into the project plan.

“Bad planning on your part does not constitute an emergency on my part” – Proverb

Planning includes mapping out the anticipated workflow, deadlines and the project timeline. This step produces a diagram — ideally a colourful one — that shows which tasks should be completed sequentially and which ones can be tackled simultaneously. This is where Asana or Trello come in handy. The setup helps everyone involved to visualize the activities, how they fit together, and which tasks are dependent on the completion of other tasks. Don’t forget to celebrate your milestones as you move along!

#3. Project Execution

As if the preceding stages did not seem like work to you … the execution stage is where the real work gets done. Team members carry out their tasks, and as manager of the project you will monitor the quality of their work, manage the timeline as well as the budget. Is each team member on track? Is the workflow proceeding as anticipated? Has the team experienced any setbacks that require any part of the project plan to be amended? Any changes must be marked on the workflow diagram, so everyone can clearly see the cascading effect of how a change at one point along the timeline will affect tasks down the line.

The most important team dynamics during the execution stage are communication and flexibility. No matter how well you plan, you are likely to run into unexpected obstacles. Often, working through obstacles requires changing some part of the plan — usually the timeline, task responsibilities or budget. Your team’s ability to communicate in real time is critical here. Each person needs to be aware of any changes to the plan and how those changes might affect their responsibilities.

So, whether you are working with a virtual team or one that can meet face-to-face in a conference room, it’s important to establish expectations in terms of how frequently everyone should communicate. The team-oriented productivity software programs mentioned earlier also include mechanisms for electronic communication. Will you also have regularly scheduled meetings or simply communicate as soon as updates are available — or when problems occur? If you do have meetings, you want to make them as efficient and brief as possible. In the end everyone will thank you for that!

Lastly, how effective you and your team are with time management will play a big part in your ability to stay on track and on schedule. Feel time management isn’t one of your strong points? Or could just use a few tips? Then you may find this blog post helpful and will probably want to share it with your team: Time Blocking Tips to Make You Laser Focused.