During the transformation of a project from an idea on your whiteboard to a ‘thing of substance’, it goes through several primary phases. These make up the five Project Management Institute (PMI) project phases: Project Initiation, Project Planning, Project Execution, Project Monitoring and Control, and Project Closure.
Each phase contributes something crucial to project success, but this blog focuses on the third one, which is the project management execution phase, to see what it contributes to the overall project lifecycle.
What Is The Project Execution Phase?
The project initiation phase is when all the discussions from the planning phase yield results. It is the step that breathes life into your project, where all your strategy is actualized, and the objectives begin to be accomplished. This might end up becoming the longest step in your project lifecycle. However, the execution phase consists of many smaller deliverables that all add up to create the final product.
Envision the execution stage as a bridge between the project plan (blueprints) and project completion. Its primary objective is to deliver a functioning product that can be carried into the project monitoring and control phase.
Project managers act as facilitators, and the team members take center stage during a project’s execution. At this time, open communication channels with key stakeholders also become paramount. Things like the project scope, objectives, budget, timeline, etc., are all kept in mind as the project team attempts to align their effort with the overall project and company strategy.
What Are Execution Gaps And How To Overcome Them?
Challenges during project execution are inevitable. Unlike the first two phases that prioritize plans on paper, the execution phase is about carrying out those plans. This stage features various moving parts that are decidedly unpredictable and can overall affect the upcoming phases.
However, execution gaps are something to be avoided at all costs. Following are the most common setbacks faced during project execution:
Scope Creep
It refers to the unplanned and uncontrolled expansion of a project's deliverables or features at any stage. As the name suggests, seemingly minor and harmless changes slowly pile up to have negative consequences.
Practical solutions to keeping scope creep in check include:
- Be upfront with your project scope. Set project goals that clearly define your deliverables and functionalities
- Promote active communication among all stakeholders, which includes the project team as well as the clients
- Implement an effective change management process where every tweak in the original plan (regarding schedule, budget, or resources) is well documented
- Consider deploying a project management software that allows you to monitor potential scope creep
Miscommunication
Unclear information or conflicting instructions leave teams frustrated and unsure of what to prioritize. This miscommunication among project managers, team members, and clients can cause significant disruption to project progress. For example, missed deliverables and delayed deadlines.
Practical solutions for avoiding miscommunication include:
- Regular meetings with project team to discuss progress, deadlines, and deliverables. Tackle concerns and ensure everyone is on the same page when it comes to project objectives
- A culture of open communication where team members feel safe asking questions and bringing up concerns. Foster a collaborative environment to help identity potential roadblocks early on
Resource Mismanagement
Your crew should have the tools and equipment needed to complete a given task. Mismanagement occurs when teams lack the necessary resources in the shape of budget, manpower, and equipment. Without the necessary resources, there will be a delay in completion, ultimately leading to missed deadlines. Resource limitations might also force project teams to reduce quality standards to meet a deadline.
Resource mismanagement can be countered using the following steps:
- Before starting the project execution phase, carry out a thorough resource assessment and devise a plan to determine the skills, equipment, and expertise required for a project
- Try and match each member with tasks that align with their skillsets
- Keep a check on the use of resources and adjust plans as needed
Risk And Issue Management
A project execution risk is any unforeseen event or situation that might negatively impact your project. If left unidentified or unaddressed, such issues can throw your project off course. The most common setbacks caused by unexpected issues include project delays, cost overruns, and even project failure.
The following are steps you can take to optimize risk and issue management:
- Implement a risk prevention plan. Develop countermeasures against potential roadblocks in the planning phase
- Evaluate the probability of each potential risk and allocate your time and resources accordingly
- Create contingency plans for ‘what if’ situations. Mitigation plans include implementing alternate solutions to a problem and having backup resources available
- Establish a system that identifies and flags roadblocks as soon as they happen
Lack Of Stakeholder Engagement
An extension of miscommunication, a lack of stakeholder engagement occurs when clients, sponsors, or executives are not actively involved in product development or the project lifecycle. This oversight can lead to the possible creation of a product that does not meet clients' needs. The three main issues a lack of engagement causes are misaligned expectations, delayed decision-making, and overall dissatisfaction.
Try the following solutions:
- Having open communication channels with stakeholders so that are always in the loop
- Holding stakeholder review meetings where they are brought up to speed with the project's progress and share their insight accordingly
- Involving key stakeholders in all important decisions so they are not blindsided by the changes, allowing transparency and a sense of ownership
Project Execution Steps
There is no one most important step for project execution. In fact, the execution phase has a long list of actionable steps, most of which can be compartmentalized into categories. Furthermore, depending on the type of project and the size of the team, some steps are skipped or implemented.
Following are the overarching categories one may find as part of the project execution phase.
Project Scope Execution
Develop your project scope by defining the project's objectives, deliverables, functionalities, goals, tasks, deadlines, and costs. A large aspect of this step is also specifying change order management and change requests. Project scope execution should include documenting any change that might be made to the scope. Project runners need to address what needs to happen, how it will be carried out, its overall cost, and its expected time of completion.
Task Management
This step includes the organization of tasks, communicating instructions, and adequately allocating resources. It is imperative that every team member's skillset is used to the best of its ability. Regular feedback promotes progress and helps timely identification of any issues to keep the project on track.
Project Schedule Visualization
Project schedules help teams visualize and mark due dates of project tasks, milestones, and deliverables. It aids a project manager's ability to ensure that relevant resources are available when needed. This tool is specifically useful during the execution phase because tracking raw materials, equipment, and people becomes crucial and hectic.
Visualizing the project schedule also helps teams manage expectations of clients (provided they are given an overview of what can be delivered and when).
Track Progress
Monitor progress to stay on track and identify potential roadblocks before they become an unsurpassable hurdle. Throughout the project execution phase, teams need to keep up to date with task completions, achievable milestones, and resource utilization to map out their next move.
Stakeholder Communication
A crucial step of the project kickoff meeting phase is to provide stakeholders with regular updates regarding milestones, progress, and changes made to the project plan. Teams should be encouraged to communicate via emails, meetings, or project management software solutions, as regularly as possible.
Adapting To Changes
Teams will need to keep an open mind regarding unforeseen circumstances. They should also have an established method of evaluating and implementing proposed changes to streamline the workflow project management software. Project plans should be updated to reflect the changes made. Lastly, alterations of any kind must be communicated to stakeholders clearly.
Project Risk Management
Risk management is a crucial step of the project execution phase. Risk identification and assessment, response planning, and risk monitoring and control should be on the work agenda.
Hold Review Meetings
Meetings with clients and project team members should also include a review of quality assurance. These meetings should follow each small work sprint and the changes or concerns raised should be tackled before a new cycle begins. Such meetings allow accountability, offer check points for progress, and keep everyone up to date with progress.
Documentation
Teams must keep a detailed record of their work, progress, and hurdles. Documents can include performance reports, issue identification reports, lesson-learned reports, and stakeholder reports.
The practice of heavy documentation provides historical records for projects and becomes an asset for future reference. It can also help in identifying patterns, understanding what works and what does not, and making informed decisions in future endeavors.
What Is A Project Execution Plan?
A project execution plan (PEP) is a detailed explanation of all processes undertaken during the execution phase. It breaks down all steps taken from project inception to completion. When it comes to documentation, the PEP is the roadmap to all necessary information.
Elements that constitute a standard PEP are as follows:
- Project Organization - Establish a project structure that details roles, responsibilities, and a clear reporting line. Identify the project manager, team, and stakeholders
- Project Scope - Clearly outline the project's scope in terms of its features, functionalities, goals, and limitations. The more specific the project scope, the better
- Work Breakdown Structure (WBS) - Break project deliverables down into smaller, more manageable tasks to provide a visual representation of the varying components a play. A well-crafted WBS helps identify project dependencies between tasks
- Resource Plan - Provide a comprehensive list of all resources required for the project's completion. These resources include manpower, equipment, raw materials, as well as a quote for each. Your plan should also outline the intended use of each resource
- Budget - A budget or cost management plan details the approved budget for each aspect of your project. Cost allocation must be specified, as it helps track expenditures and save capital where possible
- Risk Management: - Specify all potential risks and their mitigation plans. You may also include the likelihood of a risk occurring, the effect it might have on the project, as well as contingency plans to counter its effects
- Communication Plan – Provide details on how information will be communicated amongst team members and to stakeholders. List all possible communication channels and specify how frequently they are to be used
Depending upon the intricacy of the project at hand, PEP can cover more than or less sections than the ones provided above.
Project Execution Plan Template
Depending on the project niche, your project execution plan template will vary to accommodate specified information. However, it is reasonable to use a general template for projects with no such specifications. Below is a basic PEP template that you may add sections to depending on your needs.
Project Execution Phase Best Practices
The effectiveness of your project management process execution phase can make or break the entire project lifecycle. Translating ideas into practical solutions is a hefty task with accidents waiting to happen at every turn. Adopting healthy practices will help streamline this phase into something more manageable.
Why use project management software? Solutions are useful in managing tasks and tracking progress. Utilize tools such as Gantt charts to help you visualize project schedules. Teams can also benefit from collaboration tools to help facilitate conversations.
Furthermore, adopt a culture of ownership where members are given space to express their individuality in their work and promote giving credit where it is due. Consider various frameworks of project management to see which is the best fit for your workflow. Lastly, keep a flexible outlook on your execution to avoid being blindsided by inevitable changes.
