Back to Basics: The Lifecycle of Project Management

A project manager’s role is often perceived as one that’s “in the moment,” corralling all moving pieces of a project as they happen. In reality, project management is multi-faceted. Long before things kick into high gear, project managers are working to define a solution to a business problem. After the project has ended successfully, they’re diving in on the results and uncovering ways to improve next time. Even without an active project, a manager is always “on.” Though the phases vary depending on industry and specific project, the purpose remains largely the same.

Phase 1: Initiate/Define

Every solution begins with a challenge to be addressed. A business issue can be an opportunity to create a new way of doing things and build a new process. The initiate/define stage of project management often begins once a problem has already been identified, but it can start even earlier. The team can come together to discuss things they’ve seen that might not be problems yet but offer places to improve. Once a problem has been defined, it’s time to define the solution. For project managers, this includes drafting a scope, creating measurable objectives and looping in necessary stakeholders. This phase answers the questions “Why?” “What?” and “Who?” Setting expectations early is key so that everyone is on the same page once work begins.

Phase 2: Plan

Once the value has been proven and the project has been given the green light, the project team next dives in to planning. At this stage, project managers develop answers to the questions “How?” and “Where?” Using the project scope, resources are requested and allocated, and timelines are agreed upon. This phase also addresses questions around risk management and quality of deliverables. 

Phase 3: Execute

With a solid plan in place, the team begins work on the project. Work kicks off in any physical locations, and milestones are tracked. This phase is often one of the most exciting – it’s where blue-sky plans start becoming reality.

Phase 4: Monitor and Control

Even the best-laid plans are guaranteed to hit roadblocks and run off course. Experienced project managers include plans for potential issues during phases one and two, though surprises should still be expected. Phase four of the project lifecycle is about flexibility and quick thinking. Project managers monitor for issues and adjust course as needed. When caught early, many problems don’t have to affect the quality of the end product. With creative and critical thinking, phase four can be less about crisis management and more about growing during the process.

Phase 5: Closure

All projects eventually come to an end – hopefully within budget and within the deadline! Deliverables are finalized and sent, work is wrapped and results are approved. This phase often feels celebratory; taking time to acknowledge the hard work of the team and its success is important. After a decompression period, however, the work is not quite finished. Stage five is also about learning and looking toward the future. The team should come together to ask questions about what went well, what adjustments were required and the quality of results. The project lifecycle is truly cyclical – phase five often leads to phase one for the next big thing. Good project managers keep a forward-looking stance throughout the project and know there’s always something to be learned.