How do you define a finished project

The five project management phases at a glance

1st phase: start

The decision for a project has been made. The begin is the crucial project management phase, in which the basic conditions must be clarified - especially with regard to the “product” at the end. This works well, for example, using the project environment analysis. From this analysis become Value, feasibility and purpose for the organization equally determined as well

  • the reason for the project
  • the goals
  • Budget & Resources
  • the timing
  • Task sharing

2nd phase: planning

In the second phase it is already down to the nitty-gritty - the Project planning. Even if a strict plan becomes less and less important in times of new work and agile project management, it is still an important and decisive factor in project management. Because it doesn't work without it. A comprehensive project plan is particularly suitable for planning.

Basic restrictions like Resources, team and Time must be set at the beginning to get the Implementation of the project plan, control and guarantee.

In this context, the project manager and the team must work closely with the key stakeholders work together. If, for example, a system is to be built, it must of course be done with the Client be matched.

The project order

The most important basis of a project: the Project order. The scope and level of documentation are different in project management and range from a shout like “Hey Müller, you take over” to a contract with several hundred pages.

The primary purpose of a project assignment is to Authorization of projectsso that they can be controlled by the management. "Submarine Projects" - i.e. project work without approval - harm the company: Available resources decrease, efficiency decreases and there is no profitable management of the management.

In addition, all Basics of implementation To be defined. It is therefore an overview document that facilitates cooperation and avoids misunderstandings and uncertainties.

That could or should be Include project order:

  • Project data (Start, end, number, ...)
  • Project organization (client, contractor, project team, project manager, responsible contact person, ...)
  • Project description (Initial situation / project rationale, project objective, deadline objective, project objectives / milestones, project risks, ...)
  • Budget & profitability (Personnel costs, personnel costs, other costs, total project costs, budget, other resources, ...)
  • Project decision (Submission date, decision / approval of the project)

The verbosity of the Project order always depends on the client, contractor and the project itself.

Success criteria and goals

In the planning phase it is also about the question "Where do we want to go anyway?" and thus about the path that leads to the goal. Here there are general success factors:

  • clear roles with powers and responsibilities
  • clear communication in the team and between all stakeholders
  • adequate resources
  • clear requirements / target definitions

Very often goals are set up with the SMART formula in order to formulate them in a tangible and usable way.

Risk management

All projects, albeit similar, are mostly temporary and one-off in their own way, the different risks holds.

The Risk management, one of the project management methods, is therefore particularly important during planning, but should be kept in mind over the entire project cycle time. In this way, opportunities and risks are identified at an early stage, measures are developed and the success of their implementation is monitored.

3rd phase: implementation

In the third phase of project management, your plan applies put into action. Now it shows how well you have planned measures, productions and strategies. The execution is closely related to the fourth phase, the Project supervision, together.

The management or the project manager must above all factors such as

  • Resources (finances, time, employees)
  • Deadlines,
  • Risks
  • dialog

keep an eye on and control. The basis is a permanent one TARGET-ACTUAL comparison.

The project team

Of course, that plays a role in the implementation Project team the crucial role. Because this acts and does the tasks that are for the Achievement of goals and the successful completion of the project are necessary.

A central task of the project management is here Leading the team. This places high demands on the person as it relates directly to the project implementation, work ethic and results.

Distribution of tasks

Who is actually doing what? This regulates the task management. Be in a team Task packages to hand over. Performers must be familiarized with their section: Explanation of the task definition, meetings and voting.

4th phase: monitoring

Play throughout the entire implementation Monitoring, control and management a major role. With the already mentioned comparison of the TARGET and ACTUAL status it should be guaranteed that the project on time and within the planned budget is completed.

Monitoring of the work packages

Are the general work processes functioning smoothly? The optimal implementation as well statusandprogress the tasks must be monitored continuously. Such activities are closely related to the Controlling connected.

In addition to monitoring performance, it is also about potential problems or Opportunities for improvement recognizable - through continuous contact with the executing employees, e.g. in regular meetings.


"Controlling is a sub-area of ​​the corporate management system, the main task of which is the planning, management and control of all corporate areas."Gabler Business Lexicon

In this context, the capturing, collecting and merging of project-relevant data as well as their evaluation is meant in particular. As a result, actual recordings are continuously recorded with regard to effort, time and result.

Not just to Deviations from planning to be able to recognize and, if necessary, initiate countermeasures, but also to improve work processes in the long term document and optimize to be able to.

5th phase: completion

When the finished "product" is in place, the project can be completed. Tasks are finished, the results communicated to the stakeholders and debriefings are held.

The formalities include, for example Final project report. In this final project management phase, however, it is not the forms that are particularly important, but the experience. Though she's a huge Opportunity for self improvement offer will be extensive Closing meetings often passed over.

After a project should be based on a few questions further conclusions be pulled: what worked? Where were the difficulties? What should we look out for in the next project? Every project close is that Cornerstone for lessons learned and the next - perhaps even more successful - project.

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