Project Management basics

Estimated Reading Time: 6 minutes

Introduction

Project management may sound technical or overwhelming but it’s really the foundation of getting things done efficiently and effectively. Whether you’re new to managing projects or looking to refine your understanding, getting to grips with the basics is key.

Throughout my career delivering complex programmes like Government's BREXIT programme work or the Grenfell Tower and Memorial programme, I’ve learned that successful project management doesn’t happen by accident—it’s a skill you build. In this blog, I’ll walk you through the project lifecycle, key concepts, and the pros and cons of delivering work as a project.

The Project Lifecycle 101

Every project goes through predictable stages, known as the project lifecycle. These stages provide structure, ensuring your work stays on track and achieves its goals. Let’s explore each stage:

1.  Initiation

1. This is where it all begins. During this phase, you define the project’s purpose, objectives, and scope. Key questions include:

1. What are we trying to achieve?
2. Who are the stakeholders?
3. What resources do we need?

In my experience, getting this stage right is essential. For example, when working on Governments BREXIT programme, clarity at the start meant we avoided misunderstandings later.

3.  Planning

Planning is all about creating a roadmap. This phase includes developing timelines, budgets, and risk management plans. Tools like Gantt charts or Agile boards often come in handy here.

4.  Execution

This is where the magic happens! The project team delivers the planned work, with the project manager coordinating efforts, resolving issues, and ensuring milestones are met.

5.  Monitoring and Controlling

Even the best plans encounter challenges. Monitoring progress against your timeline and budget, managing risks, and making adjustments are crucial during this phase.

6.  Closure

All good things must come to an end. During the closure phase, you deliver the final product, gather feedback, and reflect on lessons learned. It’s also a great time to celebrate achievements—something teams often overlook!

The Difference Between a Project and Business as Usual

One common mistake is confusing a project with "business as usual." Understanding the difference is critical to managing expectations.

• Projects are temporary, unique, and designed to create change. For example, the Olympic legacy venue was a project aimed at delivering a lasting infrastructure improvement.
• Business as usual involves ongoing operational tasks that keep the organisation running—think routine IT support or payroll processing.

While both are important, projects often require different skills, tools, and mindsets.

Pros and Cons of Delivering as a Project

Choosing to deliver work as a project isn’t always the right answer. Let’s weigh the benefits and drawbacks:

Pros:

• Clear Goals and Accountability

 Projects have defined objectives, timelines, and roles, making it easier to track progress.

• Innovation-Friendly

 Projects provide the opportunity to try new methods or solutions without disrupting everyday operations.

• Defined Start and End

 There’s a clear endpoint, which helps keep teams focused and motivated.

Cons:

• Resource Constraints

 Projects often operate with limited budgets, staff, or time, which can add pressure.

• Planning Pitfalls

 A poorly planned project can waste resources or fail to deliver results.

• Resistance to Change

 Teams used to "business as usual" may resist the disruption a project brings.

Practical Insights: What I’ve Learned

When working on large-scale programmes like the Grenfell Tower and Memorial programme, the value of structured project management became crystal clear. It allowed us to maintain focus, navigate challenges, and ensure accountability.

However, I’ve also seen projects fail due to a lack of proper planning. One example was a small project where stakeholder input wasn’t prioritised during the initiation phase. The result? Rework, delays, and frustrated teams.

Conclusion

Mastering the basics of project management is about understanding the lifecycle, recognising when a project approach is appropriate, and anticipating challenges. Whether you’re managing a simple task or delivering a multi-million-pound programme, these principles remain the same.

If you’re looking to deepen your knowledge, our Project Leadership Launchpad Course is the perfect place to start. It’s designed to give you the tools and confidence to manage projects successfully. Ready to dive in? Let’s get started!