Whether you’re a new Project Manager, working within a project and baffled by ‘project speak’, confused by the technical language of PRINCE2, or just have a big piece of work to accomplish, this guide on how to manage a project is just for you! As an experienced Project Manager, I’ve simplified the steps of the process for you, adapting the essence of PRINCE2 in a simple, three-part process.
Take a look below at my recent video explainer and discussion whereby in 20 minutes you’ll learn key tips and tools from my project management experience. But read on for a quick written overview, an explanation of the differences between PRINCE2 and Agile project methods, an explanation of the steps, and also my bespoke PowerPoint template I showcase in the video.
What is a Project?
“A project is temporary work to deliver products for the business, in order to achieve defined goals.”
Let’s start by simplifying the terminology. So what is a project? A project is temporary work to deliver products for the business, in order to achieve defined goals. Breaking these key elements down…
- Temporary Work: A project doesn’t last in perpetuity, nor should the team doing it. Whether building a house or an app, there should be a set timescale, after which the team will disband or work on something else.
- Product: A product is a tangible deliverable that didn’t exist before. It’s not ‘work towards’ or ‘activity’, but actual things. Clarifying them in this way ensures focus on the deliverables, not mere activity. For example, for a new house a product is ‘Council planning permission approved and documented’, whereas activity would be ‘Seek planning permission from the council’. There’s a subtle yet key difference that focuses effort on the end goals.
- Business: In organisations, a project creates something the business didn’t have before, be that a new capability, process, product to sell, or software system. Accordingly, a ‘Business Case’ sets out the need for this thing, along with how much time and money the company is willing to pay for it.
- Defined Goals: Having clear objectives is the final key ingredient. Without defined and tangible goals which all parties understand, a project meanders aimlessly and continually. This is called ‘scope creep’.
A ‘project’ might be a multi-year and multi-£million large-scale initiative involving many people and organisations. Or it could be used to describe a big piece of work for your business or a client. Either way, you’ll want to plan things out in advance, fulfil all the actions to complete it, then hand things over and tie off loose ends.
What’s the Difference Between PRINCE2 and Agile?
You might be wondering now what is the difference between PRINCE2 and Agile? The main differences between PRINCE2 (best book link) and Agile project methodology (best book link) are around the structure, planning, and flexibility of each approach.
PRINCE2 (PRojects IN Controlled Environments) and Agile are two distinct project management methodologies with different approaches, principles, and practices. The Agile approach is becoming more popular and is primarily used for software development. But here are the six main differences between the two approaches:
1. Methodology Approach
- PRINCE2 is a structured, process-based methodology that provides a comprehensive framework for managing projects. It emphasizes control, governance, and scalability.
- Agile is an iterative and incremental approach that focuses on flexibility, adaptability, and collaboration. It encourages delivering value to customers early and frequently through short development cycles.
2. Project Planning
- PRINCE2 typically involves detailed upfront planning, with a focus on creating comprehensive project plans and documentation before project execution begins.
- Agile favours adaptive planning, where plans are incrementally developed and continually adjusted throughout the project based on feedback and changing requirements.
3. Project Execution
- In PRINCE2, projects are typically executed in stages with predefined processes and checkpoints. Progress is monitored against the project plan, and any deviations are addressed through formal change control procedures.
- Agile projects are executed iteratively, with cross-functional teams working in short time frames called sprints or iterations. Teams collaborate closely with stakeholders, and changes are embraced as part of the process.
4. Flexibility vs. Control
- Agile prioritizes flexibility and responsiveness to change. It encourages embracing change as a competitive advantage and welcomes continuous improvement through feedback loops.
- PRINCE2 emphasizes control and adherence to established processes and standards. Changes are managed through formal procedures, ensuring minimal disruption to project objectives.
5. Team Structure and Roles
- Agile promotes self-organising, cross-functional teams that collaborate closely to deliver value incrementally. Team members often take on multiple roles and work together to solve problems.
- PRINCE2 defines specific project roles and responsibilities, including the project manager, team manager, project board, and various project support roles. Responsibilities are clearly defined, and decision-making authority is typically hierarchical.
6. Documentation
- PRINCE2 places importance on comprehensive documentation, including detailed project plans, progress reports, and formal records of decisions and actions.
- Agile values working software over comprehensive documentation, although it doesn’t disregard documentation entirely. Agile documentation tends to be leaner and focused on delivering value to stakeholders.
While both PRINCE2 and Agile aim to facilitate successful project delivery, they have different philosophies, approaches, and practices. PRINCE2 provides a structured framework suitable for projects requiring strict control and governance, while Agile offers flexibility and adaptability, particularly in dynamic and uncertain environments. The choice between the two clearly depends on factors such as project requirements, organisational culture, and stakeholder preferences.
The Project Management Process – 3 Simple Steps
As I outline in my video explainer, whatever method you choose, I like to simplify the process of project management into just three easy steps:
- Start: Define what will be achieved and determine whether it’s worth doing. Outline who will be involved and how you’ll communicate with stakeholders. Plan out the work into steps and with clear timelines. Consider what risks you might face.
- Do: Get to work against your plan and keep on top of any issues or risks which crop up. Keep key stakeholders updated along the way, while reviewing progress and sharing the highlights with key decision-makers.
- Stop: Handover the products you’ve created, for example ongoing maintenance of an app to the IT department. Close off the project activity and disband the team. Document achievements against the original business case along with any learning for the future. Inform stakeholders what’s happened and where to go from here.
Whatever the size of your project, a golden rule is to keep your planning, documentation, and management of it proportionate. This scalability and minimising bureaucracy is a key tenet of the PRINCE2 methodology, despite its need for structure and an audit trail. Note also that PRINCE2 is all about managing by exception. That means only seeking decision on something which is at odds with the original scope, time, and/or budget of the project.
If you’d like to learn more about PRINCE2 in detail, then I’d certainly recommend getting yourself the formal PRINCE2 reference guide. You’ll find it packed with the guidance needed to run a project, while importantly at the back of the book, there’s also template layouts for your project documentation.
The following visual breaks down my bespoke Start > Do > Stop process of project management into further components. Clearly, I’ve more closely followed PRINCE2 than Agile. For more detail on these steps, along with an overview of the documentation you’ll need along the way, please watch my video shared above.
If you want the more formal explanation of key steps from start to finish of managing a project, then keep reading…
Managing a Project: Simple Steps in More Detail
Going into further detail, below are the specifics of the process of project management if you really want to do it properly. The PRINCE2 reference guide is a must-have if you want to go further and hone your understanding.
Define Project Objectives and Scope
- Clearly articulate the project’s goals, objectives, and deliverables.
- Define the scope of work in terms of project inclusions and exclusions.
- Identify key stakeholders and their roles and responsibilities.
- Conduct a feasibility study to assess the project’s viability and potential challenges.
Assemble the Project Team
- Recruit team members with the necessary skills and expertise to execute the project successfully.
- Define roles and responsibilities clearly, to avoid confusion or duplication of effort.
- Foster a collaborative team environment where members feel empowered to contribute their ideas and expertise.
- Conduct regular team meetings to provide updates, address issues, and ensure accountability.
Develop a Project Plan
- Create a detailed project plan outlining tasks, milestones, timelines, and resources.
- Break down larger projects into manageable phases or stages.
- Allocate resources effectively, including budget, personnel, and materials.
- Establish a communication plan, ensuring all team members and stakeholders are aligned and informed.
Execute the Project Plan
- Implement the project plan according to the established timeline and milestones.
- Monitor progress closely to identify any deviations from the plan and take corrective action as needed.
- Communicate regularly with stakeholders to keep them informed of progress and address any concerns.
- Mitigate risks proactively by identifying potential obstacles and developing contingency plans.
Monitor and Control
- Continuously monitor project performance against key metrics and objectives.
- Track progress against the plan and scope, manage resources, and identify bottlenecks.
- Address any issues or deviations from the plan promptly, seeking input from the project team as needed and decisions from the Project Executive.
- Adjust plans as necessary to accommodate changes in scope, schedule, or resource requirements.
Quality Assurance and Testing
- Implement quality assurance processes to ensure that deliverables meet the project requirements and standards.
- Conduct thorough testing and validation to identify and address any defects or issues.
- Solicit feedback from stakeholders and end-users to incorporate necessary improvements or adjustments.
Closeout and Evaluation
- Complete all project deliverables and documentation according to the project plan.
- Conduct a post-project review to evaluate the project’s success, identifying lessons learned and areas for improvement.
- Celebrate achievements and acknowledge the contributions of team members.
- Provide closure to stakeholders and transition any ongoing activities or responsibilities as needed.
Managing a project from start to finish requires a combination of strategic planning, effective communication, and proactive execution. By following a structured approach and adhering to best practices, project managers can increase the likelihood of success and deliver value to stakeholders.
Whether you’re overseeing a small-scale initiative or a large-scale project, the process outlined in this guide will help you navigate the complexities of project management and achieve your objectives.
Free 3-Step Process PowerPoint Template
If you liked my presentation in the video and visualisation of the process, I share my PowerPoint template below. Feel free to incorporate into your own work and adapt the shapes for your own 3-step process. This is another to my collection of unique and intriguing PowerPoint templates, such as my Stranger Things design, Ancient Apocalypse slidedeck, and How Many Triangles critical thinking puzzle design.
I hope you’ve found this blog helpful to go forth and prosper with your own projects, with a bonus PowerPoint template to use. Please share with others and let me know in the comments how you get on.
Kind Regards, Adrian
I hope this guidance helps you ‘excel at the office’! Subscribe to my blog and EATO YouTube channel for more useful info. Liking the content? Please like and share others who may also find it useful. If so inclined and able, buying me a coffee helps keep free content flowing and I greatly appreciate it. Want fantastic, time-saving templates or dashboards tailored to you and your business? Then please get in touch to arrange a bespoke quote.