Introduction to Project Management

Project Management Fundamentals

Key Topics:

  • Project vs Routine Work
  • Key Roles in Project Management
  • Project Lifecycle (5 Phases)
  • Common Methodologies
  • Project Constraints
  • Soft Skills for PMs

Project vs Routine Work

Project Definition

A temporary endeavor with a defined start and end, aimed at producing a unique product, service, or result.

Routine Work Definition

Ongoing, repetitive tasks without a fixed endpoint.

Examples:

Project: Building a house, launching a new app, organizing a school event

Routine Work: Daily customer service, weekly inventory checks

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Key Roles in Project Management

Project Manager (PM)

Leads the project, ensures deadlines and budgets are met.

Team Members

Execute tasks (e.g., developers, builders, nurses).

Stakeholders

Anyone affected by the project (e.g., clients, sponsors, end-users).

Example: For a school event project, stakeholders include event organizers (team), school administration (sponsors), and attendees.

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Project Lifecycle (5 Phases)

  1. Initiation: Define project purpose and feasibility.
  2. Planning: Set goals, timelines, and resources.
  3. Execution: Carry out tasks.
  4. Monitoring: Track progress and adjust as needed.
  5. Closing: Deliver results and review lessons learned.

Example: Planning a party would follow these phases - deciding to have it (initiation), creating guest list and menu (planning), sending invites and preparing food (execution), checking RSVPs (monitoring), and cleaning up afterward (closing).

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Common Methodologies

Waterfall

Sequential phases (e.g., construction projects). Each phase must be completed before the next begins.

Agile

Iterative, flexible approach (e.g., software development). Work is done in sprints with frequent reassessment.

Example: Building a bridge would use Waterfall (design must be complete before construction begins), while developing a mobile app would use Agile (features can be added incrementally based on user feedback).

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Importance in Vocational Fields

Construction

Ensures safety, budget control, and timely completion.

Healthcare

Manages patient care projects (e.g., vaccine rollout).

IT

Coordinates software development sprints.

Example: A nursing team implementing a new patient record system would use project management to train staff, test the system, and roll it out smoothly.

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Project Constraints (Triple Constraint Model)

Three Key Constraints

  • Scope: What needs to be done
  • Time: Project deadlines
  • Cost: Budget limitations

Trade-off Example: Reducing scope (features) to meet a tight deadline while staying within budget.

Changing one constraint typically affects at least one other.

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Soft Skills for Project Managers

Essential Skills

  • Communication: Clearly convey information to team and stakeholders
  • Leadership: Guide and motivate the team
  • Problem-solving: Address challenges as they arise
  • Adaptability: Adjust to changing circumstances

Example: A project manager resolving a conflict between team members by facilitating a constructive discussion.

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Check Your Understanding

What distinguishes a project from routine work?

Check Your Understanding

Name two key stakeholders in a school event project.

Check Your Understanding

Why is Agile methodology suited for IT projects?

Check Your Understanding

What happens in the "Closing" phase of a project?

Summary

Key Points Covered

  • Projects are temporary and unique, unlike routine work
  • Key roles include PM, team members, and stakeholders
  • Projects follow 5 phases: Initiation, Planning, Execution, Monitoring, Closing
  • Methodologies include Waterfall (sequential) and Agile (iterative)
  • Projects are constrained by scope, time, and cost
  • Successful PMs need both technical and soft skills

Activity: Outline a personal project's lifecycle (e.g., planning a party) using the 5 phases.