Why do we need project management?

By Awais on Nov 8
Project management importance

When you start a new project, it can be easy to think that all you need is one or two people on your team who are committed and know what they're doing. You might not even consider bringing in a third person at first, but when you do, it can make the difference between success and failure.

When working on projects there is always going to be something that comes up that requires oversight from someone else. It doesn't matter if we've been given full authority over our project or not - things still come up! This is where having another pair of eyes looking over our work really helps us out because without them noticing these issues would have gone unnoticed until way later down the road which

Project management and its importance

Organizations often wonder, 'Why is project management important?' 'What do we achieve by employing project management strategies within our company?'

The truth is that projects of all kinds require extensive management. Project management is the adequate planning and careful utilization of a company's resources to complete a set of tasks with an optimal success rate. The primary project management cycle consists of four phases:

  • initiation
  • planning
  • execution
  • closure
Project management phases

It is common knowledge that every project has a defined scope. It contains information about the project goals, deliverables, deadlines, costs, and tasks delegated to teams. Good project management is the only thing that will enable you to meet the scope of a complex project. With the right tools for project management, organizations can achieve better results in less amount of time due to strategic planning. It also promotes a happier work environment because every team gets to contribute to the project's success. It increases transparency and communication across all levels of the company.

The success of a project cannot be guaranteed if teams do not know what their tasks are. With project management, you learn to define your goals clearly. When all teams are aligned with the goals, you can optimize the steps needed for their execution. This means that risk mitigation becomes easier when everyone is on board and comes up with innovative ideas to improve the process as it goes. Complex projects may involve multiple stakeholders. Therefore, keeping everyone on the same page is necessary to prevent unnecessary losses and ensure project success. Luckily, project managers act as a bridge between the organization and the stakeholders by converting technical terms into simpler ones that are easier to understand.With adequate project management, intricate tasks are divided into smaller and doable ones for the company. This enables employees to focus on the tasks at hand without any distractions and complete the project successfully, ensuring maximum client satisfaction.

Project management goals

Project management lets you set a realistic set of goals for your company, keeping in mind the deliverables, the budget, and the deadlines. It requires communication within the organization as well as with external parties like the stakeholders involved. Designing strategies based on the realistic goals set by the project manager will be much simpler. Through project management, one can keep an eye on the budget constraints involved and the timeframe within which the deliverables must be completed. The process typically requires a lot of monitoring and control, risk mitigation, cost estimation, and careful utilization of resources.

Moreover, project management is crucial because it helps steer a project in the right direction. You can imagine a project manager as the captain of the ship. Without a captain and proper guidance, the ship will lose control and sink. Therefore, organizations must employ project management techniques to steer their teams in the right direction. It will provide teams with motivation and leadership to meet their goals efficiently. Project management will remove any obstacles standing in the way of the project's success. Because of these techniques, delegating tasks to individuals becomes easier. Everyone is aware of their responsibilities and how to complete them to meet the goals set by the project manager.

The benefits of project management

Project management benefits

After the discussion on the importance of project management prior, the benefits of project management can be listed as follows:

  • Increases transparency and communication amongst the project teams.
  • Helps steer projects in the right direction via proper leadership.
  • Allows risk mitigation during project execution.
  • Sets realistic goals for the company.
  • Ensures customer satisfaction.
  • Allows strategic monitoring of the project.
  • Promotes a happier work environment.
  • Enables the company to save time and money.

How project management saves time and budget

Time and money are two of the most precious assets any company has. Therefore, saving time and money is the priority of every project manager, no matter how big or small the project may be. The Wellingtone project management survey stated that only 42% of companies completed their projects within the designated budget, and only 37% did it within the set timeframe.

Project management allows organizations to plan out their projects carefully, and at each stage, cost estimation is carried out to ensure that the deliverables are being met within the budget. A project manager will always view the project from a business perspective. And a business perspective means overseeing exactly where the utilization of resources occurs, how much money is spent, and the time spent on the project.

Budget and time in project management

With good project management, project managers can plan out the tasks of the project carefully. Through this, they can gather all the necessary information needed to make estimating costs and setting deadlines easier. Moreover, it enables teams to modify the dependencies of the project such that they overlap and start sooner. This way, the completion of multiple tasks takes place simultaneously, and so, it saves time. Because project management allows you to analyze projects from every angle, you can judge which tasks are unnecessary. The ones you feel do not impact the success of the project can be eliminated entirely. This involves things like second stage testings or product reviews etc. Consequently, you will save time and resources by cutting these tasks off while ensuring maximum positive outcomes.

The roles in project management

Roles in project management

At the head of any project is the project manager. They provide the leadership role during all the stages of a project. Project managers are responsible for defining the scope of the project and planning all the deliverables and deadlines. They are the ones who will make sure that the project is meeting the budget and the time constraints set by the clients. The role entails cost estimations, managing the clients' expectations, and keeping an eye on team performances, to name a few. Project managers are vital for providing motivation and leadership within the organization. They will stand at the forefront of every project, and therefore, should be assigned carefully.

Other roles in project management include the project team that the project is assigned to. They work closely with the project manager to ensure the success of the project. Resource managers are responsible for the intelligent utilization of resources for a project. They coordinate with the project manager to delegate tasks to the teams and supervise the workload accordingly. Then we have the steering committee, which consists of management representatives and the stakeholders involved in the project. They are in charge of providing guidance and overseeing the strategic direction of the project.

Moreover, the steering committee can also help settle disputes and execute any changes within the project if required. Lastly, we have the actual clients for whom the project is undertaken. At the end of the day, client satisfaction is the key goal of any organization. All projects are undertaken, keeping in mind the requirements of the clients.

Tools for project management

Breeze project management tools

In a technologically driven era, it is necessary to use the right tools for project management. It's not just software development projects that require tools for project management. Entrepreneurship is at an all-time high across the globe. This means startups of all kinds are springing up. Whether these startups are big or small does not matter. Everyone has projects that they want to manage with more ease. This is where project management tools come in. Luckily, there are many digital software and tools available for the easier handling of projects.

An example of this is Breeze. The interface of this platform was designed to be simple and easy to use. Your teams will not have to rely on technical experts to do these jobs for them. Instead, they can rely on a user-friendly tool to manage workflows, timelines, task lists, and much more.

Breeze project management software

Digital project management tools provide a convenient way to plan out projects and visualize the progress made at each stage. All projects are subject to scope creep. It refers to the constantly changing requirements of the project. Digital project management lowers the impact of scope creep and allows teams to handle it efficiently. This is because you can make automated updates on the changing requirements of the project.

Consequently, you can review these on time and not get overwhelmed by undue alterations. They also allow for ample cross-communication amongst teams. It is crucial to the success of any project because everyone is on the same page and remains updated about the project as soon as any changes are made. Plus, automation saves time and resources as well the unnecessary hassle of completing tasks manually.

The way forward

The importance of project management is undeniable. No matter how big or small a project is, it will always require project management at the heart of it. Adapting to newer technologies is a great way to make the lives of your project teams easier and supervise the project management lifecycle carefully. Automated software like Breeze is paving the way for simplified project management. Plan out your projects with ease and stay at the forefront of your competitors by ensuring maximum positive outcomes.