Project Management process to run tasks perfectly

Project Management

Starting at the beginning...

Consistency is one of the key elements that can be responsible for charting the path to success. In this article, we contextualize the procedures and steps to complete a project in the best possible way.




What do we consider a project?

It is an activity that involves persistence and a unique and transitory effort, carried out to reach previously established goals. When a project triumphs, it is underpinned by a whole methodology of objectives and must respect the budget and the schedule prioritizing quality.




Who uses this type of management?

All people who manage projects, regardless of their nature. A project can be an event. It presupposes a team of people who need to be managed to achieve a result.



What are the steps to follow in a project management process?

First steps: it is at this stage that the goals for the project must be defined, and the focus is outlined. the project manager must assume the work that will have to be carried out as well as all the other teams involved. to start the project, the associated risks must be considered and a budget that ideally should not be exceeded must be established. drawing up a chronological map with the delivery dates is essential;

Plans and more plans: it is the project manager who must outline a guiding script on which the whole project is based. It is at this stage that the available resources, the budget, the marketing, the time that will be needed, which plans must be fulfilled and the point of approval are evaluated;

Getting down to business: it’s time for team building and logistical adjustments. the leadership assumes an important role and may influence the team’s results and how they are achieved. it is essential to have empathy and a healthy relationship by controlling guidelines, deadlines, budgets, and methodologies. it is necessary to take into account the possible frustrations and failures of team members by reinforcing communication and eliminating obstacles;

Everything flows?: the leader must check the procedures to be implemented. Documents with summarized information are needed to facilitate analysis. after defining the procedure, the manager assesses the quality of the work being performed. If there are errors, they must be corrected. it may be necessary to redirect the work.

End: after the work is well done, evaluated, and approved, the manager closes the contracts with the parties involved, files the necessary documentation in schematic form and a project completion report is drawn up.




What tactics can be used?

Each manager and each project has a particular path. Although there are procedures that are common to several areas, the person in charge of the journey will define which paths to take and how to reach the destination.

Each project may require a specific tactic. Several methods can be applied and these are the best known and applied:

  • Traditional methodologies in sequence: used in projects for products and results that are tangible;
  • Agile methodologies: developed for programmers, they fit projects whose priorities can be reformulated, being divided into phases. It presupposes continuous cooperation among those interested and continuous improvement in all stages. instead of following a plan.
  • Approaches focused on change management: they take into account the eventuality of severe changes in the course of the project and are concerned with flexibility. The Event Chain Methodology is an example of this methodology;
  • Against waste: transversal to all areas, the focus is on productivity. Lean is an interesting tool for this purpose.

“It is important to figure out who the project’s main stakeholders are, meaning who can impact or be impacted by the project and at what level. Depending on the level of the impact, a stakeholder engagement plan should be done to avoid additional stress and manage expectations. A good communication plan needs to consider all relevant stakeholders and not only the main client.” Layla Bendia, Project Manager at Ytech.




Clear VS Smart methodology

Smart parameters aim to investigate the previously defined goals. After this analysis, it is intended that the risk is reduced and makes the project managers set clear and possible goals. To be Smart is to be Specific, Measurable, Achievable, Realistic, and Timely.

The Clear methodology is geared towards defining goals to respond to a contemporary work dynamic that demands flexibility and quick results. The acronym presupposes being collaborative, limited, emotional, appreciable, and refinable.


“It doesn’t matter what type of methodology you choose to manage your work if it works for the team and company. Defining project scope and having a way to manage tasks gives more time to the team to collaborate and get work done. Better organization means more efficient and happier teams and clients.” Catarina Godinho da Palma, Project Manager & UX/UI lead at Ytech.



7 Methodologies you can apply in project management

  • Scrum
  • Waterfall
  • Agile
  • Extreme Programming
  • PERT
  • Adaptive Project Framework


How should I choose the most suitable method?

To achieve success there are several paths we can choose from. There is no magic solution that can be applied to all because it always depends on the objective. The secret to achieving goals lies in choosing the right methodology that will best adapt to the direction we want to take.

We leave you 5 tips:

  • Know which team members have been useful in the past and helped to achieve good results;
  • Understand without equivocation what the client needs and expects considering that they may vary throughout the process;
  • Outline goals for the company, never forgetting the project costs;
  • Evaluate the team structure and understand the working model and dynamics;
  • The ideal is to see what works for each team and project. It may even be interesting to extract the best from each methodology and create a highly personalized and changeable method.


What are the essential characteristics that a project manager should have?

It is necessary to invest in good training and train management skills. Some of the characteristics that are essential in a project manager are:

  • Excellent organizational skills;
  • Thoroughness with details
  • Good understanding of business goals;
  • Notions of risk management
  • Resourcefulness;
  • Good communication skills;
  • Effective leadership;
  • Readiness for self-evaluation.


“A successful project is not based only on the formal results and KPIs, but also on the development of the team working on it. We should always focus on people and try to make the team comfortable while we challenge and create an environment to improve their skills.” Layla Bendia, Project Manager at Ytech.



Project scope management: why is it important?

Project scope management is a procedure that helps outline the objectives, tasks, project deliverables, and their respective dates and budgets. By consolidating the procedure, the manager easily controls and ensures that all procedures are followed and complied with.

When defining the scope of a project, one must take into consideration its objectives, what type of deliverables exist, whether there are any restrictions, and what the conditions are.

When a project is well managed and organized, the team involved and the inherent costs are well defined, avoiding unnecessary costs or changes.


“Project Management is a hands-on process focused on delivering value to people. We keep it simple and organize our activities in 3 main phases: Research and planning, implementation, and testing.” Catarina Godinho da Palma, Project Manager & UX/UI lead at Ytech.



What should you avoid?

  • Constantly changing requirements
  • Delays in project delivery times
  • Concluding that the results are not those expected
  • Constant revision of the budget already defined
  • Turnaround in the project once it has been started


How can project scope management be done in 5 steps?

  • Plan the project scope management
  • Understand what the requirements are
  • Define the scope
  • Architect a detailed structure of the project
  • Authenticate the scope


What are turnkey projects?

Turnkey projects are carried out and designed with a contracted company. After it is operational it is delivered to the client obeying the budget previously defined in the contract.

The person responsible for carrying out the work has to design the project, build it, execute it and provide technical support, whenever necessary.

In national or international projects, an organization needs a service that another entity carries out for a price, saving the requesting organization time and resources.




But what are the benefits of this particular type of project?

Besides bringing simultaneous benefits for both parties involved, here are some other advantages:

  • Cost saving;
  • Profitability of time;
  • Free of technical obstacles;
  • Possibility of contact with specialized technicians.

Talk to us to know a few more information!