Managing a project means trenching through time from the initiation to end to improve or create a service or product. There are dozens of works that require to be executed within the right time as well as in the right flow. So, the proper amount of planning and work is needed at the start of a project. A Project Management System (PMS) maintains the quality parameters and planning (a proper schedule and a well-planned budget) of a project. Essentially, there are 5 essential stages in Project Management System (PMS).
These stages are necessary to give all of your efforts a good structure and interpret them into a series of manageable and logical steps. Without a proper Project Management System or Event Management System, you are just leaving the future of your company at the mercy of your employees and teams. Well, we can help you by making these things simpler. Here, we are going to discuss the phases of PMS. It’s quite similar to the stages of Event Management System (EMS).
So, if you want to structure your upcoming big project or event, or wish to track and set realistic deadlines, then you can go through the section described below.
Conception and Initiation of Project/Event
One of the most essential stages in Project Management System (PMS) or EMS is all about giving your project a moderately wide definition as well as establishing whether it is feasible or not. Usually, most of the stakeholders use two approaches to determine whether the project gets the go-ahead or not:
- Business Case Document: This documentation is necessary to set out the justification for the event/project in terms of the requirements of the organization, how it will help them, and present a possible commercial profit.
- Feasibility Study: This document evaluates the sources required for the event/project to be completed. In this way, the event/project is assessed on its timeline and price and whether it is good for the company.
Once an event/project passes these two documentation checking, you can proceed to the next part of the initiation phase. It’s Project Initiation Document (PID) or drawing up the event/project chart in order to provide a review of the project’s aims.
It is one of the other essential stages of Event Management System (EMS). In the event/project planning phase, a more in-depth framework of the needs and objectives of the project is created. This is the place where an event/project manager can display his/her abilities. Usually, this planning includes:
- Determining the extent of the event/project
- Recognizing what precisely requires to be done
- Settling the timeline for service or product
- Creating a good workflow program
- Arranging and Assessing required resources
It is important for an event/project manager to have the idea of what the five phases of event/project planning are. Moreover, you will also need to provide this roadmap to your team to succeed in the event/project.
Launch and Execution of Project/Event
Launch and execution of the event/project is part of the other essential stages in Project Management System (PMS). Here, the planning of the event/project is converted into a concrete deliverable service or product. Usually, there will be a kick-off meeting to present everyone a summary of what the objects of the event/project are and after which, all the chosen team members of the event/project will be informed of what is demanded from them.
There would be some work for you and your team members. Here’s what this stage includes:
- Production of individual task strands
- Procuring needed supplies
- Allocating tasks to your team members
- Completing tasks
- Supplying deliverable services or products within the timeframe
- Updating the progress of the project
Monitoring and Control
The event/project supervisor is one of the most important key points of contact between the team working on the event/project and the other stakeholders who are more detached from the regular details of what’s occurring. For this purpose as well as to ensure that everything is running well, an event/project supervisor requires to be able to efficiently communicate and measure the status of the event/project.
There are numerous Key Performance Indicators (KPIs) or metrics that can be utilized to observe the performance of the project. Some of them are keeping on the proposed budget, the successful completion of deliverable products/services, stick to the deadlines, and so many others. Any combination of these points can be utilized, but the most significant concern is that they are measurable and applied properly so that the stakeholders can determine how the project is running at a glimpse with ease.
After completing all the aforementioned stages of Event Management System (EMS), once the event/project is completed or delivered or go live, its time to close that chapter. The project/event closure phase offers the stakeholders, your team, and you a chance to appraise how prosperous the event/project was. Furthermore, it also helps you to know what new things were learned during this process.
It’s also smart to build a continuous process to take this experience and use them back into your Event or Project Management System. The tools that provide you with an audit trail and a way to record what happened are important for leveraging your team efforts and past events/projects. Flexible systems that can efficiently combine change are particularly great as they can be instantly adapted and also can take benefits of new learning instantly.
You can redistribute the event/project and also can draw the assessments of your team by following this stage. Most of the time, project supervisors hold an official closure meeting or sometimes even a more casual closing party to give compliments to the team.
So, these are essential stages in Project Management System (PMS). Although the management of the project/event may look overwhelming at its initial time, breaking it into the aforementioned 5 stages can help you and your team to manage the entire project/event wisely. We hope this guide will help you to complete a project/event in a hassle-free way.
Also read our article ☟☟