What is Project Execution?

Here at EasyPM, we enjoy being asked "What is project execution?". As you know, we like to keep things simple at EasyPM by keeping all stages of our projects manageable.

Our preferred methodology is PRINCE2 and while understanding that not everyone is a qualified PRINCE2 Practitioner, the approach used by that methodology to define project execution is indeed simple.

So here goes! Execution is the delivery phase of the project. It is the time when it all starts to happen and people start to notice that real money is being spent on developing products. We will talk about control later on to help manage that issue but when execution starts the "boat has been floated".

Execution is the delivery phase, which is in itself exciting, but it can be divided into three stages:

1. A controlled start.
2. Controlled progress.
3. A Controlled close.

A controlled start to the project ensures the project proposal and business case are developed from being an idea into full definition of what is to be delivered, how, by whom, at what cost and when. This is the baseline against which the execution phase is measured. This is important and cannot be re-stated more simply - a controlled start? Don't leave home without it!

Controlled progress is the stage where step-wise execution of the project plan continues until delivery of all products is complete and the project can be closed down. This is a straightforward statement that masks the death of a thousand projects and even promising project management careers! Still, do not worry as the key word is control and, trust me, you WILL know if your project is under control or not. More on this later. In addition, we should note that during execution the level of project risk reduces until none remains. However, for the business, the risk of not achieving the expected benefits from the project has still to be dealt with.

A controlled close of a project confirms the delivery of the agreed products at the right quality to the business. It also marks the break-up of the project organisation structure and the team. At this point staff usually leave the project and return to their normal day jobs. Sometimes, the completion of the project execution phase creates a new business as usual scenario which is often served by allowing some, or all, of the project team to pick up the new roles developed out of the project.

Hopefully, you found this article to be a useful summary on project execution. Any questions? See me after class or drop me a line!

Easy Stages of the Project Management Process

So when starting out on a new project as the project manager, what should you be thinking about?

It is always a good idea, as in most planned activities, to keep the end in mind and to think through the high level structure the project will take.

Many project management methods describe the procedures they will use to deliver the end result using in the following high level definition:

1. Initiation
2. Planning
3. Execution
4. Control
5. Closure

Make note the neat loop between planning, execution and control. This is a feedback loop that allows all projects to remain on track or identify and make modifications to the planned delivery based on actual outcomes within the execution processes.

Phew getting a bit technical there ... sorry! At this point, and for the purposes of this post, these processes are fairly self explanatory. So let's for now keep it simple and say only that every project should have them.

For each of these processes there are documents and techniques to ensure that the project is delivered how it was meant to be delivered. We can, and shall, cover some of that detail in other articles.

Benefits of a Project Methodology

Be Better Organised

- Defines standard outputs and reduces the possibility of inconsistent project delivery.

- The methodology helps to provide a point of reference framework for project members and stakeholders.

- The methodology is repeatable across the organisation and can be easily taught and learned.

Resources used by projects can be standardised and made easily available at project launch.

Know The Outputs

- Defines key documents that must be provided for project tracking and reporting.

- Expectations of stakeholders can be set at the outset and managed through the project lifecycle.

- Key documentation delivered as standard output improves project visibility and helps to make the current status more transparent.

Improve Management Information

- Management Information such as project progress tracking and delivered benefits tracking are easier to provide.

Improve Quality of Delivery

- Quality expectations can be defined and tracked and are not carried solely by the skill of the project manager.

Improve Cost Control

- Current business challenges can be passed into a known “solution pool” where cost of resolution can be easily managed.