5.2. Implementation/Execution Phase
During the third phase, the implementation phase, the project plan is put into motion, and the work of the project is performed. It is important to maintain control and communicate as needed during implementation. Progress is continuously monitored in order to make appropriate adjustments as required, which are then recorded as variances from the original plan. In any project, a project manager spends most of the time in this step.
During project implementation, people carry out the tasks, and progress information is reported through regular team meetings. The project manager uses this information to maintain control over the direction of the project by comparing the progress reports with the project plan to measure the performance of the project activities and take corrective action as needed.
The first course of action should always be to bring the project back on course (i.e., to return it to the original plan). If that cannot happen, the team should record variations from the original plan and record and publish modifications to the plan. Throughout this step, project sponsors and other key stakeholders should be kept informed of the project’s status according to the agreed-on frequency and format of communication. The plan should be updated and published on a regular basis.
Planning, Monitoring, and Controlling
From the beginning, a project manager decides what data to collect, how to analyze it, and how to report it. Information is crucial for making informed decisions and keeping the project on track. There are two types of information needed:
- Feedback: Information about progress, such as status reports, which helps assess actual performance.
- Feedforward: Information about choices and options, such as risk and communication analysis, which helps make adjustments before implementation.
Both types of information are necessary for success. Feedback helps assess performance, while feedforward helps prevent surprises and reduce issues.
Implementation Phase
In the implementation phase, the project team does the actual work to produce the deliverables. Deliverables are the products or services the project provides to the client, customer, or sponsor. The steps to build each deliverable vary depending on the project type.
Project Manager’s Role
The project manager coordinates and directs resources to meet the project objectives. They manage each activity, monitor performance, and ensure the final deliverable meets the customer’s acceptance criteria. This phase often involves implementing approved changes based on performance and quality control data.
Monitoring and Controlling
Monitoring and controlling systems are designed to track schedule performance, work effort, and expenditures. Managing scope creep and project changes are key responsibilities. Routine performance and quality control measurements help identify problems and recommend changes.
As the office administrator, your role is crucial in ensuring everything runs smoothly. Here are some tips to help you stay focused during this phase:
- Maintaining Control and Communication:
– Keep track of the project’s progress and communicate regularly with the team.
– Monitor the project continuously to make necessary adjustments and record any changes from the original plan. - Regular Team Meetings:
– Organize and participate in regular team meetings to discuss progress.
– Help the project manager by providing updates and ensuring everyone is on the same page. - Comparing Progress with the Plan:
– Assist the project manager in comparing progress reports with the project plan.
– Help identify any issues and take corrective actions to keep the project on track. - Updating Stakeholders:
– Keep project sponsors and key stakeholders informed about the project’s status.
– Ensure updates are provided according to the agreed frequency and format. - Status Reports:
– Prepare status reports that highlight the project’s progress in terms of cost, schedule, and quality.
– Ensure each deliverable meets the quality standards and acceptance criteria. - Handling Deliverables:
– Understand that deliverables are the products or services your project provides.
– Ensure all project management documents are up-to-date and organized. - Monitoring and Control:
– Help the project manager monitor performance and quality control data.
– Assist in evaluating routine measurements and recommending changes if needed. - Implementing Changes:
– Support the implementation of approved changes to keep the project aligned with its goals.
By following these steps, you’ll help ensure the project stays on track and meets its objectives. Your role as an office administrator is vital in coordinating activities, maintaining communication, and supporting the project manager throughout the implementation phase.
Status reports should always emphasize the anticipated endpoint in terms of cost, schedule, and quality of deliverables. Each project deliverable produced should be reviewed for quality and measured against the acceptance criteria. Once all of the deliverables have been produced and the customer has accepted the final solution, the project is ready for closure.
“3.4. Execution” from Essentials of Project Management by Adam Farag is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted. Modifications: moved from Chapter 3
