5 Phases of Project Management

5PhasesofProjectManagement–ACompleteBreakdown
Published On April 8, 2021 • Project

Managing a project is no easy feat, no matter what the scale and scope are. From planning the
minutia to handling the ever-changing demands of clients to shipping the deliverables on time,
there’s a lot that can go wrong. When you divide the project into manageable stages, each with its
own goals and deliverables, it’s easier to control the project and the quality of the output.
 Project Management Phases

 Phase 1: Project Initiation
 Phase 2: Project Planning
 Phase 3: Project Execution
 Phase 4: Project Monitoring and Controlling
 Phase 5: Project Closing
 Simplify Project Process Using Project Management Software
In a project management guide, if you are somehow in a position where you are expected to manage
projects for your organization and are feeling overwhelmed, it’s better to start learning the basic
stages of the project life cycle phases.
According to the PMBOK Guide (Project Management Body of Knowledge) by the Project
Management Institute (PMI), a project management life cycle consists of 5 distinct phases including
initiation, planning, execution, monitoring, and closure that combine to turn a project idea into a
working product.
Fivephasesofprojectmanagement
The 5 basic phases in the project management process are:
1. Project Initiation
2. Project Planning
3. Project Execution
4. Project Monitoring and Controlling
5. Project Closing
Phase1:Projectinitiation
The project initiation phase is the first stage of turning an abstract idea into a meaningful goal. In
this stage, you need to develop a business case and define the project on a broad level. In order to do
that, you have to determine the need for the project and create a project charter.
The project charter is an important document consisting of details like the project constraints, goals,
appointment of the project manager, budget, expected timeline, etc.
Once you have the project goals and project scope, identify key project stakeholders–the people
who are to be involved in the project. Create a stakeholder register with the roles, designation,
communication requirements, and influence.
While a clear goal of the project is established in this phase, a project charter does not contain any
technical details that happen in the planning stage.
Consider the example of an automobile manufacturer assigned to develop an electric vehicle. The
selection of the design, capacity, and battery power of the vehicle will not be a part of the initiation
phase. The only certainty would be that an electric vehicle will be developed within the given
timeframe and budget.
Phase2:Projectplanning
The project planning stage requires complete diligence as it lays out the project’s roadmap. Unless
you are using a modern project management methodology like agile project management, the
second phase of project management is expected to take almost half of the entire project’s timespan.
Check out how to implement an effective project roadmap.
In this phase, the primary tasks are identifying technical requirements, developing a detailed project
schedule, creating a communication plan, and setting up goals/deliverables.
There are several methods of setting up the project’s goals but S.M.A.R.T. and C.L.E.A.R. are the
most popular.
S.M.A.R.T Goals:
The ‘SMART’ criteria ensure that the goals you set for your project are critically analyzed. It is an
established method that reduces risk and allows managers to make clearly defined and achievable
goals.
The acronym SMART stands for

C.L.E.A.R. Goals:
The ‘CLEAR’ method of setting up goals is designed to cater to the dynamic nature of a modern

workplace. Today’s fast-paced businesses require flexibility and immediate results and CLEAR can
help you with that.
The acronym for CLEAR stands for

During the planning stage, the scope of the project is defined. There is a possibility of changing the
scope of the project demands it but the project manager must approve the change. Project managers
also develop a work breakdown structure (WBS), which clearly visualizes the entire project in
different sections for the team.
Learn more about how project goals and objectives are defined.
A detailed project timeline with each deliverable is another important element of the planning stage.
Using that timeline, project managers can develop a communication plan and a schedule of
communication with the relevant stakeholders.
Risk mitigation is another important aspect of project management that is a part of the planning
stage. The project manager is responsible for extrapolating past data to identify potential risks and
develop a strategy to minimize them.
Check out how project risk management is done effectively to mitigate risks in the project.
An important element that professionals often overlook is an effective change management plan. As
a project manager, you must be ready to incorporate a few changes in the project to avoid
bottlenecks and project delays.
In the absence of a working change management plan, scope creep happens and causes huge
problems for the project team in the later stages of the project. So, it’s best to reduce the possibility
of unforeseen changes as much as possible.
Phase3:Projectexecution
The project execution stage is where your team does the actual work. As a project manager, your
job is to establish efficient workflows and carefully monitor the progress of your team.
Another responsibility of the project manager during this phase is to consistently maintain effective
collaboration between project stakeholders. This ensures that everyone stays on the same page and
the project runs smoothly without any issues.
You can take help from collaboration software available in the market. They’ll not only make your
life easier but also improves efficiency and increase the productivity of your team.
Execute your projects better with Kissflow Project.

Sign up Now
Phase4:Projectmonitoringandcontrolling
In the project management process, the third and fourth phases are not sequential in nature. This
phase runs simultaneously with project execution, thereby ensures that objectives and project
deliverables are met.
As a project manager, you can make sure that no one deviates from the original plan by establishing
Critical Success Factors (CSF) and Key Performance Indicators (KPI).
During the monitoring phase of project management, the manager is also responsible for
quantitatively tracking the effort and cost during the process. This tracking not only ensures that the
project remains within the budget but also is important for future projects.
Phase5:Projectclosing
This is the final phase of the project management process. The project closure stage indicates the
end of the project after the final delivery. There are times when external talent is hired specifically
for the project on contract. Terminating these contracts and completing the necessary paperwork is
also the responsibility of the project manager.
Most teams hold a reflection meeting after the completion of the project in order to contemplate on
their successes and failures during the project. This is an effective method to ensure continuous
improvement within the company to enhance the overall productivity of the team in the future.
The final task of this phase is to review the entire project complete a detailed report that covers
every aspect. All of the necessary data is stored in a secure place that can be accessed by project
managers of that organization.
Simplifyyourprojectmanagementprocess
Nowadays, using cloud-based software is a common way of storing all of the documents related to
the project.
Dividing a project into multiple phases gives the project a semblance of predictability. It gives a
framework to operate, making it easier to plan and execute. While spreadsheets and post-it notes
sufficed in the past, the requirements of modern project management are completely different.

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5PhasesofProjectManagement–ACompleteBreakdown

Published On April 8, 2021 • Project

 Project Management Phases

The 5 basic phases in the project management process are:

Check out how to implement an effective project roadmap.

The acronym SMART stands for

The ‘CLEAR’ method of setting up goals is designed to cater to the dynamic nature of a modern

The acronym for CLEAR stands for

Learn more about how project goals and objectives are defined.

Execute your projects better with Kissflow Project.

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