8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

Project

5 Phases of Project Management – A

Complete Breakdown
15.04.2023

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.

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.

Five phases of project management

https://kissflow.com/project/five-phases-of-project-management/ 1/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

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

https://kissflow.com/project/five-phases-of-project-management/ 2/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

Phase 1: Project initiation

https://kissflow.com/project/five-phases-of-project-management/ 3/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

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.

Phase 2: Project planning

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.

https://kissflow.com/project/five-phases-of-project-management/ 4/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

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.

Here is our Customizable Marketing Templates to try for Free:

– Marketing Plan Template to Streamline your Marketing Efforts

– Social Media Calendar Template for Social Media Planning

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 project 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 citizen developers with that.

The acronym for CLEAR stands for

https://kissflow.com/project/five-phases-of-project-management/ 5/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

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 management.

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 project
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 project management risks and develop a strategy to minimize them.

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.

https://kissflow.com/project/five-phases-of-project-management/ 6/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

And don’t forget to try our Free and Customizable Templates:

– Content Calendar Template for Strategic Content Planning

– Competitive Analysis Template for Strategic Content Planning

Phase 3: Project execution

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 the best project collaboration tools that are available in the market.
They’ll not only make your life easier but also improve efficiency and increase the
productivity of your team.

Execute your projects better with Kissflow Project.

Sign Up Now

Phase 4: Project monitoring and controlling

In the project management process, the third and fourth phases are not sequential in
nature. The project monitoring and controlling phase run simultaneously with project
execution, thereby ensuring 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).

https://kissflow.com/project/five-phases-of-project-management/ 7/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

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.

Phase 5: Project closing

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 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.

Simplify your project management process

Nowadays, using cloud-based project management 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 requirement of digital project management is
completely different.

You need the right tools to plan, organize, and track projects. You need an online project
management software to simplify the project management phases for each project.

https://kissflow.com/project/five-phases-of-project-management/ 8/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

Related Articles

10 Reasons Why Agile Sprint Planning is Important

The purpose of sprint planning is to collaborate w...

11 Project Management Best Practices You Need to Follow in 2021

In this article, we have listed some of the best p...

https://kissflow.com/project/five-phases-of-project-management/ 9/10
8/18/23, 7:41 PM 5 Phases of Project Management Process - A Complete Breakdown

12 Basic Project Management Principles for Absolute Beginners

Managing a project can be daunting. If you’re new ...

Use-Cases

Compare

Learn & Expand

Resources

Copyright © 2023 Kissflow Inc. All Rights Reserved

https://kissflow.com/project/five-phases-of-project-management/ 10/10