Project management: Definition, challenges, methods, tools, training

Project management Is the art of Plan, To organize And of supervising a series of tasks to achieve specific goals within a given period of time, while respecting available resources. It's a complex process that requires coordination, communication, and problem-solving skills to ensure the success of any project, no matter how small or large.

How do you define project management?

Project management, also known as project management, means orchestrating the complete progress of a project, from its design phase to its final phase. It's a bit like conducting an orchestra, where each part of the ensemble plays a crucial role in creating a harmonious symphony.

To do this, it is essential to define the objectives, to identify the human and material resources required, to establish a budget, to set deadlines and to take into account possible constraints.

In short, project management consists of planning, executing, monitoring, and completing a set of specific tasks within a given period of time, while staying within a defined budget, to satisfy stakeholders while keeping a close eye on deadlines. It is a discipline that is crucial for the success of any project.

What is a project?

A project, in the context of project management, is a carefully planned and temporary initiative that aims to achieve a set of specific goals within well-defined time and resource limits.

Understanding the structure of a project is essential for its effective management, as it is broken down into several key phases.

1. The pre-project phase: This initial stage is often referred to as the definition phase. This is where you identify the need behind the project. You determine the specific goals you want to achieve, as well as potential constraints such as time, budget, and available resources. This is essentially the preliminary planning phase, where you create an initial roadmap that will serve as a guide throughout the project.
2. The design phase: This step is similar to planning your trip in detail. Once you set the goals, you design the plan to achieve them. This includes determining the resources required, establishing a detailed schedule, identifying potential risks, and defining measures for success. The design phase is equivalent to drawing up a precise map of your itinerary, where each stage is carefully planned.
3. The execution: Once the plan is ready, it's time to take action. You implement the plan by coordinating human, material, and financial resources to complete the planned tasks. It's like the moment you embark on your trip, following your planned itinerary. You monitor progress, resolve issues that crop up along the way, and ensure effective management of resources to stay on track toward goals.
4. The fence: Once the project is complete, it is time to check that everything has been completed according to the original goals. This phase involves careful evaluation to ensure that every detail has been taken into account and that stakeholders are happy with the result. It's the equivalent of returning from a trip, where you review how everything went, whether you met your goals, and whether adjustments are needed for future projects.

What are the different methods that exist?

Project management is not a one-size-fits-all approach, but rather a range of methods and techniques that you can adapt to suit the needs of your project. Here is an overview of the most commonly used methods:

1. Cascade model: It is a linear and sequential approach, where each stage of the project strictly follows the previous one. This is suitable for projects whose needs are clearly defined from the start. For example, the construction of a building often follows the waterfall model, because the steps are well defined: design, planning, construction, testing, commissioning, etc.
2. Agile methods : Agile methods, such as Scrum, Kanban, and Extreme Programming (XP), are suited to projects where needs change frequently. They promote flexibility, collaboration, and continuous iteration. Scrum, for example, divides the project into sprints of short periods, typically 2-4 weeks, to allow for frequent adjustments based on feedback from stakeholders. The experts in these methods are Scrum Master as well as the agile coaches.
3. PRINCE2 method: It is a structured project management method that focuses on planning, risk management, quality, and governance. PRINCE2 is commonly used in environments where accurate management of resources and costs is critical.
4. Lean method: Inspired by the principles of Lean production, this method aims to eliminate waste and maximize value for the customer. It's ideal for projects that focus on efficiency and cost reduction while maintaining quality.
5. V-shaped approach: It is a variant of the cascade model where the test phases are put forward. Each design stage is followed by a corresponding test phase. It is often used in software development projects.
6. Objective-based project management (GBO): This method focuses on defining and achieving the specific goals of the project. It encourages collaboration between team members and the setting of measurable goals.
7. The actors of the project

Project management is like a theater show, where each actor has a crucial role to play. Here is a detailed overview of the key players in a project:

1. The project manager : Imagine the conductor in a concert, it's him. The project manager is the project leader, responsible for leading the entire operation. He is responsible for planning the project, coordinating resources, making key decisions, and delivering the project within the defined time, budget, and quality. It plays a central role in communication between team members, problem solving, and risk management. It is the maestro who ensures that all parties work in harmony to achieve the goals of the project.
2. The project team: They are the musicians of the orchestra. The project team is composed of qualified professionals, each bringing their expertise and skills specific to the project. They are responsible for carrying out the tasks set out in the plan, contributing to the achievement of the goals, and working collaboratively with other team members. The performance of the project team is essential for the overall success of the project. As in an orchestra, synergy between members is crucial to produce a harmonious melody.
3. Other stakeholders: They are like the spectators in the audience. Other stakeholders are any individuals or groups who have an interest in the project. This may include customers who will benefit from the end result, suppliers who provide resources, end users of the product or service, government regulators, or anyone else who influences or is influenced by the project. The needs and expectations of these stakeholders should be taken into account throughout the project, as they can have a significant impact on its success.
   Project management tools

Think of a project manager's toolbox as a magic toolkit, full of tools that simplify every step of the project management process. These tools are essential for staying on track, keeping the project on track, and ensuring that everything runs smoothly. Some of the tools that are commonly used include:

1. Project management software: These applications, such as Microsoft Project, Trello, Asana, and Jira, provide a platform for creating schedules, assigning tasks, tracking progress, and managing resources. They help you visualize how the project is going, identify bottlenecks, and adjust the plan accordingly.
2. Communication and collaboration tools: In the age of online collaboration, tools like Slack, Microsoft Teams, and Google Workspace are crucial for maintaining seamless team communication. They make it easy to collaborate in real time, share files, hold virtual meetings, and coordinate efforts.
3. Resource Management Software: To maximize the efficiency of human and material resources, tools like ResourceGuru or Smartsheet are used to allocate and manage resources optimally. This ensures that each team member is properly allocated and that hardware resources are available when needed.
4. Tools for monitoring performance indicators (KPI): To assess the health of the project, custom dashboards, often created with tools like Tableau or Power BI, allow you to monitor key performance indicators (KPIs) in real time. This helps in making informed decisions to keep the project on track.
5. Task management software: Tools like Wrike, Monday.com, and Todoist are useful for managing tasks on a daily basis. They allow you to track deadlines, dependencies between tasks and the overall progress of the project.
6. Document management tools: Project management generally involves a large amount of documentation. Tools like Dropbox, SharePoint, and Google Drive are used to store, organize, and share documents centrally.

How to learn about project management

Learning to manage a project is a process that requires time. Managing projects or supervising a portfolio of projects requires the acquisition of specific skills. To train in project management, business schools offer Masters or MBAs, such as the “Master in Management” by EM Normandie.

For those who want to avoid prolonged studies, there are also short courses for adults, integrated into a continuing education process.