5 Phases Of Automated Project Management

Kristin Herman
3 min read
September 21, 2020
automated-project-management
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Project management comes with many challenges. In fact, no matter the scale or scope, managing a project is easier said than done. From planning, to execution, to the last step in the process, project management has to make sure that things are operating smoothly.

That’s where automation comes in!

With more technological advances hitting the scene – and more on the horizon – it’s now easier than ever to get stuff done in project management. And, when you divide the project into stages – each with their respective goals and deliverables – automation will take care of the rest, without having to sacrifice time and money on your project.

  1. Initiation
  2. Planning
  3. Executing
  4. Monitoring
  5. Closing
  6. Conclusion

Initiation

“Initiation is the first stage in project management since you’re turning an abstract idea into a meaningful goal,” says Archie Carroll, a lifestyle blogger at Oxessays and Revieweal. “In this stage, in order to develop a business case and define the project on a broad level, you have to figure out what the need is. Once you figure out the need, you’ll soon have a project charter, which is an essential document in project management.”

The project charter consists of the following details:

  • Project constraints
  • Goals
  • Who is appointed Project Manager?
  • Budget
  • The expected timeline

“Once you have the project charter down,” adds Carroll, “you have to identify key project stakeholders or people who are to be involved in the project. Assign these stakeholders’ roles, designation, communication requirements, and influence – all of which can be done with automation, if desired.”

Planning

In the planning phase of project management, you’re outlining a project, identifying:

  • The scope
  • Deliverables
  • Stakeholders

Once your project is approved, your thought-out plan will be the road map for your project. However, note that project plans require organization, with some of the processes including:

  • Established timeframe and budget
  • Identified costs, materials, and people resources
  • Training offers
  • Identified risks and roadblocks

Also, keep in mind that when these processes are automated, they can be easily tracked, further reducing risk and saving time.

Executing

In the execution phase, the project manager will oversee everything in the project. Execution processes include:

  • Organizing workflows/tasks
  • Tracking resources
  • Progress reports
  • Arranging meetings with workforce
  • Solving any budgetary or resource issues

Sharing data-driven projections illustrating progress (along with relevant process maps) is a great way to ensure that all aspects of the project are visible, with real-time reporting and automatically-generated reports. These allow project managers to see how teams are viewing the most recent version of said reports.

Monitoring

When objectives and project deliverables are met, the next phase will involve monitoring.

As a project manager, you must monitor your workforce, making sure that no one deviates from the original plan. By establishing Critical Success Factors (CSF) and Key Performance Indicators (KPI), it’ll be easier for you to see who’s working and who’s deviating from the plan. These tactics can be done within budget, and even be used for later projects.

Closing

“You’ll need external talent to tackle the final stage of production,” says Rita Menchaca, a business writer at Academized and Academ advisor. “And, you’ll need a project manager to terminate any contracts and complete the necessary paperwork, such as detailed reports that cover every part of the project.”

When creating a report, note any failures or accomplishments that has transpired during the project in order to better enhance future productivity.

“Automation can help you pinpoint some problem areas that had formed during production,” adds Menchaca. “And, in the case of external talent, automation helps you make sure that all talents are well-compensated for their time, regardless of stage.”

Thus, this necessary data is safely stored somewhere secure, where it can be accessed by project managers.

Conclusion

Project managers should be able to improve every stage of project management; and automation will take them there. Not only will automation reduce the administrative burden that comes with project management, but also acts as a template of what can be done in the future.

Therefore, instead of being a slave to the repetitive, menial, and time-consuming norm of project management, take it a step level by allowing automation to do what was once repetitive, menial, and time-consuming. As you move forward with automation, you and your team will be able to reap the rewards and long-lasting benefits of this change in project management.

Author's Bio: Kristin Herman writes for Essayroo and Australianreviewer.com. As a tech enthusiast, she blogs about the latest tech trends on sites like Topcanadianwriters.com. Also, as a project manager, she oversees many writing projects nationwide.

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