{"id":173686,"date":"2025-11-24T13:30:37","date_gmt":"2025-11-24T11:30:37","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=173686"},"modified":"2025-12-01T16:59:33","modified_gmt":"2025-12-01T14:59:33","slug":"what-is-project-management","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/what-is-project-management\/","title":{"rendered":"What is Project Management? In-Depth Guide for UK&#038;I"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Staying on top of your projects is essential to keep growing your business and ensuring your team is effectively managing their tasks. That&#8217;s where project management comes in, but what exactly does project management mean? Although it is a familiar term, understanding what the best practices look like in project management could be difficult to narrow down. In this article, we take you back to basics with a <strong>definition of project management<\/strong>, an <strong>overview of different methods<\/strong>, a <strong>step-by-step guide<\/strong> and <strong>common pitfalls<\/strong> to avoid.<\/span><\/p>\n<p><iframe title=\"YouTube video player\" src=\"\/\/www.youtube.com\/embed\/yWawkx49TyY?si=9BbIeqIX7nkNnh7S\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<h2><b>Introduction to Project Management<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Project management is the process of planning, organising and allocating resources to achieve a specific objective with a defined timeframe, scope and budget. It is a structured approach that involves applying knowledge, skills, and techniques to support a project from inception to successful completion.\u00a0<\/span><\/p>\n<h3><b>Project Management Basics<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Effective project management has several different elements:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Goal setting and planning:<\/b><span style=\"font-weight: 400;\"> defining the objective and creating a detailed plan to achieve it.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/factorialhr.co.uk\/blog\/resource-planning\/\"><b>Resource management:<\/b><\/a><span style=\"font-weight: 400;\"> allocating the required resources (money, people, materials) in the right places.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Scheduling:<\/b><span style=\"font-weight: 400;\"> creating a realistic, sustainable timeline that executes tasks in the correct order to achieve the project\u2019s objectives.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Monitoring:<\/b><span style=\"font-weight: 400;\"> tracking progress against the plan, identifying issues, and adapting the plan as needed to mitigate risks and keep the project on track.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Communication: <\/b><span style=\"font-weight: 400;\">supporting collaboration within the project team and communicating updates to key stakeholders.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Leadership:<\/b><span style=\"font-weight: 400;\"> motivating the team, resolving issues and keeping the project on track.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Closure:<\/b><span style=\"font-weight: 400;\"> finalising all the different elements of the project and evaluating the outcomes.<\/span><\/li>\n<\/ol>\n<h3><b>Key Elements of Project Management<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The foundations of project management revolve around communication, planning, clarity, and continuous evaluation, and provide an operational structure that turns a project from a plan on paper (or screen) into a successful outcome.<\/span><\/p>\n<h4><b>Project Scope<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">The project scope defines the deliverables. By including clear expectations, the project scope can prevent changes to the overall objective that could derail a successful outcome.<\/span><\/p>\n<h4><b>Timeline<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">A significant element of project management is the schedule or timeline, which includes a work breakdown structure (WBS) to provide clarity around the different elements required. The inclusion of milestones and deadlines helps keep tasks on track, avoid delays, identify issues and <a href=\"https:\/\/factorialhr.co.uk\/blog\/hr-project-management\/\">deliver projects on time<\/a>. Properly managing your team&#8217;s time while working on projects is vital to stay on track with your projects and also calculate billable hours to charge your clients.<\/span><\/p>\n<h4><b>Budget and Resource Allocation<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Project management involves efficiently allocating the appropriate resources to ensure the project has everything it needs to succeed. Resources include the work done by individuals, specific material requirements and financial inputs. Being on top of resource allocation and budgeting is key to delivering a successful project on time and on budget.<\/span><\/p>\n<h4><b>Risk Management<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Being able to identify potential risks to a project, assess their impact and plan an appropriate response is an essential element to successful project management. Effective risk management reduces uncertainty and enhances the project\u2019s ability to adapt to challenges.\u00a0<\/span><\/p>\n<h4><b>Communication Plan<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Having a communication plan ensures that everyone involved in the project, including key stakeholders, is aware of how, when and why they will receive communication. It clarifies reporting structures, meeting objectives, and decision-making channels. Setting clear expectations around communication at the start of a project reduces misunderstandings and helps resolve issues more easily.<\/span><\/p>\n<h4><b>Roles and Responsibilities<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Linked to the communication plan, clarity around each team member&#8217;s roles and responsibilities can reduce confusion, overlap, and gaps in work. Many teams use tools such as a <\/span><a href=\"https:\/\/www.knowledgetrain.co.uk\/project-management\/project-management-raci\"><span style=\"font-weight: 400;\">RACI <\/span><\/a><span style=\"font-weight: 400;\">matrix, which allocates those involved into responsible, accountable, consulted and informed sections.\u00a0<\/span><\/p>\n<h4><b>Quality Management<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">At the heart of project management is the successful delivery of the project. Having a quality management process ensures that deliverables meet the agreed standards and expectations set at the start of the project. Quality management means considering both the required standards for the processes involved (quality assurance) and the outputs (quality control).<\/span><\/p>\n<h4><b>Tracking and Reporting<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Tracking how the different elements of a project are progressing identifies issues and supports early intervention to avoid serious derailment. Tracking and reporting tools include dashboards, KPIs, <\/span><a href=\"https:\/\/factorialhr.co.uk\/measure-objectives-okr\"><span style=\"font-weight: 400;\">OKRs<\/span><\/a><span style=\"font-weight: 400;\">, weekly status updates and burn-down charts.<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-173690 size-large\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17121543\/project-management-uk-ireland-guide-1024x683.webp\" alt=\"What is project management?\" width=\"1024\" height=\"683\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17121543\/project-management-uk-ireland-guide-1024x683.webp 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17121543\/project-management-uk-ireland-guide-300x200.webp 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17121543\/project-management-uk-ireland-guide-768x512.webp 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17121543\/project-management-uk-ireland-guide.webp 1472w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h2><b>5 Phases of the Project Management Lifecycle<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">There are five phases to project management:<\/span><\/p>\n<h3><b>1. Initiation\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">At the start, this phase defines what the project is and why it is essential. It aims to get approval to start planning the project.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key activities include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">developing a business case<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">defining project goals<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">identifying stakeholders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">writing a project charter<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">assessing feasibility<\/span><\/li>\n<\/ul>\n<h3><b>2. Planning<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The next phase requires a considerable investment of time. The planning stage aims to define and agree on the execution of the project, resulting in a clear roadmap that guides the entire project team.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key activities include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">defining scope<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">building the schedule<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">budgeting<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">identifying risks and creating mitigation strategies<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">allocating resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">creating communication plans and quality management strategies<\/span><\/li>\n<\/ul>\n<h3><b>3. Execution<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">During phase three, the project team begins work following the steps outlined in the plan and starts delivering key objectives.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key activities include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">coordinating people and resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">tracking progress<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">managing communication<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">ensuring quality<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">delivering outputs<\/span><\/li>\n<\/ul>\n<h3><b>4. Monitoring and Controlling<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Monitoring and controlling runs alongside the execution phase to ensure that the work involved stays on track, any issues are dealt with promptly, and the project remains aligned with its eventual objectives.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key activities include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">tracking performance (time, cost, scope, quality)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">identifying issues and adapting to changes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">updating progress reports<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">risk monitoring<\/span><\/li>\n<\/ul>\n<h3><b>5. Closing<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The formal completion of the project involves officially stopping the work involved and spending time evaluating what went well and noting improvements for the future.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Key activities include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">confirming the deliverables are complete<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">obtaining stakeholder sign-off<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">releasing project resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">documenting lessons learned<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">closing contracts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">celebrating the success<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<\/ul>\n<p>\ud83d\udc49 <strong>Download your <a href=\"https:\/\/factorialhr.co.uk\/templates\/project-tracker-template\">free project tracker<\/a> to stay organised and work effectively.<\/strong><\/p>\n<h2><b>Popular Project Management Approaches<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">There are several popular approaches to project management you may have heard of. Here we outline four of the most commonly used.<\/span><\/p>\n<h3><b>Waterfall<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The waterfall method is a sequential approach in which each phase is completed before the next begins, like water flowing through a waterfall. It is commonly used in projects with well-defined requirements, such as software or construction development, and is less suitable for projects where requirements may change significantly during the process. Due to the focus on sequential phases, the waterfall method is also sometimes referred to as the linear project management process.<\/span><\/p>\n<h3><b>Agile<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The agile method takes an interactive approach, breaking large tasks into small, manageable cycles called \u201csprints\u201d or \u201citerations,\u201d which usually last 1 to 6 weeks. Using these short, time-boxed phases allows project teams to deliver value on the project regularly and to pivot easily when required, hence the name. The agile approach prioritises flexibility, collaboration and feedback; it puts continuous improvement and a focus on the people involved in the project at the heart of the process.\u00a0<\/span><\/p>\n<h3><b>Hybrid<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The hybrid model combines elements of different approaches, typically waterfall and agile, to create a tailored approach driven by the project&#8217;s needs. Using various approaches allows project teams to capitalise on the strengths of each while mitigating against their respective weaknesses. For example, the waterfall method can provide the detailed, strategic focus required for certain aspects of a project, while agile is a more flexible, people-focused approach that moves quickly to meet specific requirements.<\/span><\/p>\n<h3><b>PRINCE2<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The PRINCE2 method is a project management framework for managing projects from initiation to closure, using a set of processes, principles, and themes for each phase. It has clear roles and responsibilities, manageable stages and a well-established framework. The core components are a step-by-step approach with seven phases: starting, directing, initiating, controlling, managing product delivery, managing a stage boundary, and closing (processes); rules for the project (principles); and aspects such as risk, plans, quality, and issues that are continuously addressed (themes).<\/span><\/p>\n<p>\ud83d\udccc<strong> Invest in <a href=\"https:\/\/factorialhr.co.uk\/blog\/project-management-software\/\">project management software<\/a> for enhanced collaboration and centralise your time tracking, documents and more.<\/strong><\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-173694 size-large\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17122854\/agile-project-management-1024x684.png\" alt=\"Project management strategies\" width=\"1024\" height=\"684\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17122854\/agile-project-management-1024x684.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17122854\/agile-project-management-300x200.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17122854\/agile-project-management-768x513.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2025\/11\/17122854\/agile-project-management.png 1050w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/p>\n<h2><b>Key Project Roles &amp; Responsibilities<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Within any project, there are several key project roles and responsibilities, which we outline here:<\/span><\/p>\n<h3><b>Project Sponsor<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The sponsor is the most senior person who \u201cowns\u201d the project. Their responsibilities usually include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">defining the strategic purpose<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">approving the budget, scope and significant changes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">providing guidance and leadership<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">acting as a champion for the project and helping to remove obstacles<\/span><\/li>\n<\/ul>\n<h3><b>Project Manager (PM)<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The project manager manages the project daily. Their responsibilities usually include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">creating project scope, schedule and budget<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">managing the team<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">tracking progress and managing risks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">communications<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">meeting quality standards<\/span><\/li>\n<\/ul>\n<h3><b>Project Team Members and Subject Matter Experts (SMEs)<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The SMEs and team members are the people who do the work required to deliver the project. The project manager usually manages them, and their responsibilities include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">completing their assigned tasks and deliverables<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">providing technical expertise<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">supplying estimates for the work involved<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">flagging risks or issues<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">working with other team members<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">SMEs can include people working as analysts to ensure the project adequately addresses the business need, and experts in specific project management approaches, such as scrum masters for the agile method and product owners who focus on defining the requirements for specific aspects of the project.<\/span><\/p>\n<h3><b>Stakeholders<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Stakeholders are individuals or groups affected by the project or interested in its outcomes. They can include end-users, team members, managers, and executive sponsors. Some stakeholders, particularly senior leaders or project sponsors, also provide executive oversight to ensure the work aligns with business objectives. Their responsibilities usually include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">providing input and feedback on project progress<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">staying informed on progress<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">participating in reviews or approvals as required<\/span><\/li>\n<\/ul>\n<div class=\"factorial-banner inline-banner banner-demo category-hr-tips\"\n    data-banner-id=\"167129\"\n    data-banner-type=\"demo\"\n    data-category=\"HR Tips\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Want see more of Factorial?<\/h4>\n            \n                            <ul class=\"banner-checklist\">\n                                                                        <li class=\"not-prose\">Automate your workflows<\/li>\n                                                                                                <li class=\"not-prose\">Save time &amp; effort<\/li>\n                                                                                                <li class=\"not-prose\">Centralise HR &amp; finance with one platform<\/li>\n                                                            <\/ul>\n            \n                            <a href=\"https:\/\/factorialhr.co.uk\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/09\/01114707\/Discover-banner-factorial-laptop.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2><b>How to Manage a Project: Step-by-Step Guide<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Starting to think about managing a project can be daunting. It can help to break it down into the distinct tasks required using our sequential guide:<\/span><\/p>\n<p><b>Step 1:<\/b><span style=\"font-weight: 400;\"> Clarify the objective and define the success criteria<\/span><\/p>\n<p><b>Step 2:<\/b><span style=\"font-weight: 400;\"> Secure sponsorship<\/span><\/p>\n<p><b>Step 3:<\/b><span style=\"font-weight: 400;\"> Identify key stakeholders and decision-makers<\/span><\/p>\n<p><b>Step 4:<\/b><span style=\"font-weight: 400;\"> Scope the work<\/span><\/p>\n<p><b>Step 5:<\/b><span style=\"font-weight: 400;\"> Build the plan: create a schedule, budget and resources<\/span><\/p>\n<p><b>Step 6: <\/b><span style=\"font-weight: 400;\">Identify risks<\/span><\/p>\n<p><b>Step 7: <\/b><span style=\"font-weight: 400;\">Define quality standards, roles and the governance structure<\/span><\/p>\n<p><b>Step 8: <\/b><span style=\"font-weight: 400;\">Kick off the project<\/span><\/p>\n<p><b>Step 9: <\/b><span style=\"font-weight: 400;\">Manage the team<\/span><\/p>\n<p><b>Step 10: <\/b><span style=\"font-weight: 400;\">Monitor, track and respond to changing requirements\u00a0<\/span><\/p>\n<p><b>Step 11:<\/b><span style=\"font-weight: 400;\"> Communicate with stakeholders<\/span><\/p>\n<p><b>Step 12: <\/b><span style=\"font-weight: 400;\">Conduct quality checks and run tests<\/span><\/p>\n<p><b>Step 13: <\/b><span style=\"font-weight: 400;\">Prepare operational teams for handover and run training if required<\/span><\/p>\n<p><b>Step 14:<\/b><span style=\"font-weight: 400;\"> Close the project and evaluate\u00a0<\/span><\/p>\n<p>\ud83d\udc49 <strong>Grab your\u00a0<a href=\"https:\/\/factorialhr.co.uk\/templates\/project-tracker-template\">free project tracker<\/a> to organise your tasks and collaborate more efficiently.<\/strong><\/p>\n<h2><b>Common Pitfalls to Avoid<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Whatever the size or complexity, managing projects involves juggling priorities, people and processes. It\u2019s not surprising that things go wrong, but there are some common pitfalls that you can avoid:\u00a0<\/span><\/p>\n<h3><b>Unclear Objectives<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Pressure to start quickly or vague stakeholder expectations can lead to objectives that are not clearly defined, time-bound and understood by all. Starting a project without a clear definition of success makes it hard for the team to focus on what they need to deliver.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How to avoid:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">create a project charter and scope statement<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">define the boundaries of the project<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">include SMART goals<\/span><\/li>\n<\/ul>\n<h3><b>Scope Creep<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Scope creep is the uncontrolled expansion of the project&#8217;s tasks and expectations. It often happens when requirements change mid-project or when the project manager struggles to say no.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How to avoid:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">create a formal change process<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">document requirements\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">communicate the trade-offs involved in making changes to the scope<\/span><\/li>\n<\/ul>\n<h3><b>Poor Communication<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Assumptions that everyone knows what they need to know, a lack of a communication plan, and updates delivered in a format people don\u2019t engage with can all lead to misunderstandings about what&#8217;s happening on the project, ultimately derailing its success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How to avoid:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">make sure a communication plan is part of the initiation work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">tailor updates appropriately to the audience<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">create a regular rhythm in terms of how you communicate<\/span><\/li>\n<\/ul>\n<h3><b>Poor Risk Mitigation<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Poor risk mitigation occurs when project teams react to issues after they occur rather than tracking their project&#8217;s development to identify potential problems ahead of time. It happens when there is a bias towards \u201cthings being OK\u201d rather than thinking about what could go wrong.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How to avoid:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">use a risk register to keep track of potential issues, however small<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Review the risk register regularly\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Create contingency plans\u00a0<\/span><\/li>\n<\/ul>\n<h3><b>Underestimating Requirements and Resources<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Often, projects fail because they simply do not have the right resources to meet the requirements. Not having enough resources happens when there is pressure to reduce the estimates or when key stakeholders do not adequately understand what is required to make the project successful.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">How to avoid:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">focus your planning on known availability and capacity rather than the ideal scenario<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">use past data or the input of experts to make decisions based on reality\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">build in a contingency to cover the unexpected costs<\/span><\/li>\n<\/ul>\n<div class=\"factorial-banner inline-banner banner-demo category-hr-tips\"\n    data-banner-id=\"167129\"\n    data-banner-type=\"demo\"\n    data-category=\"HR Tips\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Want see more of Factorial?<\/h4>\n            \n                            <ul class=\"banner-checklist\">\n                                                                        <li class=\"not-prose\">Automate your workflows<\/li>\n                                                                                                <li class=\"not-prose\">Save time &amp; effort<\/li>\n                                                                                                <li class=\"not-prose\">Centralise HR &amp; finance with one platform<\/li>\n                                                            <\/ul>\n            \n                            <a href=\"https:\/\/factorialhr.co.uk\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/09\/01114707\/Discover-banner-factorial-laptop.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2><b>Project Management FAQs<\/b><\/h2>\n<ol>\n<li><b> What is a sprint in project management?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">A sprint in project management is a key part of the Scrum framework in the agile method. When project members are working in a sprint, they are working together to complete a set of prioritised items within a fixed, time-boxed period. Each sprint focuses on delivering a quality outcome at pace.<\/span><\/p>\n<ol start=\"2\">\n<li><b> How to manage a project with Factorial?<\/b><\/li>\n<\/ol>\n<p><a href=\"https:\/\/factorialhr.co.uk\/blog\/best-project-management-software\/\"><span style=\"font-weight: 400;\">Factorial supports project management<\/span><\/a><span style=\"font-weight: 400;\"> in several ways. As well as being able to create \u201cprojects\u201d in the business management system which you can then use to schedule, assign resources and track progress, Factorial also supports goal-setting, performance management and reporting tools, which allow project managers to communicate more widely, manage their teams and keep on top of how a project is progressing.\u00a0<\/span><\/p>\n<ol start=\"3\">\n<li><b> Is PRINCE2 still relevant in the UK&amp;I?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">PRINCE2 remains relevant in the UK and Ireland. It is as a reliable framework for managing risk and maintaining consistency across large or complex projects. However, organisations increasingly use hybrid project management methods to achieve a balance between structure and flexibility.\u00a0<\/span><\/p>\n<ol start=\"4\">\n<li><b> What is the difference between agile and waterfall?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">The waterfall method is sequential, with each phase completed before moving to the next, whereas the agile method focuses on delivering specific tasks within a short and clearly defined time frame in an iterative, flexible manner.<\/span><\/p>\n<ol start=\"5\">\n<li><b> What is a project lifecycle?<\/b><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">A project lifecycle is the entire process a project goes through, from initiation through planning and execution to delivery and closure. It provides a clear roadmap for organising the work and resources required to deliver a successful project.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Staying on top of your projects is essential to keep growing your business and ensuring your team is effectively managing their tasks. That&#8217;s where project management comes in, but what exactly does project management mean? Although it is a familiar term, understanding what the best practices look like in project management could be difficult to<a href=\"https:\/\/factorialhr.co.uk\/blog\/what-is-project-management\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":193,"featured_media":174563,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[108],"tags":[],"class_list":["post-173686","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hr-tips-en-gb"],"acf":{"topics":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What is Project Management? 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