1. What is Activity in Project Management?

2. What is the Role of Project Activity?

3. How Activities Vary from Milestones?
4. What is a Project Activity List in Project Management?

What is Activity in Project Management?

When it comes to knowing what project activities are, project activity is

typically defined and identified during the project planning phase and is
organized in a logical sequence to ensure the smooth flow of work. It is also
known as a project task. You can also say that activity in project
management is a discrete segment contributing to the entire project's
completion.

Each activity or project task comprises smaller subtasks, all logically

connected. Completing one array of related activities will lead to the next
stage. Eventually, when you have completed every task and subtask in a
project, it will be considered the project completion and deliverable ready.
What is the Role of Project Activity?

Planning and management are crucial factors in a project's success. With a

high level of management and techniques like the Work Reakdown Structure
(WBS), the project can be guided closer to its objectives.

The project planning activities give the project manager granular control over
everything by breaking down a high-level aim into a low-level objective. This,
further, splits into a series of activities and sub-tasks necessary to fulfill it.

Here are some key roles that project activities play:

1. Progress Measurement

Project activities offer a quantifiable and observable tool to monitor

development throughout the project. Project managers can analyze how well
the project is progressing overall and make the required adjustments by
keeping track of how each activity is being completed.
2. Task Coordination

Within a project, activities aid in task coordination. By laying out the order
and dependencies of the work, they make sure that each task is completed
in the right order and within the allotted time.
3. Resource Allocation
Resource allocation is probably one of the most challenging tasks, but here's
when project activity comes to the rescue. It makes effective resource
allocation easy. Project managers can allocate resources, such as team
members, tools, and budget, to each activity based on its needs by
segmenting the project into different activities.
4. Time Management

It's one of the most crucial factors for project completion, and project
activities facilitate effective time management. Project managers may
efficiently manage timelines by developing realistic schedules by calculating
the length of each task and determining their interdependencies.
5. Risk Identification and Mitigation

Another significant role that project activity plays is risk identification and
reduction. Analyzing each action allows project managers to spot possible
problems or bottlenecks and create backup plans to deal with them.
6. Performance Evaluation

Project activities give us a way to gauge how well individuals and teams
accomplish. Project managers can evaluate team member performance and
pinpoint opportunities for development by keeping an eye on the timeliness
and caliber of completed tasks.

From the above discussion, it’s apparent that project activities play a crucial
role in planning, overseeing, and managing all the tasks and resources a
project requires. They aid in the project's execution's success and guarantee
that it is in line with the aims and objectives that have been set up.

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How Activities Vary from Milestones?

In project management, activities and milestones are two separate

components, each with a specific function:
Activities

Activities are certain tasks or work items that must be finished to accomplish
project goals. They have specified beginning and ending places, lengths,
and dependencies. An activity in project management is typically depicted in
project schedules and Gantt charts and is used to track progress, allocate
resources, and manage time. It assists with the project's overall execution
and conclusion.
Milestones

Milestones, on the other hand, are significant junctures or occurrences in a

project that signify the end of a crucial phase or delivery. They are frequently
used as checkpoints to gauge progress and denote significant
accomplishments or decision points in the project timeline. In contrast to
durations, milestones are frequently portrayed as precise dates or
occurrences.
What is a Project Activity List in Project Management?

Identifying all of the project's activities is one of the crucial tasks in project
planning. By creating an activity list in project management, you can
accomplish that.

A project's activities are listed in a document called an activity list. Each

activity should be thoroughly described in it. In this manner, each project
team member should be fully aware of the steps necessary to complete each
activity.

A project list should contain all necessary details about the project activity.
The critical activity in project management consists of the following data:
 The sequence of their completion,
 The start and end dates,
 Their timeline,
 Required resources, etc.
How to Create a Project Activity List?

A project should be divided into smaller tasks or activities before you begin
working on it. Controlling the progress and the budget will be a lot simpler
this way.
Step 1: Create a Project Plan

Building a project plan is one of the project initiation activities. It's typically
vital to prepare a project plan, which is a document that defines all pertinent
elements regarding how the project is executed, assessed, controlled, and
completed, before attempting to identify and sequence all actions required
for your project.
The project's primary objectives and scope are outlined in the project plan,
which serves as a guide for the team in the responsibility of finishing the
project and its stakeholders.

A project plan is typically a crucial tool for ensuring that everyone involved is
aware of the project's objectives, even though it may change throughout the
execution phase based on new information.
Step 2: List All Activities Related to the Project

When you have a project plan in place, you can begin making a list of all the
tasks that must be accomplished for the project to be successful.

Finding all of the project's primary activities and then breaking each one
down into individual tasks and subtasks is typically the most efficient
approach to accomplish this.

By making each task measurable, you can ensure that you can evaluate
activity success while the project is being carried out. You can typically break
down the actions into smaller, possibly measurable tasks if they seem
challenging or impossible.
Step 3: Identify the Dependencies Between Each Activity

It is crucial to identify the project's dependencies on one another after all the
tasks necessary to complete it have been listed.

For a project to be successfully scheduled, completed, and free of

unexpected delays, determining all project dependencies is significant.

A project's activities might be dependent on each other in one of four ways:

 Finish-to-start: An activity must be completed before another can start.
 Start-to-start: An activity must commence so that another can also start.
 Finish-to-finish: An activity must be completed before another one may be completed.
 Start-to-finish: One activity must start before another can also be completed.
Step 4: Align All Activities

You may arrange all tasks and activities in a logical and effective sequence
now that you are aware of how they relate to one another.

You do not yet need to provide exact deadlines and due dates for the
activities on your list; you simply need to decide on their order.
You can design a task flow that is more effective by concentrating on the
sequence before deciding how much time should be allotted for each.
Step 5: Assess Activity Durations and Required Resources

Finding previous projects with similar responsibilities is one of the best ways
to determine how long each activity would take. If no pertinent information is
available, you can estimate something by averaging the best, worst, and
most likely scenarios.

No matter how well you forecast a task's completion time, keep in mind that it
also depends on how you distribute project resources.

For instance, if an employee must complete several jobs, they can often only
complete one at a time. This can impact the project's schedule.
Step 6: Create an Activity List

You can make an activity list after outlining the project strategy and
establishing a general understanding of all the significant tasks necessary for
its fulfillment.

A typical activity list contains information about the project, such as its name,
project manager, start date, and stakeholders, as well as a list of all the
activities, along with the people to whom they are allocated and additional
notes for each. The list of tasks can optionally be given a number to help you
remember their order.

Complete your project with confidence by implementing thorough project

closure activities, including documentation, evaluation, and stakeholder
communication, to ensure a smooth and successful conclusion.
Examples of Project Activity List

Before discovering project activities list examples, let us have a look at the
template for the project activity list. In the template, the introductory section
of the activity list comprises information related to the project, such as:
 The project name
 The project number
 Project manager
 Start date
 Estimated completion date
 Client name
After the introductory segment comes the main body- the description of each
activity. This section includes information such as:
  Activity number
 Activity name
 Activity description
 Assigned to
 Additional comments
Let us take another template, for example:

The introductory part in the above template of the activity list contains- the
project number, date, full project name, and the project manager.

The next part, i.e., the body of the activity list, also known as the description,
contains information related to the project, such as activity ID, activity title,
activity description, and the scope of work.

7 Main Project Management Activities + Sample

Activity List

It seems like you are ready to take on the challenges of project management !
It is a dynamic process involving various activities, skills, and techniques. The main
goal behind project management is ensuring the successful delivery of the project
within a fixed timeframe and budget.
Managing projects may seem daunting, but with the right mindset and knowledge of
activities, you can ensure a smooth and successful execution.
As per pmi.org, a poor project management plan can waste almost 8.8% of the
investment. But don't worry; we've got you covered with a comprehensive guide to
the essential project management activities in this article.

What Are Project Management Activities?

As a project manager, you'll need to break down the project into a series of related
sub-tasks or activities that need to be completed in order to achieve the project's
goals.
Project management activities are nothing but the specific actions project managers
take to achieve a project's objectives. Each activity has a specific start and end
point and a deadline to be met. Such activities are crucial for the successful delivery
of the project.
Every project is unique! So, the key to success is tailoring project management
activities to fit your project's needs.
A well-defined and sequenced activity plan provides project managers with a
framework for monitoring and controlling the project's progress. It is where tools
like network diagrams and Gantt charts come in handy. They will help you with
the following:

 Understanding the overall flow of the project

 Determining project dependencies
 Identifying the start and end dates for project activities
 Tracking progress throughout the phases of a project lifecycle

Importance of Project Management Activities

Project management activities prove that project managers have a realistic and
comprehensive project plan.
It ensures the successful completion of the project, resulting in a project that meets
its goals on time and with the desired outcomes.
By breaking down a project into smaller, more manageable activities, project
managers can:
 1. Monitor progress
2. Control development
3. Identify potential problems at any stage

Project management activities help to identify and address potential problems early
on, which can help to prevent them from becoming major issues.
It allows project managers to make informed decisions, stay organized, and keep
the project on track, avoiding unnecessary delays.
Lastly, project management activities can reveal what to change in the original plan,
enabling project managers to make changes as the project evolves.

Difference Between Activities And Milestones

Complete knowledge of the difference between project activities and milestones is
crucial for effective project management and successful completion.
Both play essential roles in making your project a success. So, before we dive deep
into the project activities, let's understand the difference between project activities
and milestones!
Project Milestones – These are significant events that mark important points in
your project's life cycle. These could be completing a project phase, delivering a
major project deliverable, or completing a critical task.
Project Activities – Each milestone is achieved by completing a series of tasks and
subtasks, which are known as project management activities.

Real-life Example of Project Management Activities and Milestones

The image above is an example of launching a brand new website where we have
defined the milestones for each week.
Each milestone includes a series of subtasks (activities) to be met. For Example, to
achieve the milestone of designing the landing page (week 5), we need to complete
the following subtasks or activities,

1. Prepare a color palette

2. Design a hero section
3. Design header and footer
4. Write eye-catchy and concise headlines
5. Strategically include CTAs
6. Check for responsive design

Note that similar to project activities, milestones help project managers to track
progress, identify potential problems, and stay on top of the project's budget and
timeline.

What Is A Project Activity List?

Developing and executing a project plan can be time-consuming and challenging.

The key is to create a list that includes all planned project activities. It is a critical
step toward the project's success as a project manager or team member.
The project team can identify each task, execute it within a defined timeframe, and
ensure successful project completion using a comprehensive project activity list.
An activity list ensures that everyone involved understands their role, the project
timeline, the required activity resources, and other relevant information.
Additionally, you can manage the project better, track progress, and communicate
effectively with stakeholders.

Steps To Creating A Project Activity List

Breaking down all the project work into small units called activities or tasks is crucial
for successfully delivering a project. Here are the steps you need to create a project
activity list.

1. Project Planning

Planning is the foundation of successful project management.

It allows us to define our objectives, identify the steps required to achieve them, and
allocate resources accordingly.
You need to create a comprehensive project plan that outlines all the important
details, including its project deliverables , budget, resources, and deadlines. Doing
so gives you a project roadmap to keep everyone on track and help them achieve
project goals.
Careful project planning allows us to minimize risks and maximize our chances of
success.
Note that project plans are not set in stone and may change during the execution
phase.
So, it is better to plan for potential problems and be ready to adjust the plan
accordingly. With your well-defined project plan, your team can work together to
ensure that the project progresses in the right direction while being flexible and
adaptable to unexpected changes.

2. Creating WBS (Work Breakdown Structure)

Work Breakdown Structure (WBS) is a project management tool that can help you
break down your project into smaller, more manageable tasks to save time and
effort.
It can make project management easier and more efficient. It begins with identifying
the major activities in project management and then subdividing them into smaller,
measurable tasks and subtasks.
To create a WBS,

1. List all major project deliverables

2. Break each deliverable into smaller activities
3. Break each activity into individual tasks and subtasks
 4. Allocate Resources : identify the necessary resources and timelines for each task
and subtask

This approach will help you monitor project progress and control the work more
effectively.
It would be best to involve the project team in the WBS preparation process so
everyone understands the project objectives and requirements.
The completed WBS should be reviewed and approved by the project stakeholders,
including the project sponsor , manager, and team members, to ensure everyone
agrees on the scope of work and the project plan.

3. Determining Dependencies

After dividing your project into activities, identify the relationship between each
activity and the factors affecting its completion.
There are two types of dependencies: internal and external.
Internal dependencies occur when an activity is related to other activities within the
project. It means one activity cannot be started until a related activity has been
completed.
On the other hand, external dependencies occur when an activity is related to the
factors outside the project, such as environmental, regulatory, or technological
factors.
The start and finish conditions of activities can be used to classify the dependencies
into four types:

 Finish-to-start (FS): An activity must be completed before another activity can begin. It
is the most common type of dependency.
 Start-to-start (SS): An activity must begin before another activity can also begin. This
dependency is used when two activities must be synchronized to start simultaneously.
 Finish-to-finish (FF): An activity must finish before another can also finish. This
dependency is used when two activities must be synchronized to end simultaneously.
 Start-to-finish (SF): An activity must start before another activity can finish.
Understanding the dependencies between activities is critical for developing a
realistic project plan that can be completed on time and within budget.

4. Sequencing Activities

Once you identify the activities and determine their dependencies, it is time to order
them.
Your goal is to establish a highly efficient task flow by prioritizing the order of the
activities.
It needs to be done properly to ensure that the project activities are completed in
the correct order for a smooth and timely progression.
I suggest using dedicated project management software with Kanban tools for
effective activity sequencing for comprehensive insights.
Project management software provides an excellent solution for visually
representing the project and its phases. It allows for real-time updates
and progress reports , resulting in a smooth and timely project progression.
Product and software development teams have to use such tools.
However, you can use tools like whiteboards, note cards, or sticky note pads for
sequencing activities.
For a more comprehensive understanding of the project activities, involve the team
and gather multiple perspectives. This approach will also help you identify potential
issues or challenges associated with your project.

5. Scheduling Activities

Once the sequence is established, you can estimate the duration of each activity
and schedule project activities accordingly.
Make sure to properly define the duration and timeline for each activity and allocate
resources to achieve your project goals within the given timeframe and budget. It is
important to create a realistic schedule and avoid overestimating the work that can
be done within a given timeframe. Use workflow management software or Gantt
charts to visualize the entire project in one place.
When estimating the duration of each activity, we can use data from previous
projects to establish baselines for each task. We must properly allocate internal and
external resources such as personnel, equipment, and materials.
Note that we may need to adjust the schedule throughout the project's life cycle due
to unforeseen events.
Regularly monitoring the project's progress and communicating with stakeholders
can help us identify issues early and make timely adjustments.

6. Risk Management

Risk management is a crucial aspect of project management!

Uncertain events that can positively or negatively impact the achievement of the
project goals and objectives are known as project risks .
A robust risk management plan is paramount in confidently delivering your project
on time, within budget, and to the desired quality standards.
It's essential to implement it throughout the entire project management life cycle to
avoid project risks. You can brainstorm with your project teams or use risk
management technology to develop a plan outlining the steps to mitigate, monitor,
and control the risks.
In general, it includes the following steps,

1. Creating a comprehensive list of milestones and activities

2. Determining all the possible risks associated with each milestone and activity
3. Analyzing the probability of the risk
4. Assessing the risk impact on the project

Once you identify all the risks, the key is to prioritize the risks and focus on the most
critical ones.
Note that you should frequently monitor and review project progress to identify new
risks that may arise, assess their impact, and update the risk management plan
accordingly.

7. Preparing Activity List

Now is the right time to create a highly detailed activity list that includes project
tasks, sub-tasks, the duration for each of them, and the resources required.
An activity list helps ensure everything is always in order and up-to-date, leading to
incredible results.
It is not a one-time document but rather a dynamic one that can be regularly
reviewed and updated throughout the project to ensure that it remains accurate and
up-to-date.
As a project manager, you have a critical role, and creating a comprehensive
activity list is crucial. By defining all the major deliverables and tasks mentioned in
the previous steps, you will clearly understand what must be done, how, by whom,
and when.
With an activity list, you can ensure that everyone involved understands their tasks
and the sequence in which they must execute them.
A team leader plays a vital role in executing the tasks defined in the project activity
list.

Activity List Example

Imagine that Jason is about to renovate his home; here is the Project Activity List
prepared for him:
Start Date – May 13, 2023
Estimated Completion Date – August 30, 2023

Sr. Activity Assigned Responsible

Details Notes
No. Name By Person

Project Define home renovation goals, assign a budget,

1 Jason Contractor Hire an architect or designer
Planning create a task list, allocate resources

Demolish old fixtures and walls as per the plan,

Safety measures should be
2 Demolition avoid damage to the underlying structure of the Jason Contractor
followed during the process
house

Structural Revise the structural components of the home, Obtaining necessary permits
3 Jason Contractor
Work including walls, floors, and ceilings. may be required.

Electrical Licensed Safety measures should be

4 As needed, upgrade electrical systems. Jason
Work electrician followed during the process

Plumbing Licensed Safety measures should be

5 As needed, upgrade plumbing systems. Jason
Work plumber followed during the process

Make sure the functioning of all

6 Installation Put in new fixtures, appliances, or other features Jason Contractor
items is up to the mark

Finish the renovated space by painting, installing Ensure that all finishing work is
7 Closure Jason Contractor
trim, or adding decorative elements. executed as per the plan.

Debris and waste should be

Sweep and clean the site thoroughly, removing all
8 Clean-up Jason Contractor disposed of safely and
dirt, dust, and debris
responsibly

This is a simple activity list where Jason is the project manager responsible for the
delivery of the project. It helps Jason with the following,

1. Project scope management

2. Project initiation
3. Cost management
4. Forming a communication plan with stakeholders
5. Obtaining the desired outcome.

Note that the key to success is practice! You can start with any project on your mind
and create the activity list right away.