ESSENTIAL

PROJECT TASKS
 Project Initiation
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• Project Definition
§ Clearly define the project's objectives, scope, deliverables, and success criteria. This
includes the project's objective, desired outcomes, and high-level requirements.

• Stakeholder Identification
§ Identify and interact with stakeholders who have an interest or influence in the project.
This requires identifying those who will be affected by the project and developing an
understanding of their expectations, needs, and function.

• Business Justification
§ Clearly describe and promote the project's justification, underscoring its alignment with
the company's objectives and goals. Conduct a comprehensive analysis of the project's
expected benefits, costs, and risks to ensure its viability and alignment with the
company's long-term objectives.
 Project Initiation
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• Project Charter Development

§ Create a project charter, which is an official document that approves and outlines the
project's essential elements. Typically, the charter comprises the project's objectives,
scope, high-level schedule, resources, and initial risks.
• Project Team Formation
§ Identify and organize the project team with the required expertise and skills. Define the
team's roles, responsibilities, and reporting channels. Establish different means of
communication and lines of authority.
• Risk Assessment
§ Identify and evaluate potential risks that could affect the success of the project.
Conduct a risk assessment to determine the likelihood and potential impact of each risk,
and then create mitigation or contingency plans.
 Project Planning
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• Defining project objectives

§ Clearly explain the project's specific objectives, deliverables, and desired outcomes.
Ensure that these objectives align with the company's strategic course and priorities.
• Project scope definition (PBS/Backlog)
§ Establish the scope and constraints of the project by defining its scope. This includes
deciding the project's inclusions and exclusions, as well as any constraints or boundaries
that may affect the execution of the project.
• Work breakdown structure (Iteration Planning)
§ Using a work breakdown structure (WBS), create a hierarchical breakdown of tasks and
assignments for the project. This allows for improved organization as well as
understanding of the project's pieces and facilitates the assignment of responsibilities
and monitoring of progress.
 Project Planning
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• Task Estimation
§ Accurately estimate the resources, time, and effort required for each task or work
package within the project. Consider factors such as complexity, dependencies, and
available skill sets when developing estimates that are realistic and achievable.
• Timeline (Iterations) development
§ Prepare an in-depth schedule detailing the order and length of tasks, milestones, and
project activities. Evaluate dependencies, critical paths, and the availability of resources
when developing a realistic and productive schedule.
• Resource planning
§ Define and allocate the resources that are required, including staff, technology, and
materials, to ensure the effective execution of project operations. Consider the
availability of resources, areas of expertise, and any possible constraints or limitations.
 Project Planning
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• Budget planning
§ Create a detailed budget that accounts for all expected project costs. Consider the cost
of staff, supplies, and equipment costs, as well as any external support or vendors
required. Control and manage the budget throughout the lifecycle of the project.
• Operational Risk assessment
§ Determine and evaluate probable operational risks that might impact the project's
success. Develop mitigation tactics and contingency plans that efficiently reduce or
control these risks.
• Quality planning
§ Create the quality standards, metrics, and processes that will be used to guarantee that
the project's tangible outcomes meet the required level of quality. Establish quality
control measures, inspections, and procedures for testing to monitor and confirm
conformance.
 Project Planning
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• Planning Communication
§ Create a communication plan for the effective and regularly exchange of information
among project participants. Determine the primary communication channels, their
frequency, and what they include in order to foster cooperation and openness
throughout the lifecycle of the project.
• Procurement
§ Develop a procurement strategy to identify necessary resources, materials, or services
that require to be acquired outside. This involves identifying procurement
requirements, evaluating vendors, and conducting the procurement process to ensure
accurate and cost-effective acquisition.
 Executing
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• Stakeholder management
§ Develop strategies for identifying, engaging, and managing project stakeholders in an
efficient manner. Analyze the stakeholder's desires, expectations, and influence in
order to develop suitable communication and engagement plans that foster stakeholder
support while reducing resistance.
• Scope (Backlog) management
§ Establish procedures for defining, managing, and controlling the project's scope. Define
the project's constraints, deliverables, and exclusions with precision, and establish
change management processes to ensure that scope changes are evaluated, accepted,
and implemented appropriately.
• Scope validation
§ Validate project scope against the stakeholder's demands and expectations. Obtain
official authorization and signatures on the project scope to assure alignment and
reduce the possibility of scope creep.
 Executing
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• Delegating tasks
§ Split duties and responsibilities related to the project among team members in a way
that optimizes their strengths and skills. Effectively delegate tasks, providing clear
guidelines, timelines, and expectations, while allowing team members to take
ownership and provide their own unique perspectives.
• Resource management
§ Find and assign the necessary resources, such as staff, supplies, and budget, to support
the effective completion of project tasks. Regularly track and optimize the use of
resources to maximize productivity.
• Facilitating communication
§ Promote open and effective communication among the project's stakeholders.
Encourage team members to share their ideas, ask questions, and express concerns.
Enhance interpersonal relationships through collaboration, attentive listening, and
helpful feedback.
 Executing
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• Reporting
§ Generate accurate and up-to-date status, progress, and key statistic reports to keep
stakeholders informed and ensure transparency. Develop transparent reporting
protocols and intervals in order to provide useful and important information to all
stakeholders.
• Escalating
§ Develop an approach for escalating problems or issues that cannot be decided at the
project team level. Define the rules and processes for elevating issues to higher
executives or relevant stakeholders to try assure prompt resolution and decision-
making.
• Issue and problem management
§ Implement a structured method for identifying, analyzing, and resolving project issues
and problems. Develop mitigation and resolution strategies and actions
 Executing
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• Ensuring quality control

§ Implement procedures for quality control to guarantee that the deliverables of the
project satisfy the established quality standards. Develop procedures for inspecting,
testing, and verifying project deliverables in order to detect and correct any deviations
or errors.
• Change Management
§ Create a process to deal with changes to project scope, specifications, or objectives.
Define how any changes will be defined, evaluated, authorized, and communicated in
order to ensure project coherence while minimizing disruptions.
• Managing project documentation
§ Establish an organized strategy to manage the documentation related to the project,
including plan of work, reports, contracts, and other necessary documents. Define
document management procedures, versioning, and storage to ensure that project
information is easily accessible, precise, and visible.
 Monitoring & Controlling
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• Monitoring and Control

§ Establish mechanisms to monitor the progress of the project, track task completion, and
evaluate performance relative to established goals. Utilize suitable control techniques
to identify and address deviations from the plan in a proactive manner.
• Progress monitoring (Iterations)
§ Track and monitor the fulfillment of project milestones. Regularly evaluate the status of
milestones and revise the project schedule as necessary to ensure the timely
achievement of key objectives.
• Monitoring progress
§ Track and monitor the progress of project tasks and operations against the established
timeline and goals on a regular basis. Implement metrics for performance methods and
resources to evaluate progress, identify possible obstacles, and take preventative steps
to keep the project on course.
 Monitoring & Controlling
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• Performance management (Retrospectives)

§ Utilize performance management methods to assess the efficacy and productivity of
project processes and results. Establish OKRs aligned with the project's goals and use
them to evaluate the project's progress and identify opportunities for improvement.
• Risk monitoring
§ Continuously monitor project risks and how they might influence on project results.
Assess the efficiency of risk mitigation strategies on a regular basis, make any required
adjustments, and communicate the risk level to the appropriate stakeholders.
• Quality control
§ Establish quality control measures and procedures to ensure that the project's
deliverables satisfy the necessary criteria and standards. Maintain a high level of quality
throughout the project by conducting routine quality inspections, audits, and
addressing any issues or nonconformities.
 Leadership
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• Assigning responsibilities
§ Define roles and tasks clearly and give them to team members based on their skills,
expertise, and availability. Ensure that every team member is aware of their
responsibilities and aligned with the project's goals.
• Facilitating decision-making
§ Facilitate productive decision-making by providing the project's stakeholders with the
required details, data analysis, and insights. Foster an atmosphere of collaboration that
encourages open dialogue and guarantees decisions are founded on sound judgment
and project objectives.
• Providing feedback and guidance
§ Regularly provide guidance and feedback to project teammates, highlighting their
strengths and areas for improvement. Offer honest feedback and support their
development as professionals by identifying growth opportunities and providing advice
on how to enhance their talents.
 Leadership
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• Providing support
§ Offer help and support to project team mates when facing difficulties or challenges. Provide them with
the resources they require, tools, and direction to help them deal with obstacles and complete their
responsibilities smoothly.

• Inspiring the team

§ Motivate and encourage the project team by acknowledging their accomplishments, nourishing a
positive atmosphere at work, and encouraging a sense of purpose and ownership. Encourage working
together, praise successes, and offer stimuli to keep team members inspired and committed.

• Conflict resolution
§ Deal with disagreements and conflicts that may arise inside the project team as well as among
stakeholders. Utilize successful conflict resolution strategies, such as attentive listening, dialogue, and
the process of mediation, to foster empathy, teamwork, and an enjoyable place to work.

• Coaching and development

§ Coach and mentor everyone on the project team to improve their abilities, expertise, and skill sets.
Provide team members with opportunities for growth as professionals, training, and advancement to
enable them to perform at their highest level.