Project planning and management for beginners. Project Portfolio Management

Project planning and management for beginners

The planning and project management are essential skills for those who want to succeed in their projects. It is essential to understand the basics of project planning and management before you start working on a project. In this article, we will explain the fundamentals of the project planning and management process for beginners. 

1. What is project management?

Project management is a discipline that aims to plan, organize and manage the resources needed to complete a project. It is a method that enables companies to produce quality products and achieve the planned time and budget. Project management is essential to ensure that the project is completed smoothly and on time. It also allows companies to better control the quality and budget of the project, with a complex process that includes identifying tasks, allocating resources and tracking progress at each stage of the project.

The project manager studies the context

When planning a project, it is important to conduct a thorough environmental scan. This involves analyzing the industry, understanding customer needs and learning about the market. This helps establish priorities and determine what to include in the project.

It defines the objectives

When working on a project, the project manager must establish objectives and define success criteria for each one to determine if the project is successful or not. This also helps to clearly assign responsibilities to each member of the project and ensure that the objectives are met.

It determines the resources required

Project management is a process that consists of evaluating and determining the resources needed to carry out a project, such as human, material or financial resources. It allows to determine if additional recruitments are necessary, if additional premises are required or if additional financing must be solicited.

2. Project planning and management for beginners

Have you ever been intrigued by how large companies and organizations successfully plan and manage their projects? It's true that project planning and management can seem daunting to novices, especially if you've never worked on a project before. However, all the key steps to consider for a successful project are within reach and can be implemented by anyone with a minimum of 5-10 years of experience. In this article, we'll give you some tips and tricks to help you get started.

What is project planning?

When planning a project, it is important to first determine a clear objective. This could be a technological improvement, an increase in revenue or a reduction in costs. It is then necessary to define the steps to be taken to achieve this objective and to establish deadlines for each step to ensure that the objectives are met.

What are the steps in the planning process?

When planning a project, there are several steps to follow. First, define the objective to be achieved and the schedule to be used. Then, identify the tasks to be done and their importance. This will ensure that none are forgotten. Finally, define the budget required for the project.

What is the role of the project coordinator?

The Project Coordinator is responsible for the execution and achievement of the objectives of each project. The project coordinator is responsible for ensuring that all projects are completed successfully and on time. It is therefore essential to ensure that projects are completed successfully, for example, by checking that deadlines are met and that the work is carried out in an optimal and efficient manner.

What is the role of planning?

One of the purposes of the schedule is to assess the progress of the project and determine whether or not the objectives are being met. It also ensures that all tasks are completed correctly, thus guaranteeing the smooth running of the project.

What is a project plan?

The project plan can be defined as a document describing the different steps to be taken to complete a project, the duration of the steps and the tasks to be performed. It also allows you to determine whether the project is ahead or behind schedule by comparing the time planned for each step with the time actually spent.

3. Planning steps

Planning is an essential step for any business. Taking the time to plan your activities can help you achieve your goals faster and more efficiently. Planning can help you establish your strategy, set priorities and allocate the resources needed to achieve your goals. Here are the main steps to follow to properly plan your business:

  • 1) Define your goals.
  • 2) Assess your current situation.
  • 3) Develop a strategy.
  • 4) Allocate resources.
  • 5) Establish a schedule.
  • 6) Evaluate the results.

Define the context of the project

In order to define the context of the project, several aspects must be considered. It is important to determine whether the project is medium or large and whether it is an entirely new project or not.

Define objectives

When defining your goals, you need to consider the reality of your project and ensure that the goals are both achievable and well-defined. This helps avoid disappointment and allows you to measure the progress of the project.

Making choices

When making decisions, it is essential to determine what outcomes are expected, such as the acquisition of new customers, suppliers or partners. This allows you to properly evaluate the choice to be made and ensure that you put the right element forward.

Prepare the planning

In order to maximize the effectiveness of the planning, it is important to clearly identify the objectives, define the milestones, determine the budgets and the success criteria. In addition, it is necessary to precisely define the different periods of the project, which will help determine if errors can be tolerated or if a rigorous approach is necessary.

Set dates

For your project plan to be effective, you need to set specific dates for each step and determine when you can proceed with that step and when you must complete it. If you are working with collaborators, this will help ensure that everyone is available for each step and that the project will be completed on time.

Drawing the project map

During the planning phase, it is necessary to draw the project map. This involves determining the structure of the project, i.e. the number of tasks to be completed and their order. This allows you to have a clear vision of the project and to know if the project can be completed in a given time, usually between 5 and 7 tasks.

Save the schedule

Scheduling is a key step in planning your project. It allows you to keep track of all the tasks that have been completed and those that remain to be done. It also ensures that all project members are working on the right tasks and that the project is progressing as planned.

4. The stages of management

Management is a very important discipline that allows an organization to function efficiently and effectively. It consists of 5 main steps. The first step is to establish clear and measurable objectives. The second step is to identify the means and resources needed to achieve these objectives. The third step is to match these resources to the objectives. The fourth step is to create an action plan. The fifth and final step is to implement the action plan and monitor it to ensure that the objectives are met.

Identify the needs

When managing a project, it is essential to define the needs of your clients and your employees. This will help ensure that you are focused on your client's goals and allow your employees to focus on their work without having to worry about other things. Effectively managing the needs of your customers and employees is also essential.

Identify the requirements

In order to identify the requirements, it is necessary to clearly define your expectations. This should take between 10 and 15 minutes and will allow you to establish a realistic and easy to achieve project.

Create a project plan

To develop a project plan, it is necessary to define a number of points. It is imperative to foresee a budget, a start and end date as well as the number of steps to be taken. Before starting the project, it is also necessary to foresee the type of project, its duration and its estimated budget.

Establish a list of actors

When making a list of actors, it is important to record all the information you gather about them. This will help you to know who will be best able to help you with the implementation projects. For example, if you need to conduct market research, you will need to record the information you have gathered about a specialist so that you can solicit them.

Establish a schedule

Scheduling is important for effective project management. It helps determine when to start or finish the project. In addition, the schedule can be used to estimate how much time is required, whether it should be part-time or full-time, and when tasks should be completed.


The planning and project management are essential skills that can be learned even by beginners. By following a well-defined methodology and respecting the steps that are essential for a successful project, you will be able to successfully complete your projects and achieve your goals. With these tools, you will be more organized and productive, which can increase your results by up to 40%.

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