Project Management Workflow: Step-By-Step Guide & Benefits

Did you know  39% of organizations  don’t provide project management training? That makes it pretty hard to manage or even understand an efficient project management workflow. After all, if you’ve ever worked on a project, you know how important it is to have a plan. From start to finish, you need a clear idea of who needs to do what and by when. This is where project management workflows come into play.

At its core, a project management workflow is a set of steps that guides you through the different stages of a project. With a well-thought-out flow, you can ensure that your project runs smoothly from start to finish.

If you’re unsure where to start, keep scrolling through this step-by-step guide as we show you how to create a project management workflow that works for you. Whether you’re working on a small project or a large one, we’ll walk you through the process of breaking it down into manageable tasks and mapping out the steps needed to complete each. We’ll cover everything from defining your project’s goals and scope to assigning tasks and monitoring progress. Let’s get started!

Project Manager Responsibilities

When developing a project development workflow and managing business projects, the responsibility usually falls on the project manager (if there is one). After all, it’s the  project manager’s job  to oversee project planning, implementation, and tracking from start to finish. This includes establishing project objectives, coordinating with team members, tracking progress, and managing budgets. In addition to developing the project management process flow, there are several other responsibilities that a project manager might have on any given project. These could include:

• • Identifying and managing risks: Part of project management involves anticipating potential issues and developing contingency plans to address them

• • Setting deadlines and schedules: A project manager needs to establish deadlines for each phase of the project and ensure that everyone is on the same page

• • Communicating with stakeholders: A project manager needs to keep everyone informed about the project’s progress and any issues that arise

• • Managing team members: Project managers are responsible for assigning tasks to team members and ensuring that everyone is collaborating together effectively

• • Monitoring and controlling budgets: A project manager needs to keep a close eye on project expenses and ensure that the project is staying within budget

Ultimately, a project manager is the person who ensures that a project is completed on time, within budget, and to the satisfaction of all stakeholders. Developing a project management workflow is one part of this larger responsibility.

What is Workflow in Project Management?

For any beginner project managers out there, simply learning about your project manager responsibilities might not be enough. For example, you might wonder, “What is workflow in project management?”

Workflow refers to the steps required to  complete a project from beginning to end. It defines the process flow used to achieve the following in a project:

• • Design

• • Plan

• • Execute

• • Monitor

• • Control

• • Deliver

The project development workflow is essential for improving efficiency and  maximizing productivity. Team members can focus on their specific tasks and responsibilities by breaking down the entire project into smaller, more manageable pieces, making collaborationt easier for everyone. At the core of a project’s workflow is a project management plan, which outlines the entire project, including its:

• • Goals

• • Timeline

• • Budget

• • Resources required

Once you have the project management plan, it serves as the basis for creating a workflow that matches the project’s specific needs. Therefore, workflow in project management serves as a roadmap, guiding team members through the entire project lifecycle. It clearly explains who is responsible for doing it and when they need to finish the task. It also helps identify potential risks, critical paths, and dependencies that could impact the project’s success.

Benefits of Workflows

Are you unsure why this is so important? By using workflows, teams can streamline their project management processes, create systems and a clearly defined path for completing tasks, and leverage project workflow templates. That’s not all, though. Here are some of the biggest benefits of workflows for most projects.

Increased Efficiency

One of the primary benefits of workflows is that they help improve efficiency and productivity. A workflow can help you identify bottlenecks and other issues that may be slowing down your project by providing a clear and organized way of handling tasks. This, in turn, makes it easier to determine the best course of action for increasing efficiency and keeping your project on track.

More Consistency

In addition to increasing efficiency, workflows help ensure consistency across your processes. By providing a set of standardized steps for completing tasks, workflows help create project management systems that all team members can follow. This helps ensure that all tasks are completed in the same way, regardless of who is handling them.

Better Communication

Workflows can also help improve communication between team members. By providing a standardized approach to handling tasks, workflows make it easier for team members to understand each other’s roles and responsibilities. This leads to fewer misunderstandings and helps ensure everyone is on the same page throughout the project.

Clearer Accountability

Workflows also help establish  clearer lines of accountability  for everyone involved in the project. By defining a clear set of steps for completing tasks, workflows make tracking progress easier. Not sure who’s responsible for each task? Check the workflow. This helps prevent confusion and ensures that everyone knows what is expected of them.

Improved Quality

Finally, workflows can also help improve the overall quality of your project. By providing a standardized approach to handling tasks, workflows ensure you complete all steps consistently and thoroughly. This helps ensure that your project meets or exceeds the quality standards.

Project Management Workflow Methodologies

Project management workflow methodologies are structured approaches that help manage and execute projects efficiently. Some of the most commonly used project management workflow methodologies are: 1. Waterfall Methodology is a linear and sequential approach where each phase of the project must be completed before the next one begins. It is often used in projects with well-defined requirements. The Waterfall Methodology has a clear structure and is easy to manage, due to its rigidity. However, because of this lack of flexibility it’s not suitable for projects with evolving requirements. Phases include:

• • Requirements
  • Design
  • Implementation
  • Verification
  • Maintenance

2.  Agile Methodology is an iterative and incremental approach that focuses on collaboration, customer feedback, and small, rapid releases. It is well-suited for projects with dynamic requirements. It’s flexible and adaptable to change, and allows for continuous improvement. However, projects managed with this methodology require a high level of collaboration and can be difficult to scope.

Key Frameworks:

• • Scrum
  • Kanban
  • Extreme Programming (XP)

3. Scrum Methodology is a subset of Agile, focused on delivering the highest value in the shortest time through sprints, which are typically two-to-four weeks long. Scrum is known for enhancing team collaboration and a rapid delivery of product increments. However, this method requires experienced team members and can be disruptive if not implemented correctly.

Roles:

• • Product Owner
  • Scrum Master
  • Development Team

Artifacts:

• • Product Backlog
  • Sprint Backlog
  • Increment

4. Kanban Methodology is a visual workflow management method that uses a board to represent work items and their progress. It focuses on continuous delivery without overburdening the team. This method offers a highly visual workflow and is flexible and scalable. However, it may lack sufficient structure for complex projects.

Principles:

• • Visualize Work
  • Limit Work in Progress (WIP)
  • Manage Flow
  • Make Process Policies Explicit
  • Implement Feedback Loops
  • Improve Collaboratively

5. Lean Methodology focuses on delivering value to the customer by eliminating waste and optimizing processes. It originated in manufacturing and has been adapted to software development and project management. However, this methodology often requires a cultural shift and can be challenging to sustain improvements.

Principles:

• • Value
  • Value Stream
  • Flow
  • Pull
  • Perfection

6. Six Sigma is a data-driven approach aimed at improving quality by identifying and removing defects and minimizing variability in processes. It uses statistical methods and the DMAIC (Define, Measure, Analyze, Improve, Control) cycle. Six Sigma focuses on quality improvement, reduces errors and defects, however, it can be complex and time-consuming and requires specialized training.

• • Define: Identify the business problem, set goals, outline resources, and define the scope and timeline. This information is documented in a project charter, which also sets objectives and forms the project team.
  • Measure: Collect data to establish a performance baseline. Decide what to measure and how. Reliable data is key to understanding the current process and tracking improvements.
  • Analyze: Use data to find what’s slowing progress. Apply tools like cause prioritization and process mapping to identify and understand root causes.
  • Improve: Develop and test solutions to remove root causes. Use brainstorming and focus on simple, effective fixes. Create a plan to implement and monitor these changes.
  • Control: Ensure improvements last by setting up a control plan. Use tools like control charts to track stability and adjust the plan as needed.

7. Hybrid Methodologies combine elements from different methodologies to create a tailored approach that meets the specific needs of a project. Common hybrids include combining Waterfall and Agile elements. These combinations offer flexibility to adapt to a project’s needs and can leverage the strengths of multiple methodologies. However, a hybrid can be complex to manage and requires careful planning and coordination. Each of these methodologies provide various tools and techniques to help manage projects effectively. The choice of methodology depends on the project’s nature, size, complexity, and specific requirements.

How to Create a Project Management Workflow

Now that you know what a workflow is and what your project manager responsibilities are, are you ready to create your first one? Using software like Prism PPM can help streamline this process. However, if you don’t have a PM tool like Prism PPM (yet), there are still some general steps that can guide you in creating an effective project management workflow. Read through these steps when developing your project management strategy. Then, we’ll explore how Prism PPM can help when managing business projects.

Step 1: Define the Project Scope

Before you start planning, it’s important to define the scope of your project. This includes identifying goals, resources, and stakeholders. A clear understanding of the scope will help you create a roadmap for the project and stay on track throughout its duration.

Step 2: Break Down Tasks

Once you have defined the project scope, it’s time to break down the project into smaller, more manageable tasks. These tasks should be specific, measurable, and achievable within a given timeframe. Tools like Prism PPM offer project workflow templates to create a task list and assign them to team members.

Step 3: Create a Timeline

With the tasks identified, it’s important to create a timeline for completing them. A timeline helps you stay on track by setting deadlines for each task and  ensuring the project remains on schedule. You can use a project management chart (like a Gantt chart), a simple spreadsheet, or other project workflow template to create a timeline and track progress throughout the project.

Step 4: Assign Team Members

You should  assign each task  to a team member with the skills and resources necessary to complete it. Consider the availability and workload of each team member when assigning tasks. Using Prism PPM, you can assign tasks to team members and track their progress.

Step 5: Monitor Progress

As the project progresses, it’s important to monitor the status of each task. This allows you to identify issues and adjust the project timeline or task assignments. Prism PPM provides real-time tracking of tasks, so you can monitor progress and make informed decisions.

Project Management Workflow Challenges and Solutions

Project management workflows can face numerous challenges that impede progress and affect the success of the project. Common challenges include:

1. Unclear Objectives and Scope. Ambiguous project goals and scope can lead to misunderstandings and scope creep. Begin projects with SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to establish straightforward objectives. Develop a detailed project scope statement and use a scope management plan to control changes.
2. Poor Communication. Ineffective communication can result in misalignment, missed deadlines, and conflicts. Before the project begins, create a communication plan that outlines how and when information will be shared among stakeholders. In addition, hold regular status meetings and use collaboration tools to ensure regular and consistent two-way communication.
3. Resource Management. Inadequate resource allocation can lead to overworked team members or insufficient manpower. Use resource management tools to allocate resources effectively and forecast resource needs. Monitor workloads and, if necessary, redistribute tasks to avoid overburdening team members.
4. Risk Management. Unexpected risks can derail a project if not identified and managed proactively. Conduct a thorough risk assessment at the beginning of the project, and develop a risk management plan with strategies for risk mitigation, including contingency plans.
5. Stakeholder Management. Misaligned stakeholder expectations can lead to dissatisfaction and project delays. Early in the project, identify all stakeholders and understand their needs and expectations. Develop engagement strategies and keep stakeholders informed and involved throughout the project.
6. Inadequate Planning and Scheduling. Poor planning and unrealistic schedules can lead to missed deadlines and project overruns. To mitigate these challenges, create a comprehensive project plan that includes timelines, milestones, and deliverables. In addition, utilize project management software to create and track schedules, and adjust plans as needed.
7. Scope Creep. Uncontrolled changes to the project scope can increase costs and extend timelines. Implement a formal change control process to evaluate and approve changes to the project scope. Conduct regular scope reviews to ensure changes are documented and approved.
8. Budget Management. Keeping the project within budget can be challenging due to unforeseen expenses. Create a detailed budget plan and track expenses regularly. Implement cost control measures and regularly review financial reports to manage expenditures.
9. Adapting to Change. Resistance to change can hinder project progress. Develop a change management plan to manage transitions and communicate the benefits of changes. Involve stakeholders in the change process and address their concerns.

By proactively addressing these challenges with effective solutions, project managers can enhance the likelihood of project success and ensure a smoother workflow.

Examples of Project Management Workflows

Want to see what this looks like in real life? Looking at diagrams is helpful. However, here are three examples of project management workflows in different industries.

Engineering Workflow

The engineering field requires you to pay special attention to managing engineering projects to ensure they’re finished on time, within the amount of money allowed, and with the best quality. This means that managing an engineering project involves steps like:

• • Planning

• • Designing

• • Creating

• • Checking

• • Action

Project managers in this field must use fast and flexible methods and creative thinking in their work.

Banking Workflow

The banking industry also requires efficient project management workflows to streamline the implementation of new  financial projects. In the banking industry, project management workflows involve:

• • Identifying goals

• • Creating project plans

• • Assigning appropriate resources

• • Tracking project progress

• • Testing the end product

As banking operations evolve, project management workflows keep pace by employing innovative AI, machine learning, and automation strategies.

Educational Workflow

The  educational sector  requires projects that combine learning outcomes with technology to enhance the quality of education offered to students. By implementing project management workflows, educators can monitor the progress of their projects and ensure that they align with academic standards. Examples of educational project management workflows include:

• • Goal setting

• • Resource allocation

• • Risk management

• • Post-project evaluation

These workflows have the added advantage of improving teaching methods and student outcomes. So it pays to pay special attention to the project management workflows to ensure the best outcomes.

Need Help? Talk to Prism PPM

Are you tired of managing your projects with traditional tools such as spreadsheets or sticky notes? As mentioned, diagrams for workflows might help. However, it’s best to use project management software with built in workflow management. Prism PPM is a cloud-based project portfolio and project management software solution designed specifically for project managers. The best part? We’ve got our own Gantt, Kanban, Agile, and other tools to make every project manager happy. Basically, it simplifies the project management process while being less expensive and completely secure. Here are a few features our users love:

• Critical Path: Prism PPM’s Critical Path feature is a powerful tool that helps you identify the most critical tasks in your project. It calculates the shortest possible project timeline. Then, it determines which tasks need to be completed on time to achieve your goals. By identifying tasks on the critical path, you can focus on completing them on time to avoid delays.
• Capitalization (CAPEX): This feature tracks the capital expenditures of your project. It’s an essential tool for financial management and helps you analyze your project’s profitability. With this feature, you can allocate project costs accurately to account for all expenses correctly.
• Program Management: Helps you manage multiple projects simultaneously for larger, complex projects. It’s a centralized hub for tracking progress across your projects, enabling you to anticipate issues and take corrective action.
• Earned Value Management: The Earned Value Management feature is a reliable tool for measuring project performance. It compares actual progress against planned progress to determine if your project is on schedule and budget. This feature provides a clear view of what’s happening on your project. This allows you to take corrective action if your project is not meeting your expectations.
• Resource Management: Need to manage your team’s workload? This feature helps you assign tasks to team members, track their progress, and ensure that they have the resources they need to complete their work. The result is that you can reduce overburdening and ensure each team member works to their full potential. Talk about a great project management strategy.

See for Yourself, Book a Demo

A solid project management workflow is crucial when managing business projects. It helps keep everyone on the same page and ensures tasks are completed efficiently. Prism PPM offers an excellent solution so your business can streamline its project management process and achieve its goals. With our user-friendly interface and comprehensive features, we simplify the complexities of project management. If you want to see how Prism PPM can help your organization, contact us today for a demo. Let us show you how easy and effective project management can be with Prism PPM.