Of the five key processes, the most important is the planning process. This is the process that helps set the tone for the project. It is important since proper planning ensures that the project is run smoothly since the process involves organizing all aspects of the project (Rosenau, & Githens, 2005). The planning process ensures that all preparations put into place for the successful management of a project. During the planning process, the project manager assembles his team and defines the scope, budget, and schedule of the project in this stage. It is important that the team is aware of the scope, budget, and schedule since it helps them develop specific objectives for the project.
This process is important since it involves collecting the project requirements. Project requirements take into account the desired objectives of different project stakeholders (project sponsor, project manager and the project team). This involves identifying all the project requirements of the project as well as the resources required to complete the project. By examining all their requirements it is possible to develop a project plan that suits the needs of the entire project team (Young, 2013).
It is also important because it involves development of the work breakdown structure (WBS), creating a WBS in the planning process helps the project manager define the activities that need to be completed, sequence the activities, assign resources to the identified activities, and estimate activity duration cost in order to develop a schedule and budget for the project. Other activities that are important and are completed during the planning process include development of a communication plan, risk management, and planning procurement for the project (Rosenau, & Githens, 2005).
Two critical aspects are considered the most important requirements when selecting project management tools for an organization. The first is the needs of the organization. Different organizations have different organizational needs. In order to select the appropriate project management tools an organization has to consider its needs (Young, 2013). For example, an organization in the construction industry has different needs as compared to an organization in the service industry. For example, the strategy tools that will be used for a construction project and an information technology project will be different. The execution of the project will be different. Therefore, when both organizations are selecting tools for managing their projects they will be forced to select different tools that take into account their needs. By selecting industry specific tools, an organization will be able to manage its projects efficiently (Young, 2013).
The second important requirement when selecting project management tools is the type of project being managed. Similar to organizational difference, projects are also different, thus, they will require different tools to complete a project efficiently. This implies that depending on the project that an organization is undertaking. For example, a project manager can use numerous leadership skills depending on the type of project. These include bureaucratic leadership, democratic leadership, servant leadership and autocratic leadership just to mention a few (Lock, 2007). Depending on the type of project, a project manager will decide to use a different form of leadership. For a military project, the project manager may choose to use autocratic leadership. However, the same tool may not be applicable in a business project since it may require participation from all project stakeholders. Therefore, by selecting project management tools based on the type of project will ensure efficient management of the project.
Lock, D. (2007). Project management. Aldershot, England: Gower.
Rosenau, M. D., & Githens, G. D. (2005). Successful project management: A step-by-step approach with practical examples. Hoboken, N.J: J. Wiley.
Young, T. L. (2013). Successful Project Management. London: Kogan Page.