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Planning Process Group Activities And Everything You Should Know About Them

By July 20, 2022No Comments

PMP Project Planning Process Group Activities And the 22 Steps You Need To Know

The PMP Project Planning Process is the second process group in Project Management, set into motion right after the project begins.

A project that is thoroughly planned will have a better possibility of succeeding, that is why the Project Planning Process phase of Project Management is vital to the entire project and can be what makes it or breaks it.

So without further ado, let’s get this article started and examine some Planning Process Group Activities.

Planning Process Group Activities You Need To Follow

Group activities from the project planning process are designed to help plan every document related to a project. You can get more information regarding project management in different trainings and courses, but for now, we can go ahead and review some of the 22 steps to project planning process group activities individually to gain more knowledge about them.

Planning Process Group Activity #1: Decide How To Approach Planning

The main purpose of project planning group activities is to determine the way you will approach your project, and how the planning will develop. Basically, they will guide you and tell you what steps you need to follow in order to make a functional project planning that will help make your project a success.

Planning Process Group Activity #2: Conclude Every Requirement

Every single project essential like quality, schedule, scope, and cost needs to be completed at the start of the planning stage. Since the general plan is going to be formed according to the project requirements. If any requirement shifts, there will need to be adjustments made to the plans and/or start from scratch.

Each process needs to be recorded and managed with the assistance of project management templates. You can look up some online to get a better idea and a vision of how to use them.

Planning Process Group Activities #3: Develop A Project Scope Statement

A PSS (Project Scope Statement) will decide what needs to be executed and when it needs to be completed during the life of a project, as well as the deliverables and results of the entire project.

Project Planning Process #4: Choose What Needs To Be Acquired

While a project is being planned, it is the project manager’s job to pick and select all of the tools and resources that will be acquired, either by buying them or leasing them.

For example, if you’re building something, there will be a need to get steel, concrete, wood, and anything else you have to use. Some equipment can only be rented instead of buying it, like vehicles to move resources or big and heavy materials.

Every single one of these needs to be included in this process.

Project Planning Process Step #5: Form Your Team

In the course of the planning stage, every project manager needs to decide which team members will be a part of the project and work through it. Everything from how many engineers you will need for the IT section to assistants, all roles that have to be filled in order to make the project a reality should be picked during this planning stage of the project.

Project Planning Process Step #6: Develop A WBS

A WBS, or Work Breakdown Structure, illustrates the ranking of project deliverables inside a project. A good example of it would be how creating a login page, and then a payment page, followed by a transaction page, all together form the payment module of a website.

If you add more work packages, you can get a complete website. This is what constitutes the hierarchies that define the Work Breakdown Structure.

Project Planning Process Step #7: Make A List Of Activities

This step is quite straightforward. Carefully making a list by selecting the activities that have to be completed in order to finish your project must be done during the project planning process.

The activities need to be small enough so that they can be delegated to an adequate team member. By doing things this way, smoother project management can be achieved.

Project Planning Process Step #8: Design Your Network Diagram

The next step is designing your network diagram. A network diagram displays the relationships between each project activity and the way they can depend on each other.

In a way, it helps you determine which activities need to be completed before another one can get started. It also highlights the ones you can be doing at the same time and finish together.

All of these connections will be made clear by constructing a network diagram. To follow up on the construction example, a network diagram will show you how you can’t get started on the flooring and paint of a building unless the foundation has been thoroughly finished.

Project Planning Process Step #9: Calculate Resource Essentials

This project planning process step focuses on calculating all of the resources you will be needing to successfully complete your project. From all of the tools, materials, and equipment you will have to acquire, to anything else you can think of that could come up later in the life of the project, you have to make sure to add every essential resource to the estimate.

Project Planning Process Step #10: Estimate Costs And Time

All projects have a lifespan, and finding out the exact time it will take to complete them is a vital step in project planning.Knowing the requirements you need to meet should be enough information to create a schedule, as well as calculate the costs and construct a budget.

Project Planning Process Step #11: Select Critical Path

A project is composed of many activities, with some of them being dependent on each other. A few of them can be conducted at the same time, but the ones that depend on others to finish so they can get started need to be identified for a critical path to be formed.

A critical path in a project will show you the most extended path inside the network diagram, from the moment it starts, until the very end, so that is how you can find the exact duration your project will have.

Project Planning Process Step #12: Devise A Schedule And Budget

Devising a schedule plan for your project will bring to light when every single activity will begin. This means you won’t have to worry about holidays or annual leaves, by having a schedule you can get a clear view of whether things are going on track and you’re meeting the deadlines for each activity.

Meanwhile, the budget plan will do the same thing but for the funds you will be spending as the project continues to develop, that way you can be ready for any payments you’ll have to make in the future to either sellers or anyone who will provide resources to the project.

Project Planning Process Step #13: Determine Objectives, Standards, And Procedures

This step of the project planning process will assist you with finding the quality objectives of your project, any standards you need to follow, and all of the procedures you have to keep in mind while working on it.

For example, do you know what is the best approach to renting a machine for your project from a company? What do they ask from your company? Do they have any standards you have to be compliant to? Determining your metrics and polishing all of the details need to be specified during this step.

Project Planning Process Step #14: Design A Plan To Improve Your Process

Designing a plan that will improve your process will not only help you during the current one you are working on, but it will also give you the experience you could need for a future project.

Always improving your processes, particularly the recurring ones, is a vital step in every project planning process.

Project Planning Process Step #15: Assign Responsibilities And Plan The Way To Communicate

Having very set and clear responsibilities and assigned roles is gonna keep your project steadily rolling towards success.

Communicating with your team members and making sure they all know the activities they need to be working on will clear up any ambiguities or questions they might have but haven’t gotten around to asking. If things are not clearly expressed and divided, it could lead to some conflict or misunderstandings that could seriously affect the timeline of your project.

Talking to your team is just as important as communicating with stakeholders or executives involved in your project, so make overall communication with everyone involved in the project a priority and something to always keep in mind.

Project Planning Process Step #16: Analyze Risks And Plan Accordingly

Analyzing risks during the project planning process can quite literally save your project from failure. If you have developed a strategy to address any possible risk for your project you will feel prepared and your project will have more chances of succeeding.

Reducing the possibility of having any negative impact on your project later on by planning accordingly is definitely one of the best steps you can follow during the project planning process.

Project Planning Process Step #17: Go Back

Just like with most management processes, there is an iterative part to project planning. Exactly because of this, a subsequent action may invalidate a preceding action or procedure. As a result, iterations and progressive planning can be used to get to the suitable project planning in the future.

Planning Process Group Activities #18: Get All Procurement Documents Ready

Anything that you need to acquire in order to complete your process, like buying materials or hiring people that can handle special equipment, needs to be thoroughly documented. That way, when the moment comes and you need to pay for your supplies or any hired help, you will have all of the information you need.

Planning Process Group Activities #19: Finish The Execution And Monitoring Stage Of Your Management Plan

The project’s execution, monitoring and controlling procedures have to be definite at the last stage of the planning process. All of the plans need to be carried out in order to achieve the project’s objectives.

Planning Process Group Activities #20: Create The Last Plan

The last project plan needs to be achieved by the final part of the project planning process. Your plan will have to include all of the objectives and goals, as well as the budget vs the end cost, and the scheduled deadlines you planned at the start.

Planning Process Group Activities #21: Get Approval For Your Plan

After the project planning is finalized, getting approval for your plan is paramount. Everyone involved in the project, from stakeholders to executive directors need to approve it, while making sure everyone is in agreement about the target, objectives and goals that need to be met by the end.

If you need to make any changes or modify anything to your plan, this is the moment to do so. If someone is not happy about the plan and wants to clarify something or asks for a revision, it is best to do it, so that there is no risk of someone going against it once it starts.

Project Planning Process Step #22: Have A Kick-Off Session

The purpose of having a meeting at the end of the project planning process is to examine the project’s objectives and basically present a general version of it to the stakeholders.

A project manager must explain the project plan, so once that is completed, the project can move on to the next stage of the Project Management Process Group.

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