Every successful project — whether it’s a simple website update or a complex infrastructure rollout — follows a structured process.
The project management process is the backbone that ensures teams deliver on time, within scope, and on budget. By understanding and applying each phase properly, you can increase clarity, reduce risk, and improve outcomes across any type of project.
In this article, we explore the five standard phases of the project management process and provide practical examples to help you implement them in your organisation.
The project management process refers to a set of interrelated activities that guide a project from its initiation to its completion. It helps project managers and teams define, plan, execute, and close work efficiently.
These phases align with best practices from the PMBOK® Guide (Project Management Body of Knowledge) and are used in most industries and methodologies — whether Agile, Waterfall, or hybrid.
Walking through every stage will make it clear what’s involved at each point and how they work together to support a successful project outcome.
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Phase |
Purpose |
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1. Initiation |
Define the project at a high level and secure approval to proceed |
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2. Planning |
Develop a roadmap to achieve the project's goals |
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3. Execution |
Perform the work defined in the plan |
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4. Monitoring & Control |
Track performance, manage risks, and ensure alignment with plan |
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5. Closure |
Finalise activities, evaluate success, and capture lessons learned |
This phase is about defining the “why” of the project. It includes:
Outcome: Stakeholder buy-in and formal project approval
Once approved, the focus shifts to developing a roadmap. Key components include:
Outcome: A detailed project management plan (PMP)
This is where work gets done. Activities include:
Tip: Use tools like pmo365, Asana, or MS Project to assign and track tasks.
Often concurrent with execution, this phase ensures the project stays on track by:
Outcome: Issues are identified early, and corrective actions are take.
Once deliverables are complete, the project is closed with:
Tip: Don’t skip closure — it’s essential for continuous improvement and audit readiness.
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Real-World Example: A local council implementing a new asset management system would:
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Selecting the right tools for your team—such as platforms for scheduling, workflows, communication, and documentation—can streamline delivery, promote visibility, and keep your projects aligned with business objectives. Here are some leading solutions used to support every phase of project management.
Following a defined project management process doesn’t just keep things organised, it’s a strategic advantage. When your teams align around clear stages, tools, and expectations, your projects deliver greater value with fewer surprises. Build your projects on process, and you build them for success.