1.12: Project Management Basics

Project Management Basics

A Thinking Framework for Practicum-Based Leaders

What Is Project Management?

At its core, project management (PM) is the art and science of turning ideas into actionable outcomes—on time, within budget, and with the right level of quality. Whether you’re launching a product, implementing a software update, or managing an outsourcing strategy, all projects share one thing: they have a defined beginning, middle, and end.

You don’t need to be a technical expert to manage a project. But you do need to understand how projects function—and how to coordinate the people, processes, and priorities that make them successful.

The 5 Project Phases

Every project moves through a lifecycle of phases. These phases are not always perfectly linear—but understanding each one helps you think like a Project Manager (PM):

1. Initiation

This is the “why” of your project. It includes:

• Writing a Project Charter
• Conducting a feasibility analysis
• Identifying basic goals and constraints
• Getting approval to move forward

The goal of initiation is to define the project at a high level and ensure it's worth doing.

2. Planning

Here is where real thinking happens. As a PM, your job is to help the team answer:

• What exactly are we building?
• When will we do it?
• Who is involved?
• Why does this matter?
• Where will it take place (physically or digitally)?
• How will it be done?

You’ll define the scope, schedule, budget, quality expectations, and team roles. This is also where you:

• Build the Work Breakdown Structure (WBS)
• Identify task dependencies (what must be done before what)
• Estimate time and resources
• Develop the critical path (the minimum time to complete the project)

3. Execution

This is the "doing" phase—but that doesn’t mean the PM is doing all the work.

The PM’s job during execution is to:

• Coordinate the team
• Facilitate meetings
• Keep track of deliverables
• Make sure the project stays aligned with the plan
• Surface any risks, blockers, or process issues

You’ll rely on subject matter experts (SMEs) for actual work execution. Your role is to ensure progress continues, not to build the product yourself.

4. Control

This is the PM's “traffic light” system. It happens continuously across all phases.

In the control phase, you:

• Monitor progress
• Track risks
• Adjust timelines
• Manage changes to scope
• Ensure quality standards are met
• Make tradeoffs as necessary

In this practicum, control is our central focus.
You will learn tools to monitor your project without micromanaging, and to see when something is drifting off-track—even before it becomes a problem.

Closing

Projects must end well. That includes:

• Delivering final outcomes
• Holding a team retrospective or lessons learned session
• Celebrating milestones
• Closing contracts and archiving documentation

Closing is where you reflect not just on what was done, but how it was done—and how the team can grow.

The 5 Pillars of Every Phase

Whether you’re in planning, execution, or closing, every phase of the project touches five essential pillars. These should always be on your radar:

Pillar	What It Means
Scope	What is in (and out of) the project’s boundaries
Schedule	When things will happen; the timeline and its dependencies
Budget	What resources (time, money, people) are available
Quality	What standards the final product must meet
Team	Who is involved, what are their roles, and how they work together

Think of these five like the dashboard of your car—if one starts blinking, the whole vehicle may be in trouble.

The PM’s Thinking Framework

As a Project Manager, you are not responsible for doing the actual technical work—but you are responsible for thinking clearly, coordinating wisely, and asking the right questions.

Here’s the mindset you need:

• Time Management System: Ensure the team is working from shared expectations and a realistic plan.
• Abstract Thinking: See patterns, anticipate needs, and understand the “why” behind decisions.
• Navigator, Not Operator: You don’t fix the engine—you steer the car. When a problem arises, you rely on SMEs for answers, but you stay in charge of coordination.

Risks vs. Constraints: Know the Difference

Part of your job is to mitigate risk—to notice things before they derail the project.

Term	Definition
Risk	A future event that might happen (positive or negative) and could affect the project.
Constraint	A condition or fact that already exists and may help or hurt the project outcome.

Risk Example:

“If the mobile team misses their API handoff deadline, our UI will be delayed.”
This is a future problem you can plan around or mitigate.

Constraint Example:

“We already signed a contract that limits our vendor to 40 hours/week.”
This is a fixed condition. You must manage within it.

Understanding the Work: Projects and Work Packages

What is a Project?

A project is a quantifiable unit of work with a defined start and finish. It is unique, time-bound, and creates value.

What is a Work Package?

Every project can be broken into work packages—subcomponents that are easier to manage.

Each work package includes:

• A mini scope
• Quality criteria
• Timeline
• Resource requirements (team, money, tools)

You can think of work packages like Lego blocks—each one is structured and trackable, but they fit together to create a cohesive final product.

In Summary: Your Role as PM in This Practicum

Throughout this practicum, you will practice real-world project management thinking by:

• Scoping problems clearly
• Planning timelines and deliverables
• Managing team dynamics
• Anticipating and responding to risks
• Using tools to control progress
• Closing projects with professionalism

You won’t be asked to do the technical work. But you will be expected to lead with clarity, coordinate with confidence, and make decisions like someone preparing for a real PM role.

Remember: a great project manager doesn’t always know the answer.
But they always know how to find the person who does.