Project management process groups: A simplified guide

The first step to accomplishing a long and complex job is to break it down into manageable chunks. Focus on those smaller tasks, and you’ll get the work done incrementally, allowing you to appreciate your progress and avoid feeling overwhelmed.

Project managers are experts at applying this productivity hack. After all, it’s in the job description. However, the technique isn’t limited to organizing tasks for the project team. They also use it in their own work.

The Project Management Institute (PMI) divides the organization, execution, and closure of a project into five distinct phases with specific desired outcomes and requisite knowledge bases. PMI refers to each phase as a project management process group. The manager must fulfill the requirements of each process group to successfully produce the project’s deliverables.

Whether you’re studying to earn your PMP certification and become a project management professional or taking on the role unofficially as part of your job, here’s everything you need to know about process groups.

What is a process group in project management?

According to the Project Management Book of Knowledge, aka the PMBoK guide, project management process groups are five distinct stages of project organization: initiating, planning, executing, monitoring, and closing. Managers must complete each stage’s specific actions and activities to achieve project stakeholders’ goals and objectives.

These processes give the project manager an organizational template that facilitates any initiative, regardless of length or complexity.

The 5 PMBoK project management process groups

Here is an in-depth explanation of the five process groups, as defined by the PMBoK project management guide:

1. Initiating process group

The first process group encompasses the project’s initiation phase. The project manager must work with stakeholders to define their vision. The group also outlines:

• Project purpose: The team establishes what problem the project will solve.

• Project stakeholders: The team identifies the project’s beneficiaries so they can customize deliverables to suit the consumer’s needs.

• Project scope: Project team members and stakeholders determine the initiative’s goals, deadlines, and deliverables, setting boundaries on what work the group completes.

• Project risks: Project management outlines potential threats to the project.

Outputs

• Business case

• Team and project charters

• Risk register or matrix

• Stakeholder analysis

• List of necessary project tools, equipment, and communication channels

2. Planning process group

Once higher-ups approve the project’s business case, the PM can begin planning. The project planning process involves developing the following elements:

• Project budget: This establishes project execution costs and the means to track actual spending.

• Project schedule and roadmap: Using the project scope and risk assessment, the team determines project timelines, milestones, and deadlines to keep everyone on schedule.

• Team roles and responsibilities: Assign tasks and accountabilities.

• Risk management: From the list of identified threats, project management analyzes risks, determining the likelihood of occurrence and establishing mitigation plans.

Outputs

• Project plan

• Scope statement

• Resource plan

• Cost management plan

• Stakeholder management plan

• Project controls monitoring scope, cost, and timelines

• Change management plans

3. Executing process group

This is when the rubber hits the road. The team begins executing the project’s planned deliverables via these processes:

• Allocating resources: Assets are assigned according to task priority, ensuring everyone has the necessary tools, equipment, and materials when needed.

• Completing assigned tasks: The project plan is put into action.

• Regular progress updates: To keep everyone informed, the team and stakeholders hold routine meetings or receive reports reviewing progress, suggesting process improvements, and ensuring deliverables meet quality expectations.

4. Monitoring and controlling process group

This phase is closely tied to the execution process group, assessing team performance and progress to ensure work aligns with the project plan. It involves these essential activities:

• Monitoring progress: Project management software tracks the team’s progress, ensuring they remain on schedule and within budget.

• Generating status reports: According to the communication plan, stakeholders receive regular status reports updating them on progress and other KPIs.

Outputs

• Scope verification and change control

• Schedule control

• Cost control

• Quality control

• Performance reports

• Risk control

• Contract administration

5. Closing process group

Time to wrap up all the loose ends from the project management plan. Along with the turnover of deliverables, the project closure process includes:

• Final reports: Analyzing metrics from the execution phase to determine overall productivity, investment return, and project schedule deviations.

• Stakeholder meeting: Gather project stakeholders for a final meeting to assess satisfaction with the deliverables.

• Team post-mortem: Discuss what worked and what didn’t with the team, then brainstorm solutions and process improvements for the next project.

• Archiving documents: Create a paper trail with project documentation, including the project plan, process, and budget.

Outputs

• Lessons learned document

Differences between project management process groups and knowledge areas

The primary difference between the five project management process groups and PMBok’s knowledge areas is in their focus.

Knowledge areas comprise several processes. They include inputs, tools, techniques, and outputs – everything a project manager needs to know to execute a project effectively.

Conversely, process management groups include the steps a project manager needs to take to complete the project. Delivering the outcomes from each process group requires leveraging the skills developed in one or more knowledge areas.

The PMBoK defines 10 project management knowledge areas:

1. Project integration management

Project integration management skills help the project manager identify and define the work involved in delivering a project. This knowledge area includes learning to draft the project charter and related documents and manage team assignments.

2. Project scope management

Project scope management focuses on constraining the work within established boundaries. Skills include defining project scope and requirements and creating the work breakdown structure (WBS). These artifacts create a framework for managing scope changes during the execution phase.

3. Project schedule management

Schedule management creates and oversees project timelines, including start and end dates, milestones, and task durations. It also assigns responsibility for individual work, including deadlines.

4. Project cost management

Cost management generates a baseline budget from cost estimates to ensure sufficient project funding. Project managers become adept at projecting resource expenditures such as labor, materials, and equipment. They also practice cost control techniques.

5. Project quality management

Stakeholders expect project management to deliver outcomes that meet established quality criteria. Managers must master quality planning, tracking, and assurance processes so they can respond to issues during project execution.

6. Project resource management

To ensure adequate resource allocation, project managers must define how staff, materials, and equipment will be acquired, deployed, and managed. They also monitor resource use to ensure assets aren’t over- or under-utilized.

7. Project communications management

Communications management keeps project stakeholders informed. Project managers create a communications plan outlining what information they’ll share with stakeholders, how often they will provide updates, and the channels they’ll use.

8. Project risk management

A risk management plan analyzes and categorizes potential threats according to priority and likelihood of occurrence. The project manager can then establish a risk mitigation process to reduce the threat’s impact should it materialize.

9. Project procurement management

Project managers draft plans for obtaining, controlling, and reconciling external procurement of materials, equipment, and third-party subcontractors. They should anticipate when a project needs additional support, how to manage and monitor their work, and what closing procedures are necessary upon contract completion.

10. Project stakeholder management

Project managers should establish a stakeholder register to recognize and satisfy individual requirements. They should also provide regular status updates to manage expectations throughout the project.

Benefits of project management process groups

Working through each project phase lays the groundwork for your entire project management plan. It becomes a template for all sorts of initiatives that ensures you consistently deliver successful projects.

Explore project management process groups with Tempo

You’ve divided the project management process into smaller, workable chunks, but it’s still a big job. Tempo’s Jira-enabled project management tools can help.

Tempo’s Strategic Roadmaps can assist with the planning process group by bringing your schedule to life via an audience-friendly roadmap that outlines critical project components, milestones, and timelines. Roadmapping also aids in communication so IT, product, and project management teams can show stakeholders a high-level visual overview of goals, deliverables, and progress indicators.

Strategic Roadmaps also acts as a project management tool, helping teams prioritize ideas, track task completion, and track progress throughout the execution process.

Step by process step, Tempo is with you and your team all the way.