Project Management by the Checklist: All Five Phases from Initiation to Close

Project Management by the Checklist: All Five Phases from Initiation to Close

A well-run project is not defined by the quality of one phase – it is defined by the consistency of all of them. These five checklists cover the complete project lifecycle: Initiating, Planning, Execution, Release, and Close. They are not aspirational. They represent the minimum tasks a project manager must perform in each phase. Skip items and the gaps surface later, at a point where fixing them costs far more than doing them right the first time.

Checklist #1 – The Initiating Phase

The Initiating Phase checklist must be completed as part of the project work. The information gathered is then used to develop the risk management plans and the release readiness criteria, and all of these components are folded into a project schedule. While all of this work is going on, communication plans are developed and stakeholder expectations are actively being managed. These items are arranged in chronological order, but you may end up completing them in any order – the important thing is to do them all before you need to perform during the release process.

• Develop the risk management plans
• Define the release readiness criteria
• Fold all components into the project schedule
• Develop the communication plans
• Actively manage stakeholder expectations throughout
• Hold the project kick-off meeting (if needed)

Checklist #2 – The Planning Phase

The Planning Phase is where the work really happens when it comes to project mechanics. The team develops the requirements and identifies work that must be completed as part of the project work. This information is then used to develop the risk management plans and the release readiness criteria, and then all of these components are folded into a project schedule. While all of this work is going on the communication plans are developed and stakeholder expectations are actively being managed. These items are arranged in chronological order, but you may end up completing them in any order – the important thing is to do them all before proceeding to the next phase of the project.

• Regular team meetings have been scheduled for the expected duration of the project
• The communication plan has been completed
• Project lifecycle model has been identified
• Project requirements are frozen and formal change control is now in effect
• Change Control Board has been established
• The Release Readiness Checklist has been developed
• The risk register has been developed and the top risks have active risk management plans identified
• All stakeholders agree to the project timeline milestones
• Schedule has been baselined
• The committed project schedule has been communicated to the organization

Checklist #3 – The Execution Phase

The Execution Phase is where all of that planning gets applied. Project managers create artefacts in the service of performing the project work – change requests, meeting minutes, and project status updates. The schedule and risk register are maintained by regularly updating them as the work evolves. Unlike the previous two checklists, these items are recurring: you will do them multiple times throughout this phase. They represent the minimum tasks you need to perform during Execution – not a one-off list to tick and move on from.

• Standing team meetings are effective and held regularly with a stated agenda
• Changes to the POR are managed effectively through the project and program-level CCBs
• The project schedule is updated regularly, incorporating unplanned work as needed
• Project execution metrics have been established, are monitored regularly, and drive corrective actions as needed
• Project risks are reviewed regularly, with new risks identified and action plans updated as needed
• Project status updates are provided to key stakeholders at a regular cadence
• Problems impeding the team's ability to execute the project plan are efficiently escalated

Checklist #4 – Releasing the Project Deliverables

Release work in the Execution Phase is a special subset of the broader execution work. Here you leverage the work done in the Planning Phase to evaluate whether or not the team is ready to release the project deliverable. You pave the way with major stakeholders to ensure that the release approval is secured as long as the release activities go well. You enable your team to complete the release activities by establishing and maintaining a low-drama environment and successfully navigating the release approval process. These tasks represent the minimum you need to perform during the release process.

• Ensure all items on the Release Readiness Checklist have been completed
• For Release Readiness Checklist items that cannot be completed prior to the release, obtain the necessary waivers and stakeholder approval prior to the release
• Complete the release plan (all work identified and organized into a logical flow, event scheduled, communication plan ready)
• Confirm release approval / “Go/No Go” decision criteria with key stakeholders
• Complete release activity
• Obtain formal release approval
• Provide formal notification of release status to key stakeholders

Checklist #5 – Closing the Project

A project that stops is not the same as a project that closes. The Closing Phase is where you and your team wrap up the project work properly. Many of these items will be done simultaneously. Again, the important thing to keep in mind is that you should be doing all of these tasks – they represent the minimum tasks you need to perform during the closing process. Skip them, and the organisation loses the knowledge, the records, and the goodwill that a project should leave behind.

• Facilitate the project retrospective
• Clean house
• Appropriately disposition all project material (HW & SW)
• Post all collateral to their permanent locations
• Archive important project artifacts
• Publish project summary
• Obtain key stakeholder agreement that the project work is complete
• Hold a celebration for the team (if warranted)
• Recognize individual team members for their contributions (if warranted)
• Release resources from the project to be available for other work

Closing is not stopping. The final checklist ensures lessons are captured, materials archived, stakeholders signed off, and people properly recognised before resources are released to other work.

Signs of a Well-Managed Project Lifecycle