Getting a project off the ground requires a system of processes and talented individuals to get the work done. In basic terms, it’s no simple feat!
Relying on video conferencing to collaborate with multiple teams and individuals requires organization and efficient project management implementation across various offices, departments and chains of command. Cohesion, communication and centralization are key factors. Whoever you’re dealing with, be that a stakeholder, client or employee, there are many moving parts to take into consideration from conception to delivery.
Any and every project requires comprehensive knowledge about the project life cycle. Knowing how each phase functions provides valuable insights about how to approach it. But how does video conferencing work to empower your process? Let’s take a look through the framework of the 5 stages of project management.
It’s the project manager’s responsibility to know, plan and build the “lift-off” of the project by having a thorough understanding of the five project management steps. This works to provide a clear and concise blueprint for how the idea will go from abstract to concrete. Developed by the Project Management Institute (PMI), the 5 phases for any project to be realized are as follows:
1. Initiation
The first of the life cycle phase, the initiation requires a kick-off meeting that loops in the client and investors. This is where the goals, objectives, doubts, concerns and any initial thoughts and ideas are discussed. When decision-makers aren’t located in just one spot, you can rely on setting up an online meeting for a video chat or conference call to discuss the following talking points:
2. Planning
Once the objectives have been laid out and agreed upon, a clearer idea of the final result can be better understood. Working backwards to visualize and formulate a set of plans for everyone to follow guides the team from the initiation phase towards completion.
Conduct online meetings to:
The planning phase is critical for drilling down the following 5 components:
3. Execution
Team leaders and project managers are put into motion to build deliverables, be the go-between for clients, accomplish tasks, implement processes and more. Direct communication across all parts of the project are necessary and vital to the success of bringing the idea to life. Incorporating collaboration tools can facilitate this communication, ensuring seamless coordination and information sharing among team members.
Essential to the execution phase:
4. Monitoring and Control
If you can’t measure it, you can’t manage it. This phase requires checking to make sure everything is aligning with what was agreed on previously. What are the key performance indicators? What needs to get implemented to meet deadlines and financial parameters?
Hold online meetings with key players for routine checkpoints, reviews and performance reports. You can conduct remote presentations via video conferencing that include workflows, important documents and files, and anything that needs to be shared and disseminated. Where you need to gain more insight into the team's day to day activities, and especially when they are not working in office - that's where you may need to use a software to monitor employees working from home. Not only for productivity reasons, but also because the analytics could help identify process bottlenecks, or the team using outdated apps.
5. Closure
Closing up the project is just as important as beginning it. Also referred to as the “follow-up” phase, it’s around this time when the completed project is ready to go live to the public. The main focus here is on product release and delivery.
It’s critical for a project manager to assess the project’s life span from start to finish by:
Some online meeting talking points include:
Let FreeConference.com provide your company with the clear and effective project management video conferencing platform necessary to create cohesion and centralization for all aspects of project management. With a wide offering of features, easy integrations and high-quality video and audio capabilities, you can expect your project to be thoroughly communicated and collaborated on.
Create your FreeConference.com account and get access to everything you need for your business or organization to hit the ground running, like video and Screen Sharing, Call Scheduling, Automated Email Invitations, Reminders, and more.