Your team goes all out to kick projects off on the right track. You kick off meetings to align all the key players, sketch out detailed timelines, and team up with everyone on a project plan.
Everything’s lined up perfectly. And then…everything goes haywire.
Deadlines just love to play hard to get, don’t they? That project plan has turned into more of a friendly nudge than a strict guideline. It’s a real head-scratcher, isn’t it? You’re feeling frustrated and like all that effort to get everything sorted was for nothing.
What’s the issue? Your project planning is on point, but the execution? Not so much. But not to worry; before the end of this guide, you will be fully equipped on how to successfully execute your next project.
Key Points
- Project execution refers to the phase where project plans and strategies are put into action to complete the project successfully.
- During the execution phase, key activities include managing the team’s work, executing the project scope, and maintaining communication with stakeholders.
- Monitoring the execution phase is crucial for ensuring effective team management, scheduling, and risk management, while ensuring project targets are met.
- Common challenges during execution include scope creep, misalignment with strategic goals, and resource bottlenecks, all of which can lead to an execution gap.
What is Project Execution?
Project execution is all about getting your hands dirty and diving into everything you laid out in your project plan (feel free to grab our project plan template!). In plain terms, you’re putting those strategies into action (how’s that for straightforward?) to wrap up the project.
Sometimes, people call project execution project implementation. Same thing, just a different name! That’s just another snazzy term for the same old thing.
Execution is the third step in the classic project lifecycle, which includes four stages: initiation, planning, execution, and closure.
You might assume that the execution stage is a walk in the park, especially after tackling all the tough stuff and laying the foundation for a successful project. However, it’s really during the execution phase that many teams hit a snag.
Consider this in your own life: setting up a budget is the simple part. Sticking to it is the real challenge, especially when all you want to do is throw in the towel and order pizza, no matter what your wallet is whispering!
What Happens During the Execution Phase?
Based on your project type and how your organization likes to roll, you’ll figure out the order of activities for the execution phase. But here is the least that happens:
- Execute the project scope
- Manage the team’s work
- Recommend changes and corrective actions
- Manage project communication with stakeholders
- Conduct team-building exercises
- Celebrate project milestones and motivate team members
- Hold status review meetings to make sure everything is on schedule
- Document all changes to the project plan
Why Is It Important to Monitor the Project Execution Phase?
The main goal of project execution is to get the job done as outlined in the project management plan and hit those important project targets. In this phase, a project leader zeroes in on these essential processes:
- Team management
- Project scheduling
- Resource management
- Task management
- Risk management
Managing all this while kickstarting your team’s project execution can feel like a lot to juggle. But hey, you can get a leg up by whipping up a project execution plan that’ll make the whole planning process a breeze.
What is a Project Execution Gap?
An execution gap sure sounds intimidating, right? Sure, it kind of is.
So, whether you’re reflecting on that personal budget that went off the rails (we’ve all had those moments) or a team project that’s veering off course, an execution gap—often dubbed a strategy gap—highlights the gap between what you envision and what’s actually happening.
So, remember when you laid out all those strategies and perfect plans for your project? When you can’t quite follow through and hit those goals, that’s the execution gap sneaking up on you!
Sadly, these disconnects happen all the time.
What then causes an execution gap in a project?
Execution gaps can pop up for a bunch of reasons, like setting goals and timelines that are way too ambitious, having little to no clarity on the project’s vision or goals, and even missing buy-in from the key players involved.
A major culprit is often tied to the resources of your project. Resources are the stuff you need to wrap up the project. You can throw in specific departments or team members, the timing, and the actual materials—like software programs, meeting rooms, and all that jazz.
When we plan projects, we often get caught up in the idea that they’re the only thing on everyone’s mind, as if that project is the only thing they’ll be working on forever.
That’s not how it goes in the real world. That project is wedged in between daily tasks and urgent issues. Resources turned out to be way tighter than we imagined when we were dreaming big during the project planning.
Sometimes you find yourself in a race for resources, and other times you’re just stuck twiddling your thumbs, waiting for them to show up. These bottlenecks throw a wrench in the plan and timeline you initially laid out.
Or even worse, they could wipe out your project completely, no jokes.
How then do I close a project execution gap?
Closing the gap has two parts:
- Aligning the strategic plan goals and objectives with an implementation plan
- Executing in the program and project delivery of outcomes that meet those objectives
But then bear in mind that closing that execution gap, often called the strategy ga, is one of the biggest discomforts for business leaders these days. The execution gap is the difference between what a company plans to do and how well it actually gets those plans into action.
Project Execution Strategies to Get You Across the Finish Line
Here’s the big question: how do you finally close those gaps for good? Here are some fun strategies to supercharge your team’s project execution!
#1. Start with the Finish Line in Sight
Aligning your strategy with the expected final outcomes is a smart move. A major hiccup in moving from idea to action is the absence of well-defined goals and objectives. If executives can’t spell out their goals, how can they expect project leaders to grasp their strategy and make a real impact on their projects?
#2. Get Your Core Team on Board
A clear project gets your team and stakeholders on board in no time. Sharing the vision behind strategic choices helps this core team grasp how their expertise and efforts fit into the bigger picture. Collaborative project management software is a fantastic way to ensure everyone stays on the same page while focusing on the main goals.
#3. Project Leaders Score Their
To get those strategies rolling, ensure you have the right talent with solid project leadership skills to steer the project. Emotional intelligence and self-awareness are must-have skills for project leaders
#4. Create a Winning Team
Strive to create a top-notch team that can nail down the best strategies and alignments for your programs and projects. Project leaders who sync their vision with their teams are the ones who nail key programs and projects. When vision and strategy align with implementation, those gaps will be a thing of the past!
#5. Manage team communication
The project manager’s job is to keep the project team and stakeholders working together smoothly. Keep all stakeholders in the loop about the project’s progress during this phase—frequent updates are key!
Set up regular meetings with the project team to check in on how things are going, using project reports for guidance. Let’s chat about the next steps in the project, tackle any obstacles, and brainstorm solutions during our meetings.
#6. Check progress regularly
You’ve laid out a project plan, shared it with the team, and now you can just sit back and expect everything to go smoothly. That’s the secret sauce for projects to run like a well-oiled machine.
Not really. To ace your projects, keep an eye on progress and adjust as needed! It’s not enough to just pencil in a project kickoff and wrap-up meeting; you’ve got to carve out some regular check-ins too!
In these meetings, you can address problems, clear up any misunderstandings, and keep your project moving forward. Feel free to get the team’s thoughts on the project’s progress to ensure everyone feels heard and valued!
If you set up signals and measures at the beginning of your project (which we totally suggest), these meetings are a great opportunity to take a good look at how far you’ve come.
Project Execution Challenges
While I must have listed some good strategies and tips that can help you execute a project successfully, you should also bear in mind that some loopholes can still creep in. So its better to be careful than to be sorry. So let’s look at some common issues to look out for:
#1. Scope Creep
Scope creep happens when a project’s goals start to wander off the beaten path. This could happen because stakeholders are craving changes, there are supply chain hiccups, and a few other reasons. Your task is to check each change, decide what’s important, and toss aside what isn’t.
Building a trusting team means everyone needs to own their work. Skip accountability, and you’re in for long waits and bigger bills. Keeping your team on track is key to nailing project, program, and portfolio management.
Creating a risk management plan during the planning phase is a smart move—it’ll be super useful when you dive into executing the project! This lets you spot problems as they pop up and tackle them fast.
#2. Project Execution Gaps
Organizations that roll out an executive strategy to transform strategic goals into business value will uncover the “larger system” for success—think C-suite executives, middle management, project managers, and project teams all in the mix.
Here are six primary gaps that prevent successful project execution:
- Absence of common understanding
- Disengaged executive sponsors
- Misalignment with strategic goals
- Poor change management
- Ineffective corporate governance
- Lackluster leadership
Let’s face it, tackling each gap one by one isn’t the answer. Finding solutions, crafting action plans, and putting strategies into play to tackle all six gaps is where the real fun begins! Williams says it’s not rocket science, but figuring out how each gap impacts your program initiatives is crucial for the most important part of your project: execution.
Final Thoughts
Nobody enjoys that gut-wrenching moment when all your meticulous project planning goes down the drain.
The bright side? You’re not stuck without options! Following the project execution strategies we’ve laid out will save you from pouring energy into planning that, no matter how well-meaning, is riddled with traps your team might stumble into.
Keep in mind that even with these fresh tips, it’s all part of the learning journey. Hey, it’s totally fine if your next project doesn’t go off without a hitch! Every new challenge you take on will help you get better and better. Before you know it, you and your team will be a slick, efficient project execution powerhouse.
Related Articles
- EXECUTION PLAN: Definition, Types & Keys to Successful Execution
- Project Planning: A Guide To Project Planning Techniques
- PROJECT MANAGEMENT SALARY: In 2023
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