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The project executing phase is what most people think about when they think about projects.
The planning is done and the strategy is set – now it's time to bring the project to life. The project executing phase is where work begins, tasks are assigned, and teams collaborate to turn ideas into reality. This is the most dynamic stage of project management, requiring leadership, coordination, and adaptability to ensure everything stays on track.
But execution isn’t just about getting work done – it’s about doing it effectively. Strong teamwork, clear communication, and smart resource management are essential to delivering results on time and within budget.
In this guide, we’ll break down what happens during the project executing phase, who plays a key role, and best practices to keep your project running smoothly.
But first – the project lifecycle is the step-by-step framework that guides a project from an idea to completion. If you’re not familiar with the Project Lifecycle, then read here.
The project executing phase is the stage of the project lifecycle where work begins based on the project management plan. It finishes when the work is completed. It involves assigning tasks, coordinating teams, managing resources, and ensuring that everything stays on track.
A key aspect of execution is teamwork. In project management, collaboration strengthens project outcomes. Delegating tasks effectively builds trust, encourages responsibility, and improves efficiency.
Without execution, even the best project management plan is useless. This phase ensures that deliverables are produced, milestones are met, and resources are used effectively. It is the most dynamic phase, requiring active communication and problem-solving to keep the project moving forward.
The project manager’s role shifts from planning to hands-on leadership – guiding the team, addressing risks, and ensuring quality work. Any necessary changes must also be identified and managed to keep the project aligned with its goals.
Several critical activities take place during this phase, including:
The project manager plays a central role in leading the team, maintaining momentum, and ensuring that work is completed on time and within budget.
Proper documentation is essential for keeping track of progress and making necessary adjustments. Some important documents used during execution include:
Several individuals play crucial roles in the success of the project executing phase:
A successful project executing phase depends on effective collaboration among these players, clear communication, and the ability to adapt to challenges.
Scope creep happens when a project’s goals keep changing or expanding beyond the original plan. This can lead to delays, higher costs, and extra work. Sometimes, scope creep is difficult to avoid. For example, if a construction company discovers asbestos during a renovation project, they may have to change the way their work takes place (including the result) due to safety concerns.
Clear planning is key to avoiding scope creep. Set clear project goals from the start and stick to them. Any changes should be reviewed and approved before being added. Regular progress checks and good communication help keep the project on track, avoiding unnecessary work or missed deadlines.
A project execution gap occurs when there’s a disconnect between the project plan and actual implementation. This can result from poor communication, unclear roles, inadequate resources, or lack of accountability, leading to delays, budget overruns, or failed projects.
To avoid this, ensure clear task assignments, maintain open communication, and track progress with project management tools. Regular check-ins, stakeholder engagement, and proactive risk management help keep execution aligned with the plan. Strong leadership and a well-defined process ensure that teams stay focused, problems are addressed early, and project goals are met efficiently.
During the project executing phase, communication breakdowns happen when important information isn’t shared clearly or reaches the wrong people. This can lead to confusion, mistakes, or missed deadlines. For example, if a team member doesn’t get an updated task list, they might waste time on the wrong work.
To avoid this risk, use clear communication channels like emails, meetings, or project management tools. Similarly, it can be helpful to make sure that all official communication is sent by or addressed to designated people. Regular updates, active listening, and quick problem-solving help prevent misunderstandings. A well-organised team with open communication can work smoothly and avoid costly mistakes.
Stakeholder management means keeping everyone involved in the project informed and satisfied. Stakeholders can be clients, managers, or team members who have an interest in the project’s success. Poor stakeholder management can lead to confusion, unrealistic expectations, or last-minute changes that cause delays.
To address this risk, communicate regularly with stakeholders through meetings, emails, or reports. Keep them updated on progress and challenges. Listen to their feedback and manage expectations by setting clear goals from the start. Good stakeholder management ensures support, avoids misunderstandings, and helps keep the project on track.
Executing a project successfully requires a structured approach. The key steps include:
The project manager must cast a vision for success and empower the team to achieve it. Strong leadership ensures motivation and clarity.
Each task must be clearly defined with specific objectives and criteria. Assigning tasks to the right people ensures efficiency.
Team members need clear instructions on what to do, when to do it, and how to do it.
Regular communication with clients ensures that deliverables meet expectations and necessary adjustments can be made.
Keeping everyone informed prevents misunderstandings and delays. Using project management software can streamline communication.
Tasks should be executed using tools like task lists or Kanban boards. A well-maintained schedule ensures work stays on track.
Budgeting and quality assurance must be managed throughout execution to prevent overspending or poor outcomes.
Adjustments to the project scope should be carefully managed to avoid disruptions and scope creep.
Managing suppliers and external vendors ensures that necessary resources are available when needed.
By following a structured approach and maintaining open communication, project teams can navigate the project executing phase successfully, ensuring that projects are delivered on time, within budget, and to the highest standards.
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