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Every project, whether it’s building a bridge, designing a video game, or planning a school event, goes through a project life cycle. This is the step-by-step journey a project follows from start to finish. It helps teams stay organised, manage time, and complete tasks in the right order.
A project is a one-time job with a clear goal, like building a house, launching a new app, or planning a wedding. It has a start, an end, and a plan to get things done. Unlike daily work, a project is temporary – it finishes when the goal is met.
Project management is the art of making sure the project runs smoothly. It’s about planning, organising, and leading a team to get things done on time, within budget, and without chaos. A project manager keeps everything on track, solves problems, and makes sure everyone knows what they need to do.
A project is a lot like a road trip. You have a destination (project goal), a map (project plan), and a budget. You decide who’s coming (project team), what to pack (resources), and how long it’ll take (project schedule). Project management is making sure you don’t run out of petrol, get lost, or blow all your money on snacks before you reach the finish line.
Read more about what a project is here.
The project lifecycle is the step-by-step framework that guides a project from an idea to completion. The project lifecycle applies to all projects.
The life cycle is usually split into different phases. Some projects follow a strict plan from the beginning, while others adapt as they go. Choosing the right approach depends on how much is known about the project from the start.
The project lifecycle has five main phases:
The lifecycle is not always sequential (meaning it moves through each phase discretely) – often the phases will overlap.
Without a proper lifecycle, projects turn into expensive messes. The Project Management Institute reports that more than 70% of projects either fail or experience serious difficulties.
Why? Poor planning and execution.
Understanding the project life cycle is important because it provides a framework for project managers and teams to manage challenges, meet deadlines, and deliver successful results. Following the project lifecycle:
The project life cycle phases are widely accepted. However, there are differences in how they are applied. Some project managers follow the lifecycle in linear order (predictive), while other project managers like more flexibility (adaptive). Other project managers like something in the middle (hybrid). Choosing the right approach depends on how much is known about the project from the start.
Let’s explore these types in greater detail.
In a predictive life cycle, the project’s scope, time, and cost are decided early. Changes are carefully managed to avoid disruptions. This method is also known as the waterfall approach because the project flows step by step, like water down a series of steps.
Example: Building a house. First, the design is finalised, then materials are bought, and construction happens in set stages. Once built, changes are hard to make.
In an iterative life cycle, the project’s scope is decided early, but time and cost estimates can change as the team learns more about the product. The product is developed and improved through repeated cycles, improving it step by step.
Example: Designing a board game. You create a rough version, test it, make changes, and repeat this process several times before the final version is ready.
An incremental life cycle delivers the product in parts or increments. Each part adds new functionality. However, the product is only considered fully complete after the final increment.
Example: Developing a mobile app. The first version may only have basic features, like messaging. Later updates add more features, like video calls or file sharing.
Adaptive life cycles focuses on continuous feedback, flexibility, and collaboration. The project starts with a high-level vision, which evolves over time. However, each phase will have a detailed scope. Because of this, adaptive life cycles are also called agile or change-driven.
Agile combines iterative and incremental approaches – it delivers work in small increments and refines it through iterations.
Example: Making a video game. Developers release small updates based on player feedback, fixing problems and adding new content as needed.
Expert Tip! It’s possible for iterative or incremental models can follow a fixed plan without flexibilities. This means that while agile models are iterative and incremental, iterative and incremental models are not always agile.
A hybrid life cycle combines both predictive and adaptive approaches. Parts of the project that are well-defined follow a predictive model, while parts that need more flexibility follow an adaptive model.
Example: Building a shopping centre. The structure (walls, floors) follows a set plan, but the shop layouts may change based on the requirements of future tenants.
Project managers choose the best life cycle based on the project’s needs. A project life cycle should be flexible. This can be done by:
A project life cycle is different from a product life cycle. A product life cycle follows a product in a market from idea to retirement. However, although a project can create a product, they are different lifecycles. Understanding these life cycles helps project managers plan, manage changes, and deliver results.
The project initiating phase is the first step in the project management life cycle, where project objectives, scope, and stakeholders are defined. This phase ensures that the project is aligned with organisational goals and is worth pursuing.
Key steps in the project initiating phase include identifying the problem or opportunity, defining the project’s objectives, scope, and deliverables, and analysing stakeholders. A business case is created to justify the project, and a feasibility study assesses its viability. Several key documents are developed, including the project proposal, project charter and stakeholder register.
Once the project is approved, the team is assembled, and tools are set up. A project kickoff meeting is held to discuss goals, scope, timeline, and roles, ensuring all members align on expectations. The project initiating phase is crucial for setting a strong foundation for project success, preventing wasted resources, and aligning stakeholders.
For more information on the project initiating process, see here.
Every successful project starts with a solid plan. Without one, things can become chaotic, over budget, or delayed. The project planning phase is crucial because it sets out what needs to be done, how it will be achieved, and who is responsible.
During this phase, the project manager and team define the project’s scope, timeline, cost, and resources in greater detail. Tasks are broken into smaller, manageable sections to prevent last-minute issues. Planning also helps teams identify risks and create strategies to manage them.
Key documents include the project management plan, work breakdown structure (WBS), budget, and schedule. Other plans, like the risk management plan or communication management plan, may also be drafted. Important people in this phase include the project manager, team members, stakeholders, and financial planners.
Good planning ensures clear goals, controlled costs, and better teamwork. A well-planned project is more likely to be completed on time, within budget, and to a high standard.
For more information on the project planning process, see here.
Now it’s time to bring the plan to life. The project executing phase is where planning meets action. It’s the stage where tasks are assigned, teams collaborate, and deliverables take shape. Strong leadership, clear communication, and smart resource management keep everything on track.
However, execution isn’t just about getting work done – it’s about doing it effectively. Risks like scope creep, communication breakdowns, and execution gaps can derail progress. A well-structured approach ensures teams stay aligned, stakeholders remain informed, and project goals are met.
Key best practices include defining tasks clearly, maintaining open communication, managing schedules, and ensuring quality control. Documentation such as progress reports and change requests help keep everything organised.
For more information on the project executing process, see here.
The project monitoring and controlling phase runs alongside the project executing phase to ensure everything stays on track. It involves tracking progress, managing risks, maintaining quality, and ensuring the project stays within budget and schedule.
Project managers use baselines, key performance indicators (KPIs) and real-time data to assess performance, identify potential problems, and make adjustments. Essential documents, like project status reports and risk management plans, help teams stay informed and proactive. Key players – project managers, team members, stakeholders, and quality assurance teams – work together to ensure smooth execution.
Best practices include setting clear performance metrics, using project management tools, scheduling regular check-ins, and maintaining open communication. By actively monitoring progress and adapting to changes, teams can prevent delays, control costs, and ensure project success.
A strong monitoring and controlling strategy is the key to delivering a project on time, within scope, and at the highest quality.
For more information on the project monitoring and control process, see here.
The project closing phase is the final step in the project management lifecycle. It ensures all work is completed, deliverables are accepted, and the project is officially closed. This phase includes confirming project completion, obtaining stakeholder approval, releasing team members and resources, and finalising financial matters. A post-project evaluation helps identify successes and areas for improvement. Similarly, writing down lessons learned will help future projects.
Key documents, such as the project closure report, final budget, and formal acceptance sign-off, provide a clear record of the project’s completion. The project manager leads this process, working with team members, stakeholders, and vendors to ensure all obligations are met.
Properly closing a project is essential for accountability, learning, and future success. It prevents unfinished tasks from lingering and allows teams to move on with confidence. A well-executed closing phase strengthens project management practices and sets the stage for continuous improvement.
For more information on the project closing process, see here.
Every project, big or small, needs a lifecycle. It keeps things on track, saves money, and reduces stress. Whether you’re launching a business, running a marketing campaign, or just renovating your kitchen, knowing how to apply the project lifecycle will help you succeed.
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