unning a project efficiently can be challenging, especially if you’re new to the process. To effectively lead a project requires careful planning, execution, and monitoring. Here is an easy-to-follow step-by-step guide on how to run a successful project from start to finish.   

1. Identify the team 

Determine and designate the project sponsor, project leader, and team members, clarifying their roles and responsibilities to ensure the project’s success. 

• Find a Project Sponsor: Once an idea is generated (it can either be a problem, a product, a new process, or a service), identify a sponsor who can help support, and provide strategic guidance.  
• Identify the Project Leader: The next step is to identify a project lead/manager who will work closely with the sponsor to identify the project team, timelines, project goals milestones, key deliverables, etc.   
• Clarify the project team: Work with the sponsor to identify the project team that includes subject matter experts, stakeholders, etc. For a project to move forward, you will need to identify whom you will be working along with and define their roles and responsibilities.   

2. Plan for success 

Define the project’s scope, develop a timeline and schedule, outline a communication plan, and launch the project with a kickoff meeting to ensure all tasks are completed on time and within scope. 

• Define the scope: Every project needs to have a defined scope—which means setting up goals and objectives to delineate the boundaries of the project. You need to determine what the scope of work would be, the team’s limit, and what could be out of scope. Clearly defining the scope of the project will help with scope creep (adding more deliverables or extending deadlines). The project team and the project sponsor should agree on the defined scope of the project. This is also when you set successful metrics/Key Performance Indicators to measure the success of the project.   
• Develop timeline/project schedule: Developing a timeline for the project is critical to setting the expectation for project completion. The project timeline is the total amount of time needed to complete the project. This is when the key deliverables and milestones are defined. Agree upon a meeting cadence to meet with the project team to track the progress, review the project plan, and address the barriers/risk  
• Outline a Communication Plan: A project includes multiple stakeholders and cross-functional teams and it is very important to develop a communication plan. This plan will outline an update on the project status, high-level milestones, and timeline. The communication plan needs to be reviewed and updated weekly to reflect the right information.  
• Launch: Hold a kickoff meeting with the project team and stakeholders to officially start the project and set clear expectations, timelines, and goals for everyone involved. During the Kickoff, the project lead must present the SBAR, Charter, and RACI for the project team’s approval. Follow the project plan as the tracker and ensure that all tasks are completed on time and within scope.   

3. Document your process  

Create and maintain key documents like the SBAR, project charter, RAM/RACI chart, project plan, and one-pager status report to track and share progress with stakeholders throughout the project. 

• Situation, Background, Assessment, and Recommendation (SBAR): Develop an SBAR by working with the project sponsor and the project team. This document helps communicate the current situation and the recommended changes.  
• Project Charter: A project charter is an elevator pitch of objectives, scope, and responsibilities required for project approval from key stakeholders. It is a high-level overview that defines and outlines a project’s terms and crucial details like relevant stakeholders’ information.   
• Responsibility Assignment Matrix (RAM): Also called a RACI chart (Responsible, Accountable, Consulted, Informed), this is a simple document with a list of all stakeholders on a project and their level of involvement in each task. RAM/RACI is used to visually communicate what’s happening throughout the project  
• Project Plan: A project plan provides a focused roadmap for exactly how to implement and complete a project. A project plan houses all the necessary details of the project such as tasks, deadlines, and responsible parties. This document will give a clear baseline direction to all stakeholders while keeping the project team accountable. It also helps forecast any potential challenges that could run into during the project timeline.   
• One-Pager Status Report: After the project kickoff, it is the responsibility of the project lead/manager to maintain the one-pager status report and send it out to the project sponsor, stakeholders, and project team every month based on the timeline of the project. 

4. Conclude and learn 

Complete all project deliverables, document lessons learned, gather feedback, analyze performance, and create a report summarizing key outcomes and recommendations for future improvements. 

• Project closure: Ensure that all project deliverables are completed and meet the required quality standards and expectations of the stakeholders and sponsors. Document lessons learned during the project. This can include insights into processes, communication, risk management   
• Post-Project Implementation Evaluation: Gather feedback from the team, stakeholders, and end users about the project’s outcomes and processes. Collect post-implementation data to analyze the project’s actual performance goal and identify areas for improvement. Develop a project report that summarizes the project key outcome data, lessons learned, and recommendations for enhancements.