No matter what project you are working on, it always involves different project phases. Careful planning, sticking to the plan and having a backup plan in case things go wrong are all part of the game.
In the initiation phase of a project, its purpose and objectives are defined. This leads to the planning phase, where the team must agree on a budget and allocate personnel effectively. During this phase, tasks are assigned, roles are defined and a team is built which also needs time to build rapport among its members. The team should also clearly outline the scope of the project, i.e. what exactly the project will cover, and specify objectives.
The design and discovery phase are about gathering information, brainstorming ideas, and creating early designs and prototypes. After this, the evaluation and execution phase take place. During evaluation, the team assesses the designs and plans to ensure they meet the defined objectives and requirements. Once everything is approved, the execution phase starts, where the project is implemented according to the plan. This includes organizing resources, managing tasks, and keeping track of progress to make sure the project stays on schedule and meets its goals. All these phases together are key to successfully completing a project.
A work breakdown structure (WBS) is created to break down the project into smaller, manageable tasks for the project team that can consist of the following people:
| client, customer | Kunde |
| lead partner | Projektträger |
| project lead(er) | Projektleiter |
| project manager | Projektmanager |
| product owner | Projektinhaber, Ansprechpartner für alle Projektbeteiligten |
| stakeholder | Projektbeteiligter |
| project sponsor | Projektträger, Projektunterstützer |
Project managers must regularly check the status of each stage against specifications to make sure the timeline and quality expectations are met. Monitoring progress is vital throughout the entire project.
| technical specifications | technische Beschreibung, Lasten-, Pflichtenheft |
| client requirement | Anforderung des Kunden |
| parameter | Parameter, Kenngröße |
| project environment | Projektumfeld |
| stage | Phase, Stadium |
| status | Projektstand |
| work breakdown structure (WBS) | Projektstrukturplan (PSP) |
Project costs refer to the total expenses needed to complete a project. This includes materials, labour, i.e. the people working on it, equipment and overhead costs. All these costs must be carefully planned so that the project stays within the budget and ensures its financial success.
| baseline budget | Ausgangsbudget |
| budget ceiling | Ausgabengrenze |
| budget preparation | Erstellen eines Kostenplans |
| budget proposal | Budgetvorschlag |
| to prepare a budget | Budget erstellen |
| to revise a budget | Budget überarbeiten |
| cost calculation | Kostenkalkulation |
| manpower budget | Personaletat |
| cost overrun | Kostenüberschreitung |
| over budget | über dem Kostenplan |
| to exceed a budget | Budget überschreiten |
| penalty | Vertragsstrafe |
| under budget | unter dem Kostenplan |
| within budget | innerhalb des Kostenplans |
| to keep to a budget | Budget einhalten |
Timing is always critical in project management (PM):
| ahead of schedule | dem Zeitplan voraus |
| behind schedule | im Verzug |
| on time | fristgerecht |
| on schedule | fristgerecht |
| buffer | Pufferzeit |
| timeframe | Zeitrahmen |
| timeline | Zeitschiene (auch: Zeitrahmen) |
| deadline | Frist, Stichtag |
| to miss a deadline | eine Frist nicht einhalten |
| to extend a deadline | eine Frist verlängern |
| to work to a deadline | termingerecht arbeiten |
| planned completion date | vorgesehener Fertigstellungstermin |
»Scrum« and »sprint« are two terms frequently used in agile project management. It is a flexible way to manage projects not only in software development where it originated but also in other fields such as marketing, HR or finance. The scrum method helps teams work together better. It breaks the work into small parts called »sprints« which usually last a few weeks. During each sprint, the teams focus on completing certain tasks. Scrum includes regular meetings, such as daily check-ins called »stand-ups« to discuss progress and any challenges. As the name indicates, the participants in stand-ups are standing to keep the meetings short. The objective is to improve teamwork, stay organized, deliver results quickly and be flexible to changes. The scrum master´s task is to help the team follow the scrum process and remove any obstacles that might slow them down.
»Scrum« and »sprint« come from the world of sport. A scrum is a rugby term. It is the moment during the game when a large group of players come together as a team and try to win the ball. A sprint is a fast, short race, as we all know.
Verbs you can use with »project«
| to botch a p. | ein Projekt (e. P.) verpfuschen |
| to carry out a p. | e. P. durchführen |
| to complete a p. | e. P. abschließen |
| to conceive a p. | e. P. konzipieren |
| to fast-track a p. | e. P. beschleunigen |
| to kick-start a p. | e. P. anschieben |
| to launch a p. | e. P. starten |
| to oversee a p. | e. P. überwachen |
| to promote a p. | e. P. fördern |
| to scrap a p. | e. P. verwerfen |
| to set up a p. | e. P. planen |
| to streamline a p. | e. P. straffen |
| to crash a p. | e. P. mit zusätzlichen Mitteln in kürzester Zeit durchziehen |
| to work on a p. | an einem P. arbeiten |
The word project is also a verb: ‘to project’
The noun is stressed (betont) on the first syllable (Silbe), the verb, however, is stressed on the second syllable!
The verb is used in a different context with a different meaning.
- This software helps you to project the costs for replacement equipment.
to project costs = Kosten hochrechnen - The company has projected a profit of € 2,000,000.
to project a profit = eine Gewinnprognose abgeben
The German ‘projektieren’ is translated as ‘to plan a project’, not ‘to project’!
More false friends in a project management context
- Stadium stage, level
Not: stadium (Stadion, Sportanlage)
Our new project is still in the planning stage. - terminieren to schedule
Not: terminate (beenden)
The next meeting is scheduled for Wednesday afternoon. - Resort department, area of responsibility
Not: resort (Urlaubsort)
Training lies in my area of responsibility. - Pendant counterpart, opposite number
Not: pendant (Schmuckanhänger)
I was in a conference with my counterpart in New York all morning. - prüfen to check, inspect, test
Not: to prove (beweisen)
We must check that all the equipment is available. - überwachen, beaufsichtigen to oversee
Not: to overlook (übersehen)
Someone experienced must oversee our current project. - meinen to think
Not: mean (bedeuten, sagen wollen, beabsichtigen)
What do you think? Was meinst du?
What do you mean by this remark? Was willst du mit dieser Bemerkung sagen? - prägnant concise
Not: pregnant (schwanger)
Send me a short, concise report on the latest developments.
There are different ways of saying ‘Aufwand’ in English.
- effort/time/time and effort
refer to the amount of work or input needed to complete a task
This project involved a lot of time and effort. - work/workload/amount of work
focus on the amount of work involved (Arbeitsaufwand)
The workload has increased enormously so we can´t handle it any longer. - costs/expenses/expenditure/outlay
refer to a financial context
Any additional expenses can´t be reimbursed (erstatten). - considerable effort and expense
refer to both costs and the amount of work
The new legislation involves considerable effort and expense for many companies.
- Let me introduce your new scrum master.
- Who will monitor our progress?
- Who do I need to inform about issues?
- Jane will be in daily contact with the stakeholders.
- As a team, we agree on the tasks and timeline together.
- We execute the tasks and assess the results.
- We work to deadlines.
- We´ll meet every day to review our progress.
- I´ve assigned everybody specific deadlines.
- Are these deadlines set in stone?
- We could extend the deadline by another two weeks.
- What´s your view on this?
- What´s your opinion about scrum, sprints and stand-ups?
- We don´t have enough manpower to complete this in two days.
- What´s the status?
- How should we proceed?
- Let me show you how far we´ve got with the latest changes.
- As a team, we´re more efficient.
- We´re all in this together!
- Fantastic teamwork! Well done, everyone!
So much for today. Let’s be happy about our small plans and projects where timelines and deadlines are more flexible and not meeting them doesn’t have such a big impact.
Next time, we’ll talk about everything related to time. The start of a new year and project management with its many time limits are a good introduction to this new subject. So stay tuned!
