Understanding Project Management Tools & Techniques

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1. Understanding Project Management Tools & Techniques

Tools are systems, templates, or software that help you plan, organize, monitor, or close a project.
Techniques are methods or practices used to perform project tasks more effectively.

Common Project Management Tools:

Tool	Purpose
Work Breakdown Structure (WBS)	Breaks the project into smaller, manageable parts
Gantt Chart	Schedules project tasks over time
Risk Register	Logs and tracks potential project risks
Project Schedule	Timeline with tasks, durations, and dependencies
Responsibility Assignment Matrix (RACI)	Defines roles and responsibilities
Issue Log	Tracks problems and their resolutions
Communication Plan	Outlines how and when to communicate with stakeholders
Budget Tracker	Monitors project costs and budgets

2. Selecting the Right Tool for the Job

Different tools are used at different phases of the project lifecycle:

Phase	Suitable Tools
Initiation	Stakeholder analysis, RACI matrix
Planning	WBS, Gantt chart, budget tracker
Execution	Project schedule, issue log
Monitoring & Controlling	Status reports, dashboards, risk register
Closing	Lessons learned register, final report

Example:
If you're planning a school event:

Use a WBS to list all the tasks (venue, catering, invites)
A Gantt chart to see how long each task will take
A Risk Register to prepare for things that might go wrong (e.g., bad weather)

3. Applying the Tools – Practical Demonstration

Let’s do a quick example with 3 tools.

✏️ Example Project: Organize a Community Sports Day

A. Work Breakdown Structure (WBS)

Main Task: Community Sports Day
- Venue
- Equipment
- Catering
- Registration
- Volunteers

B. Gantt Chart (Simple Timeline)

Task	Start	End	Duration
Book Venue	1 Aug	3 Aug	3 days
Buy Equipment	4 Aug	6 Aug	3 days
Send Invitations	7 Aug	10 Aug	4 days

C. Risk Register

Risk	Likelihood	Impact	Response
Rain	High	High	Book tents or indoor backup venue
No volunteers	Medium	High	Recruit early, give incentives

4. Monitoring and Evaluating Tools

Once you've applied the tools, ask:

Did they help keep the project on track?
Were tasks delivered on time?
Did we stay within budget?
Did the team understand their responsibilities?

Use checklists, feedback forms, or short team reviews.

✅ Effective Use Checklist:

Were tools matched to project size and complexity?
Were tools updated regularly?
Did stakeholders understand and use the tools?

Quick Self-Assessment

Try to answer:

Name 3 tools you could use in the planning phase.
What tool helps define team roles and responsibilities?
How do you know if a tool is effective?

Summary

Step	Action
1. Identify	Know the available tools
2. Select	Match tool to project phase
3. Apply	Use it practically in the project
4. Monitor	Track progress using the tool
5. Evaluate	Reflect on its usefulness

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