project life cycle research projects

Transform teamwork with Confluence. See why Confluence is the content collaboration hub for all teams.  Get it free

• The Workstream
• Project management
• Project life cycle

Project life cycle: The 5 phases explained

Browse topics.

Whether you’re building an app or overhauling your branding strategy, effective project management is crucial. One key to success is understanding the project life cycle—a series of stages that a project goes through from start to finish.

The life cycle includes five main stages: initiation, planning, execution, monitoring and control, and closure. Monitoring each phase helps ensure the project stays on time and within budget. 

This article defines the project life cycle stages, reviews the three main types of life cycles, and discusses how project management tools such as Jira can streamline and enhance each stage of the process.

What is the project life cycle?

The project life cycle is a five-phase framework project managers use to guide their projects to completion. It outlines all project stages, from inception to final implementation, and describes what the team must achieve during each phase. 

Below is a summary of the project life cycle phases and their primary objectives. 

• Initiation: Define the project’s scope, cost, feasibility, goals, timeline, and success criteria. 
• Planning: Create a project roadmap or detailed action plan that outlines the tasks needed to complete the project.
• Execution: Carry out the work to complete the product, service, or result. Ensure your team has all the necessary resources, tools, and instructions. 
• Monitoring and controlling: Monitor the progress and performance of your team and project to identify any deviations from the plan or quality issues so you can make changes accordingly.
• Closure: Close the project, sign any outstanding contracts, pay vendors, conduct a post-project review, and identify how to improve next time. 

When project managers clearly understand the various project management phases, they can see the big picture and better understand how to handle each stage. By breaking the project down into more straightforward steps, it’s easier for project managers to anticipate what’s coming next, which helps them stay on track and ensure the project’s success. Using the right tools and methods contributes to effective team management throughout the project life cycle.

The 5 phases of a project life cycle

Understanding the five project management life cycle phases and their requirements will give you a repeatable, improvable framework for effective project management. 

Initiation phase

Planning phase.

During the planning phase in the project life cycle, you create a roadmap for completing the project on time and in line with your success criteria, all without going over budget. 

In this stage, you’ll break your project into smaller tasks, set milestones and deadlines, and create detailed plans for resources, schedules, tools, and task assignments.

Below are some items you might create in the planning phase. 

• Project management plan: Specify the project phases and tasks. Create a work breakdown structure and Gantt chart to outline task dependencies and timelines. 
• Risk plan: Predict potential risks and create standard operating procedures for dealing with them, including who owns each issue. 
• Financial plan: Create and allocate a budget across teams and resource types. 
• Resource plan : Identify the team members you’ll need and assign roles. Use resource management software to centralize the documents, briefs, and other resources. 
• Communication plan: Choose which channel(s) you’ll use to communicate with your team and clients. Decide how frequently you’ll communicate and set up meetings on the calendar. 
• Quality plan: Establish KPIs and define how you’ll measure your team’s performance and outputs. 

With a project management tool such as Jira , it's easy to store these plans in a centralized, accessible location. You can also access project planning templates to streamline your efforts.

Execution phase

The project execution phase is where you implement the project plan and complete the project deliverables. 

As the project manager, you assign tasks, clarify roles, answer questions, oversee work, facilitate communication, attend briefings and meetings, support your team, and keep them on track. 

This might mean providing team members with new tools, materials, or resources. 

Teamwork can be a challenge for projects with multiple people and complex tasks. Companies frequently use collaboration software to help teams work together and minimize downtime. 

Jira provides end-to-end project execution management. The platform handles the day-to-day demands of executing complex projects, allowing teams to focus on delivering work rather than struggling with spreadsheets and disjointed tools.

With Jira, project managers can assign tasks, set deadlines, and automate reminders so nothing slips through the cracks. With all their work in one place, they can understand how each task impacts the timeline and budget, allowing immediate adjustments to keep the project moving forward.

Monitoring and controlling phase

In this phase, you’ll track project progress and make adjustments to ensure the project stays on track.

Collect information from timesheets, reports, and team members. Using Jira to manage your next project will help you track a project’s progress; with either the timeline view, which acts as a Gantt Chart , or the Kanban board , both make it easier to identify when things are off track against your project roadmap . 

As the project manager, your job is to restore order when issues arise—this is the controlling aspect of this phase. 

Here are some examples of hiccups you might have to manage.

• Timeline: If a team member can’t complete a task on time, you assign it to someone else. 
• Cost: A vendor cost is higher than anticipated, so you reduce the project scope. 
• Team: A disagreement has arisen between two team members, so you help them resolve it. 
• Quality: One part of the product is substandard, so you create a different approach for building it.
• Risk: An unforeseen risk emerges, and you need to mitigate it. 

The monitoring and controlling phase lasts throughout the project life cycle. Project managers constantly spot opportunities to perform better. 

You can integrate Confluence with tools like Jira to communicate your project’s progress across key stakeholders. Confluence keeps all project-related documentation in one place, allowing you to share updates, track changes, and collaborate in real-time with your team.

Closure phase

Projects have a defined end, unlike ongoing operations. This is the closure phase, where final tasks like delivering results, paying vendors, signing contracts, or ensuring proper storage and accessibility of documentation are completed. 

Project managers will also use this phase to evaluate team performance, allowing them to spot areas for improvement.

Here are some questions you might ask during the closure phase:

• Did everyone accomplish their tasks?
• Did communication ever break down?
• What talents and shortcomings did you find in each team member?

Present these findings to your team members in a post-project meeting. Encourage them to speak, share what went wrong, and voice their ideas about how to do better on similar projects. 

In addition to evaluating the team, assess the quality of your product.

• Is it up to the client’s standards?
• Did it solve the problem you set out to solve?
• Where did it underperform and overperform?

These questions will help you better understand your current ability to hit your goals. Qualitative and quantitative feedback is important. Run tests, send surveys, and get an accurate depiction of your creation’s performance. 

Confluence is a valuable tool for documenting this entire process. With Confluence, you can easily store, share, and reflect on project outcomes, lessons learned, and team feedback, creating a centralized knowledge base for future projects.

Types of project life cycles

There are three variations of the project life cycle: Agile , Waterfall, and iterative.

Agile model

The Agile model emphasizes flexibility and iterative progress. It allows for adjustments and improvements throughout the project. Teams adapt incrementally based on constant feedback. 

Agile is popular among software developer teams who rely on constant back-and-forth collaboration and regularly encounter unforeseen obstacles. 

Two Agile frameworks you can consider are Kanban and Scrum . Kanban involves visualizing tasks, limiting work in progress, and ensuring a continuous flow of work, making it ideal for projects requiring flexibility without strict deadlines. Scrum operates in time-boxed sprints , with set goals and regular reviews, promoting structured iterations and team accountability.

Waterfall model

The Waterfall methodology follows a linear sequential flow, with each phase dependent on the deliverables of the prior ones. Unlike Agile, it’s not an iterative process .

Examples of project types that often follow the Waterfall model include manufacturing, construction, and healthcare projects.

Iterative model

The Iterative model involves repeating cycles to refine the project through feedback and multiple iterations.

It’s slightly different from the Agile model in that feedback usually occurs at the end of a milestone. In Agile, feedback is more continuous and frequent. 

Why is project life cycle management important?

Effective project life cycle management streamlines processes in several ways.

• Improved project visibility: Teams can proactively remove obstacles to ensure timely, high-quality results, enabling more effective decision-making.
• Better risk management: Teams can spot risks early and find solutions. Regular risk checks ensure projects stay on time and avoid costly delays or failures.
• Enhanced stakeholder communication: With regular updates, progress reports, and meetings, participants stay more informed and involved throughout the project life cycle.

Project managers can use Jira tools to organize and prioritize ideas. This makes it easy to create and share custom roadmaps with the team.

• Jira  breaks large projects into manageable tasks, tracks progress, and encourages teamwork across the company.
• Jira Product Discovery works with Jira, providing context and visibility into software development projects, business tasks, and more.

Challenges of project life cycle management

Project management can be complex and challenging. It requires careful attention to potential obstacles, including scope creep, resource constraints, and communication breakdowns.

Scope creep happens when project requirements expand beyond what the team decided at the start of the project, which can lead to insufficient resources, delays, and deviations from the project plan. Change control processes help eliminate scope creep. Project managers must check the project's scope often, communicate changes, and involve stakeholders to ensure any changes match the project goals.

Resource constraints can cause delays, jeopardizing successful project completion. To overcome resource issues, check your resources early in project planning . Create a backup plan to find potential problems and think of solutions, such as getting outside help or shifting your resources.

Communication breakdowns can cause productivity to suffer. These can include insufficient communication, disagreements, and poor collaboration. Creating a culture where people are happy to share information within the project team and holding regular meetings, both formal and casual, can keep everyone on the same page and prevent communication breakdowns. Project management tools, such as Jira, simplify communication, track progress, and streamline information sharing.

Best practices in project life cycle management

Below are some proven techniques for mastering project life cycle management:

• Implement clear milestones. Break down your project into milestones with deadlines. This makes your project feel more achievable and allows you to track its progress more effectively. 
• Communicate regularly. Meet with team members regularly to discuss progress, discover bottlenecks, and source new ideas. 
• Involve stakeholders. Draw stakeholders into the process by asking for feedback, giving them updates, and clarifying their requests to ensure the team meets all expectations. 

Keep a close eye on task progress, and make it easy for your team members to do the same. This avoids missed deadlines and work falling through the cracks.

This is where a tool such as Jira Boards comes in handy.  Jira’s Kanban Boards help you plan, visualize, and track your work. They provide you and your team with a shared overview of all your tasks and their status. Team members can easily move their tasks into the right stage, keeping everyone in the loop.

Use Jira for effective project life cycle management

The project life cycle includes five phases: initiation, planning, execution, monitoring and control, and closure. Managing and tracking the work involved in each project life cycle stage can be overwhelming. Many project managers use dedicated software to assist them. 

Jira, a popular project management tool , offers several features to streamline processes, track progress, and foster a collaborative environment. With Jira and Confluence, project managers can stay updated on all phases of the project life cycle through:

• Enhanced task visibility. With clear dashboards and customizable workflows, Jira ensures team members can easily see project progress and task dependencies, reducing miscommunication and improving accountability.
• Real-time reporting. Jira’s real-time reporting features, such as burndown charts and sprint reports, allow project managers to monitor progress, quickly identify bottlenecks, and make data-driven decisions to deliver projects on time.
• Improved task tracking. Jira's robust Kanban boards and timeline views ensure that no task falls through the cracks. Teams can track work status, assign priorities, and automate reminders, enhancing overall efficiency.
• Scalability support. Whether managing a small project or scaling up to an enterprise-level initiative, Jira adapts to growing needs, allowing teams to manage multiple projects quickly and flexibly.

Get Jira free and take your project life cycle management to the next level. 

You may also like

Project poster template.

A collaborative one-pager that keeps your project team and stakeholders aligned.

Project Plan Template

Define, scope, and plan milestones for your next project.

Enable faster content collaboration for every team with Confluence

Copyright © 2024 Atlassian

project management · Aug 8, 2024

What is project life cycle the 5 project phases and management steps.

The project life cycle serves as the foundational framework for guiding projects from conception to completion. Understanding the project life cycle is crucial for project managers and teams to ensure successful project delivery, efficient resource management, and achievement of project goals.

This blog post delves into what the project life cycle entails, explores the five distinct phases of a project, outlines the benefits of adhering to this structured approach, and provides insights into managing the project life cycle using modern tools like Quire. Finally, we'll address frequently asked questions about the project life cycle.

What is the Project Life Cycle?

The project life cycle is a structured sequence of phases a project goes through from initiation to closure. Each phase represents a distinct stage in the project’s development, characterized by specific deliverables, tasks, and objectives. The primary purpose of the project life cycle is to provide a clear roadmap that guides project teams in managing activities, resources, and risks effectively.

A well-defined project life cycle ensures that the project progresses in an organized manner, with each phase building upon the previous one. This structured approach not only facilitates better planning and execution but also enables stakeholders to monitor progress, identify potential issues early, and make informed decisions.

What are the Project Phases?

The project life cycle comprises five main phases: Initiation, Planning, Execution, Monitoring and Controlling, and Closure. Each phase serves a specific purpose and involves unique activities and deliverables.

Project Initiation Phase

Project planning phase, project execution phase, project monitoring and controlling phase, project closure phase.

The Project Initiation Phase is the first step in the project life cycle, where the project's objectives, scope, purpose, and feasibility are defined. During this phase, key activities include developing a project charter, identifying stakeholders, and gathering initial requirements.

The goal is to establish a clear understanding of what the project aims to achieve and secure the necessary approvals and resources to move forward. This phase sets the foundation for the entire project, ensuring alignment among stakeholders and laying out a roadmap for subsequent planning and execution.

• Defining the Project Scope: Clearly outline the project's objectives, goals, and constraints.
• Feasibility Study: Analyze to determine the project's viability, including cost-benefit analysis and risk assessment.
• Stakeholder Identification: Identify all stakeholders, including sponsors, team members, and end-users.
• Project Charter: Develop a project charter that formally authorizes the project, detailing the scope, objectives, stakeholders, and key deliverables.
• Initial Resource Allocation: Estimate and allocate initial resources required for the project's initiation.

The Project Planning Phase is a critical stage in the project life cycle where detailed plans are developed to guide the project's execution. This phase involves defining the project's scope, objectives, and deliverables in detail, creating schedules, allocating resources, and setting up communication channels.

Key activities include risk assessment, budgeting, and establishing performance metrics. The goal is to create a comprehensive plan that outlines how the project will be managed and executed, ensuring all team members and stakeholders are aligned and prepared for the tasks ahead. Effective planning sets the foundation for project success by providing a clear roadmap and anticipating potential challenges.

• Developing the Project Plan: Create a comprehensive project plan outlining tasks, timelines, resources, and budget.
• Risk Management Planning: Identify potential risks and develop mitigation strategies.
• Resource Planning: Allocate resources, including team members, equipment, and budget.
• Communication Plan: Establish a communication plan to ensure effective information flow among stakeholders.
• Quality Planning: Define quality standards and processes to ensure project deliverables meet the required criteria.

The Project Execution Phase is where the project's plans and strategies are put into action to achieve the project's objectives. During this phase, tasks are assigned and completed, resources are utilized, and deliverables are produced according to the project plan.

Key activities include coordinating team members, managing resources, and ensuring quality standards are met. Continuous communication and collaboration among team members and stakeholders are crucial to address issues and adapt to any changes. The goal of the execution phase is to bring the project plan to life, ensuring that all tasks are completed on time, within budget, and to the required quality standards.

• Task Execution: Perform the tasks and activities outlined in the project plan.
• Resource Management: Manage resources to ensure efficient utilization and address any issues.
• Team Management: Coordinate and support the project team, fostering collaboration and resolving conflicts.
• Stakeholder Communication: Maintain regular communication with stakeholders to provide updates and gather feedback.
• Quality Assurance: Implement quality control measures to ensure deliverables meet the defined standards.

The Project Monitoring and Controlling Phase is an ongoing process that occurs simultaneously with the execution phase, focusing on tracking project performance and making necessary adjustments to ensure successful project delivery. Key activities include measuring progress against the project plan, identifying and managing risks, implementing changes, and maintaining quality control.

This phase involves continuous oversight to detect any deviations from the plan, assess their impact, and take corrective actions to keep the project on track. The goal is to ensure that the project remains aligned with its objectives, timeline, and budget while achieving the desired outcomes.

• Performance Monitoring: Track progress against the project plan, including schedule, budget, and scope.
• Variance Analysis: Identify deviations from the plan and analyze their impact.
• Change Control: Manage changes to the project scope, schedule, or budget through a formal change control process.
• Risk Monitoring: Continuously monitor risks and implement mitigation plans as needed.
• Quality Control: Conduct regular quality checks to ensure deliverables meet the required standards.

The Project Closure Phase is the final stage of the project life cycle, where all project activities are completed, and the project is formally closed. During this phase, the team finalizes all deliverables, obtains stakeholder approvals, and ensures that all project objectives have been met.

Key activities include conducting a final review, documenting lessons learned, releasing project resources, and preparing closure reports. The goal of this phase is to ensure that all project work is concluded satisfactorily, and valuable insights are captured for future projects, marking the formal completion and successful delivery of the project.

• Final Deliverables: Ensure all project deliverables are completed and meet the required standards.
• Project Documentation: Compile and finalize all project documentation, including reports, plans, and records.
• Stakeholder Approval: Obtain formal acceptance of the project deliverables from stakeholders.
• Lessons Learned: Conduct a post-project review to identify lessons learned and best practices for future projects.
• Project Closure Report: Prepare a closure report summarizing the project’s performance, achievements, and any remaining issues.

5 Benefits of Project Life Cycle and its Phases

1. improved project organization:.

The structured approach of the project life cycle provides clear guidelines, helping teams stay organized and focused throughout the project. For instance, in a marketing campaign project, the Initiation phase involves defining objectives and scope, the Planning phase involves creating detailed schedules and allocating tasks, the Execution phase sees the team carrying out these tasks, and the Closure phase involves reviewing results and documenting lessons learned.

This structure ensures that all aspects of the campaign are systematically addressed, reducing confusion and enhancing coordination.

2. Enhanced Risk Management:

Each phase of the project life cycle includes risk assessment and mitigation activities, allowing potential issues to be identified and addressed early. For example, in a construction project, the Planning phase might involve identifying risks such as supply chain disruptions or weather delays.

Mitigation strategies, such as securing alternative suppliers or scheduling buffer time, can be put in place. During the Execution phase, continuous monitoring helps identify new risks, and adjustments can be made promptly, ensuring the project stays on track.

3. Better Resource Management:

Detailed planning and execution phases ensure optimal utilization of resources, reducing wastage and improving efficiency. In a software development project, resource management is critical. During the Planning phase, team roles are clearly defined, and resources such as software tools, development environments, and personnel are allocated efficiently.

During Execution, resource utilization is monitored to ensure that developers, testers, and designers are working effectively, leading to timely project completion and reduced costs.

4. Increased Stakeholder Satisfaction:

Regular communication and involvement of stakeholders at each phase ensure their expectations are met and their feedback is incorporated. For instance, in a new product development project, stakeholders such as customers, investors, and senior management are kept informed through regular updates and review meetings.

During the Initiation and Planning phases, their input is sought to align project goals with business objectives. In the Execution phase, their feedback on prototypes or initial deliverables is incorporated, ensuring the final product meets their needs and expectations.

5. Higher Project Success Rate:

By following a systematic approach, projects are more likely to be completed on time, within budget, and to the desired quality standards. For example, in an event planning project, adhering to the project life cycle ensures that every detail, from venue selection to vendor management and guest coordination, is meticulously planned and executed.

The Monitoring and Controlling phase allows for real-time adjustments to address any issues that arise, ensuring the event is successful. The structured approach minimizes the chances of overlooked details or last-minute crises, leading to a higher overall success rate.

These benefits demonstrate how the project life cycle's structured phases—Initiation, Planning, Execution, Monitoring and Controlling, and Closure—can significantly enhance project management, leading to successful project outcomes across various industries.

Project Management Life Cycle with Quire

Quire is a modern project management tool designed to streamline the project life cycle, making it easier for teams to collaborate and manage tasks effectively. Here’s how Quire can enhance each phase of the project life cycle:

1. Initiation Phase:

• Creating Project Charters: Use Quire to create comprehensive project charters that outline the project's objectives, scope, and stakeholders. This ensures that all team members and stakeholders are aligned from the start.
• Defining Objectives: Quire allows you to set clear, measurable objectives and key results (OKRs) for your project, providing a focused direction.
• Real-Time Collaboration: Collaborate with stakeholders in real-time to gather initial requirements, feedback, and approvals. Quire's real-time collaboration features, such as commenting and live updates, ensure everyone is on the same page.

2. Planning Phase:

• Developing Detailed Project Plans: With Quire's intuitive interface, you can create detailed project plans that break down the project into manageable tasks and subtasks. Use nested task lists to outline all necessary steps.
• Allocating Resources: Assign tasks to team members, set deadlines, and allocate resources effectively. Quire's resource management tools help ensure that team members know their responsibilities and deadlines.
• Setting Up Communication Channels: Establish communication channels within Quire to keep the team connected. Use tags, filters, and task comments to streamline discussions and updates.

3. Execution Phase:

• Tracking Task Progress: Monitor the progress of tasks in real-time with Quire's task tracking features. Use visual tools like Kanban boards to see the status of each task at a glance.
• Managing Resources: Keep track of resource utilization and ensure that team members have the necessary support to complete their tasks. Quire's workload view helps in balancing the team's workload.
• Fostering Team Collaboration: Enhance team collaboration with Quire's collaborative features, such as file sharing, task comments, and mentions. This fosters a collaborative environment where team members can work together seamlessly.

4. Monitoring and Controlling Phase:

• Monitoring Project Performance: Use Quire's reporting and analytics tools to monitor project performance against the plan. Track key metrics such as task completion rates, time spent, and progress towards milestones.
• Managing Changes: Handle changes in project scope, timelines, or resources efficiently. Quire allows you to update tasks and plans in real-time, ensuring that the project adapts to any changes promptly.
• Conducting Regular Quality Checks: Schedule and conduct regular quality checks using Quire's task scheduling and reminder features. Document findings and necessary actions directly within the platform.

5. Closure Phase:

• Compiling Final Deliverables: Use Quire to compile and review final deliverables. Ensure that all project requirements have been met and that stakeholders are satisfied with the outcomes.
• Documenting Lessons Learned: Document lessons learned throughout the project in Quire. Create a knowledge base or a final project report that captures successes, challenges, and areas for improvement.
• Preparing Closure Reports: Prepare comprehensive closure reports with Quire's documentation features. Summarize project performance, outcomes, and any recommendations for future projects.

By leveraging Quire's robust project management features, teams can enhance their effectiveness at each phase of the project life cycle, ensuring successful project delivery and continuous improvement.

FAQs for Project Life Cycle

1. what is the purpose of the project life cycle.

The project life cycle provides a structured framework for managing projects, ensuring they are completed efficiently, effectively, and in alignment with stakeholder expectations. This approach breaks down the project into manageable phases, each with specific objectives, deliverables, and milestones. It guides project managers and teams through a systematic process, from the initial concept to the final delivery, facilitating better planning, execution, and control.

2. How do the project phases differ?

Each project phase has distinct objectives and activities that contribute to the project's overall success:

• Initiation : This phase focuses on defining the project's scope, objectives, and feasibility. Key activities include stakeholder identification, project charter development, and initial resource allocation.
• Planning : In this phase, detailed plans are created to guide the project's execution. This includes developing schedules, budgets, risk management plans, and defining roles and responsibilities.
• Execution : The primary focus here is on executing the project plan by completing tasks and deliverables. Activities include coordinating people and resources, managing stakeholder communication, and ensuring quality standards are met.
• Monitoring and Controlling : This ongoing phase involves tracking project performance, measuring progress, and implementing changes as needed to keep the project on track. Key activities include performance reporting, issue resolution, and risk management.
• Closure : The final phase involves completing all project work, obtaining stakeholder approval, and formally closing the project. Activities include final deliverable handover, post-project evaluation, and releasing project resources.

3. Why is the Planning Phase critical?

The Planning Phase is critical because it sets the foundation for the entire project. During this phase, detailed plans are developed that outline the tasks, resources, timelines, and risks involved. Effective planning ensures that all aspects of the project are considered and addressed, reducing the likelihood of issues arising during execution. It also provides a roadmap for the project team, facilitating coordination and communication. Well-defined plans help manage expectations, allocate resources efficiently, and establish a clear path to achieving project objectives.

4. Can the project life cycle be customized?

Yes, the project life cycle can be tailored to fit the specific needs and characteristics of different projects, industries, and organizations. Customization allows for flexibility in addressing unique project requirements, constraints, and stakeholder expectations. For example, a software development project might include iterative phases to accommodate Agile methodologies, while a construction project might follow a more linear approach. By adapting the project life cycle to suit the particular context, organizations can improve project outcomes and better align processes with their strategic goals.

5. How does Quire support the project life cycle?

Quire supports the project life cycle by providing a suite of tools designed to facilitate task management, collaboration, resource allocation, and performance tracking.

With Quire, project teams can create and organize tasks into nested lists, assign responsibilities, and set deadlines. Collaborative features, such as real-time updates and team communication tools, enhance coordination and ensure everyone stays informed.

Resource management capabilities help allocate and track the use of resources effectively, while performance metrics and reporting tools enable continuous monitoring and adjustment.

By integrating these features, Quire makes it easier to manage projects from initiation to closure, ensuring they are completed successfully.

In conclusion, understanding and implementing the project life cycle is essential for successful project management. By following the five phases and leveraging tools like Quire, project teams can enhance efficiency, manage risks, and achieve their project goals effectively.

Vicky Pham Marketer by day, Bibliophile by night.

• PROJECT MANAGEMENT · May 21, 2024 This comprehensive guide dives into the Scrum methodology, unpacking its core concepts, roles, and processes. Learn how Scrum boosts flexibility, transparency, and team productivity to deliver value fast. --> What is Scrum in Project Management: A Detailed Guide This comprehensive guide dives into the Scrum methodology, unpacking its core concepts, roles, and processes. Learn how Scrum boosts flexibility, transparency, and team productivity to deliver value fast.
• PROJECT MANAGEMENT · Apr 23, 2024 Discover key insights into Project Management Software (PMS), from popular views to global adoption, decision factors, user demographics, diverse applications, and seasonal activity trends. Unveil how PMS transforms teamwork and project success across industries. --> Unveiling Insights into Project Management Software and its Demographics Discover key insights into Project Management Software (PMS), from popular views to global adoption, decision factors, user demographics, diverse applications, and seasonal activity trends. Unveil how PMS transforms teamwork and project success across industries.
• PROJECT MANAGEMENT · Apr 9, 2024 Discover how project managers play a pivotal role in crisis management, from strategic planning to effective communication and resource allocation. Learn how their leadership skills help organizations bounce back stronger in times of adversity. --> Project Managers and Crisis: How They Help Organizations Bounce Back Discover how project managers play a pivotal role in crisis management, from strategic planning to effective communication and resource allocation. Learn how their leadership skills help organizations bounce back stronger in times of adversity.

Popular Insights:

Best Project Management Software

Mind Mapping Software

5 Phases of Project Management Life Cycle | Complete Guide

Reviewed by

Share this Article:

Our content and product recommendations are editorially independent. We may make money when you click links to our partners. Learn more in our  Editorial & Advertising Policy .

If you’re just diving into the world of project management for the first time, you might feel intimidated by starting a new project. Fortunately, you can utilize the project life cycle, which is a set of stages that takes a project from start to completion. Read on to learn about each phase of the project lifecycle, its role in the success of the project, and how you can properly manage each phase for optimum results.

What are Project Phases?

Project phases are smaller portions of a project that represent distinct goals or milestones in the larger project lifecycle. Within the project lifecycle, there are 5 project phases, as defined by the Project Management Institute: 

• Project Initiation
• Project Planning
• Project Execution
• Project Monitoring and Control
• Project Closure

An entire project comes with a lot of requirements before it could even start, which are often gathered during the discovery phase or requirement phase. Once the project kicks off, each stage of the actual execution itself has another set of specific requirements of the project team, as well as key deliverables and action items that keep the project moving forward successfully. Mastering project phases is essential for keeping the project on track while completing essential tasks and checkpoints throughout the process. 

Read more: 14 Important Questions Project Managers Should Ask the Team

What are the 5 phases of project management, project initiation phase.

A team’s performance during the Project Initiation Phase can result in either authorization, delay, or discontinuation of a new project.

The main goal of the Initiation Phase is to ensure that the project meets business needs and that stakeholders and project teams are aligned on the project success criteria throughout the project life cycle.

To achieve the project goal, it’s best to involve internal and external stakeholders from the Initiation Phase . This way, you can effectively align expectations and increase the likelihood of completing all the deliverables throughout the project management life cycle.

During the Initiation Phase, the entire project team defines the project idea, and the project sponsor evaluates it and authorizes the project to proceed. The project manager starts the documentation process, which includes the justification, deliverables, risks, estimated cost, and resource requirements.

The Project Charter is a key deliverable of the Project Initiation Phase and contains all this information. It is the first formal definition of the project. It authorizes the project to exist, establishes the authority of the project manager, and documents high-level requirements, project milestones, and success criteria.

Another important document in the Initiation Phase is the Stakeholder Register. This document includes information about all the stakeholders of the project. It identifies the people, groups, and organizations that have an interest in the task, project, and its results.

Approval of the Project Charter signals the advance of the project to the next phase, the Project Planning Phase.

Read more: What is a Project Charter? Complete Guide & Examples

Project Planning Phase

Once the expectations and success criteria are clear, the next project management life cycle phase focuses on planning each task the team needs to perform to cover the scope, achieve the deliverables, and meet the overall goal.

In the Project Planning Phase, the project team members dive into specific requirements, tasks, timelines, and actions. The project manager works with the entire team to create the design, enumerate the task list, and estimate the budget.

The project team builds the resource plan, the communications plan, and the initial project schedule. The project manager also establishes the roles and responsibilities of the team and stakeholders. The project scope is finalized depending on approved available resources and client priorities.

During the Planning Phase , the project team finalizes the Work Breakdown Structure, Project Plan, Requirements List, Communications Management Plan, and other relevant documents to iron out the workflow and coordination with involved parties.

The Project Plan is a key deliverable and contains a detailed work breakdown structure (WBS) or task list with start and end dates, and estimated effort and duration. It identifies milestones, resources, and the schedule. It also includes task dependencies that will allow the project team to use the critical path method if it chooses.

Other important deliverables are the Communications Management Plan, which helps facilitate effective communication with stakeholders, and the Resource Allocation Plan which identifies the schedule of project team resources as to their availability during the whole project life cycle.

Something PMs should keep in mind: As you discover more information, you may have to adjust your previous Project Plan and related procedures. More complex projects will require more back-and-forth approvals for every task created.

Project planning is an iterative process so the project manager should review, revise, and revisit all the plans at least once a month until the completion of the project. It is crucial for the project team to involve relevant stakeholders in this stage of the project life cycle as well.

Read more: Project Management Communication Plan

Project Execution Phase

The Project Execution Phase is where the project team executes and follows through on tasks based on the Project Plan. At this stage, the team spends most of its time coordinating with people, helping to ensure quality work, keeping track of resources, and updating stakeholders.

Sometimes called the Implementation Phase, this is the phase when the project manager tries to manage every task and aspect of project delivery to keep the project on track for the remaining duration of the project life cycle.

The project team focuses on achieving all the objectives set in the earlier phases. At this phase, the project leader likely uses project management software to assign every task to team members. Tools that centralize task information, along with resource availability and team communication can simplify and optimize the needed project management processes.

Quality Assurance documentation, meeting minutes, and Work Orders are some of the documents created during the Execution Phase of the project management life cycle.

It’s also likely that you’ll discover new information that will require a revisit and update of the initial project management plans. Be vigilant with change requests, and make sure that the necessary adjustments are managed.

Read more: Understanding Different Types of Stakeholders and Their Roles

Project Monitoring & Control Phase

The best way to ensure progress and improvement is by tracking and reviewing project performance.

Simultaneously during execution, the project team carefully tracks the progress of the project based on the Project Plan established earlier. Tracking the performance of the project through various metrics is crucial to ensure the project stays on schedule, within budget, and within scope.

The project team keeps track of change management documents, spending records, QA checklists, and team time tracking. They are able to measure where efforts and resources go throughout the project life cycle, crosschecking it with the Project Plan.

Both the Execution Phase and Monitoring & Control Phase are critical times that can determine project success. Aside from monitoring the progress of tasks, the project manager also tries to identify issues or risks, creates a mitigation plan with the team, and reports the project status regularly to stakeholders.

Being diligent in recording and measuring project progress puts the project team in a strategic position. They can identify bottlenecks and initiate essential discussions or project management process improvements.

Having a proactive approach will allow the project team to respond rapidly to any change in the plan. Consistent and appropriate status reporting will update interested stakeholders and provide them the opportunity to intervene in or redirect the project as needed.

If additional planning, time, or resources are needed, you’ll need to communicate them to relevant project stakeholders before it’s too late. You’ll also have the data and results to back up your requests, so you have a better chance of justifying your requests and maintaining their trust despite circumstances.

Read more: 10 Best Project Management Software Buyers’ Guide

Project Closure Phase

In the last project management life cycle phase, all the activities related to its completion are concluded. These may involve the submission of a final deliverable, fulfilling contractual obligations, terminating relevant agreements, and releasing project resources.

The causes of a project closure can be completion, cancellation, termination, or transfer to a new organization. The documentation required to complete Project Closure will differ depending on the situation.

In this phase, the project manager communicates the final project disposition and status to all stakeholders. This phase also ensures to inform participants and stakeholders of any follow-on activities or continuing product life cycle so they can communicate and coordinate with the people in charge.

Regardless of the outcome of the project life cycle, however, it would be good for the team to conduct a project retrospective. During this post-mortem activity, the project team can process new lessons and ensure the improvement of current project management processes for a future project.

During the project closeout, documents to turn over can include various project documentation, final meeting minutes, and other closure reports. These documents can identify and capture lessons learned and best practices for future reference and reuse.

It is a good idea to organize and store project materials in a shared team folder. These materials can provide reference during performance evaluation. The opportunity to continuously test, improve, or reinvent ways to manage the whole project life cycle can help grow the organization and its business.

Read more: How to Host a Good Project Post-Mortem Meeting

VIDEO: Recap of 5 Project Management Phases

Why Are Project Phases Important?

All projects go through each of the five phases regardless of their size.

The decision to officially divide a project into phases is an excellent way to manage the team’s focus, allocate resources, and align the entire project life cycle with clients and stakeholders.

By thinking in terms of phases, the project team ensures that deliverables produced at the end of each phase meet the project’s goals. Managing a project by phase also makes sure that the team is properly prepared for the next phase.

Project life cycle phases provide additional benefits. The approach provides a structured approach for project delivery. Defined activities, outputs, and responsibilities create a clear and common roadmap for the project team to follow.

Defined phases and defined roles show a visible framework easily understood by all team members and stakeholders. Assignment of responsibilities by phase clarifies what the team should only be doing in each phase and helps streamline communication.

Working on projects phase by phase helps track and link progress directly to each phase. Completion of each phase is easily recognizable by all involved.

Another benefit of project management by phase is the progressive evolution of the project. This helps identify areas that need greater attention for a particular phase. It also marks clearly the points and opportunities for structured reviews to support project governance.

Though equally important, they are not to be confused with the process groups outlined in PMBOK’s IPECC model , which also includes initiation, planning, execution, control, and closure but refers to a collection of activities needed to achieve specific goals. Process groups are sometimes considered part of project phases.

While PMBOK recommends assigning project phases according to a project’s life cycle, project teams can follow their own system depending on their industry, organizational policies, and other relevant factors. For example, teams and organizations focused on monitoring the usage of resources can use the critical chain project management methodology.

Read next: Key Project Management Terms and Concepts

Throughout the project lifecycle, there are a variety of tools that can be used to limit stress, automate workflows, and keep the project moving successfully. 

Gantt Charts

Gantt charts are a powerful planning tool that can help teams visualize individual deadlines against task dependencies and overall project progress. This type of chart can be especially useful early on in the project lifecycle, particularly the planning stage. 

Project Management Software

Project management software solutions are likely the most well-known tools in project management—and for good reason. Within one application, users can set task deadlines, view project overviews, extract data about project progress, automate workflows, and more. 

Collaboration Tools

Whether it’s a remote team, in-office, or a hybrid blend, collaboration is one of the most important elements of running a successful project. While some project management software solutions offer built-in collaboration tools, utilizing the power of other tools that are directly centered around team communication, such as Slack, can ensure the team has a central space to communicate updates. 

Throughout the project lifecycle, the project manager takes ownership of the project and relays updates to team members. As each phase of the project progresses, the project manager will facilitate discussions, track progress, and address any roadblocks.

The project initiation phase is arguably the most important phase of the project lifecycle, as this is when the project is conceived and approved so that work can begin. During this phase, it’s common for a team to present a proposal in order to gain approval for the project.

Read more: Project Proposal with Template

Featured Partners: Project Management Software

{{ title }}.

Join our newsletter

Subscribe to Project Management Insider for best practices, reviews and resources.

You might also like:

Featured Partners

You should also read

10 Tips for Succeeding in Project Management

Best Methods to Assess & Estimate Project Risks

Airtable vs Monday 2024 Comparison: Which Is Best for You?

Get the Free Newsletter!

You might also like.

Business Process Management (BPM) vs Project Management Process (PM)

What is Smartsheet? 2024 Beginner’s Guide

Technical Project Manager (TPM) vs Project Manager (PM)

Phases of Project Life Cycle: 5 Key Phases Explained

July 16, 2024 · 15 min read

The project life cycle is a crucial concept in project management , encompassing the series of phases that a project goes through from its inception to its completion. Each phase in the life cycle serves a specific purpose and includes distinct activities and deliverables that contribute to the project's overall success. 

This article provides an in-depth exploration of the project life cycle, detailing each phase's key activities, deliverables, tools, techniques, roles, and responsibilities in different methodologies. 

What is a Project Life Cycle?

The classical (PMI) approach to the project life cycle is the most popular and effective in project management. It combines traditional methods with flexible planning techniques under the rolling wave method. 

The typical phases of a PMI project life cycle diagram are:

• Monitoring and Controlling

The concept of the project life cycle is perfectly represented by the Python Principle that we explored earlier in our articles. This principle visualizes a project as a python with a tail that stands for the initiation phase, then there is a heap with a prey inside that represents such stages as planning, execution and monitoring all circulating in the Deming cycle, and, finally, a head that stands for the project closure. 

Let’s delve deeper and explore each phase of this approach in more detail:

1. Initiation

Project initiation is the first phase of the project life cycle where you decide whether to launch the project or not, and, if you do, that’s where we prepare the project to start. During the initiation phase, we determine the viability of the project. This involves assessing whether we have the necessary competencies, resources, and time according to the project management triangle .

This stage is characterized by the close communication with the sponsor to decide whether to proceed with the project, negotiating the project time and resources.

Once the project is set to be launched. There are two very important outcomes that finalize this stage: 

• Project Charter. This document formally authorizes the project, grants the project manager authority, and aligns the sponsor and the project manager on expectations and commitments. The charter is developed according to the Egg Principle , where we establish the project's boundaries (the shell) that must not be exceeded. Learn more about a project charter here .
• Stakeholder Register. After identifying all parties affected by the project, including customers, team members, and other stakeholders and understanding their needs, expectations, and influence on the project, we come up with the stakeholder register .

2. Planning

The project planning phase is where plans and schedules are developed to guide the project team in executing the project effectively. During the planning phase, we create initial plans, but this does not mean we detail every aspect of the project. This is impossible because projects, by definition , deal with tasks whose detailed planning is not feasible. We draft an initial version of the plan, which always remains within the framework of the project charter.

The planning phase includes:

• Scope Definition. Before the team starts working, we refine the scope outlined in the charter. There are three steps to scope management: gathering requirements from the stakeholders into a requirement matrix, creating a comprehensive scope statement, and building a Work Breakdown Structure (WBS) .
• Network Diagram. We take the lowest level elements of the WBS and place them in a network diagram to understand the sequence of actions. We start with the most immediate tasks and, using the rolling wave planning method, detail the upcoming tasks.
• Resource Allocation. After clarifying who will work on the project, we add resources to the plan.
• Duration Estimation. We estimate the duration of tasks and compile a schedule. If we do not fit into the schedule, we employ schedule compression techniques.
• Project Schedule. Develop a project schedule that outlines the start and end dates for all project activities. Such techniques as Critical Path Method (CPM) and Gantt charts can be used to visualize the project timeline .
• Cost Estimation. Finally, we estimate the financial resources required for the project. Develop a project budget that outlines the cost baseline and funding requirements.

Besides the primary plans, we also develop plans for risks, procurement, quality management , and communications.

• Risk Management Plan.  Identification of potential risks that could impact the project. The risk management process includes: Identifying risks; Qualitative risk assessment (aimed at reducing the risk list); Quantitative risk assessment; Mitigation strategies, and contingency plans.
• Procurement Management Plan. Identifying the goods and services required from external vendors. Developing a procurement management plan to outline procurement processes, contracts, and vendor management strategies.
• Quality Management Plan. Defining the project's quality standards and criteria. Establishing processes and metrics for ensuring that project deliverables meet the required quality standards.
• Communications and HR Management Plans. Developing a communication plan that outlines how information will be disseminated to stakeholders. Defining communication channels, frequency, and formats to ensure effective information flow.

The main deliverable of the planning phase is the project management plan that integrates and consolidates all subsidiary plans and baselines. Include plans for scope, schedule, cost, quality, resource, communication, risk, procurement, and stakeholder management in this final document to make sure that all team members and stakeholders have a clear understanding of how the project will be carried out.

3. Execution

Once our initial plans are drafted, we hold a kickoff meeting to ensure everyone understands the plans. The project begins, and our plans are repeatedly refined and corrected, except for the charter. 

As a project manager, your role during execution includes removing obstacles, facilitating efficient work, organizing effective communication, ensuring everyone receives necessary information, managing stakeholder expectations, motivating the team, and handling conflicts.

4. Monitoring and Controlling

During execution, changes accumulate, leading to plan, schedule, and risk adjustments. This phase ensures that the project remains on track and within scope. It involves tracking, reviewing, and regulating the progress and performance of a project and identifying any areas where changes to the plan are required. 

Key performance indicators (KPIs) and project milestones are used to measure progress. Regular status meetings and reports help identify any issues early, allowing for timely corrective actions. This phase aligns closely with the Deming Cycle (Plan-Do-Check-Act), emphasizing the importance of continuous improvement through regular reviews and adjustments.

Continuous improvement is a fundamental aspect of project management. The need to renew or update the project plan should be based on the following key deliverables of this stage:

• Performance Reports. It provides a detailed analysis of project performance data, including Earned Value Management (EVM) reports, trend analysis, and forecasts to track progress against the project plan. 
• Risk Register Updates. Maintaining and updating records of identified risks, their responses, and current status, enabling proactive risk management and mitigation. 
• Quality Control Reports. Documenting the results of inspections, tests, and audits, ensuring that project deliverables meet predefined quality standards and identifying areas for improvement.
• Stakeholder Feedback. Regularly engaging with stakeholders can provide insights into their evolving needs and expectations, prompting adjustments to the plan.
• Project Milestones Updates. Meeting or failing to meet project milestones can indicate whether the project is on track or needs adjustments.

The project concludes with closure, where you ensure the promised outcomes are achieved within the defined limits and are evaluated based on the project management triangle (scope, time, and cost). This phase ensures that the project deliverables meet the desired quality standards and that all contractual obligations are fulfilled.

The Final Project Report becomes the key deliverable of the closure stage. It encapsulates the entirety of the project's life cycle, serving as a definitive record of its execution and outcomes. This report includes a detailed summary of the project's objectives, scope, timeline, and key deliverables, offering a clear comparison between planned and actual performance. It highlights the successes and achievements, showcasing how the project met or exceeded stakeholder expectations. 

By providing an in-depth analysis and reflection on the project, the Final Project Report not only marks the formal closure of the project but also acts as a valuable resource for future projects, enabling continuous improvement and organizational learning.

Project Life Cycle in Other Methodologies

1. the predictive (waterfall) project lifecycle.

In project management, the Waterfall approach involves meticulously planning every phase of a project and following this plan strictly, with minimal room for changes once development begins. 

Coined by Winston Royce, the term "Waterfall" was introduced to software development, highlighting a linear progression from one phase to the next. Royce himself criticized its effectiveness in many cases, advocating for more flexible and rational approaches. For example, he suggested principles like "Do it twice" and "Involve customers," arguing against rigid planning due to its high risk and unpredictability.

The Waterfall approach, characterized by its sequential and inflexible nature, is rarely encountered even in less adaptive sectors. Its reliance on detailed upfront planning often leads to inefficiencies and failure to adapt to evolving project needs and technological advancements. This model assumes that requirements can be fully understood and defined at the outset, which is often unrealistic in complex projects.

2. Iterative and Incremental Approaches

Contrasting with Waterfall is the iterative and incremental approach, particularly prominent in IT. Iteration involves repeating cycles of development, while increment refers to the addition of new functionality in each cycle. This approach, exemplified by methodologies like Scrum, emphasizes delivering workable increments of a product. For instance, a mobile application might initially support taxi bookings and later incorporate features like credit card payments.

In iterative development, teams work in short bursts (iterations), typically a few weeks long, focusing on delivering usable features or improvements. Each iteration concludes with a review and planning session, ensuring continuous improvement and alignment with project goals. Daily meetings (daily stand-ups) keep teams synchronized, addressing issues promptly and adjusting plans as necessary. This ongoing cycle allows for flexibility in responding to feedback and changing requirements, unlike the rigid structure of Waterfall.

While the Waterfall approach persists in certain industries where predictability and stability are paramount, its limitations have spurred the widespread adoption of iterative and incremental methods across various sectors. 

However, the iterative approach only serves perfectly for product management where we do not care about such a restriction as deadlines rather than project management. When dealing with managing a project, timing and therefore budgeting also, mean a lot. That’s why the classical PMI approach may provide a more effective solution. 

Understanding and effectively managing the project life cycle is fundamental to the success of any project. The project life cycle provides a structured framework that guides project managers and teams through the essential phases of a project, from initiation to closing. By breaking down the project into distinct phases, it becomes easier to plan, execute, monitor, and close projects systematically and efficiently. This structured approach helps ensure that projects are completed on time, within budget, and meet the desired quality standards.

About the Author

Violetta Chernobuk is a skilled content strategist and writer at Planyway, specializing in crafting insightful and engaging articles on productivity and project management. With her keen eye for detail and a deep understanding of user needs, Violetta ensures that every piece of content is both informative and inspiring, helping readers optimize their workflows and stay ahead in their projects.

Manage your projects effectively

Most popular.

MyResearch Project Lifecycle

The Lifecycle represents all activities typically involved in a research project. The activities may be programmatic (scientific) or administrative in nature, or both. They begin with forming a hypothesis or research question; conclude with final financial reports and scientific publications.  In most cases, a new research project begins its Lifecycle based on a hypothesis or question developed from the results of a previous project.

View Detailed Lifecycle Chart   View printable PDF of Lifecycle Chart

Lifecycle Phases

Plan/propose.

From the development of a sponsored research project to final proposal submission.

• Develop Hypothesis/Question
• Select Funding Source
• Conduct Literature Search
• Sponsor Requirements
• Recruit Team
• Facilities and Resources
• Write Proposal
• Submit Proposal

Setting up the infrastructure for successful management of your award.

• Compliance Requirements (Non-Financial)
• Records and Documentation
• Collaborations
• Data Collection

Managing award funds, reporting and post-award changes.

• Collect Data
• Analyze Data
• Award Changes

Final financial and research reporting, dissemination of data and record retention.

• Dissemination of Results
• Data Sharing
• Records Retention

University of Washington Office of Research

Or support offices.

• Human Subjects Division (HSD)
• Office of Animal Welfare (OAW)
• Office of Research (OR)
• Office of Research Information Services (ORIS)
• Office of Sponsored Programs (OSP)

OR Research Units

• Applied Physics Laboratory (APL-UW)
• WA National Primate Research Center (WaNPRC)

Research Partner Offices

• Corporate and Foundation Relations (CFR)
• Enivronmental Health and Safety (EH&S)
• Grant and Contract Accounting (GCA)
• Institute of Translational Health Sciences (ITHS)
• Management Accounting and Analysis (MAA)
• Post Award Fiscal Compliance (PAFC)

Collaboration

• Centers and Institutes
• Collaborative Proposal Development Resources
• Research Fact Sheet
• Research Annual Report
• Stats and Rankings
• Honors and Awards
• Office of Research

© 2024 University of Washington | Seattle, WA

• Utility Menu

Research Lifecycle

Research Data Lifecycle by LMA Research Data Management Working Group is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License .

Browse by Research Lifecycle

• Buying and Licensing Data
• Data Retrieval
• Data Use Agreement Processing
• Finding Data
• Longwood Health Informationist
• Research Data Management Lifecycle

Active Research →

• Cluster Computing
• Data Center Hosted Systems
• Data Cleaning
• Data Curation
• Data Handling
• Data Science and Research Computing Facilitation

Dissemination & Preservation →

• Archiving Faculty Research Data and Archiving Data
• Copyright and Intellectual Property
• DASH Open-Access Repository
• Data Sharing and Publishing
• Harvard Dataverse Repository