Understanding What is project management? Who uses project management? And When should you use project management? 

People often wonder why they cannot just brief the team to manage themselves to deliver the results and reduce costs. To understand the importance, we must understand what it is.

 What is project management?

The definition:

“Project management is the application of processes, methods, skills, knowledge and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters. Project management has final deliverables that are constrained to a finite timescale and budget.”


It is about achieving success in key objectives. Within a set timescale. Using their experience, knowledge and processes to manage a team to get a set result. Managing costs and quality of work. This would also include identifying risks, issues and management of any changes to the project and keeping on budget.

The success of the objective is about keeping communication with stakeholders. Including the organisation to provide management to the team to effectively deliver on the objective. This is about the end-product, that will result in a positive change for the organisation that initiated the project. It is about the control and planning of different tasks that are required to deliver the end product.

It is important because it ensures a project is kept on track, on budget and delivered effectively. Leadership is key for providing control and insights into the team to manage and use their skills to the advantage of the overall project. Removing roadblocks, problems and any confusion within the team and providing a clear focus on each goal and objective.

“Research by KPMG found that 70% of organisations have suffered at least one project failure in the last 12 months, with 50% of respondents indicated that their project failed to consistently achieve their goal.”


Who uses it?

Every organisation manages projects of some kind. Whether it is events, marketing campaigns or data analytics.

It is always important to have someone that oversees the running of the objective to get the result of the task that was set.

However, it is the skills and tools for project management that will define the success of the objective. It is not simply about managing people, but about the initiation, planning and control of a range of tasks of the overall project to deliver an outcome.

When should you use it?

Projects are not the same as business activities. Projects are usually when an organisation wants to deliver a solution or insight to a set of requirements, such as budget or time frame.

This would require a team of people to temporarily work together to focus on a specific objective for the project to deliver success. It should be implemented when a set problem or objective has been made that the result will have value to the organisation. They can then create a clear set of objectives, a time frame, a budget and required resources to complete the project.

“Digital project management software increases performance and found that 77% of high performing projects use project management software.”


Implementing software is key to managing and overseeing any project. Creating clear task and objectives for the team to achieve the desired result. Identifying the needs of the organisation and using project management software tailored for your organisation’s industry.

If you are unsure if project management software is right for your organisation, find out how it could benefit your projects with our blog on Project Management Software.