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Learn how our project management process turns ideas into impactful projects through effective systems, processes and workflows.

We believe that effective project management is the backbone of successful project delivery. Because of this, we have refined our process to ensure clarity, accountability, and efficiency. In this blog post, we help you understand how we move from ideation to completion of projects through clear planning, coordination, and approval stages.

Initiating the project

The first step for all our projects is clearly understanding the project needs and objectives. During the kickoff phase, we engage in detailed discussions with the client to gather requirements, define the scope, and outline key deliverables. This foundational stage sets the direction and purpose of the project, ensuring everyone is aligned from the start. Once we have a comprehensive understanding, we fill out a Project Brief, which gets signed off by both parties, and we agree on the platforms for secure file sharing, communication and check-ins. 

Learn more about some of our favourite tools in our article on seamless synchronisation.

Developing a workplan

A signed-off brief means we can move on to developing a detailed work plan. During this planning stage, we need to consider external factors and input needed from our client’s team when establishing a realistic timeline. Our work plan includes:

  • Tasks and Milestones: We break the project down into manageable tasks and establish key milestones. Each task is clearly defined with specific outputs or deliverables.
  • Timelines: We map out the entire project duration, assigning deadlines to each task and milestone. This ensures steady progress and helps in tracking the project’s overall timeline.
  • Responsibilities: Each task is assigned to a specific team member to ensure accountability. This encourages ownership and proactive management of individual tasks.

Internal review and approval

Before implementation, the Project Brief and work plan undergo an internal review process with the project team. This is a collaborative approach that ensures arising issues are addressed and refinements are made.

Client review and sign-off

Once the work plan is approved internally it is shared with the client. This step is crucial for several reasons:

  • Transparency: At Magnia, we believe in maintaining an open line of communication. Sharing the work plan ensures key stakeholders are fully informed and engaged in the project process.
  • Feedback: Our client will review the plan, ask questions and provide input. This collaborative process helps refine the plan further, set project expectations and minimise issues and uncertainty down the line.
  • Sign-Off: After the client reviews and approves the work plan, it is typically annexed to our contract and signed off. This represents a mutual agreement on the project’s direction and execution strategy.

Execution and monitoring

The execution stage involves the fun stuff – creating the actual content, whether designing visuals, writing copy, producing videos, or developing digital assets. Our team collaboratively ensures that every element is produced to the highest standard and within the set timelines. To do this, we have set workflows, file naming conventions, and all sorts of nerdy things–but let’s save that story for another time.

Final delivery and evaluation

Once the project is completed, we conduct a thorough review to ensure all deliverables meet the signed-off brief. The final outputs are shared with the client, and we always aim to go through them together on a call to provide full context. Client revisions are incorporated, and after their final approval, we conclude the project, documenting lessons learned and evaluating the overall process to continually improve our project management practices.

In the social impact sector, where communications teams have limited resources and competing demands, having a clear project management process ensures they can easily meet their objectives even with lean teams similar to ours. Our structured approach to project management results from figuring out how best to utilise the resources and team we have while prioritising planning to ensure every project is executed efficiently. The outcome of this process guarantees high-quality deliverables and builds strong relationships anchored on trust and transparency. 

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