What is a project in project management?

A project in project management is a series of tasks that need to be completed to reach a specific outcome. Projects are temporary, goal-driven efforts that bring people, processes, and resources together to create a unique outcome — whether that’s a product, service, or internal improvement.

Key takeaways

• Projects are characterized by a unique purpose, clear scope, specific deliverables, and resource constraints.
• Every project produces both deliverables and broader outcomes that tie back to organizational goals.
• Most projects follow a five-phase lifecycle: initiation, planning, execution, monitoring and controlling, and closure.
• Strong collaboration, proactive planning, clear communication, and strategic alignment contribute significantly to project success.

What are the key characteristics of a project?

Projects share several traits that distinguish them from day-to-day operational work:

• Temporary nature: They begin and end; they aren’t ongoing processes.
• Unique outcome: Every project delivers something specific — even if similar projects were completed before.
• Defined scope: Clear boundaries outline what the project will accomplish.
• Resource constraints: Teams must work within allotted time, budget, and staffing limits.
• Cross-functional collaboration: Many projects rely on multiple departments or specialties.
• Progressive elaboration: Plans evolve as teams gain more clarity and data.

Project outcomes and deliverables

Every project produces two important types of results:

• Deliverables: An element of output within the scope of a project. It is the result of objective-focused work completed within the project process.
• Outcomes: The broader impact or value delivered once the project is complete (e.g., increased efficiency, improved customer experience, or revenue growth).

Clear deliverables keep teams aligned, while outcomes connect the project’s work to larger organizational goals. High-performing teams define both early in the planning process.

What are the three types of projects? 

Projects can be grouped in different ways, but three common categories include:

• Operational projects: Improve or update existing processes, systems, or workflows.
• Strategic projects: Support long-term organizational goals, such as launching a new product or entering a new market.
• Compliance or regulatory projects: Ensure the organization meets legal, safety, or industry requirements.

These categories help teams prioritize work based on urgency, impact, and organizational alignment.

What are the different types of projects based on methodology?

Projects can also be categorized by the methodology teams use to plan, execute, and manage work. Each methodology offers a different approach to structure, flexibility, and delivery, making certain types better suited to specific project needs.

While many teams blend methods in practice, the following are some of the most common project methodologies used today:

Waterfall projects

Waterfall projects follow a linear, sequential structure, where each phase must be completed before the next begins. Planning happens upfront, and changes are typically limited once execution is underway.

This approach works best for projects with:

• Well-defined requirements
• Predictable timelines
• Minimal expected change

Common examples include construction projects, manufacturing initiatives, and compliance-driven work.

Agile projects

Agile projects prioritize flexibility, iteration, and continuous improvement. Work is broken into smaller cycles (often called sprints), allowing teams to adapt quickly based on feedback or changing requirements.

Agile is well-suited for:

• Software development
• Product innovation
• Projects with evolving scopes or user needs

Rather than delivering everything at the end, Agile teams deliver value incrementally throughout the project lifecycle.

Lean projects

Lean project methodologies focus on maximizing value while minimizing waste. Teams aim to streamline processes, eliminate unnecessary steps, and continuously improve efficiency.

Lean is commonly used in:

• Manufacturing and operations
• Process improvement initiatives
• Resource-constrained environments

The emphasis is on delivering the most value with the least amount of effort, time, and cost.

Hybrid projects

Hybrid projects combine elements from multiple methodologies (most often Waterfall and Agile) to balance structure with flexibility. For example, teams may use upfront planning for high-level milestones while managing execution iteratively.

Hybrid approaches are ideal when:

• Some requirements are fixed, but others may evolve
• Multiple teams use different working styles
• Long-term visibility and adaptability are both important

Many modern organizations adopt hybrid methods to align diverse teams and project types under one framework.

Examples of projects in project management

Projects can take many forms depending on an organization’s needs:

• Launching a new marketing campaign
• Designing and releasing a digital product or feature
• Migrating data from one platform to another
• Renovating or relocating an office space
• Implementing new company software or workflows
• Building a website or optimizing an existing one
• Coordinating an event, conference, or webinar series
  

Each example has a defined scope, timeline, and deliverables — hallmarks of project work.

How to manage a project successfully 

Successful projects rely on more than a well-designed plan — they succeed because teams practice the right behaviors and maintain strong alignment throughout the entire journey. These ongoing critical success factors (CSFs) help teams stay focused, make informed decisions, and adapt when challenges arise. They apply across all phases of project work and form the foundation of high-performing project teams.

Below are the essential practices that support consistent project success:

• Strategic alignment
• Communication and collaboration
• Clear definition of the project
• Proactive planning
• Monitoring and agility

Strategic alignment

Start by ensuring the project directly supports broader business objectives. When teams understand why the work matters, they can prioritize effectively, justify decisions, and stay focused on delivering meaningful value.

Communication and collaboration

Keep information flowing across teams and stakeholders through regular updates, shared documentation, and open channels for discussion. Strong communication reduces misunderstandings, accelerates decision making, and strengthens collaboration.

Clear definition of the project 

Clarify the project’s purpose, scope, desired outcomes, and success measures from the start. A well-defined project keeps everyone anchored to the same expectations and helps prevent scope drift as work progresses.

Proactive planning

Anticipate challenges early by mapping dependencies, identifying risks, and ensuring resources are allocated appropriately. A proactive approach creates a realistic roadmap and equips teams to navigate constraints with confidence.

Monitoring and agility

Track progress continuously, adjust plans as new information emerges, and remove blockers quickly to keep momentum strong. Agile monitoring practices allow teams to spot delays early and respond before they become major issues. Real-time dashboards or automated alerts make it easier to course-correct without derailing the entire project.

Teams that combine these practices — supported by leadership, realistic planning, and thoughtful risk management — are far more likely to deliver successful projects consistently.

Common project challenges (and how to avoid them) 

Even well-organized projects can encounter obstacles that slow progress or derail timelines. Understanding these common challenges helps teams anticipate issues early and take proactive steps to avoid them. Some of the most common project challenges include:

• Scope creep 
• Unclear expectations 
• Resource bottlenecks 
• Missed deadlines
• Fragmented communication

Scope creep

Prevent scope creep by documenting requirements clearly at the start and putting a structured change-request process in place. When teams understand what is and isn’t included in the project, it becomes easier to evaluate new requests, manage trade-offs, and keep work aligned with the original goals.

Unclear expectations

Avoid unclear expectations by bringing stakeholders together early to define outcomes, priorities, and success measures. Regular check-ins and transparent communication help ensure everyone stays aligned as the project evolves, reducing confusion and last-minute surprises.

Resource bottlenecks

Address resource bottlenecks with realistic workload planning and clear visibility into team capacity. When project managers understand who is available, when, and for how long, they can allocate tasks more effectively and prevent burnout or unintentional overload.

Missed deadlines

Reduce missed deadlines by assigning clear task ownership, mapping dependencies, and identifying risks before they escalate. Proactive risk management — like building in buffer time or planning for contingencies — helps teams stay on track even when priorities shift.

Fragmented communication

Minimize fragmented communication by using centralized, shared tools where teams can store discussions, files, and decisions. A single source of truth keeps everyone informed, reduces duplicated effort, and ensures that important updates don’t get lost across channels.

Project management tools and techniques 

Teams rely on structured tools and methods to keep work on track. Common approaches include:

• Project management software for task tracking, collaboration, and reporting
• Gantt charts to visualize timelines and dependencies
• Kanban boards to manage workflow and identify bottlenecks
• Work breakdown structures (WBS) to break large initiatives into smaller parts
• Risk management frameworks to anticipate and address issues early
• Agile or hybrid methodologies that allow teams to adapt as projects evolve

Using a blend of tools and techniques ensures visibility, alignment, and smoother execution.

Start managing projects more effectively with Wrike

Effective project management requires the right tools — and Wrike brings planning, communication, and execution together in one intuitive platform. Use customizable workflows, real-time dashboards, instant resource visibility, and automated updates to keep projects on track from start to finish. 

Get started with Wrike today to simplify project planning, boost team productivity, and deliver better outcomes with less effort.