Project Management Standards – Everything You Need to Know

Imagine you’re building a house. Without a blueprint, clear instructions, and defined materials, the project would quickly fail. The same applies to projects within companies. In today’s dynamic business world, projects are the driving force behind innovation and growth. To ensure successful project execution, clear structures and standardized procedures are essential. This is where project management standards come into play. They serve as a kind of blueprint for projects, ensuring they are implemented efficiently, successfully, and according to consistent criteria.

What Are Project Management Standards?
Project management standards are established guidelines, methods, and procedures that cover the entire project lifecycle – from planning to final evaluation. They provide a consistent framework for planning, executing, and controlling projects. These standards define processes, roles, and responsibilities and serve as a guide for project teams.

In the following sections, we’ll take a closer look at which project management standards exist, how they differ, and how companies can make the most of them.

An Overview of Project Management Standards

Project management standards serve as a compass in the complex world of project work. They provide a structured framework that offers reliable guidance from the initial planning phase all the way to final project delivery. But what are the benefits of project management standards, and how do they create value? Here’s a breakdown:

• Efficiency: Standardized processes help avoid redundant tasks and increase overall efficiency.
• Quality: Consistent quality standards lead to better project outcomes.
• Transparency: Everyone involved has a clear view of project progress.
• Risk Reduction: Potential risks can be identified early and mitigated.
• Scalability: Standards make projects easier to scale and adapt.
• Knowledge Management: Standards act as a repository of knowledge and support knowledge transfer within the organization.

The benefits for companies are just as varied:

• Increase Success Rates: Following standards boosts the chances of completing projects successfully.
• Reduce Costs: Efficient processes and early risk detection help lower expenses.
• Improve Customer Satisfaction: Projects are delivered on time and with high quality, increasing customer satisfaction.
• Boost Employee Satisfaction: Clear structures, development of leadership skills, and strong collaboration enhance employee satisfaction.
• Gain Competitive Advantage: Companies that consistently apply standards benefit from stronger positioning in the market.

The advantages of project management standards are far-reaching – from improving project success rates and cost efficiency to enhancing employee satisfaction. Organizations that implement professional project management enjoy greater flexibility and adaptability in response to changing market conditions.

In short: Project management standards are the foundation of successful projects. They provide the necessary structure to ensure projects are carried out efficiently, effectively, and at a high level of quality.

Key Project Management Standards

IPMA (International Project Management Association)

The International Project Management Association (IPMA) is a globally recognized organization dedicated to advancing professional project management. Unlike process-oriented standards like PRINCE2, the IPMA standard places strong emphasis on the competencies of the project manager and the entire project team.

What is the goal of the IPMA standard?

The core goal of the IPMA standard is to promote competence development in project management and to establish a common understanding of the skills required. It defines the knowledge, abilities, and behaviors that successful project managers should possess.

The IPMA Competence Baseline (ICB)

At the heart of the IPMA standard is the ICB. It outlines the core competencies necessary for successful project management, divided into areas such as:

• Technical Competence: Expertise in planning, executing, and controlling projects
• Relationship Management: Ability to build and maintain stakeholder relationships
• Business Knowledge: Understanding of business objectives and strategies
• Social Competence: Ability to work in teams and resolve conflicts

Why is the IPMA standard important?

• Competence Orientation: Focus on competencies allows for tailored development of each project manager
• Flexibility: The IPMA standard is adaptable to various project situations and organizational cultures
• International Recognition: IPMA certification is globally recognized and signals high professional qualification

The IPMA standard offers a comprehensive framework for developing project managers and teams. By emphasizing competencies, it significantly improves project success rates.

PMI (Project Management Institute)

The Project Management Institute (PMI) is a leading global authority in project management. PMI developed the PMBOK® Guide (Project Management Body of Knowledge), one of the most widely known and comprehensive references in the field.

What is the goal of the PMI standard?

The aim of the PMI standard is to provide a globally accepted knowledge framework for project management. The PMBOK Guide defines a standardized set of processes, methods, and tools needed for successful project execution.

The PMBOK Guide

The PMBOK Guide is a comprehensive manual covering the full project management lifecycle. It is divided into several knowledge areas, such as:

• Project Integration: Coordinating all project activities
• Project Scope: Defining and controlling what is included in the project
• Project Schedule: Planning and managing timelines
• Project Cost: Estimating and controlling costs
• Project Quality: Ensuring quality requirements are met
• Project Resources: Planning, acquiring, and managing resources
• Project Communications: Managing information flow
• Project Stakeholders: Identifying and managing stakeholder relationships
• Project Risk: Identifying, analyzing, and responding to risks
• Project Procurement: Acquiring goods and services from external providers

Why is the PMI standard important?

• Global Recognition: The PMBOK Guide is internationally acknowledged and widely used by companies
• Comprehensive Coverage: It provides an in-depth view of all aspects of project management
• Process Orientation: It focuses on the processes required for successful project delivery
• Certifications: PMI offers various certifications, such as the PMP (Project Management Professional), proving high-level expertise

The PMI standard offers a structured, process-driven approach to project management. Using the PMBOK Guide enables organizations to execute projects more efficiently and successfully.

ISO 21500

ISO 21500 is an international standard providing comprehensive guidance on project management. Unlike more process-specific standards like PMBOK or PRINCE2, ISO 21500 focuses more broadly on fundamental principles and concepts of project management.

What is the goal of ISO 21500?

ISO 21500 aims to establish a common global reference framework for project management. It offers a neutral and thorough description of key project management elements, making it suitable across various industries and project types.

Contents of ISO 21500

ISO 21500 covers a wide range of topics, including:

• Basic Concepts: Definitions of key terms like project, stakeholder, and project management
• Project Management Processes: Describes typical project phases (initiation, planning, execution, monitoring and controlling, closing)
• Project Environment: External and organizational factors affecting projects
• Project Management Team: Roles and responsibilities of participants
• Project Documentation: Creation and management of project-related documents

Why is ISO 21500 important?

• Neutrality: ISO 21500 is not tied to any specific method or approach
• Comprehensive: It provides a broad overview of project management and applies to diverse projects
• International Recognition: The standard is widely accepted and used globally
• Compatibility: ISO 21500 is compatible with other project management standards and methodologies

ISO 21500 is a valuable guide for anyone involved in project management. It lays a solid foundation for planning, executing, and controlling projects, helping to improve project outcomes.

PRINCE2 (Projects IN Controlled Environments)

PRINCE2 is a detailed and flexible project management framework developed in the UK and widely used around the world. Unlike broader standards like ISO 21500, PRINCE2 offers a concrete, process-based method for project delivery.

What is the goal of PRINCE2?

The goal of PRINCE2 is to establish a flexible yet controlled environment for managing projects. It provides a set of processes, themes, and products that can be tailored to the needs of each project.

The Seven Principles of PRINCE2

PRINCE2 is based on seven core principles:

• Continued Business Justification: Every project must deliver a clear business benefit
• Defined Roles and Responsibilities: Clear allocation of roles and responsibilities
• Manage by Stages: Projects are controlled in stages
• Manage by Exception: Focus is on managing deviations from the plan
• Product Focus: Projects deliver clearly defined products
• Tailoring to the Project: The method is adapted to fit the project’s needs
• Collaboration: All participants work together to achieve the project goal

The Seven Processes of PRINCE2

PRINCE2 defines seven processes that cover the entire project life cycle:

• Starting up a project
• Directing a project
• Initiating a project
• Controlling a stage
• Managing product delivery
• Managing stage boundaries
• Closing a project

Why is PRINCE2 important?

• Flexibility: Adaptable to projects of various sizes and complexity
• Detail: Offers thorough guidance for project execution
• Control: Emphasizes strong project control mechanisms
• Widespread Use: PRINCE2 is used globally across many industries

PRINCE2 is a robust and adaptable project management framework that helps organizations deliver projects successfully. It provides a clear structure and a set of tools essential for efficient project execution.

Comparison of projectmanagement standards

Certifications in Project Management

Significance and Benefits of Certifications

A project management certification is much more than just another abbreviation after your name. It serves as official proof that the holder possesses the necessary knowledge, skills, and experience to lead projects successfully.

Why are certifications so important?

• Proof of competence: Certifications serve as objective evidence that a project manager possesses the required expertise and competencies. They demonstrate mastery of project management fundamentals and the ability to apply them in practice.
• Credibility and trust: A certification significantly boosts a project manager’s credibility. It signals to clients, colleagues, and business partners that the certified individual can be relied upon for their professional expertise and experience. This fosters trust and facilitates collaboration.
• Career advancement: Certifications open doors to new career opportunities. Companies increasingly seek project managers with proven qualifications. A certification can provide a decisive advantage when applying for attractive positions.
• Salary increase: Studies have shown that certified project managers generally earn higher salaries than their non-certified counterparts.
• Quality assurance: Certifications are indicators of the quality of delivered work. They show that a project manager adheres to proven standards and methods and handles projects professionally.
• Networking: Certified project managers gain access to a global network of like-minded professionals. This allows for knowledge exchange, staying updated on developments in the field, and expanding professional horizons.
• Personal development: Preparing for a certification exam requires intensive study and engagement with new topics. This promotes both personal and professional development.

Project management certifications offer numerous benefits for individuals and organizations alike. They are a mark of competence, professionalism, and commitment. By becoming certified, project managers can improve their career prospects, manage projects more effectively, and contribute significantly to organizational success.

IPMA Certification

The International Project Management Association (IPMA) is a globally recognized organization dedicated to promoting project management. Unlike PMI, which follows a more process-oriented approach, IPMA places greater emphasis on the competencies of project managers.

What is IPMA Certification?

IPMA certification confirms that the holder has the necessary competencies to manage projects successfully. The certification is based on the IPMA Competence Baseline (ICB), a competency model that defines the skills and knowledge required for successful project management.

IPMA Levels:

IPMA offers several certification levels based on experience and responsibility:

• Level D: Certified Project Management Associate
  Aimed at beginners and project team members. Focuses on basic project management knowledge. Topics include:
  • Project management fundamentals
  • Roles and responsibilities in projects
  • Basic project planning and execution
  • Project communication
• Level C: Certified Project Manager
  Focuses on advanced knowledge in project management. Topics include:
  • Complex project planning and execution
  • Risk management
  • Quality management
  • Stakeholder management
  • Leadership in projects
• Level B: Senior Project Manager
  For experienced project managers leading complex projects. Topics include:
  • Strategic project management
  • Portfolio management
  • Change management
  • Leading complex teams
  • Negotiation and conflict resolution
• Level A: Program and Portfolio Director
  Highest level for executives managing complex programs and portfolios. Topics include:
  • Strategic alignment of projects
  • Resource allocation
  • Performance measurement
  • Governance and compliance

Benefits of IPMA Certification:

• Competency focus: Emphasizes individual competency development and assessment.
• Flexibility: The ICB is adaptable to various industries and organizations.
• Global recognition: IPMA certification is globally recognized and a mark of quality.
• Career advancement: Opens up new career opportunities and higher salary potential.
• Personal development: Preparation supports ongoing professional growth.

IPMA certification is an excellent choice for project managers who prioritize developing personal competencies and seek a flexible, adaptable certification path. It provides a strong foundation for a successful career in project management.

PMI Certification

The Project Management Institute (PMI) is a globally leading organization in project management. It offers a range of certifications that help project managers demonstrate their skills and advance their careers. The most well-known and respected certification is the PMP (Project Management Professional).

What is the PMP Certification?

PMP is an internationally recognized credential confirming a project manager’s competence and experience. It certifies that the holder has the knowledge and skills to lead complex projects successfully. The certification is based on the PMBOK Guide (Project Management Body of Knowledge), a foundational reference for project management practices.

Requirements for PMP Certification:

In order to obtain PMP certification, certain requirements must be met:

• Education: Typically a university degree or equivalent qualification.
• Project experience: At least 36 months of project leadership experience within the last 48 months.
• Training: 35 hours of project management education.
• PMP exam: Passing a comprehensive exam covering the full spectrum of project management.

Benefits of PMP Certification:

• Global recognition: Opens doors to international career opportunities.
• Career growth: Certified project managers have better chances for promotions and higher pay.
• Proof of competence: Validates professional expertise and commitment.
• Networking: Access to a worldwide network of certified professionals.
• Quality assurance: Signals adherence to best practices and standards.

Other PMI Certifications:

PMI also offers other credentials targeting specific project management areas, such as:

• CAPM (Certified Associate in Project Management): Entry-level certification for newcomers.
• PgMP (Program Management Professional): For managing complex programs.
• PfMP (Portfolio Management Professional): For managing portfolios of projects and programs.

PMP certification is a valuable investment in your professional future. It provides numerous benefits and opens new career paths. If you're aiming to elevate your project management career, PMP is a worthy goal.

PRINCE2 Certification

PRINCE2 (Projects IN Controlled Environments) is a detailed and flexible project management framework developed in the UK and used worldwide. It offers a structured approach to project planning, execution, and control.

What is PRINCE2 Certification?

PRINCE2 certification proves that the holder understands and can apply PRINCE2 principles, processes, and products. It is available in two levels:

• PRINCE2 Foundation: Confirms understanding of PRINCE2 basics and terminology. Covers the seven principles, seven processes, and seven themes:
  • Project environment
  • Business case
  • Organization
  • Plans
  • Risks
  • Change
  • Progress

• PRINCE2 Practitioner: Demonstrates the ability to apply PRINCE2 in real-world scenarios and manage complex project situations. Builds on Foundation knowledge and includes:
  • Creation of project documents
  • Conducting project meetings
  • Managing complex project situations
  • Tailoring PRINCE2 to different project types

Benefits of PRINCE2 Certification:

• Structured approach: Offers a clear, systematic project management framework.
• Flexibility: Can be tailored to different industries and project types.
• Control: Emphasizes strong project and risk control.
• Global recognition: Widely accepted across industries worldwide.
• Career advancement: Improves career prospects and professional reputation.

PRINCE2 certification is ideal for project managers seeking a structured yet adaptable project management approach, especially for complex projects with many stakeholders.

ISO Certifications in Project Management

ISO 21500 is the internationally recognized standard for project management. It provides comprehensive guidance for planning, executing, and closing projects. Unlike methodology-specific standards like PRINCE2 or PMI, ISO 21500 focuses more on fundamental principles and processes.

What does an ISO Certification mean?

An ISO certification confirms that an organization or project management process complies with ISO 21500 requirements. It shows the organization has structured and efficient project management in place and is capable of successfully executing projects.

Benefits of ISO Certification:

• Globally recognized: Facilitates collaboration with international partners.
• Improved project quality: Enhances quality and reduces risk through standardized practices.
• Customer satisfaction: Signals commitment to high standards.
• Increased efficiency: Helps optimize processes and resource usage.
• Enhanced reputation: Strengthens the company’s image and competitiveness.

How does ISO 21500 differ from PMI or PRINCE2?

• Scope: ISO 21500 is a general guide; PMI and PRINCE2 provide detailed methods.
• Focus: ISO 21500 centers on core principles; PMI and PRINCE2 are more process-focused.
• Flexibility: ISO 21500 is adaptable across industries and project types.

Types of ISO Project Management Certifications:

• Organizational certification: The company’s entire project management system is certified.
• Personal certification: Individuals can prove their knowledge through certification exams.

ISO 21500 offers a valuable framework for professional project management. It’s especially suitable for organizations seeking international standards and flexible methods for managing their projects.

Standards and Norms in Practice

The successful implementation of project management standards such as PMI, IPMA, PRINCE2, or ISO 21500 requires more than just theoretical knowledge. It demands practical application that takes into account the specific requirements and challenges of a company.

Applying Project Management Standards in Companies

• Best Practices: Companies can benefit from the best practices defined in these standards. These include proven methods for planning, executing, and controlling projects that have demonstrated success in real-world scenarios.
• Case Studies: By analyzing successful and less successful projects, companies can learn how to apply the standards effectively. Case studies offer valuable insights into the challenges and opportunities involved in implementing project management standards.
• Integration into Existing Processes: Integrating project management standards into existing processes is often a challenge. It requires careful analysis of current workflows and customization of the standards to fit the company’s specific needs. This is also where enterprise software solutions (2dc.one/de/unternehmenssoftware/) come into play.

Examples of Successful PM Implementation

Many companies have successfully implemented project management standards and reaped significant benefits. Some key success factors include:

• Top Management Support: Clear support from senior management is essential for successful implementation.
• Clear Goals and Expectations: Objectives and expectations for implementation must be clearly defined.
• Training and Education: Employees must be trained to understand, adopt, and apply the new project management practices.
• Pilot Projects: Pilot projects can help test the effectiveness of standards and make necessary adjustments.
• Continuous Improvement: Processes should be continually monitored and improved.
• Cultural Change: The introduction of new standards often requires a cultural shift within the company.

Success Factors for Implementing PM Standards

• Clear Communication: Open and transparent communication about the goals and benefits of implementation is crucial.
• Employee Involvement: Employees should be involved in the implementation process to increase acceptance.
• Flexible Adaptation: Standards should be tailored to the specific needs of the company.
• Gradual Introduction: A phased rollout helps employees gradually adapt to new processes.
• Measuring Success: The success of the implementation should be regularly measured to allow for ongoing improvements.

Successfully implementing project management standards requires careful planning, clear communication, and continuous improvement. By applying best practices, integrating with existing workflows, and considering key success factors, companies can significantly enhance their project management maturity and improve project outcomes.

Trends and the Future of Project Management Standards

The world of project management is in constant evolution. Technological advancements, changing business environments, and new ways of working demand a continual adaptation of existing project management standards.

Current Developments

• Agile Project Management: Agile methods like Scrum and Kanban are becoming increasingly important. They allow flexible adaptation to changing requirements and faster delivery of results. Many established project management standards now incorporate agile elements to meet the demands of modern projects.
• Hybrid Approaches: Combining traditional and agile methods—so-called hybrid approaches—is gaining popularity. They enable organizations to leverage the benefits of both worlds and adapt projects as needed.
• Digital Transformation: Digital transformation is reshaping how projects are executed. Digital tools and platforms enable better collaboration, greater transparency, and more efficient project control.

Future Trends

• Artificial Intelligence (AI): AI will play an increasingly significant role in project management. It can assist with planning, risk assessment, and decision-making.
• Automation: Routine tasks can be handled more efficiently through automation, allowing project managers to focus on more strategic responsibilities.
• Virtual and Augmented Reality: These technologies open new opportunities for collaboration and project visualization.
• Sustainability: Sustainability is becoming a critical topic in project management. Projects must be not only economically viable but also environmentally and socially responsible.
• Resilience: The ability to respond to unexpected events and adapt quickly will become even more essential in the future.

Adapting the Standards

Existing project management standards must evolve to keep pace with these developments. Future standards will take the following aspects into account:

• Flexibility: Standards must be flexible enough to accommodate changing requirements.
• Digitalization: Integrating digital tools and technologies will be a core component of standards.
• Agility: Agile methodologies will be more deeply embedded into the standards.
• Sustainability: Sustainability considerations will be given more weight.
• Human-Centered Focus: The importance of people and their collaboration will be emphasized more strongly.

The future of project management is shaped by a shift toward greater agility, digitalization, and sustainability. Existing standards must adapt to these developments in order to remain relevant. Project managers need to embrace these changes and continually develop their skills.

Conclusion

Project management is like building a house: without a solid blueprint and detailed construction plans, the endeavor quickly descends into chaos. Project management standards such as PMI, IPMA, PRINCE2, and ISO 21500 serve as that “blueprint” for successful projects. They provide a structured approach, define roles, responsibilities, and processes, and ensure smooth execution.

The Journey of Standards
From classical, process-oriented project management approaches to agile methods and hybrid models—PM standards are continually evolving. They adapt to the changing demands of the digital world, integrate new technologies like AI, and increasingly account for sustainability aspects.

Why Project Management Standards Are So Important

• Structure: They bring order to project chaos and reduce risks.
• Efficiency: Standardized processes save time and resources.
• Quality: Standards ensure high-quality project outcomes.
• Transparency: All stakeholders know what needs to be done and can contribute effectively.
• Adaptability: Standards are flexible and can be tailored to different projects and industries.

The Future of Standards

The future of project management is defined by a shift toward greater agility, digitalization, and sustainability. PM standards will continue to evolve to meet these trends. Project managers must adapt to these changes and continually develop their competencies.

Project management standards are the foundation for successful projects. They provide guidance, structure, and a shared understanding of processes. Through proper application and ongoing development, companies can manage their projects more efficiently, successfully, and sustainably.

Would you like to make your projects even more successful and take advantage of the latest trends in project management?
2DC supports you in identifying and successfully implementing the right project management standards for your business. As an experienced management consultancy, we also offer professional project management consulting and tailored solutions to optimize your project workflows and achieve your business goals. Contact us today and let’s lead your projects to success—together.