Get quick, clear definitions of key project management terms to
boost your knowledge and manage projects confidently.
Actual Cost is the total money spent on a project at a given time. It includes labor, materials, and all related expenses, helping track real spending against the planned budget.
Agile is a project management method that emphasizes flexibility, teamwork, and continuous progress. Work is delivered in short cycles, allowing teams to adapt quickly to changes and consistently deliver value throughout the project lifecycle.
Approval Configuration is the setup that defines how requests, tasks, or documents move through the approval process. It outlines who needs to review, what order approvals follow, and ensures the right people sign off before progress continues.
Automation is the use of technology to handle tasks with minimal human effort. In project management, it streamlines repetitive processes, reduces errors, saves time, and ensures work flows smoothly so teams can focus on more strategic, high-value activities.
Backlog in Scrum is a prioritized list of tasks, features, or requirements that the team needs to complete. It acts as a dynamic to-do list, guiding development work and evolving as project needs and priorities change.
A baseline is the original plan for a project's scope, schedule, and budget, used as a reference point. It helps measure performance by comparing actual progress and costs against what was initially planned to track deviations effectively.
A bottleneck is a point in a process where work slows down due to limited resources, delays, or inefficiencies. It creates obstacles that impact productivity, making it harder for teams to maintain smooth workflow and meet deadlines.
A business case is a document that explains why a project is worth doing. It outlines the goals, benefits, costs, and risks, helping decision-makers understand the project's value and approve it with confidence.
Business Process Management is a structured approach to analyzing, improving, and optimizing business processes. It focuses on increasing efficiency, reducing bottlenecks, and ensuring workflows align with organizational goals to deliver consistent, high-quality results.
Calendar View is a project management feature that displays tasks, deadlines, and milestones in a calendar format. It helps teams visualize schedules, track progress by dates, and manage workloads more effectively with a clear, time-based perspective.
CAPM is an entry-level certification offered by PMI that validates foundational project management knowledge. It's designed for beginners, helping them demonstrate understanding of project management principles, terminology, and processes to start or grow their career.
Change Management is the structured approach used to guide individuals, teams, and organizations through transitions. It focuses on planning, communication, and support to ensure changes are smoothly adopted while minimizing disruption and achieving the desired business outcomes.
A change request is a formal proposal to modify some aspect of a project, such as scope, timeline, or budget. It ensures that changes are reviewed, approved, and documented before being implemented to maintain project control.
A contingency plan is a prepared strategy to handle unexpected events or risks that could disrupt a project. It outlines backup actions and resources, ensuring the team can respond quickly and keep the project on track.
Cost Variance is the difference between a project's earned value and its actual cost. It shows whether a project is under or over budget, helping managers assess financial performance and make informed adjustments.
Critical Path Method is a project scheduling technique used to identify the longest sequence of dependent tasks. It helps determine the minimum project duration and highlights activities that directly impact timely project completion.
Custom Dashboards are personalized views that display project data, metrics, and key performance indicators in one place. They help teams and managers track progress, monitor performance, and make informed decisions with real-time, visual insights tailored to their needs.
A Daily Stand-up is a short, focused meeting in Scrum where team members share updates on progress, plans, and challenges. It promotes transparency, alignment, and quick problem-solving to keep the project moving efficiently.
Dependencies are relationships between tasks where one activity relies on another to start or finish. They help define the order of work, ensuring tasks are completed in the right sequence for smooth project progress and timely delivery.
Deliverables are the specific outputs or results a project is expected to produce. They can be tangible items, documents, services, or outcomes that meet project requirements and are handed over to stakeholders upon completion.
Document Management is the process of organizing, storing, and controlling project documents in a structured way. It ensures files are easily accessible, secure, and up to date, helping teams collaborate efficiently and maintain accurate project records.
Earned Value Management is a project management technique that integrates scope, schedule, and cost to measure performance. It helps track progress, compare planned versus actual work, and forecast future performance for better project control.
A Form Builder is a tool that allows users to easily create, customize, and manage online forms without coding. It helps collect data, streamline workflows, and improve collaboration by capturing information in a structured, digital format.
A Gantt Chart is a visual project management tool that displays tasks along a timeline. It shows start and end dates, task durations, and dependencies, helping teams plan, track progress, and manage schedules more effectively.
Grid View is a project management display that organizes tasks, deadlines, and details in a spreadsheet-like format. It provides a structured layout, making it easy to sort, filter, and manage project information efficiently.
Hybrid Methodology is a project management approach that blends traditional methods like Waterfall with flexible approaches like Agile. It allows teams to balance structure with adaptability, ensuring projects stay organized while quickly responding to changes and evolving needs.
Integrations connect project management tools with other software applications to streamline workflows. They enable seamless data sharing, reduce manual work, and improve efficiency by allowing teams to manage tasks, communication, and processes within a unified system.
An Iterative Process is a project management approach where work is completed in repeated cycles of planning, executing, and reviewing. Each cycle builds on the previous one, allowing teams to refine outcomes and improve quality over time.
Kanban is a visual project management method that uses boards and cards to track tasks through different stages. It focuses on improving workflow, limiting work in progress, and helping teams maintain steady, efficient progress.
Key Performance Indicators are measurable values that show how effectively a project or team is achieving goals. They provide clear benchmarks for performance, helping track progress, identify issues, and ensure objectives are met successfully.
A Kick-off Meeting is the first official gathering at the start of a project. It brings stakeholders and team members together to align on goals, roles, timelines, and expectations, ensuring everyone is prepared and on the same page.
Lean is a project management approach focused on maximizing value while minimizing waste. It emphasizes efficiency, continuous improvement, and delivering only what is necessary, helping teams streamline processes and achieve better results with fewer resources.
Lessons Learned are the insights gained from a project's successes and challenges. They are documented to help improve future projects by avoiding past mistakes, repeating what worked well, and strengthening overall project management practices.
List View is a project management layout that organizes tasks in a simple, itemized list. It provides a clear overview of work, deadlines, and priorities, making it easy to track progress and manage responsibilities efficiently.
Modern Project Management is an approach that combines traditional practices with digital tools, automation, and agile methods. It focuses on flexibility, collaboration, and technology-driven efficiency to help teams deliver projects faster and more effectively.
Notifications are alerts or messages that keep team members informed about project updates, task changes, deadlines, or approvals. They help ensure timely communication, prompt action, and keep everyone aligned and aware of important developments.
Persistence in project management refers to the consistent effort and determination to overcome challenges and keep moving toward project goals. It helps teams stay focused, address obstacles, and achieve successful outcomes despite setbacks or difficulties.
Planned Value is the estimated worth of work scheduled to be completed by a specific time in a project. It helps measure progress against the project plan and provides a benchmark for comparing actual performance and costs.
PMBOK is a comprehensive guide published by PMI that outlines standard project management practices, processes, and terminology. It serves as a reference for professionals to plan, execute, and manage projects effectively across industries.
PMI is a global professional organization for project managers. It provides standards, certifications, resources, and networking opportunities to help individuals and organizations improve project management skills and advance their careers.
PMP is a globally recognized certification offered by PMI that validates advanced project management skills. It demonstrates expertise in leading, planning, and executing projects, helping professionals enhance credibility and career opportunities.
Portfolio Management is the practice of overseeing a collection of projects and programs to ensure they align with organizational goals. It helps prioritize resources, manage risks, and maximize overall value across all initiatives.
A Portfolio Manager oversees multiple projects and programs within an organization. They ensure alignment with strategic goals, optimize resource allocation, manage risks, and monitor overall performance to maximize the value and impact of the project portfolio.
A Post-mortem or Retrospective is a meeting held after a project or sprint to review what went well, what didn't, and how processes can improve. It helps teams learn from experiences and enhance performance in future projects.
PRINCE2 is a structured project management methodology that focuses on organization, control, and quality. It provides clear processes, roles, and principles to guide projects from start to finish while managing risks and delivering results efficiently.
Priority refers to the level of importance assigned to a task or project activity. It helps teams focus on what needs attention first, manage workloads effectively, and ensure critical tasks are completed on time to meet project goals.
A Product Owner in Scrum is responsible for defining the product vision, managing the backlog, and ensuring the team delivers value to stakeholders. They prioritize work, make key decisions, and act as the main link between the team and customers.
PERT is a project management tool used to analyze and represent the tasks involved in completing a project. It helps estimate the minimum project duration, identify task dependencies, and manage uncertainties in scheduling.
A Program Manager oversees multiple related projects to ensure they align with organizational objectives. They coordinate resources, manage risks, and track progress across projects to maximize efficiency, value, and strategic impact.
A Project Budget is the estimated total cost required to complete a project. It includes expenses for labor, materials, equipment, and other resources, helping teams plan, control spending, and ensure the project stays financially on track.
A Project Charter is a formal document that authorizes a project to begin. It outlines objectives, scope, stakeholders, and responsibilities, providing a clear foundation and direction for the team to start planning and executing the project.
Project Management is the practice of planning, organizing, and overseeing resources to achieve specific goals within a defined timeline and budget. It ensures projects are completed efficiently, on schedule, and meet quality standards while managing risks and stakeholder expectations.
A Project Manager is responsible for planning, executing, and closing projects. They coordinate resources, manage timelines and budgets, handle risks, and ensure that project goals are achieved while keeping stakeholders informed and aligned throughout the project lifecycle.
Project Milestones are significant points or events in a project timeline that mark the completion of key phases or deliverables. They help track progress, celebrate achievements, and ensure the project stays on schedule toward its overall objectives.
Project Objectives are clear, specific goals a project aims to achieve. They guide planning, decision-making, and execution, ensuring the team stays focused on delivering the intended outcomes and meeting stakeholder expectations successfully.
A Project Plan is a detailed document that outlines how a project will be executed, monitored, and controlled. It includes scope, schedule, budget, resources, and risk management strategies to guide the project toward successful completion.
Project Scope defines all the work, deliverables, and boundaries of a project. It clarifies what is included and excluded, helping teams stay focused, manage expectations, and ensure the project achieves its intended objectives without unnecessary work.
Project Management Software is a digital tool that helps teams plan, track, and manage projects efficiently. It organizes tasks, timelines, resources, and collaboration, improving productivity and ensuring projects stay on schedule and within budget.
A Project Timeline is a visual representation of a project's schedule, showing tasks, milestones, and deadlines in chronological order. It helps teams track progress, plan resources, and ensure timely completion of project activities.
Quality Assurance is a systematic process that ensures project deliverables meet defined standards and requirements. It focuses on preventing defects, improving processes, and maintaining consistent quality throughout the project lifecycle.
A RACI Matrix is a tool that clarifies roles and responsibilities in a project. It defines who is Responsible, Accountable, Consulted, and Informed for each task, helping prevent confusion and ensuring smooth collaboration across the team.
Resource Allocation is the process of assigning people, equipment, and materials to project tasks efficiently. It ensures the right resources are available at the right time, optimizing productivity, preventing bottlenecks, and keeping the project on track.
Resource Management is the practice of planning, organizing, and monitoring a project's resources-people, equipment, and materials. It ensures resources are used efficiently, workloads are balanced, and projects are completed on time and within budget.
Risk Management is the process of identifying, assessing, and addressing potential risks that could impact a project. It helps teams minimize threats, plan mitigation strategies, and increase the likelihood of completing the project successfully and on time.
A Risk Register is a document that lists all identified project risks, along with their likelihood, impact, and mitigation strategies. It helps teams monitor, prioritize, and manage risks throughout the project lifecycle to reduce potential issues.
Role-based Access Control is a security approach that restricts system access based on user roles. It ensures that team members can only access information and perform actions relevant to their responsibilities, protecting sensitive project data and maintaining accountability.
Schedule Variance measures the difference between the work planned and the work actually completed at a given point in a project. It helps determine if a project is ahead, on track, or behind schedule, guiding corrective actions when needed.
Scope Creep is the uncontrolled expansion of a project's scope without corresponding adjustments to time, budget, or resources. It can lead to delays, increased costs, and missed objectives if not carefully managed and monitored.
Scrum is an Agile framework for managing projects that emphasizes iterative work, collaboration, and flexibility. It uses sprints, backlogs, daily stand-ups, and a Product Owner to prioritize tasks, deliver value incrementally, and adapt quickly to changing requirements.
A Sidebar is a panel in project management tools that provides analytics and insights about project status. It offers a quick overview of progress, upcoming tasks, and key metrics, helping teams stay informed and make data-driven decisions efficiently.
Six Sigma is a methodology focused on improving processes by identifying and eliminating defects. It uses data-driven techniques to enhance quality, reduce errors, and increase efficiency, helping organizations achieve consistent, high-performance results.
SMART Goals are objectives that are Specific, Measurable, Achievable, Relevant, and Time-bound. They provide clear direction, help track progress, and ensure that project or personal goals are realistic and achievable within a set timeframe.
A Sprint is a fixed, time-boxed period in Scrum during which the team works to complete a set of prioritized tasks from the backlog. It allows for focused work, iterative progress, and regular delivery of project value.
Stakeholders are individuals or groups with an interest or investment in a project. They can influence or be affected by project outcomes, and their needs and expectations are considered throughout planning, execution, and delivery to ensure project success.
A Statement of Work is a formal document that defines a project's objectives, scope, deliverables, timelines, and responsibilities. It sets clear expectations between stakeholders and the project team to guide successful execution and completion.
A Status Report is a regular update that provides information on a project's progress, achievements, challenges, and upcoming tasks. It keeps stakeholders informed, supports decision-making, and helps ensure the project stays on track.
A Sub Task is a smaller, manageable component of a larger task or activity in a project. Breaking tasks into sub tasks helps teams organize work, track progress more effectively, and ensure all details are completed on time.
SWOT Analysis is a strategic planning tool used to identify a project or organization's Strengths, Weaknesses, Opportunities, and Threats. It helps teams make informed decisions, leverage advantages, address challenges, and plan for potential risks.
Task Management is the process of organizing, prioritizing, and tracking tasks within a project. It helps teams stay focused, meet deadlines, allocate resources efficiently, and ensure that all work is completed effectively.
Time Tracking is the practice of recording the amount of time spent on tasks or projects. It helps teams monitor productivity, manage workloads, identify bottlenecks, and ensure accurate reporting for deadlines and resource planning.
The Waterfall Model is a traditional project management approach where work progresses sequentially through defined phases, such as planning, design, implementation, testing, and deployment. Each phase must be completed before moving to the next, providing structure and predictability.
A Work Breakdown Structure is a hierarchical decomposition of a project into smaller, manageable components or tasks. It helps teams organize work, assign responsibilities, and track progress efficiently, ensuring all project deliverables are completed successfully.