Project Management for Research

The tools you need to make your research project a success.

This toolkit includes a variety of tools for managing your research projects including recommendations for general project management software and tools to help you and your team manage activities from grant writing to implementation and project closeout.

Explore the toolkit below:

Grant Writing + Project Development

A Gantt Chart is a popular project management tool; it is a type of bar chart that illustrates a project’s schedule. The chart allows for organizing and viewing project activities and tasks against pre-established timeframes.

Gantt Chart Template Gantt Chart Instructions Gantt Chart Example

Graphic display of the flow or sequence of events that a product or service follows; it shows all activities, decision points, rework loops and handoffs.

Process maps allow the team to visualize the process and come to agreement on the steps of a process as well as examine which activities are duplicated. Process maps are used to:

  • Capture current and new process information
  • Identify the flow of a process
  • Identify responsibility of different business functions
  • Clearly show hand-off between functions
  • Identify value added and non-value added activities
  • Train team members in new process

Process Map Template Process Mapping Guide Process Map Example 1 Process Map Example 2

The Data Management Plan (DMP) defines the responsibilities related to the entry, ownership, sharing, validation, editing and storage of primary research data.

A data management plan must not only reflect the requirements of the protocol/project but also comply with applicable institutional, state and federal guidelines and regulations. The DMP Tool details your agencies expectations, has suggested language for REDCap and exports a properly formatted plan.

DMP Tool NIH Data Management & Sharing (DMS) Policy

The Project Charter's purpose is to define at a high level what the Project Team will deliver, what resources are needed and why it is justified.

The Project Charter also represents a commitment to dedicate the necessary time and resources to the project. It can be especially useful when organizing a multi-disciplinary, internally funded team. The document should be brief (up to three pages maximum).   

Project Charter Template Project Charter Instructions Project Charter Example

Milestones are an effective way to track major progress in your research project.

A Gantt Chart is an effective tool for setting and tracking milestones and deliverables. It is a type of bar chart that illustrates a project’s schedule.  

The proposal budget should be derived directly from the project description.

The proposal budget should follow the format specified by the sponsor. The Office of Sponsored Programs Budget Preparation webpages provide descriptions of the standard budget categories, lists of typical components of those categories, Ohio State rates where appropriate and other details to help ensure your budget is complete. Budget Preparation Resources from Office of Research The 398 grant form from the NIH is a template that includes standard categories required for an NIH grant (and many others) that you can use to develop a preliminary budget.

PHS 398 Forms PHS 398 Budget form for Initial Project Period Template PHS 398 Budget Form for Entire Proposal Project Template

The Risk Assessment and Mitigation Plan first assists the research team in anticipating risk that may occur during the research project before it happens.

The plan then specifies when to act to mitigate risk by defining thresholds and establishing action plans to follow. As a fundamental ethical requirement research risks are to be minimized to the greatest extent possible for all research endeavors. This includes not only prompt identification measures but also response, reporting and resolution. Risk Assessment and Mitigation Plan Template Risk Assessment and Mitigation Plan Example

The Work Breakdown Structure (WBS) organizes the research project work into manageable components.

It is represented in a hierarchical decomposition of the work to be executed by the research project team. It visually defines the scope into manageable chunks that the team can understand.  WBS Instructions and Template WBS Structure Example

Implementation

A Gantt Chart is a popular project management tool; it is a type of bar chart that illustrates a project’s schedule.

The chart allows for organizing and viewing project activities and tasks against pre-established timeframes. A Gantt Chart can also be used for tracking milestones and major progresses within your research project.

The purpose is to define at a high level what the Project Team will deliver, what resources are needed and why it is justified.   

It is represented in a hierarchical decomposition of the work to be executed by the research project team. It visually defines the scope into manageable chunks that the team can understand.  WBS Instructions + Template WBS Structure Example

A communications plan facilitates effective and efficient dissemination of information to the research team members and major stakeholders in the research project.

It describes how the communications will occur; the content, security, and privacy of those communications; along with the method of dissemination and frequency.

Communications Plan Template Communications Plan Example

The Data Management Plan (DMP) defines the responsibilities related to the entry, ownership, sharing, validation, editing, and storage of primary research data.

A data management plan must not only reflect the requirements of the protocol/project but also comply with applicable institutional, state, and federal guidelines and regulations. The DMP Tool details your agencies expectations, has suggested language for REDCap, and exports a properly formatted plan.

DMP Tool DMP Tool Instructions Ohio State Research Guide: Data

The chart allows for organizing and viewing project activities and tasks against pre-established timeframes. Gantt Chart Template Gantt Chart Instructions Gantt Chart Example

This tool helps you capture details of issues that arise so that the project team can quickly see the status and who is responsible for resolving it.

Further, the Issue Management Tool guides you through a management process that gives you a robust way to evaluate issues, assess their impact, and decide on a plan for resolution.

Issue Management Tool Template Issue Management Tool Instructions Issue Management Example

A Pareto Chart is a graphical tool that helps break down a problem into its parts so that managers can identify the most frequent, and thus most important, problems.

It depicts in descending order (from left to right) the frequency of events being studied. It is based on the Pareto Principle or “80/20 Rule”, which says that roughly 80% of problems are caused by 20% of contributors. With the Pareto Principle Project Managers solve problems by identifying and focusing on the “vital few” problems. Managers should avoid focusing on “people” problems. Problems are usually the result of processes, not people.

Pareto Chart Template Pareto Chart Instructions Pareto Chart Example

Closeout, Transfer + Application

Completing a project means more than finishing the research. 

There remain financial, personnel, reporting, and other responsibilities. These tasks typically need to be completed within a timeline that begins 60 to 90 days before the project end date and 90 days after. Specifics will vary depending on the project and the funding source. The Office of Sponsored Programs “Project Closeout” webpage provides a description closeout issues, a list of PI Responsibilities and other details to help ensure your project is in fact complete.  Project Closeout Checklist Project Closeout Resources from Office of Research

A communications plan facilitates effective and efficient dissemination of information to the research team members and major stakeholders in the research project. 

It describes how the communications will occur; the content, security and privacy of those communications; along with the method of dissemination and frequency.

Project Management Software

An open-source project management software similar to Microsoft Project.

OpenProject  has tools to create dashboards, Gantt Charts, budgets, and status reports. Activities can be assigned to team members and progress monitored. OpenProject also has a tool for Agile Project Management. While the software is free, OpenProject must be installed and maintained on a local server and there will probably be costs associated with this. Talk to your departmental or college IT staff.

A secure, web-based project management system.

Basecamp  offers an intuitive suite of tools at a minimal cost: ~$20/month or free for teachers. Basecamp facilitates collaboration between research team members with features such as to-do lists, messaging, file sharing, assignment of tasks, milestones, due dates and time tracking.  

A project management tool that organizes tasks, activities, responsibilities and people on projects.

Trello can help manage research projects by keeping everyone on time and on task. It uses a distinctive interface based on cards and lists and may be especially useful for smaller projects.

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Project Manager, Research Job Description

Project manager, research duties & responsibilities.

To write an effective project manager, research job description, begin by listing detailed duties, responsibilities and expectations. We have included project manager, research job description templates that you can modify and use.

Sample responsibilities for this position include:

Project Manager, Research Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Project Manager, Research

List any licenses or certifications required by the position: PMP, PMI, GCP, IATA, SAS, SOLE, NACE, SMRP, ASQ, CITI

Education for Project Manager, Research

Typically a job would require a certain level of education.

Employers hiring for the project manager, research job most commonly would prefer for their future employee to have a relevant degree such as Master's and Bachelor's Degree in Writing, Project Management, Public Health, Management, Social Sciences, Communication, Science, Spanish, Education, English

Skills for Project Manager, Research

Desired skills for project manager, research include:

Desired experience for project manager, research includes:

Project Manager, Research Examples

  • Microsoft Word (.docx) .DOCX
  • PDF Document (.pdf) .PDF
  • Image File (.png) .PNG
  • Works alongside Project Director and Moderator to learn how to provide design recommendations by offering thoughtful input and guidance
  • Manages fieldwork by partnering with Moderator, Client and facilities/technology platforms
  • Oversees the study recruitment and resolves difficulties
  • Oversees finances and billing of each project while communicating costs to project stakeholders
  • Participates in divisional and special interest meetings as needed to keep abreast of business process and policy changes
  • Report on activities as required for divisional performance monitoring
  • Documents policies and procedures
  • Represents Principal Investigators at local, regional and national meetings, acting on their behalf to disseminate information, identify, advise and resolve issues involving multi-center studies
  • Manages third-party partners and outsourcing vendors to deliver the highest levels of client satisfaction
  • Successfully manages multiple challenging and complex projects
  • Actively manage project budget, work plan, profitability, project and billings schedule
  • Owns questionnaire, sample design, analysis, and reporting and serves as day-to-day client contact on projects
  • Participates in the proposal development process (e.g., schedule, pricing, methodology)
  • Actively manages client relationships for existing clients
  • Anticipates and identifies project problems and finds solutions independently or with minimal guidance
  • Presents a CMB University case study annually
  • Organize and coordinate all project meetings
  • Handle all project communications with partners, participants, and other stakeholders
  • Lead efforts to recruit research participants
  • Coordinate all human subject (IRB) processes and procedures for the project
  • Write project reports, including yearly report to funding agency and schools
  • Oversee project budget and work with budget office to process project payments
  • Supervise and coordinate project personnel to accomplish all data collection, management, storage, and access
  • Support qualitative data analysis in mathematics education
  • Lead project dissemination efforts (presentations, publications, etc)
  • Maintain project website
  • Work with experts to set and maintain the project learning management system
  • Other duties and responsibilities as assigned by the project principal investigator
  • Identifies funding opportunities and serves as lead grant writer
  • Convenes topic-focused faculty working groups and coordinates the work of multidisciplinary teams
  • Engages institutions, agencies and potential funders in nurturing new models and solutions
  • Facilitates the creation of proposals, and works strategically with faculty and external partners to develop project designs and protocols
  • Compiles and summarizes research results, presents findings and writes papers for peer-reviewed journals, abstracts and presentations
  • Contributes to conferences and symposia
  • Effectively use Market Strategies tools and software to monitor data collection
  • Perform qualitative project management tasks with guidance
  • Process improvement, standardization, and tools development for key research processes
  • Contract negotiation and compliance for US Government funded research projects
  • Logistical and operational support for key research meetings and conferences
  • Manage portfolio of externally funded projects by European Commission and other government bodies (planning, monitoring, reporting)
  • Take an active part in operational and project management process improvement, standardization and tools development for key research processes
  • Interface with legal, licensing and commercial fulfilment teams to ensure smooth execution of research projects and industrial & academic collaborations, and develop plan to address recurring issues
  • Identifies key business opportunities and/ or issues and develop appropriate action plans
  • Two to four years of clinical research project management experience, preferably in a CRO or related environment
  • Knowledge of clinical research operations and data management, or experience in an equivalent regulated environment
  • Familiar with GCPs and FDA regulations as they pertain to the management of clinical studies
  • Demonstrated professional outlook and excellent communication skills
  • Bachelor’s degree in Finance, Process Engineering, Business/Management or directly related degree required
  • Develop study-specific procedures, study protocol, Case Report Forms (including testing) and other study operational documents
  • Create and maintain detailed project timelines, work flows and monitor project progress to ensure milestones are met on time and within budget
  • May create and/or manage research study budget which may include deciding on & approving expenditures of funds based on budget
  • Trains, directs, assigns duties to & may supervise lab EEs, students, residents and/or fellows
  • Performs professional work that requires specialized to general knowledge of the field of institutional research, and a solid understanding, use, and application of concepts, theories, principles, practices, and terminology of this area of specialization
  • Manages institutional research workflow and provide status reports to the Vice President and the Director
  • Supports the Institutional Research Office’s core activity of capturing, extracting, analyzing, and reporting data on faculty, students, staff and other critical academic, physical and financial information for leadership (university wide, chancellor, and school operations) decision-making purposes and external reporting requirements
  • Creates reports, presentations, and publications based on the data analyses conducted
  • Presents research findings made to university administrators
  • Deadlines for research projects met within established time frames
  • Academic and/or practical experience with survey or market research methodologies or operations preferred
  • Must be detail-oriented, self-motivated, and possess a desire to work with data and numbers
  • Demonstrate excellent interpersonal and communication skills (written and verbal) with project teams inside the company and clients outside
  • Must be able to deal with ambiguity and make independent decisions about proposal content and project work
  • Experience with agile project management (Scrum, Kanban ) traditional waterfall project management
  • Ability and interest to master project management & collaboration tools such as Jira, Confluence, MS Project and Trello
  • Collaborates with investigators on planning and implementation of statistical analyses
  • Participates in implementing federally funded health services research studies and in development of publications reporting results
  • Implements complex data linkages across large datasets, applies techniques such as construction of episodes of care and medication use calendars from healthcare claims data, uses advanced techniques in SAS software, and provides guidance to statistical programmers, while applying and further developing expertise in statistical modeling of outcomes
  • Manage customer satisfaction tracking studies across different constituents by partnering with research suppliers
  • Learn all visit study components to effectively manage the staff and quality control processes
  • Use information provided by the Data Manager for operational decision making, including determining staffing patterns, developing data clean-up projects, and evaluating the efficiency of data collection activities
  • Oversee scheduling of research visits with staff and participants and troubleshoot issues related to visits and participants
  • Supervise 5-8 Research Assistants, in accordance with HPHCI policies
  • Oversee on-boarding and training of new field staff
  • Update and maintain Viva Protocol, Operations Manual and Training Manual
  • Prior experience with qualitative research facilities, recruiters, or exposure to a variety of qualitative research methods is highly preferred
  • Prior experience in client-facing role preferred
  • Experience with REDCap, Wordpress, mHealth
  • BA/BS in a biological science with significant experience of working in a Research environment and greater than 4 years’ experience in the biotechnology/pharmaceutical industry
  • Advanced degree (e.g, MS with greater than two years’ experience in the industry)
  • Understand the overall biologic/pharmaceutical product development process, stages of drug discovery and experience participating on a cross functional project teams

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Research Manager Vs Project Manager

The differences between research managers and project managers can be seen in a few details. Each job has different responsibilities and duties. Additionally, a project manager has an average salary of $91,578, which is higher than the $82,894 average annual salary of a research manager.

The top three skills for a research manager include market research, analytics and quantitative research. The most important skills for a project manager are project management, project scope, and customer service.

Research manager vs project manager overview

What does a research manager do.

A Research Manager performs research, data collection, and economic, statistical, and demographic analysis. They also determine and implement research and development strategies, policies, and plans.

What does a project manager do?

Project managers oversee a specific project related to the organization's business. They manage the whole project from inception to evaluation. They initiate planning with involved departments, follow-through on the plans, ensure smooth execution of the plans, and evaluate the project for further improvements should these be needed. In line with this, project managers also ensure that the project is cost-efficient and well within the budget. They also manage the different work teams involved in the project and ensure that things are running smoothly on this aspect as well.

Research manager vs project manager salary

Research managers and project managers have different pay scales, as shown below.

Differences between research manager and project manager education

There are a few differences between a research manager and a project manager in terms of educational background:

Research manager vs project manager demographics

Here are the differences between research managers' and project managers' demographics:

Differences between research manager and project manager duties and responsibilities

Research manager example responsibilities..

  • Manage IRB submissions and complete all IRB requirements in conjunction with the HICCC s regulatory department.
  • Lead social path-to-purchase study, incorporating social media analytics into insight community to identify spectrum of social engagement among customers.
  • Conduct QA for time and testing of products.
  • Implement document data extraction through online web-base research and sources.
  • Direct analytical and logistician research teams to produce in-depth studies and analyses on logistics, maintenance and transportation issues.
  • Coordinate communications with the IRB, NIH and other institutional entities that fund, support, collaborate and regulate research.

Project Manager Example Responsibilities.

  • Schedule and manage the GCP audit process.
  • Define, develop and manage metrics and KPIs systems for new product business group.
  • Manage the application process for the FDA medical device, minority and small business certifications.
  • Manage multiple projects and resources simultaneously while mentoring, coaching and implementing best practices, SOX and HIPAA compliance standards.
  • Lead teams using the Informatica ETL tool for the design and development of multiple financial and risk enterprise data warehouses.
  • Administer and manage Salesforce requirements.

Research manager vs project manager skills

  • Market Research, 8%
  • Analytics, 6%
  • Quantitative Research, 6%
  • Data Analysis, 5%
  • Patients, 5%
  • Data Collection, 4%
  • Project Management, 23%
  • Project Scope, 6%
  • Customer Service, 6%
  • Infrastructure, 5%
  • Status Reports, 4%
  • Risk Management, 3%

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Case Western Reserve University

  • Awards & Agreements
  • Ongoing Award Management

Project Financial Management

Proper financial management of research projects requires meticulous planning, monitoring and reporting. Below you’ll find some key resources and guides to help you through that process at Case Western Reserve University.

Fiscal Guidelines and Procedures

Cost guidances.

When managing a sponsored project, the principal investigator (PI) and research administrator must understand four fundamental cost principles: allowability, allocability, reasonableness and consistency. Adherence to these help ensure fiscal responsibility and compliance across sponsored projects.

Cost Principles and Allowable Expenses

Purchasing and Travel

Procurement and Distribution Services is responsible for assisting with the purchase of all materials and supplies for sponsored awards, the execution of service contracts, and more. And, for CWRU faculty, staff and students who routinely travel in support of sponsored activities, the university reimburses travelers for necessary and reasonable business expenses. 

A salary cap is the maximum amount or rate of compensation for personal services that a sponsor will reimburse the university on a sponsored program. 

Salary Cap Guidance

Salary Adjustments/Cost Transfers

Case Western Reserve University and federal policies require prompt transfers of both salary and non-salary costs to sponsored project accounts. Every effort should be made to ensure that salary and non-salary costs are charged to the correct account(s) when they are incurred.

Salary Adjustments And Cost Transfers 

Tuition Remission

Case Western Reserve aims to attract and retain top quality students to our graduate degree research programs by offering competitive compensation packages including excellent salaries, benefits, and tuition support, including tuition remission. Part of a competitive graduate program blends academic and research learning across the classroom and laboratory.

Charging Tuition Remission on Sponsored Programs

Subcontracts

As part of your research efforts at Case Western Reserve University, you may encounter the need to pay subcontractors through your grant. 

Paying Subcontracts

Award Reconciliation/Forecasting

Both the PI and research administrator are responsible for reviewing and reconciling project statements monthly. Additionally, they should meet at least once a quarter to review salary distributions, expenses and spending projections for all open and ongoing projects.

Award Reconciliation and Forecasting

ORTM offers best practices for cost sharing, which are project costs that are not borne by the sponsor.

Explore Management of Cost Share  

Cash Advances

In certain circumstances, it may be necessary to provide subrecipients and CWRU investigators with advances of funds to facilitate the timely execution of work. To ensure transparency and accountability, all approved advances and associated payback schedules must be clearly delineated within the subaward document. Cash advances for CWRU investigators must be clearly justified and required by the research plan.  The cash advance process is detailed in the RADAR Training . 

How To Use Analogous Estimating for Quick and Effective Budget Forecasts

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Shubham Gupta

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How to use analogous estimating in project management

Real-world application of analogous estimating, boost project success with accurate budget forecasts using analogous estimating..

Project managers sometimes find themselves navigating the tricky waters of budgeting, juggling tight margins with high expectations. In fact, 54% * of them pinpoint budget management as one of the biggest hurdles they've experienced in the past 12 months. This is especially true in construction and engineering, where the precision in forecasting costs and timelines can make or break a project.

What trips many up? Not knowing the right method for effective budgeting.

The solution? Adopting analogous estimating techniques in project management. This method uses historical data from a similar project to forecast your current project’s budget and timeline. You can make informed estimates by examining past projects, even with limited project details. Learn more about analogous estimation here .

This blog, drawing on insights from experts Peter Koryaka [ 1 ] (a project business analyst) and Margarita Kirichenko [ 2 ] (a project manager), will guide you through using analogous estimation techniques in your project planning. It aims to boost your confidence and know-how in budgeting so you can keep your projects on course.

"It's like being a detective in a way. When we dig into past projects, it's not just for nostalgia. We're gathering clues. Each old project points us in the right direction for the new ones. It turns our estimates from wild guesses into educated predictions."

Headshot of Peter Koryaka

Peter Koryaka

Project business analyst at Greenice

"Imagine you're navigating through a city you've visited once before. Analogous estimating is like using those past visits to guide you. We pull from our project history, like using landmarks to avoid traffic jams and find the best routes. It’s about making smart, informed decisions that steer our projects in the right direction from the get-go."

Headshot of Margarita Kirichenko

Margarita Kirichenko

Project manager at Greenice

Project managers strive for fast, accurate project projections and budgeting for project success. Analogous estimation techniques make it happen by using similar past project data. Let's dive into six simple steps you can use to keep your project's budget and timeline on target, making every estimate count.

Graphic showing 6 steps for using analogous estimating in project management for the blog article "How To Use Analogous Estimating for Quick and Effective Budget Forecasts"

1. Identify similar past projects

Starting with an analogous estimate means zeroing in on past projects that mirror the one in front of you. Look for projects similar in scope, complexity, size, and even the team's skill level. The goal is to find a match with your estimates' most accurate starting point.

For example, if planning a residential building, choose a previous project with a similar-sized apartment block, budget, and timeline. This comparison offers insights into the expected project cost and timelines.

To effectively identify similar past projects, Koryaka and Kirichenko suggest that you:

Develop a categorized project database by size, budget, and sector.

Consult team members for insights on comparable projects.

Review 'lessons learned' documents for deeper project comparisons.

Adjust historical project cost for current economic conditions for accuracy.

Koryaka emphasizes the importance of data-driven selection. He suggests using a database or project management tool to filter projects by these criteria, ensuring you draw from the most relevant experiences. "It's about finding patterns in the data," Koryaka says, "which projects consistently came in on budget or had similar challenges?"

2. Gather and analyze historical data

Once you've identified similar past projects, the next step is to collect and analyze their historical data. This data includes costs, durations, resources, and challenges encountered. The goal is to build a comprehensive understanding to guide your new project's planning and budgeting.

Consider a previous project like a commercial complex construction. You'd gather data on budget planning versus actual spending, project timelines, workforce allocation, and unplanned expenses or delays.

For a streamlined process of gathering and analyzing historical data, Koryaka and Kirichenko recommend that you:

Include comprehensive data covering financials, timelines, and resource usage.

Identify patterns in spending, timeline adjustments, or resource needs.

Examine projects that exceeded their budgets or timelines to understand why.

Consider each project's unique context, such as economic conditions or technological advancements, which may impact your analysis.

Kirichenko highlights the importance of systematic data collection. "Organize your data to meet your project's specific requirements. Utilize predictive analytics software for clear insights into the cost estimate and timelines, enabling informed decision-making."

3. Match project characteristics

The core of analogous estimating is matching your current project estimation with those from past projects. This involves comparing essential variables like scope, resources, and environmental factors to achieve a close match.

For example, in a web development project, you'd compare the complexity of the application, the programming languages used, the team size, and the delivery timelines. Integrating project planning software here is critical, as it can significantly facilitate this matching process by allowing you to filter and compare past projects based on these variables.

Koryaka and Kirichenko suggest focusing on several areas to achieve an effective match:

Clearly define your current project's scope to identify past projects with similar scopes.

Compare past and present resource types and quantities.

Consider external influences like market trends, regulatory changes, or technological advancements.

Choose past projects that align with your current project's strategic goals and expected outcomes.

Koryaka emphasizes the importance of a detailed comparison of project variables, especially for web development. "Assessing both the technical and functional aspects of past projects is key. For web projects, this includes the technology stack and the project's scale and complexity."

4. Estimate using analogous data

After matching your current project with similar past ones and collecting the relevant data, the next step is to turn this information into practical estimates for costs, timelines, and resources. This process is vital for leveraging your analogies as helpful planning tools.

Imagine that similar past projects typically took six months to complete at a specific cost. You can base your project's timeline and cost estimation on this information. However, adjust for any identified differences in scope, resources, or environmental conditions.

To make accurate estimates using analogous data, Koryaka and Kirichenko suggest you must:

Adjust past project costs to current values to reflect economic changes.

Scale your estimates up or down based on your project's size relative to past projects.

Factor in efficiencies from new technologies that could affect timelines and resource needs.

Include a contingency buffer in your estimates to account for project management uncertainties.

Integrating project tracking software at this stage can significantly improve the accuracy and realism of your estimates.

Kirichenko shares her approach to accurate estimation: "Combining analytical data with practical judgment is key. After analyzing the data, I consider our capabilities and apply a realistic perspective, ensuring our estimates are achievable within the project's constraints."

5. Tailor estimates to the current project

After establishing baseline estimates from analogous past projects, it’s essential to refine these figures to match the unique aspects and requirements of your current project. This step ensures that your estimates are not broad guesses but precisely tailored to your project's specific needs.

For instance, you might need to adjust the estimated budget to include the cost of new software licenses for an IT project or modify the timeline to meet the accelerated schedule of a priority construction project. The goal is to integrate the insights from analogous estimates with an in-depth understanding of your current project's scope and objectives.

To fine-tune your estimates effectively, Koryaka and Kirichenko recommend that you should:

Modify estimates to reflect any project-specific complexities or simplifications.

Leverage stakeholder feedback to ensure estimates align with project expectations and goals.

Update estimates for material costs, labor rates, and other market conditions.

Adjust for efficiencies gained through new technologies or methodologies.

Koryaka emphasizes the need for precision in tailoring estimates for specific technical requirements. "Each project has its unique technical environment. Customizing estimates involves thoroughly examining these specifics. Utilizing requirements management software can streamline this process, ensuring every detail, whether software, hardware, or methodology, is accounted for, making our forecasts as accurate as possible." 

6. Review and refine estimates

Estimating is not a one-and-done affair; it's iterative. After creating initial estimates from analogous projects and customizing them for your project's specific needs, it's crucial to keep revisiting and adjusting these numbers. This continuous review is vital for ensuring accuracy and adapting to any changes in project details.

This phase involves checking your estimates at crucial project milestones or when there are significant changes. The aim is to ensure your estimates still match the project's direction, considering any new information or changes in scope, resources, or timelines.

To effectively review and refine your estimates, Koryaka and Kirichenko suggest you must:

Set regular reviews for your estimates, like at project milestones or following crucial decisions.

Gather the latest data on project progress, expenses, and any variations from the original plan.

Consult with your project team to understand if adjustments are needed based on their insights.

Examine performance metrics for trends that could influence future estimates.

Keep evaluating potential risks and uncertainties and update estimates to address these challenges.

Kirichenko speaks to the dynamic nature of project management, "Refining estimates is part of the journey. As we learn more and adapt to changes, our estimates evolve. This flexibility ensures we stay on course, adjusting our sails as needed."

Koryaka and Kirichenko shared a practical example from their experience at Greenice, showcasing the effective use of analogous estimates in managing complex projects. They highlighted a recent project to revamp an eCommerce platform. To estimate this project, they referred to a similar one completed two years earlier, with a budget of $150,000 and an eight-month timeline.

Koryaka and Kirichenko explained, "We reviewed the previous eCommerce project, examining its scope, challenges, and outcomes. Considering recent technological advances and changes in market conditions, we adjusted our estimates for the new project to $170,000. This adjustment was made to accommodate for inflation and the need for enhanced functionality."

The outcome of this method was impressive. The project was completed with a budget variance within 7% of the initial estimate, demonstrating the accuracy and reliability of analogous estimating. This strategy not only made budgeting and scheduling more efficient but also strengthened the trust of their clients.

Turn this theory into practice to master your budget estimations

To conclude, exploring analogous estimating offers project managers a reliable way to improve their budget and timeline predictions. This method uses insights from previous projects to make forecasting more practical, ensuring decisions are both informed and strategic.

Koryaka and Kirichenko unite in their final thoughts: "Analogous estimating isn't just about looking back—it's about moving forward confidently. By learning from what we've done, we make our next projects smarter, leaner, and more predictable. It's a cycle of improvement that enhances our accuracy and reliability in planning and execution."

Let this guide be your springboard to adopting analogous estimating in your project management practices. With each project, gather data, reflect, and apply your insights, paving the way for more successful, on-target project completions.

Survey methodology

Emotional Intelligence in Project Management Survey

*Capterra's 2023 Emotional Intelligence in Project Management Survey was conducted in June 2023 among 239 U.S.-based project managers to learn more about how emotional intelligence affects the decision-making processes during a project. Respondents were screened to ensure they are actively working as a project or program/portfolio/project management office (PMO) manager.

Peter Koryaka , LinkedIn

Margarita Kirichenko , LinkedIn

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About the author.

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Shubham Gupta is a writer at Capterra, covering project management and advertising with a focus on emerging small business trends. He believes in ideating and creating purpose-driven content to help businesses succeed. As part of the content space since 2016, Shubham has written about education, technology, lifestyle, human interest, and social relevance. Outside of work, he enjoys annoying his dog, reading Urdu poetry, and watching thrillers while sipping a heavenly brewed cup of coffee.

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