I was working with one of my peers on a new project that she was taking over - and she was really confused about the project charter, status report, and the workflows they were trying to build with the project in order to achieve its goals. So I spent some time to explain her how all these terms and concepts work together in order to ensure she focuses on the right things with the right people.
So if you’re new to project management, you might hear terms like "documentation," "processes," and "deliverables" thrown around. They can sound confusing at first, but don’t worry—they’re just different pieces of the puzzle that help make a project successful. Let’s break them down in plain language so you can see how they’re different and why they matter.What is Project Management Documentation?
Think of project management documentation as the paperwork or files that act like a guidebook for your project. These are the written plans, notes, and records that tell everyone what’s supposed to happen, who’s doing what, and how things are going. Documentation keeps everything organized and makes sure no one forgets the important details.Examples of documentation include:
- The Project Plan: A big-picture outline of what the project is, its goals, and how you’ll get it done.
- Schedule: A timeline showing when tasks need to be finished.
- Budget: A list of how much money you have and what you’ll spend it on.
- Meeting Notes: Records of what was discussed in meetings so everyone stays on the same page.
What are Project Management Processes?
Processes are the steps or actions you take to manage the project and keep it moving forward. They’re like the recipe you follow to bake a cake—specific instructions that, when done right, help you reach your goal. Processes are the "how" of project management.Examples of processes include:
- Planning: Figuring out what needs to be done and making a schedule.
- Tracking Progress: Checking in to see if tasks are on time and within budget.
- Communicating: Holding meetings or sending updates to the team.
- Solving Problems: Dealing with unexpected issues, like a team member being sick or a delay in supplies.
What are Project Deliverables?
Deliverables are the actual "things" you create or finish by the end of the project. They’re what you hand over to the client, boss, or team when the job is done—the end results of all your hard work. Think of them as the cake you bake after following the recipe.Examples of deliverables depend on the project, but they could be:
- A website for a client.
- A new product, like a toy or gadget.
- A report with research findings.
- A built house or renovated room.
How Are They Different?
Here’s a simple way to see the differences:- Documentation is the plan—the instructions and records.
- Processes are the actions—the steps you take to follow the plan.
- Deliverables are the results—the finished product you give to someone.
- Imagine you’re building a treehouse:
- Your documentation is the blueprint and the list of materials you need.
- Your processes are the steps you follow, like measuring wood, hammering nails, and checking your work.
- Your deliverable is the treehouse itself once it’s built and ready to use.
Why Keeping Them Separate Matters
Mixing these up can cause confusion. For example, if you think the project plan (documentation) is the same as the final product (deliverable), you might spend all your time writing plans instead of building something. Or if you skip processes like checking progress, your team might fall behind without anyone noticing. Understanding that they’re different helps you focus on the right thing at the right time.
Putting It All Together
As a new project manager, your job is to use documentation to plan, follow processes to get the work done, and deliver the final deliverables to make everyone happy. They all work together like a team: 
- Good documentation makes processes easier to follow.
- Smart processes help you create great deliverables.
- Awesome deliverables show that your documentation and processes worked!
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