Project Execution Process

Complete guide for executing projects at ARUKZ DIGITAL from kickoff to delivery.

Overview

The project execution process ensures consistent, high-quality delivery across all projects through structured planning, execution, monitoring, and control.

Duration: Varies by project
Key Stakeholders: Project Manager, Team, Client

Phase 1: Project Initiation

Step 1: Project Kickoff Meeting

Attendees:

Project Manager
Team leads
Client stakeholders
Account Manager

Agenda:

Introductions (10 min)
Project overview (15 min)
Scope review (20 min)
Timeline discussion (15 min)
Communication plan (10 min)
Q&A (10 min)

Kickoff Checklist:

Step 2: Project Planning

Create Project Plan:

Project Management Tool Setup:

Documentation:

Phase 2: Execution

Daily Operations

Daily Standup (15 min):

What did you complete yesterday?
What will you work on today?
Any blockers or issues?

Best Practices:

Same time every day
Keep it brief (15 min max)
Focus on progress and blockers
Document action items

Weekly Operations

Weekly Team Meeting (60 min):

Progress review (20 min)
Upcoming tasks (15 min)
Blockers and solutions (15 min)
Client feedback review (10 min)

Weekly Client Update:

Progress summary
Completed milestones
Upcoming deliverables
Any concerns or changes
Next steps

Task Management

Task Workflow:

To Do → In Progress → Review → Testing → Done

Task Best Practices:

Clear task descriptions
Acceptance criteria defined
Assigned to specific person
Realistic deadlines
Regular status updates
Proper documentation

Quality Control

Code Reviews:

Design Reviews:

Content Reviews:

Phase 3: Monitoring & Control

Progress Tracking

Track Metrics:

Schedule: On time / Behind / Ahead
Budget: Within budget / Over / Under
Quality: Defect rate, client satisfaction
Scope: Changes requested
Team: Productivity, morale

Weekly Progress Report:

Project: [Name]
Week: [X]
Status: [Green/Yellow/Red]

Completed This Week:
- [Task 1]
- [Task 2]

Planned for Next Week:
- [Task 1]
- [Task 2]

Blockers:
- [Issue 1] - [Action plan]

Risks:
- [Risk 1] - [Mitigation]

Risk Management

Risk Categories:

Technical risks
Resource risks
Schedule risks
Scope risks
External risks

Risk Response:

Identify: What could go wrong?
Assess: Probability and impact
Plan: Mitigation strategy
Monitor: Track and adjust

Example Risk Register:

Risk	Probability	Impact	Mitigation	Owner
Key developer leaves	Low	High	Cross-training, documentation	PM
Scope creep	Medium	High	Change control process	PM
Third-party API issues	Medium	Medium	Backup plan, testing	Tech Lead

Change Management

Change Request Process:

Request Received:
- Document change request
- Assess impact (time, cost, scope)
- Provide estimate
Evaluation:
- Review with team
- Calculate impact
- Prepare change proposal
Approval:
- Present to client
- Get written approval
- Update contract if needed
Implementation:
- Update project plan
- Adjust timeline
- Communicate changes
- Execute change

Change Request Template:

Change Request #: [Number]
Date: [Date]
Requested by: [Name]

Description:
[What needs to change]

Reason:
[Why this change is needed]

Impact Analysis:
- Timeline: +[X] days
- Cost: +₹[Amount]
- Resources: [Changes needed]
- Risks: [Any new risks]

Recommendation: [Approve/Reject]

Phase 4: Communication

Client Communication

Communication Channels:

Email: Formal communication, documentation
Slack/Teams: Quick questions, updates
Video Calls: Reviews, complex discussions
Project Portal: File sharing, approvals

Communication Schedule:

Daily: Internal team standup
Weekly: Client status update (email)
Bi-weekly: Client review meeting
Monthly: Progress report

Email Templates:

Weekly Update:

Subject: [Project Name] - Week [X] Update

Hi [Client Name],

Here's your weekly update for [Project Name]:

✅ Completed This Week:
- [Achievement 1]
- [Achievement 2]

🎯 Next Week:
- [Plan 1]
- [Plan 2]

📊 Overall Progress: [X]% complete

❓ Need from You:
- [Action item 1]
- [Action item 2]

Next meeting: [Date/Time]

Best regards,
[Your Name]

Milestone Reviews

Review Process:

Prepare: Gather deliverables
Present: Demo to client
Collect Feedback: Document all feedback
Revise: Implement approved changes
Approve: Get sign-off

Review Meeting Agenda:

Milestone overview (5 min)
Demo/presentation (20 min)
Q&A (15 min)
Feedback collection (15 min)
Next steps (5 min)

Phase 5: Quality Assurance

QA Process

Testing Levels:

Unit Testing: Individual components
Integration Testing: Component interactions
System Testing: Complete system
User Acceptance Testing: Client validation

QA Checklist:

Functionality:

All features work as specified
No critical bugs
Edge cases handled
Error messages clear

Performance:

Page load <3 seconds
Handles expected load
Optimized assets
Efficient database queries

Security:

Compatibility:

Accessibility:

WCAG 2.1 AA compliance
Keyboard navigation
Screen reader compatible
Color contrast adequate

Bug Tracking

Bug Severity Levels:

Critical: System down, data loss
High: Major feature broken
Medium: Feature partially broken
Low: Minor issue, cosmetic

Bug Report Template:

Bug #: [Number]
Severity: [Critical/High/Medium/Low]
Status: [Open/In Progress/Fixed/Closed]

Description:
[What's wrong]

Steps to Reproduce:
1. [Step 1]
2. [Step 2]
3. [Step 3]

Expected Result:
[What should happen]

Actual Result:
[What actually happens]

Environment:
- Browser: [Name/Version]
- OS: [Name/Version]
- Device: [Desktop/Mobile]

Screenshots: [Attach]

Phase 6: Delivery

Pre-Delivery Checklist

Final Review:

Client Acceptance:

Final demo completed
Client sign-off received
Punch list items addressed
Final payment received

Handover Process

Deliverables:

Client Training:

Documentation Package:

User manual
Admin guide
Technical documentation
API documentation (if applicable)
Troubleshooting guide
FAQ

Phase 7: Project Closure

Closure Activities

Administrative:

Team:

Team retrospective meeting
Document lessons learned
Celebrate success
Release resources

Client:

Thank you email
Request testimonial
Request referrals
Schedule follow-up

Lessons Learned

Retrospective Meeting:

What went well?
What could be improved?
What should we start doing?
What should we stop doing?
Action items for next project

Document:

Successes
Challenges
Solutions
Best practices
Recommendations

Tools & Resources

Project Management

Jira: Agile project management
Asana: Task management
Monday.com: Visual project tracking
Trello: Simple kanban boards

Communication

Slack: Team messaging
Microsoft Teams: Enterprise communication
Zoom: Video conferencing
Google Meet: Video calls

Documentation

Confluence: Documentation wiki
Google Docs: Collaborative documents
Notion: All-in-one workspace

Time Tracking

Toggl: Time tracking
Harvest: Time and expense tracking
Clockify: Free time tracking

Last Updated: January 2026
Version: 1.0
Owner: ARUKZ DIGITAL Operations Team

Related Documentation:

Project Execution Process

Overview​

Phase 1: Project Initiation​

Step 1: Project Kickoff Meeting​

Step 2: Project Planning​

Phase 2: Execution​

Daily Operations​

Weekly Operations​

Task Management​

Quality Control​

Phase 3: Monitoring & Control​

Progress Tracking​

Risk Management​

Change Management​

Phase 4: Communication​

Client Communication​

Milestone Reviews​

Phase 5: Quality Assurance​

QA Process​

Bug Tracking​

Phase 6: Delivery​

Pre-Delivery Checklist​

Handover Process​

Phase 7: Project Closure​

Closure Activities​

Lessons Learned​

Tools & Resources​

Project Management​

Communication​

Documentation​

Time Tracking​