Project Management Case Study: Developing a Community Park

Project management often feels abstract until you see it in action. To make it relatable, let’s explore a case study based on a real-world project. This example demonstrates how project management principles turn big ideas into successful outcomes.

Our case study focuses on developing a community park—a meaningful project that required planning, coordination, and teamwork to create a space for families to gather and enjoy.

Project Overview: Building Entrepreneurs Joint Community Park

The Vision:

To transform an unused 5-acre plot of land into a vibrant community park with playgrounds, walking trails, and picnic areas.

The Goals:

1. Create a safe and welcoming space for all age groups.
2. Stay within the $500,000 budget provided by local government and donors.
3. Complete the project in 12 months, in time for a spring grand opening.

Key Players:

• Sponsor: The city council, responsible for funding and oversight.
• Project Manager: Emma, tasked with managing resources, timelines, and communication.
• Stakeholders: Local residents, environmental groups, contractors, and city officials.

Step 1: Initiation – Defining the Project

The project began with an idea: residents wanted a park that promoted health and community bonding. The city council approved the concept and allocated funding.

Key Actions:

1. Stakeholder Input:
   Emma hosted public forums to gather ideas, ensuring the park met community needs. Residents prioritized features like playgrounds, shaded areas, and pet-friendly zones.
2. Feasibility Study:
   Environmental experts assessed the site, identifying challenges like uneven terrain and drainage issues. This ensured the project was realistic.

Outcome:

A detailed Project Charter outlining the scope, goals, and resources needed.

Step 2: Planning – Creating the Roadmap

Once the project was approved, Emma created a comprehensive plan. This stage involved defining tasks, timelines, and budgets to keep everything on track.

Key Activities:

1. Work Breakdown Structure (WBS):
   Emma divided the project into smaller tasks, such as land clearing, trail construction, and equipment installation.
2. Timeline:
   Using a Gantt chart, the team mapped out when each task would happen, with clear milestones like completing the playground by Month 6.
3. Risk Management:
   Potential risks were identified:
   • Weather delays: Extra buffer time was added to the schedule.
   • Cost overruns: Alternative suppliers were researched for flexibility.
4. Budget Allocation:
   • 50%: Infrastructure (trails, playground equipment)
   • 30%: Landscaping (trees, grass, flower beds)
   • 20%: Amenities (benches, water fountains, signage)

Step 3: Execution – Turning Plans Into Reality

With the plan in place, it was time to bring the park to life. Execution required coordination between contractors, volunteers, and city departments.

Key Actions:

1. Land Preparation:
   Contractors cleared the area and leveled the terrain while preserving existing trees.
2. Community Involvement:
   Local volunteers planted flowers and trees, fostering pride and ownership among residents.
3. Communication:
   Emma held weekly updates with stakeholders to ensure alignment and address issues, such as delays in equipment delivery.

Challenges:

• A late delivery of playground equipment threatened the timeline. Emma negotiated expedited shipping and shifted tasks to minimize delays.

Step 4: Monitoring and Controlling – Staying on Track

Throughout the project, Emma continuously monitored progress to ensure the team stayed within scope, time, and budget.

Key Techniques:

1. Progress Reports:
   Emma used weekly reports to compare actual progress against the plan. For example, she noticed the walking trails were ahead of schedule, allowing resources to be redirected to landscaping.
2. Budget Tracking:
   Regular reviews ensured spending stayed within limits. When landscaping costs rose unexpectedly, Emma reallocated funds from savings in infrastructure.
3. Risk Mitigation:
   Heavy rains delayed trail paving for two weeks. Emma adjusted the timeline and extended working hours to recover lost time.

Step 5: Closure – Delivering the Park

After 12 months of hard work, Entrepreneurs Joint Community Park was ready! The team conducted final inspections to ensure everything met quality standards.

Key Activities:

1. Final Deliverables:
   • Playground equipment was installed and safety-tested.
   • Walking trails were paved and landscaped.
   • Amenities like benches, trash bins, and water fountains were installed.
2. Handover:
   The park was handed over to the city’s maintenance team for ongoing care.
3. Celebration:
   The grand opening included a ribbon-cutting ceremony, with speeches from community leaders and fun activities for families.

Project Success and Lessons Learned

Success Metrics:

• Budget: The project was completed for $480,000, under budget.
• Time: Finished on schedule, despite weather delays.
• Stakeholder Satisfaction: Residents praised the park’s design and accessibility.

Lessons Learned:

1. Engage Stakeholders Early: Involving residents in the design phase ensured the park met their needs.
2. Plan for Risks: Adding buffer time helped manage delays without derailing the timeline.
3. Be Flexible: Adapting to challenges, like shifting resources, kept the project on track.

Why This Case Study Matters

Entrepreneurs Joint Community Park demonstrates the power of effective project management:

• It turned a vision into a tangible, community-changing reality.
• It balanced scope, time, and cost using tools like Gantt charts and risk registers.
• It showed the importance of teamwork and communication in overcoming challenges.

Whether you’re building a park, launching a product, or organizing an event, the same principles apply: plan thoughtfully, adapt when needed, and engage the people who matter most.

So, the next time you tackle a project, remember this story—and know that with the right approach, you can achieve great things too!