The Project Management Professional (PMP) certification is a globally recognized credential, and its rigorous PMP Application process reflects the high standards set by the Project Management Institute (PMI). A critical part of this process is demonstrating your project management experience in a way that aligns with PMI’s expectations.
Another requirement from PMI is to complete a 35 contact-hour PMP training course. You can enroll in Master of Project Academy’s PMP courses to satisfy this requirement:
Learn more about PMP Certification requirements.
Many PMP applicants stumble at this stage, with PMI flagging their experience descriptions for being unclear or not aligning with the role of a project manager. This blog will guide you on how to write clear, concise, and impactful project descriptions that meet PMI’s updated guidelines for the PMP Application.
Watch our video to see all the PMP application steps:
Understanding PMI’s Expectations
Before diving into how to write your project descriptions, it’s crucial to understand what PMI is looking for in your PMP Application. Based on the new guidelines, PMI expects your project experience to show that you:
- Performed as a project manager, even if you didn’t have the official title.
- Led cross-functional teams to achieve goals within defined constraints like schedule, budget, and resources.
- Applied structured project management methods to deliver defined outcomes.
Projects where you only supported a project manager or contributed as a team member do not meet the PMP Application requirements.
Key Guidelines for Writing Project Descriptions
PMI’s updated guidelines recommend your PMP Application descriptions include:
- A one-sentence project objective: What was the project’s purpose?
- A high-level description of your role and responsibilities: What did you do, and how did you lead?
- A one-sentence project outcome: What was achieved?
How to Structure Your Project Descriptions for Your PMP Application
Your project descriptions are a crucial component of your PMP Application. Here is how to structure them effectively:
1. Start with the Objective
Begin your description with a clear and concise statement about the project’s purpose. What problem were you solving? What goals did the project aim to achieve? The objective should be specific and measurable.
Example
Objective: “The project aimed at implementing a cloud-based customer relationship management (CRM) system to enhance client tracking and improve sales team productivity by 20%.”
2. Define Your Role
Describe your responsibilities and highlight how you performed as a project manager. Focus on the following:
- Leadership: Explain how you directed the project and managed cross-functional teams.
- Project management activities: Outline your involvement in key areas such as planning, execution, monitoring, and closing.
- Constraints management: Specify how you handled schedule, budget, and resources.
Example
Role: “As the project manager, I led a cross-functional team of 10 members to implement the CRM system within six months. I developed the project plan, monitored progress using agile methodologies, and managed stakeholder expectations through regular status updates. I ensured the project stayed within the $200,000 budget and met the predefined quality standards.”
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3. Conclude with the Outcome
End your description with a one-sentence summary of the project outcome. This should be tied back to the objective and demonstrate the value delivered.
Example
Outcome: “The project was completed on time and within budget, resulting in a 25% increase in sales team efficiency and improved client satisfaction scores.”
Common Pitfalls to Avoid in Your PMP Application
1. Being Vague About Your Role
Avoid generic statements like “assisted with project planning” or “contributed to project execution.” These do not demonstrate ownership of project management responsibilities in your PMP Application. Instead, use active verbs that convey leadership, such as “led,” “managed,” “directed,” or “coordinated.”
Weak Example:
“I worked on implementing a CRM system for the company.”
Strong Example:
“I managed the implementation of a CRM system, overseeing a cross-functional team and ensuring alignment with business goals.”
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2. Exceeding Word Count or Adding Unnecessary Details
PMI values brevity in the PMP Application. Keep your descriptions focused and concise. Avoid going into technical details about the tools used or the specifics of team dynamics unless they directly support your role as a project manager.
Weak Example:
“I worked with a team of five developers, three QA engineers, and a designer using Scrum methodology, daily standups, and Jira to track progress. I also helped the marketing team prepare materials for the launch.”
Strong Example:
“I managed a cross-functional team to deliver a new CRM system using agile methodologies, ensuring all milestones were achieved on time.”
3. Listing Non-Managerial Tasks
If your description focuses on tasks that are more about execution than leadership, it may not meet PMI’s criteria for the PMP Application. Emphasize how you directed the work, not just what you did.
Weak Example:
“I created Gantt charts and monitored project tasks.”
Strong Example:
“I developed the project schedule, tracked progress against milestones, and ensured timely delivery by proactively addressing risks.”
Tips for Crafting Effective Descriptions for Your PMP Application
1. Use PMI’s Language
PMI reviewers are familiar with the terminology from the PMBOK® Guide (Project Management Body of Knowledge). Using PMI’s language in your PMP Application can help your descriptions resonate with the reviewers. Use phrases like:
- “Managed cross-functional teams”
- “Ensured project alignment with business objectives”
- “Developed and executed the project plan”
- “Monitored and controlled project scope, schedule, and budget”
2. Quantify Your Achievements
Whenever possible, use numbers to showcase your impact in your PMP Application. For example:
- “Delivered the project three weeks ahead of schedule.”
- “Achieved a 15% reduction in operational costs.”
3. Tailor Each Description
Every project is unique, and your PMP Application descriptions should reflect this. Avoid copying and pasting the same text across multiple projects. Instead, highlight specific challenges, your approach, and the results achieved for each project.
4. Review Against PMI’s Criteria
Before submitting your PMP Application, ensure your descriptions answer these questions:
- Did I lead the project and manage key aspects like scope, budget, and schedule?
- Did I direct cross-functional teams to achieve the project goals?
- Does my description reflect the use of project management methodologies?
A Complete Example of a PMP Application Entry
Project Title: Implementation of a Cloud-Based CRM System
Objective:
The project aimed to implement a cloud-based customer relationship management (CRM) system to streamline customer interactions and enhance operational efficiency within the sales department. The primary goal was to improve sales team productivity by 20% through better data accessibility, automation of routine tasks, and integration of customer data into a centralized platform.
Role:
I served as the project manager, overseeing the entire project lifecycle from initiation to closure. This included developing the project charter and securing buy-in from stakeholders across the IT, sales, and operations departments. I designed a comprehensive project management plan, which detailed the schedule, budget, resource allocation, and risk management strategies.
Using agile methodologies, I facilitated weekly sprints to track progress, address issues, and keep the team aligned with project goals. I organized and led regular standups, fostering collaboration among the 9-member cross-functional team comprising developers, sales representatives, and operational staff. Risk mitigation was a priority, and I proactively conducted risk assessments to identify potential challenges, devising contingency plans to ensure the project remained on track.
Additionally, I managed a $200,000 budget, ensuring cost efficiency without compromising quality. I maintained clear and consistent communication with stakeholders, providing updates through dashboards and status reports to manage expectations and address feedback promptly. My leadership ensured the team stayed focused and cohesive throughout the project.
Outcome:
The project was successfully delivered two weeks ahead of schedule and under budget. It resulted in a 25% increase in sales team efficiency and a 15% improvement in customer satisfaction scores. The new CRM system streamlined customer interactions, automated manual processes, and provided the sales team with actionable insights, significantly enhancing their performance and the overall customer experience.
Final Thoughts
The PMP Application process is rigorous, but with careful attention to PMI’s guidelines, you can craft project descriptions that demonstrate your qualifications and readiness for the certification. By focusing on your leadership role, quantifying your achievements, and using PMI’s terminology, you’ll position yourself for a successful PMP Application.
Remember, clarity and precision are your best allies in your PMP Application. Good luck on your PMP journey!