Project Management Tips

Project Management Tips: Plan to Work and Work to Plan

The key to successful project management is carefully planning the project beforehand, and controlling the execution of the work to ensure your desired results. You can't overestimate the importance of proper planning.

Project failures can almost always be traced back to problems in the planning stages. There are three deliverables in the project planning process; Project definition, the work plan and project management procedures.

Project Definition
Often the planning process gets missed on unsuccessful projects. There is an emphasis on jumping in and getting on with the work, to maximise the amount of time available to complete it. But the time spent properly planning the work would lead to more efficient working, both in cost and time. It is advisable to properly plan the work. The Project Definition describes all aspects of the project, and is approved by the customer or stakeholder. The Project Definition includes information such as:

Project overview The reason for the project.

Objectives What will the project achieve?

Assumptions and Risks: What events are being taken for granted, and which ones are of a concern? How will the risks associated with the project be addressed?

Approach: A full dscription of how the project will proceed.

Organisation: Showing the roles designated on the project.

Initial Effort, Cost and Duration Estimates :These will inevitably be estimates, but they can continue to be revised when the workplan is completed.

Project Workplan
Once the Project Definition has been decided, the workplan can be created. The workplan provides instructions for contructing project deliverables and managing the project. Use workplans from similar projects if one exists.

Create a detailed workplan, including assigning resources and estimating the work as far as is necessary. As the project moves on, a new set of concerns will become apparent. Activities which were initially vaguely described need to be defined in more detail.

Project Management Procedures
This section includes how the team should manage certain issues. It is important that everyone involved in the project is fully aware of the objectives and procedures laid down by the project manager, and adhere to them completely. It is important that everyone understands that it is not solely about when the work is done, but how the work is done that is paramount.

If common procedures have emerged from a previous endeavour, utilise them again on the current project. Much of the degree of control you need to have over the work being carried out depends on the type of work that is being carried out. Regardless, it is imperative that the Project Manager is in control of all elements of the project, as it is the Project Manager who will have to explain how things went wrong.

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