Here is a 6 steps approach to do effective project management for your organization and drive better results. Before project manager PM or portfolio manager can jump on to project planning, you as a PM should be doing certain ground work. As mentioned earlier you should identify. In most cases, unclear project requirement definitely results in project failure.
Right at the beginning ensure all relevant stakeholders understand project requirements clearly and the importance of having unambiguous project scope. It is pretty common these days to see that sales team, project managers working with clients and help him articulate client's requirements.
Determining Project Requirements - Best Practices and Tips
Based on very high level project requirement, you can chalk out project charter, project scope. If you would like to avoid project scope creep , you will have to make stakeholders understand that project scope is sacrosanct.
Having said that total inflexibility can also kill project outcome i. You can accommodate change request after reviewing its value to project outcome. It is crucial for effective project management to be able to have complete and clear project requirement, right at the beginning and avoid project scope creep during project execution.
Stakeholder Needs and Requirements
You can use right project management tools to draft, articulate project requirements, review and seek approvals, so that transparency and accountability for project requirement is ensured. Nobody likes bad surprises, get your projects, teams and communication organised. The best project management tool will help your customer or senior project management from bad surprises. Here are some of the interesting findings. Even today most people rely on emails for day to day communication.
But if you are sending emails to stakeholders by yourself, then you are certainly not doing it in the best way, you are spending time on things which are best handled and automated by project management tool.
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A project management software is indispensable to automate project communication. Any change in project schedule, issue assignment, new risk in register, comments to tasks, issues, risks, project meetings, task due date reminder, project status change notification, etc. Team Selection. Once a project charter and project scope is defined and articulated, you will have to identify project manager and project planners. Having project manager, project planner and team members who are subject matter expert for a project in consideration wins half-battle.
So based on these identified skillset, project manager has to select resources who will be allocated to project and will be assigned work. Project Schedule. The planning phase of project requires well defined project charter and project scope. Based on this project manager can work on project schedule identifying important deliverable, WBS, milestones. As he gets better understanding of project scope, available resources, he can create detailed project schedule identifying minute level details of project schedule : i.
As we know, detailing leads to questions, questions brings clarity, and clarity drives predictability. This phase marks a clear assignment, responsibility for project team members. Again it is important to have detailed project schedule for effective project management. And equally important it is, to be able track project tasks seamlessly. Planning for Project Risks. Managing project risks is integral part of project management.
If your projects are not trivial, whether you like it or not -risk will be inevitable part of your projects. If it is not done as an academic exercise of managing project risks, project risk management saves you greatly from surprises. It is important for effective project management to plan for project risks right at the beginning.
enter site At the end of the business case stage of the design management in the project lifecycle, the owner should be better informed of all important design related issues and possible impacts on the project business case. Once the business case has been approved by the owner, the design manager can then proceed to the next stage of the project lifecycle, the outline design stage. This stage involves clearly defining the owner design requirements so as to form a sound foundation for the design process to proceed and is the right time to engage consultants and set up the formal design management process.
The following are the key tasks in this project lifecycle stage:. Define owner design requirements and project design needs Further to the design related information gathered for the preparation of the business case, the design manager should gather any additional design related information from the owner and other relevant sources.
Step 2: Project Deliverables
Identify any gaps in the information provided and seek to source this information as appropriate. This is the right to time to sit with the owner and review all the design related information and discuss the strategy forward to gather additional information. Engage design consultants This is the time to now engage all the key design consultants that are required to develop the functional design brief and the concept design. The functional design brief will be supported by concept design sketches and report, all of which provide an outline of the proposed design.
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Prepare the design management plan The design management plan provides the roadmap for the way the design will be managed and needs to be prepared at this stage of the design process for best results. It is a key component of the project management plan prepared by the project manager.
Outline cost plan The design manager needs to manage and coordinate the development of the outline cost plan with the quantity surveyor, with input from all the relevant design consultants. Identify design risks All design related risks identified in the business case stage should be reviewed and expanded upon with the input of the entire design team.
Any safety in design risks should also be identified. The design risks should then be assessed and their mitigation should be recorded in the overall risk register as the basis for use and management on an ongoing basis.