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roject Planning
An Old Adage:
Fail to Plan . . . and You Plan to Fail! Project Planning – 5 Stages Prepare project overview Develop activity plan Assign responsibilities Put plan into action; track progress Prepare closeout report Stage One: Project Overview • High-level summary of the project • Sets the overall scope • Clearly written to communicate • Team leader responsibility • Critical to get this right! What’s In a Project Overview?
Statementof Problem (or
Opportunity) Goals and Objectives Measures of Success Approach, Process, and Timing Assumptions and Risks Let’s Use the Following Example
You have taken a new job, and it is a
significant distance from home. You are concerned your current car will not be reliable given its age.
In your course materials, and pull out Appendix
pages A26 - A28. Questions -
What is our problem, or opportunity,
or situation to be changed?
What is our goal?
Goals and Objectives • Goals and objectives describe what we want to achieve to solve the problem or take advantage of the opportunity – Keep them simple – Focus on the important items – Collectively, they define the scope – They must be measurable for success – Clearly written Goals and Objectives - Use the SMART Test
S – Specific M – Measurable A – Attainable R – Relevant T – Time-Based Question -
Based on our project goal,
What are our most important objectives? Measures of Success
Ourdesired results that can be
quantified – Numbers, frequency, degrees of change
Avoid intangible measures
– Make it “better” Superlatives can be hard to achieve! – Avoid use of “all” or “never” Question -
What measures of success
should we use in our project example? Approach, Process, & Timing
Describe how we will go about our
work – what will we do? Define the schedule you will follow Consider how success was achieved in similar projects For a new project – be creative! Video Presentation Video Review • What approaches did the team consider? • What assumptions were challenged? • What was necessary for the novel approach to be considered? Question -
What approach should we follow for
our project? What schedule do you want to meet? Assumptions and Risks
We need to consider the things we
expect to happen, and the “what ifs” Assumptions – Things we believe will happen – Things needed to be true for success
Risks – Undermine success – Actions can be planned to offset risks Assumptions and Risks
Might Include: Resources needed Timing of resources Events outside our control Potential delays and their effect Patrol Activity -
For your Patrol’s project idea:
• Together, quickly outline a Project Overview for your project • Be prepared to share your solution Take 5 minutes to complete Patrol Activity -
• Who would like to share?
Project Overview . . . . . . A Quick Review Defined our problem Listed goals and objectives Decided on measures of success Described our approach and timing Considered assumptions and risks A Project Overview . . .
Helps ensure success
Helps get everyone on “one page” Helps prevent – Getting off track – Scope creep Stage Two: Activity Plan Activity Plan Define the activities and tasks needed to achieve our goals Organize & Prioritize activities and tasks Identify which tasks depend on others Assign team members to activities Define dates to begin and finish Activity Plan
Goal
Activity Activity Activity Activity
Task Task Task Task
Task Task Task Task
Task Task Task Task
Task Task Task Task
Activity Plan
Replace Car
Define Choose Shop for Make
Needs Make/Style Car Purchase
Mileage Body Online Negotiate
Space SUV? Dealers Finance
Features Make? Buyer Prep
Cost Limit Colors Set Price Receive
Project Activities and Tasks Should . . .
Pass the “SMART” test
Have clear start and stop times Include estimated time and cost to complete Be assignable and manageable Video Presentation
This clip will help illustrate the second stage of
project planning – Activity Plan We must challenge assumptions “If you keep on doing what you’ve always done . . . . . . You will keep on getting what you’ve always got.”
Confirm availability of resources Understand team member skills Match skills to tasks Establish progress milestones and reporting procedures Assign Activities
Team Members Should -
Know project’s purpose Understand their assignments Know the availability of resources Be clear about deadlines Understand how to address issues Stage Four: Putting the Plan Into Action Work the Plan
Now is the time to let the team do
its job! Staying to the plan is the clearest path to success! A well-laid plan will help ensure a team is performin’ . . . not stormin’! Work the Plan
The Leader Should -
Get the project going Provide leadership to the team Assist with decisions & problems Obtain additional resources Monitor progress of activities Monitor team performance Stage Five: Project Closeout Closing Out the Project
Recognize team members
Prepare After-action report Goals and objectives met? Completed on schedule? Lessons learned? Ideas/recommendations for future projects Summary Five Stages of Project Planning 1. Develop a Project Overview 2. Plan the Work 3. Make Activity Assignments 4. Put the Plan into Action 5. Prepare Project Closeout A Different Adage:
