Yedda Clark. Project Management. July 21st , 2021.
The planning phase is really just getting the major people together that will own part of the project work and planning how they will do it and what they will need to get it done. In the business world, these are the Subject Matter Experts. A project manager does not need to be an expert in everything, but the project manager does need to find those that are and get those Subject Matter Experts on their team. This phase is also where you assign starting dates and ending dates to particular tasks. This is crucial to the project's success. There will be tasks that can happen at the same time that may or may not be related. But, some of those tasks will end later than others because they will simply take longer to complete. Start and stop dates also give you a way of ensuring that everything gets completed on time. This makes sense because the project has a specific stop date (otherwise it's a process), so all tasks have to end sometime. A word of caution, you are still in the "planning" phase here. Don't get overwhelmed with the lack of details. Every home needs a frame before it can be built. But, before the frame is constructed there is a rough idea of the total square footage of the home, how many rooms, bathrooms, etc. that there will be. That's what the planning phase if for...to determine how this thing should look.
Project management is the discipline of managing all the different resources and aspects of the project in such a way that the resources will deliver all the output that is required to complete the project within the defined scope, time, and cost constraints. These are agreed upon in the project initiation stage and by the time the project begins all stakeholders and team members will have a clear understanding and acceptance of the process, methodology and expected outcomes. A good project manager utilities a formal process that can be audited and used as a blue print for the project, and this is achieved by employing a project management methodology.
In conclusion, the top tips that will help you to produce your project plan are to first create a powerful team and then involve the team in the planning activities that will follow. The team will really help you in creating the strategies that will be used to deliver the project. Once you've formed your core team, be sure to involve them throughout the planning process so that you can both develop the best plan possible and create team buy-in. Ultimately, your planning endeavors will lead to a project work breakdown structure as well as a written document, referred to as the project management plan, that will highlight how you will manage each and every aspect of the project (such as scope, schedule, budget, hr, quality, risk, change, project requirements and communications.) You will have to customize the components of your project management plan for your particular project, but these are often the most common.
Other than the Charter, lessons learned is probably the other most neglected part of a project. It is reasonable to think that since projects are new there will be unanticipated obstacles that you run into. Those obstacles, no matter how small, will somehow be resolved. Lessons learned is your opportunity to capture what the Subject Matter Experts learned to resolve or look out for when working on the project. These should be documented and given to management, as well as kept for yourself. From a reasonableness perspective, you may manage a project in the future that has similar characteristics of the project you just finished. How inefficient would it be to drive a project team into the same issues and obstacles that you already encountered and make the new team come up with their own resolutions? Lessons learned becomes the project FYI that can help a new project team plan better and be more efficient because they are aware and have planned for certain obstacles ahead of time. All this because you were wise enough to capture this information from past experience.
You ought to engage your team and use team participation tactics as a way to prepare your project WBS. This technique will assure you encompass all scope items and don't miss any, but almost more importantly, this will create team buy-in. The real importance of making use of team collaboration is always to generate a sense of ownership among the your team members. I would recommend getting the team together in your project war-room (a board room you've committed to your project), convincing all people to turn off their cell phones and doing away with all other interruptions. At this meeting, sit as a team, display a blank screen on the wall and formulate your WBS. I prefer to use mind-mapping software programs for this activity.
A project is a temporary and one-time exercise which varies in duration. It is undertaken to address a specific need in an organization, which may be to create a product or service or to change a business process. This is in direct contrast to how an organization generally works on a permanent basis to produce their goods or services. For example the work of an organization may be to manufacture trucks on a continual basis, therefore the work is considered functional as the organization creates the same products or services over-and-over again and people hold their roles on a semi permanent basis.
The work breakdown structure (WBS) is a deliverable-based description of your project scope. The work breakdown structure essentially describes the total scope of the project in a hierarchical style. Developing the WBS is a very crucial project management step that allows you to get a complete understanding of everything that needs to be completed. Even knowledgeable project managers frequently do not take full advantage of the value of a correctly-produced work breakdown structure.
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