We are well aware that good planning leads to smooth execution and early delivery. Most of us, however, still fast track the planning phase and jump into execution. The result is often a downward spiral of issues, defects and rework.
So why do we do this?
I have observed that most project managers are not clear on what exactly needs to be planned. At the same time, we often lose patience because planning takes time with no quick tangible results.
Here is my road map for a successful planning process.
Step 1: Write down the business case.
If we don’t know what the problem is, we can’t solve it. As project managers, we must understand the problem that’s going to be solved through the project and what the expected benefit to the organization will be. Until we understand it, we may not achieve the solution despite meeting all stated requirements. Writing a business case is the foundation of the planning.
Step 2: Establish objectives.
A lot has been written already on setting objectives, so I will limit myself. Objectives should be driven by the business case. We should set objectives that, if achieved, ensure the complete problem is resolved.
Objectives should be:
Step 3: Set expectations with stakeholders.
Identifying all stakeholders and understanding their requirements is important for project managers. However, this may not be enough. Stakeholders often have expectations that they may not explicitly lay out but use as part of their assessment process. My customer, for example, may set expectations based on his past experience with a previous vendor. He or she may not share it with me as these expectations are not firm and not backed by anything substantial. The best way to reset these expectations is to set new expectations with the stakeholder. By setting these new expectations, I nullify expectations coming from my customer’s previous experience and set a fresh ground for performance assessment.
Step 4: Kick off your project.
The main purpose of the kickoff is to let everyone know about the project, what support the project needs from them, and when we will need that support. It’s also important to present our strategy, high-level plan and project needs to all stakeholders and ask them what inputs they need from us to provide required support.
Step 5: Prepare a project management plan.
What planning documents like schedule, risk register, communications plan etc. do for project executing team, project management plan does for project management team. It creates a roadmap for the project management team and provides clear guidance to prepare planning documents. For example, a risk management plan—a component of project management plan—describes a methodology for identifying risk, a system for monitoring those risk, a format for the risk register, and tools and techniques to prepare the risk register and risk response plan.
Step 6: Prepare a meticulous work breakdown structure (WBS).
The WBS is the foundation of further project planning. And the better the WBS, the better the plan. All project team members must participate in developing a WBS with necessary and sufficient details.
Step 7: Prepare planning documents.
Now we have all the building blocks to prepare planning documents such as schedule, budget, resource plan, communication plan, procurement plan, quality plan, risk register etc. Planning documents will guide the project team throughout execution and, if meticulously prepared, guarantee project success.
Planning takes time, so consider a progressive approach. By planning the first phases and kicking it off, you may help your team produce early results and buy time for the meticulous planning required for subsequent phases.
What tips do you have for successful project planning? Please share your experience in the comments below. I look forward to reading about your experiences.
The Secrets to Business Transformation Success
In the world of business transformation, there is usually a lot of enthusiasm surrounding the start of the transformation among the team.
But it quickly gets crazy and stressful thanks to tenders for third parties, recruitment, preparation for executives’ meetings, changes, wish lists, vague strategies and aggressive key performance indicator promises already made to the board.
Typically, the transformation team has a list of to-dos and we go running around building the empire around achieving them—and off goes the train.
Some of the pitfalls that transformation teams fall into are:
Assume success: Business transformation is usually about a list of changes we make to the business—whether with systems, people, processes, strategy, or all of these. We build the portfolio, write the briefs for our third parties, start the projects and setup the meetings and steering committees.
We plan our work with success in mind. But what if that doesn’t happen?
When we don’t account for failure it means we don’t really have the recovery mechanism in place both at the human and team level and at the tactical level.
That leads us to the second pitfall.
Inability to stop and reflect: In transformation, there is a lot at stake. That means a lot can go wrong quickly—and the trust that the transformation team once had can be put to the test.
Because there are a lot of moving parts—and what you knew at a point in time may not be as valid or as accurate as it is at a later point—time to reflect and adjust course is essential.
At the end of the day, these teams work for their customers and when the customer needs change, so should the direction and the approach that the team takes.
Can’t or won’t say “no”: In successful and strong transformation teams, the ability to say “no” is crucial. That does not mean rejecting business requests, but rather working to prioritize and justify why things can or can’t be done.
Not understanding the capacity available can put the transformation team at risk. Senior managers and executives often look for a sounding board and an independent review of what might be possible. Don’t be shy to speak your mind and seek to understand and learn.
Transformation is about saying “no” as much as it is about saying, “Yes, we can.” It’s important to keep the organization honest to its true ability to implement change and work together with your customers to create something that works.
And finally, during a transformation it’s important to stay humble and always seek to learn. Don’t let your ego stand between you and a successful business transformation. But that’s another topic for another day.
3 Tips to Enhance Your Leadership IQ
Education and Training,
Human Aspects of PM,
Reflections on the PM Life,
Categories: Benefits Realization, Best Practices, Career Help, Change Management, Communication, Communication, Complexity, Education and Training, Ethics, Facilitation, Human Aspects of PM, Human Resources, Innovation, Innovation, Leadership, Leadership, Lessons Learned, Lessons Learned, Mentoring, Program Management, Project Delivery, Project Failure, Project Planning, Project Requirements, Reflections on the PM Life, Risk Management, Roundtable, Social Responsibility, Stakeholder, Strategy, Talent Management, Teams
By Peter Tarhanidis
The boards I serve have common opportunities and challenges revolving around promoting a brand, balancing the operating budget and growing capital. Yet, while flawless leadership is expected, in actuality it is difficult to sustain.
As I reflected on why many organizations were challenged around execution, I realized that executives must improve their leadership intelligence around three key factors to enable success:
In my experience as a mentor and leadership coach, these tips can help align decision-making, leader accountability and stakeholder engagement to the needs of the customers, and improve the overall culture of the organization. As a result, the brand will come to life.
How have you improved your leadership intelligence?
By Ramiro Rodrigues
In my last post, I shared tips for closing external projects. Now it’s time to tackle internal efforts.
As part of this discussion, it’s worth remembering that PMI’s A Guide to the Project Management Body of Knowledge (PMBOK® Guide) does not differentiate between the origin of the customer (internal or external) for the scope verification process.
So even if a project is internal, project managers should obtain acceptance and have at least one approval by the customer in order for the project to be formally closed.
A crucial question to consider: What does your organization's project methodology say? Are you required to get a form signed to show formal acceptance at the end of the project? If so, the good news is you’re closing process is outlined for you.
It gets complicated when you’re not required to sign a formal document or there is no defined methodology for closing an internal project. It creates a great organizational trap for project leaders as projects that are not formally completed tend to repeat the phoenix fable: a project is resurrected over and over again with new work requirements because there is no record of a signed agreement signalling the completion of the work.
Imagine having to re-run a project months—or even years—later when there are no more resources, schedule or budget available to execute the remnants that emerged? On top of this, you’re probably already involved in other assignments, and you may not even remember the full context of that project.
The most effective strategy for not falling into this trap is to produce an informal document of acceptance—a simple text that describes the macro deliveries of the project scope and send your customer a hard copy or email copy. But be careful to include a text that makes it clear that the parties (you and the customer) agree that the deliveries quoted have been made to the desired quality.
And make sure you receive acknowledgement—even a simple “okay” response will be sufficient to file the document and to protect it from unwanted resurrection.
How do you ensure internal projects don’t come back to haunt you in your organization?
By Jen Skrabak, PMP, PfMP
There’s great news for the profession: According to PMI’s latest Job Growth and Talent Gap report, there will be a need to fill 2.2 million jobs globally each year until 2027, growing to a total of 88 million project management jobs in all. Moreover, much of the growth is outside the United States—in places such as China, India, Brazil and Japan.
Project-related job growth is expected to be 33 percent overall, with health care (17 percent), manufacturing/construction (10 percent) and information services/publishing (6 percent) representing the top three industries.
How can you position yourself to take advantage of these trends? Here are three things to work on.
1. Get a Certification
Although certification by itself doesn’t guarantee that you will be hired, it does mean that you have demonstrated knowledge and experience in project, program or portfolio management. There aren’t many PMI Portfolio Management Professional (PfMP)® credential holders out there, so obtaining this certification will help set you apart.
But, instead of viewing the PfMP certification as the goal, plan to take it as a journey. If you find that you don’t have the requisite experience, how can you position yourself by taking volunteer roles to gain the experience?
Career development should be a joint responsibility between you and your manager. You should express the desire and develop the knowledge to grow your experience in certain areas, and your manager can work to open up opportunities to help you practice your knowledge.
Work on delivering strategic initiatives, driving change and providing innovation consistently and reliably. It’s not experimenting, but actually delivering—first on a smaller scale, then on a larger scale.
For portfolio managers, for example, you may start by managing the portfolio of a department or product, then move to an entire business unit, segment or product line, and finally on to an enterprise level.
There are three key areas to grow the depth and breadth of your experience:
1. Strategic alignment: Go beyond understanding the strategy and proactively work to translate that strategy into specific initiatives. This can be done by defining the business cases, developing multi-year roadmaps or translating high-level concepts into specific projects that will deliver the result, benefit or transformation promised.
2. Benefits realization: This starts with validating the business case and ownership of the benefits, and is typically realized three to six months after the project/program delivery via operational budget savings, reductions or reallocations. Few organizations realize the benefits because they are often too optimistic in the upfront business case and fail to follow through by ensuring that operational budgets reflect the promised savings or headcount efficiencies.
3. Project/program delivery: The foundation of portfolio management is good project and program execution to deliver the product, service or result on time, on budget and per the scope. It doesn’t matter if it’s agile, waterfall or hybrid. Although the portfolio manager may not be responsible for the delivery, the delivery affects the portfolio value. Ensuring that the portfolio value is realized means ensuring the project or program was delivered effectively and efficiently regardless of the methodology.
3. Communicate Effectively
Working on the portfolio level means that you’re communicating a vast amount of information—anywhere from 15 to 50 projects and programs—in an actionable way to executives. I’ve had executives tell me, “Don’t tell me what’s going right, tell me what’s going wrong and how to fix it.” Your role is to remember the four “C”s—clear, concise, compelling and credible. Be to the point, tell the story and build trust with a clear plan of action to fix any potential issues proactively.