Successful Project Delivery is essential to maintaining a successful business. The PMO Squad has worked with clients of all sizes and across various industries. In many engagements we consistently hear that teams are working on "projects" but when we inquire about how the projects are going we are told, "they aren't formal projects so we're not sure." Does it matter if the projects are formal or not? Shouldn't the business be aware of how the project is progressing?
There are millions of projects being run around the world and unfortunately many of them aren't being run well. Every business has projects and the businesses that run projects successfully are immediately in a competitive advantage. We aren't going to take a deep dive on Project Delivery in this article but we will touch on the basics to get you headed in the right direction.
How to improve Project Delivery
There are many ways to improve project delivery depending on your organizational culture, team capabilities, and desired outcomes. Your project delivery methods may include use of a defined methodology which allows your team to create consistent, repeatable results from adhering to a documented approach. Your methodology should not be so rigid that it restricts the project team from adjusting to project demands but it should provide guidance on how projects will work in your organization.
You should also understand the capabilities of your project delivery team. This includes knowing the strengths of each team member and building a training plan to help each team member reach their potential. You may also want to identify any areas of weakness and develop a plan to help the team members address those areas. Establishing a solid performance review process which rewards successful outcomes will help the team be focused on results and successful project delivery.
Finally, you need to understand the desired outcomes of your project. This will help you determine what measures or indicators you need to track to determine if the project is meeting those outcomes. If the desired outcomes are not being met, you may need to adjust your project delivery methods or your personnel. Project Delivery is not static and requires a continuous review to drive improvements for the organization.
Basic Steps of Successful Project Delivery
Project delivery is an essential part of any successful business. It is the process of coordinating the resources and efforts of multiple people in order to complete a task or project on time and under budget. There are three fundamental steps to successful project delivery: planning, executing, and monitoring.
Planning is essential to ensuring that the project is executed successfully. The project plan should include a timeline, milestones, and a list of required resources. The project manager should also ensure that all stakeholders are aware of the project plan and understand their respective roles.
Executing the project is where the real work takes place. The project manager must ensure that the necessary resources are available and that the project is completed on time and within budget. They should also ensure that all stakeholders are satisfied with the outcome of the project.
Monitoring is essential to ensure that the project is meeting the desired outcomes. The project manager should periodically review the project plan, progress reports, and final product to determine if the project is meeting those outcomes. If the desired outcomes are not being met, the project delivery methods may need to be adjusted.
There are 3 basic steps to successful Project Delivery:
1. Plan the Project
2. Execute the Project
3. Monitor the Project
How to Plan the Project
It is important to plan the project early on in order to ensure that everyone involved is on the same page. The first step in successfully delivering any project is to clearly define its objectives and requirements. Without this information, it is difficult to determine what resources will be required and how best to achieve the desired outcome. This step is especially important when working with clients or other stakeholders who may have different expectations or goals than the project team.
The following three steps can help you plan your project:
1. Define the Scope
When starting a new project, it is important to have a clear idea of what you are trying to accomplish. This can be difficult to do when the project is in its early stages, but it is essential to have a solid plan if you want your project to be successful. Here are three steps that can help you define the scope of your project:
- Define the goals of the project. What are you hoping to achieve?
- Identify what resources are needed to achieve those goals. What technology, people, or materials will you need?
- Estimate how much time and money will be required to complete the project. Factor in any unforeseen delays or costs.
These scoping items should be collected and documented in a Project Scope document which is reviewed and approved by your Project Champion, Project Sponsor and the necessary Project Stakeholders.
2. Identify The Team Members
Once the scope is defined, it is important to identify who will be working on the project. This includes identifying who will be responsible for each task, as well as who will be collaborating with others. The Project Delivery Team is composed of a mix of people with different skills and knowledge. It is important to identify who will be a part of the team and what their specific roles and responsibilities will be. This will help to ensure that the project is delivered on time and to the required quality standards. Different roles which may be included on your Project Delivery Team include:
- Project Manager
- Quality Assurance Manager
- Technical Writer
- Project Coordinator
- Graphic Designer
- Web Developer
- Database Administrator
The Project Team should be documented in a Project Roster or some electronic means so that all team members have easy access to reach other team members. This is especially important in our new remote or work from home settings.
3. Create The Project Plan
Creating a project plan is essential for any successful project. Without a plan, it is difficult to determine what tasks need to be completed and when. Additionally, a project plan can help to ensure that all necessary resources are available when the project is started, and that deadlines are met. Every project is unique and creating the project plan becomes unique for each project as well. Most project plans include the following:
- Project goals
- Project objectives
- Scope of work
- Resources required
- Estimated cost
- Risk assessment
- Communications plan
- Quality control plan
- Termination plan
How to Execute the Project
After completing the steps in the project planning process, the project team begins to execute the project. This means actually doing the work that was planned and agreed to in the project plan. There are a number of things that need to happen in order for the project to be executed successfully, including:
1. The project team needs to be assembled and organized.
In order to successfully deliver a project, the team needs to be assembled and organized. The project manager should be responsible for assembling the team, assigning roles and responsibilities, and ensuring that everyone is on the same page. In many organizations the project manager works closely with department managers to determine the proper team members to work on the project. The team may also be organized into workgroups, which will help them to communicate and collaborate more effectively.
2. There Needs To Be Clear Communication And Coordination.
Project delivery is a complex process that requires clear communication and coordination between all involved parties. Without proper communication and coordination, the project can quickly become derailed and become a source of frustration for all involved. In order to ensure successful project delivery, all involved parties must be able to clearly understand each other's goals and objectives, and work together to ensure that each task is completed on time and within budget. Utilizing a well constructed Communication Plan is helpful to establish clear expectations from all project stakeholders on how communication will be handled through the life of the project.
3. The Project Needs To Be Delivered for Succesful Project Outcomes.
Historically delivering a project on time and within budget defined project success. We believe to ensure a successful delivery, it is important to have a clear project plan, accurate estimates, and effective communication. Additionally, effective project management tools can help to keep everyone on track and minimize potential disruptions. All of this leads to the desired outcome defined in your project planning. Some project outcomes relate to time or budget, but more often they relate to realizing benefits or a specific return on investment.
4. The resources needed for the project need to be identified and acquired.
The resources needed for a project can vary depending on the project itself, but generally, the resources needed include: a project plan, funding, personnel, and equipment. The project plan is a document that outlines the steps and objectives of the project, and it is essential for ensuring that the project is delivered on time and within budget. Funding can be acquired in a variety of ways, and should follow the steps required within your organization. Personnel can be recruited from within or outside of the organization, and equipment may need to be purchased or leased.
5. The project plan needs to be finalized and approved.
A project plan is a critical document that outlines the steps and timeline for completing a project. It is important that the plan is finalized and approved before starting the project, as any changes to the plan after the fact can lead to delays and potential problems. Additionally, having a plan in place can help ensure that all stakeholders are aware of the project's objectives and timeline, and that they are comfortable with the progress being made.
These steps don't ensure that your project delivery will be successful but when done consistently and with strong project leadership your organization will see improvements in executing projects. Teams will work together better, leaders will be working towards common outcomes and the organization will reap the rewards of successful project execution.
How to Monitor the Project
Project managers need to be able to monitor the project regularly in order to ensure that it is on track and that there are no delays. This includes assessing progress, identifying any issues, and making necessary adjustments. If progress is not being made as planned, then the project manager may need to take steps to correct the situation.
To monitor the project, it is important to have a clear understanding of the project plan and organize the project team accordingly. As the team and project progresses it may be necessary for changes to be made to the plan. Using a straight-forward approach can help project managers understand when a change is required.
1. Assess the Current State of the Project
The first step in monitoring a project is assessing the current state. This includes understanding what has been completed, what remains, and what needs to be done. This information can be found in the project plan or in communication between team members.
2. Evaluate Progress
This includes looking at how much has been completed, compared to what was originally planned, and making any necessary adjustments. Will more time be required or perhaps additional resources. Has the overall scope of the project changed since the start of the project? What are stakeholders communicating to the team regarding progress and expectations?
3. Plan for Changes
If progress is not being made as planned, then the project manager may need to take steps to correct the situation. This includes determining whether any changes are needed. The project manager should be utilizing the defined Change Management processes outlined in the project governance documentation. This often includes decisions from a Steering Committee or other governing board with the authority to approved the requested changes.
Key Measures for Project Monitoring?
There are a number of different measurements that can be taken while monitoring a project, depending on the type of project and the specific needs of the organization. Generally speaking, however, project managers will look at various performance indicators to determine the success or failure of a project. These indicators can include:
1. Measuring Project budget
There are a few things you can do to help ensure that your project budget is accurate and meets the needs of your project. One way to measure project budget is to create a cost breakdown report. This report will break down the costs of your project by category and will help you to identify areas where you may need to make adjustments. Additionally, you can use a cost estimator tool to help you estimate the costs of your project. This tool will take into account factors such as the size and complexity of your project, the type of materials that will be used, and the time required to complete the project. Finally, you can use a budget simulator to help you create a realistic budget for your project. This tool will allow you to experiment with various budget scenarios and to see how each one would affect the overall cost and timeline of the project.
2. Measure Project schedule
There are a few ways to measure project schedule. One way is to use a timeline. A timeline can be created using tools like Microsoft Project or TimeTrack. Another way to measure schedule is to use a Gantt chart. A Gantt chart can be created using tools like Microsoft Project or Google Sheets or the hundreds of other project management software tools. Your timeline measures can examine performance to milestones or detailed tasks.
3. Compliance with contractual obligations
To ensure successful project delivery, it is important to comply with contractual obligations and maintain a high level of communication with all stakeholders. Maintaining a good relationship with your vendors is key to maintaining their trust and confidence in your ability to deliver on your project promises.
4. Measure Customer Satisfaction
One key element of a successful project is customer satisfaction. To ensure customer satisfaction, it is important to measure the project's progress and outcomes. This can be done through surveys, interviews, or other methods. All projects have either internal or external customers and it is vital for long-term project success to understand how satisfied they are with the project progress and outcomes.
Projects can be challenging, but with the right tools and planning, you can ensure a successful delivery. Follow these three steps and you will be on your way to project success!
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