In business most ideas that never make it to completion die in the execution phase. Often this is because a simple plan was not in place from the beginning to insure that the pace of the project stays on track with the projected purpose and milestones. Below are six concrete steps that will help you define a project, evaluate if it is in alignment with your purpose and viable to succeed, define who needs to be involved and the risk at play, and what the measurable outcome will be.
Six Steps to Project Management Success
1. Develop a Solid Business Case and Create a Project Definition Form: Ensure that your project is in alignment with the mission of the company, the agenda of your department and has support of the senior management team. Involve finance experts when putting together the case. Recognize early what is driving the project - safety?, quality?, productivity?, cost? human development? etc. You may need to do a Risk Analysis, listing potential risks, rating them at high-medium-low and who will be responsible for managing that risk. The Business Case Form will include: Background to the Project, General aims(s), Initial Risks, Expected Outcomes, Benefits of the Project, Initial Estimates of Cost and Time. This Case may also be used to create a Project Definition Form for easy access to all responsible parties.
2. Write a Project Definition Statement: Create this as part of your Business Case to prevent "creep"ing away from the purpose. Circulate this to those who do not need the detail of the Business Case.
3. Do a Stakeholder Analysis to Create Your Team: Define each stakeholder, their interest in the project, what the projects needs from them, perceived attitudes and/or risks, and actions you need them to take.
4. Define Project Responsibilities: Make a list of the tasks/responsibilities then assign which stakeholder will lead each one.
5. Create a Milestones Chart: List each milestone to be accomplished, who is responsible for it and suitable units of measure whether it is days/weeks/months/years.
6. Create a Project Management Report: This report will track the progress of the project and head off derailment. It holds a list of the deliverables from the Milestones Chart, a due date for each, a rating for each (ie: Red Flag - off plan, Yellow - will soon be off plan, Green - on plan or better), and action to be taken to bring the plan back on schedule. This is a key document to the success of the project. A schedule of when this Project Management Report is due and analyzed should be set up ahead of time.