If you're considering a major project, it's hard to know how to begin.
The field of project management can be daunting. There are documents, processes and methodologies for every conceivable situation It's hard to sift through them all to figure out what's essential. If you want to take your company somewhere it's never been before, you've got to make a plan.
In this article I want to lay out four simple steps to complete a one page project plan. Follow these steps and you'll have your project sketched out and have a good foundation to build on.
Goals
The first step seems obvious, but it's important to get it right. Define your project's goals. This is the reason your project exists in the first place. It must be clear and concise. Answer these two questions: How will your organization be better once the project is complete? What will you do to get there? Some examples:
We want to renovate our boardrooms to allow staff to collaborate more effectively so we can work faster.
Our goal is to set up an online video platform to allow employees across the country to access training videos whenever they need them.
I want to dominate the known universe by creating a galactic super-weapon.
For any technical project large or small, there's a business driver behind it. You won't be able to secure money and resources for systems and equipment if they don't improve the condition of your organization. When it comes time to ask for money and resources, you'll need to make the value proposition clear.
Schedule
Set a start and end date for your project. It's important to set the expectations for the schedule right away. It will help you set aside resources and fit your project into your organization's regular operating cycles. Setting a schedule will also keep the project from taking longer than it should. Even if you have very little idea about the time it will take to achieve your goal, make your best estimate.
Filling Out the Details
Answering a few more key questions will help you articulate the requirements and the extent of the project.
- What problems will the project solve?
- How much might it cost?
- What are the major milestones?
- What are the potential risks?
- How do we know when we've achieved the project's goal? How will we measure it?
Keep these answers short for now. By answering these, you've taken the first steps in building out a full project plan. Again, if you can only make a guess at this point, that's fine. You've got to start somewhere.
Communication
The next step is to identify who will be involved and how you'll communicate with them. Ask yourself these three questions:
- Who will help with the project? Do we need external help? (This will be your project team.)
- Who will be affected by the project? (These are your stakeholders.)
- How often do you need to check in with each group? How will you do it? This will become your communication plan.
Establish communication routines right away and stick to them throughout the project.
Conclusion
Collect this information in a short document. You now have the framework for a solid project plan. What you have in front of you are the seeds that make elements of a full-blown project plan. You've taken the first difficult step in making your project a reality.
Need help taking the next step? We're project pros!