What are we doing?

In a previous blog, we discussed the need for a project manager. Today we’ll look at having Clarity of Purpose.

Whether or not you engage a project manager, or have one on your payroll, it is appropriate to address the question:

“Do all stakeholders have a clear understanding of the deliverables for this project?

I guess a simple version of the question is “do we know what we are doing, and why?

To address and achieve clarity of purpose, it's essential to develop a well-defined Scope Statement. This may sound somewhat complex or unnecessary, but it is critical, yet straightforward to achieve.

The Scope Statement serves as a foundational document that outlines the following about the project:

Objectives

By explicitly stating the project's objectives, it becomes easier to align the team's efforts towards a common purpose. This alignment is crucial for maintaining focus and ensuring that all activities contribute to the desired outcomes.

Deliverables

List the deliverables that the project will produce. These deliverables are the tangible or intangible outputs that the project team will create. By clearly listing these deliverables, the Scope Statement helps in managing expectations and provides a basis for measuring project success.

Inclusions

It is important to list what is included, (functional requirements) to enable proper focus of the team on critical activities. Knowing what is included also prevents Scope Creep, avoiding the “Oh, I thought that was part of the project” scenarios.

Exclusions

Exclusions are equally important to list, for the same reasons as inclusions. The Scope must be defined and agreed, and Stakeholders must be in unison with the project team, clear on what the activities will deliver.

Cost boundaries

The project cost must be agreed by the key Stakeholder/Sponsor before project initiation. If more cost detail needs to be established, (quotes, research etc) then create an interim Cost approval to reach that stage. In that way, you are preventing Cost runaways and the project manager has boundaries on costs.

Time boundaries

In the same manner as with Costs, establish an acceptable (to the Sponsor) timeline for the project. Milestones identified, deadlines established. If there are unknowns, create an interim timeline, and finalise it before the official kick-off. Be sure that all stakeholders are involved in setting and accepting the timeline to avoid future inter-team stress.

Conclusion

A Scope Statement is vital for ensuring clarity of purpose in any project. It aligns the team's efforts, defines the deliverables, and sets clear boundaries.

By addressing these aspects, you can ensure that all stakeholders have a shared understanding of the project's goals and expectations.

The following topics are also included in the Scope document, listed here in bullet form for brevity.

• Risk management
• Communications
• Resources
• Quality
• Roles, Responsibilities
• Sign off and approvals

Above all – have fun.

Terry Hendricks, Principal Consultant

M: 0407 237 291    E: terry.hendricks@iinet.net.au