Define your project with clear and realistic steps

Planning projects are often a challenge and can be overwhelming to new project manager, in this module we will be recommending tools and techniques to ensure you define your project with clear and realistic steps.

The objectives of this module are listed below

Module Content - This module will cover the listed outcomes below

A well planned project takes less time, spend your time and money planning well up front , the term measure twice and cut once is often used in project management .

Here are a few tips, for planning in writing:

  1. Use a template ( provided in the training tools section of this module)
  2. Brain storm and mind map , write it all down to gain a holistic view on the project
  3. Interview people – two heads are better than one
  4. Put the job in front of your team, this way people will contribute.
  5. Iteration – repeat yourself over and over, Inquire, get information, think about it, write it down and read it again.

Ensure you understand and address inclusions and exclusions, how do we do this?

  1. Create a list of your customers
  2. Ensure the list of deliverables is clear and signed off 
  3. Ensure you have the project specifications
  4. List requests that are not part of the deliverables as exclusions

Another term used by project managers –“Bending without Breaking”

Project managers should not be rigid to a point always respond to requests ensuring that you list key deliverables and the consequence of the request on these deliverables should you implement.

Be flexible from the start on long projects as we know the scope may often change

Balance your authority with your responsibility even though you may have a project team it is vital you hold the responsibility of the key deliverables of the project manager

Remember that late changes always costs – prepare a risk analyses for the project sponsor indicating possible risks and the costs associated with them

Tips on getting it done:

  1. Accountable for their results – praise them when this is achieved
  2. Support them – regular catch ups
  3. Skills and tools – make sure you equip your team
  4. Empowerment – make sure you empower them to make decisions
  5. Information – ensure that you give enough information at all times on the project stage
  6. Clear job definition – must be clear at the beginning of the project
  7. Team work – this is the key to effective delivery

Finally the six steps to a successful project – recommended by Sid and Kemp

  1. Manage communication and team work
  2. Define the project clearly
  3. Create a detailed work plan
  4. Ensure high quality
  5. Use written change control tools
  6. Follow through , deliver quality

We trust that the above information will ensure that you define your project clearly

Working with a project team

Planning your project in writting

address inclusions and exclusion

Evaluating and measuring performance

Select the tools available to assist you in planning in writing

A well planned project takes less time, spend your time and money planning well up front , the term measure twice and cut once is often used in project management .

Here are a few tips, for planning in writing:

  1. Use a template ( provided in the training tools section of this module)
  2. Brain storm and mind map , write it all down to gain a holistic view on the project
  3. Interview people – two heads are better than one
  4. Put the job in front of your team, this way people will contribute.
  5. Iteration – repeat yourself over and over, Inquire, get information, think about it, write it down and read it again.

Ensure you understand and address inclusions and exclusions, how do we do this?

  1. Create a list of your customers
  2. Ensure the list of deliverables is clear and signed off 
  3. Ensure you have the project specifications
  4. List requests that are not part of the deliverables as exclusions

Another term used by project managers –“Bending without Breaking”

Project managers should not be rigid to a point always respond to requests ensuring that you list key deliverables and the consequence of the request on these deliverables should you implement.

Be flexible from the start on long projects as we know the scope may often change

Balance your authority with your responsibility even though you may have a project team it is vital you hold the responsibility of the key deliverables of the project manager

Remember that late changes always costs – prepare a risk analyses for the project sponsor indicating possible risks and the costs associated with them

Tips on getting it done:

  1. Accountable for their results – praise them when this is achieved
  2. Support them – regular catch ups
  3. Skills and tools – make sure you equip your team
  4. Empowerment – make sure you empower them to make decisions
  5. Information – ensure that you give enough information at all times on the project stage
  6. Clear job definition – must be clear at the beginning of the project
  7. Team work – this is the key to effective delivery

Finally the six steps to a successful project – recommended by Sid and Kemp

  1. Manage communication and team work
  2. Define the project clearly
  3. Create a detailed work plan
  4. Ensure high quality
  5. Use written change control tools
  6. Follow through , deliver quality

We trust that the above information will ensure that you define your project clearly


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  • Brain storming
  • take orders from your team
  • Never use a check list
  • Never refer to the plan it will limit you

select the correct answers for getting it done Tips

  • Support your team
  • procrastinate
  • think about it for a long time
  • Wait for instructions from the sponsor

Is this statement true or false - always ensure your deliverable's are clear and signed off

  • True you should always ensure the are clear and signed off
  • No need for deliverable's this will come to you during the project