Matt, an experienced project manager, is ready to begin scope definition, but he wants his key project team members to have a common vision for defining the scope of the project. How can he ensure they're all starting on the same page?
As an input, the scope statement must contain certain components to define the scope of the project. Although these components may vary somewhat from project-to-project and from client-to-client, the scope statement must contain at least the following four components.
1. Project justification
The project justification is used during scope definition to help team members understand the business need that the project must meet. Since it is important for the project manager to ensure that the scope of the project meets that need, project justification can be used to provide the basis for evaluating future trade-offs.
2. Product description
The product description is used during scope definition to help team members understand the defining characteristics of the product or service to ensure that the scope will meet the client's expectations.
3. Project deliverables
The project deliverables are used during scope definition to present a summary-level list of the project activities whose delivery marks the completion of the project. Project managers must understand what is involved in each activity so they can break activities down into smaller, more manageable components.
4. Project objectives
The project objectives are used in scope definition to provide quantifiable objectives that must be met for the project to be considered successful. At a minimum, the project should meet cost, schedule, and quality measures.
Never underestimate the importance of scope statements when defining the project scope. If you clearly define the scope up-front, your project will progress as smoothly and as efficiently as possible.
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Tag: PM206A52. Let me share all of you about #5 Tips for Project Management Success,, I hope you enjoy it
1. Plan your day using time management techniques
As a project manager, time management skills are essential because you are dealing with a wide range of tasks that demand a quick turnaround time. Planning your day will go a long way in keeping you organized and increasing your productivity. Assist your task planning by using project management software which helps you track the work of you and your team.
If you are not very tech savvy, a simple to-do list can also be a great organizational tool. Prioritize your most important tasks by putting them at the top of the list and less important ones at the bottom. Having a visual plan of your daily tasks helps to keep you on track and aware of time.
Related post: Free ebook 104 secrets to become a great project manager
2. Include stakeholders in important project conversations
While you will have plenty of responsibilities regarding the project, don’t neglect your clients.
Good communication is essential is keeping both parties informed of project progression, curtailing scope creep, and apprised of changing requirements. Some clients may have different expectations when it comes to communication, so make sure to establish the frequency and type of communication (like emails, phone calls, and face-to-face conversations) at the beginning of your project.
Establishing communication expectations early helps alleviate stakeholder uncertainty about communication frequency and delivery.
3. Regularly communicate with your team
Daily team communication helps keep misunderstandings and unclear requirements under control. Keeping your team informed in every step of the project is essential to project management success.
For example, a study published by Procedia Technology found that good communication skills were the cornerstone of project management. The study examined over 300 “construction project managers, architects, construction managers, engineers and quantity surveyors” and their successes and failures on various construction projects.
4. Anticipate project setbacks
Even the best-laid plans often go awry.
Remember that even with a high amount of planning and attention to detail, your project may still encounter some challenges. Pay attention to complaints from stakeholders or colleagues, and other warning signs, like a missed deadline or cost overrun, that there may be a problem.
Preventing a crisis will keep your project running smoothly, save you a lot of time, and keep you, your team, and your stakeholders confident in progressing with the project.
Unfortunately not every complication can be avoided. Crisis management skills are essential for dealing with the unexpected. Project managers need to be flexible and pragmatic. Improvise and make sharp decisions when needed.
Related post: 92 free project management templates
5. Stay focused on the details
A common problem project managers encounter is having the project aims not aligned with the organization’s objectives. A great project manager will strategize a plan for the project to lead back to the overall success of the business.
Know your project’s scope by heart and avoid wandering outside of the project’s requirements. It’s too easy to get lost in minor details and forget what your focus is, so a well-planned project scope is essential for success.
And final, you should use KPI to measure effectiveness of the project, here are full list: 76 project management KPIs
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