Saturday, October 25, 2008

Identifying a Project's Supporting Details

Supporting details are another important aspect of organizational planning. Supporting details vary by application area and project size but typically include items such as organizational structure, job descriptions, and training needs.

Organizational structure
One aspect of compiling supporting details is to understand the limits imposed on you by the company's organizational structure. You may, for example, need to plan more time for executive approval if it is required for all project decisions. These are elements you typically can't change. When it comes to structure-imposed limits, your best strategy is to focus on what you can do within the confines of the organizational structure.

Job descriptions
Job descriptions are another aspect of supporting details. They help your project run smoothly by telling team members what is expected of them. Effective job descriptions eliminate potential conflicts over job duties, roles, responsibilities, and reporting structures. The best job descriptions provide details about competencies, responsibilities, knowledge, authority, and the physical job environment.

Training needs
Another aspect of supporting details is recognizing the training needs of your team members. Sometimes your job descriptions outline competencies your team members don't currently have. In this case, you need a plan outlining your team's training needs. Training ensures your team has the most up-to-date skills and is constantly ready for new challenges.

Supporting details are the final ties that bring a project together. Using this output from organizational planning allows you to move ahead with your project, secure in the knowledge that you have laid your plans carefully. Now you only have to follow through with those plans.

2 comments:

Anonymous said...


Tag: PM206A51. 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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