Project success can depend on how well you define the scope of your project, but defining project scope can be a daunting task. Is there any information that can give you a running start on this critically important activity?
The answer is yes. Two source documents—project constraints and project assumptions—are important inputs to scope definition. These documents are typically produced during scope planning activities.
1. Project constraints
One source document that contains information required for scope definition is project constraints. Constraints are factors that limit the management team's options when it comes to scope. It is important that project managers understand the constraints facing their projects so they can adapt their definitions to overcome any limitations. Two types of constraints are described below.
A fixed budget in a contract is an important consideration during scope definition. For example, you may have to use lower-quality supplies due to limited funds.
Regulatory constraints also can limit your options. For example, design specifications may have to be altered to adhere to the regulation laws of a city or state.
2. Project assumptions
The second source document that contains a list of information required for scope definition is project assumptions. Assumptions are factors that, for scope definition purposes, will be considered to be true, real, or certain. It also is important to note that assumptions generally involve a certain degree of risk.
Assumptions that can affect scope definition involve the expectations surrounding the project. When defining the scope, it is important for the project manager to ensure that everyone involved in the project has the same expectations as to deliverables, final product, and roles and responsibilities.
Project constraints and assumptions are two important inputs to scope definition. Not only will they help you set project boundaries, but they also will help you ensure that everyone involved in the project has the same expectations.
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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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