the project one-pager: a simple tool for collaboratively defining project scope

The Project One-PagerA Simple Tool for Collaboratively Defining Project Scope

Tito SierraDigital Library Federation Forum 2011

Project Manager’s Group MeetingNovember 2, 2011

Outline

8 Reasons Why Projects Fail The Project One-Pager

6 Basic Elements Process Notes Example

Benefits and Limitations Closing Thoughts

Why Projects Fail

Projects can fail for many reasons.

Many of the fundamental problems can avoided at the start of the project with a little bit of planning and conversation.

Why Projects Fail

1. The goals of the project are unclear

Why Projects Fail

1. The goals of the project are unclear

2. There is disagreement about the goals of the project

Why Projects Fail

1. The goals of the project are unclear

2. There is disagreement about the goals of the project

3. The requirements of the project are ambiguous or unrealistic

Why Projects Fail

1. The goals of the project are unclear

2. There is disagreement about the goals of the project

3. The requirements of the project are ambiguous or unrealistic

4. The project is inadequately staffed

Why Projects Fail

5. Lack of consensus on project roles (i.e., who does what)

Why Projects Fail

5. Lack of consensus on project roles (i.e., who does what)

6. The proposed schedule for the project is completely unrealistic

Why Projects Fail

5. Lack of consensus on project roles (i.e., who does what)

6. The proposed schedule for the project is completely unrealistic

7. The scope of the project is poorly managed or unconstrained

Why Projects Fail

5. Lack of consensus on project roles (i.e., who does what)

6. The proposed schedule for the project is completely unrealistic

7. The scope of the project is poorly managed or unconstrained

8. The project doesn’t make sense upon closer inspection

Avoiding Bad Starts

Poor planning and communication at the start of the project will negatively impact

the entire project lifecycle.

Avoiding Bad Starts

Good planning and communication will improve resource allocation, schedule

estimation, and managing scope.

It will also improve team morale.

The Project One-Pager

The Project One-Pager

A planning and communication tool that enables a shared understanding of

the project before it begins.

The Project One-Pager

Six Elements

1. Project Name

2. Objective Statement

3. Requirements

4. Out of Scope

5. Team

6. Schedule

1. Project Name

A unique name used for all communication about the project going forward.

2. Objective Statement

A concise hi-level summary of what the project intends to achieve.

3. Requirements

An enumerated list of outcomes the project must achieve to be considered complete.

4. Out of Scope

An list of outcomes that the project will explicitly not address.

5. Team

The proposed core team roster, with projects roles attached to each name.

6. Schedule

A list of hi-level milestones for the project, with proposed dates attached.

Collaborative Planning

Process Notes

Project Manager writes first draft Kickoff meeting to review one-pager Solicit feedback from core team PM revises document for next review Rinse and repeat until consensus

One-Pager Benefits

Simple and accessible to all Creates useful documentation for

describing the project externally Can reveal fundamental problems at the

start of a project when costs are low

One-Pager Limitations

Not for managing the project lifecycle You can’t anticipate all scope issues in

advance; things come up Not everyone reads bullet points;

visuals can augment understanding

Closing Thoughts

1. Good communication is the key to get a project off to the right start

Closing Thoughts

1. Good communication is the key to get a project off to the right start

2. Collaborative planning at the start can help minimize gotchas later

Closing Thoughts

1. Good communication is the key to get a project off to the right start

2. Collaborative planning at the start can help minimize gotchas later

3. Simple tools work best

Thanks!

Tito SierraAssociate Director for Technology

MIT Libraries

tjsierra@mit.edu

This work is licensed under a Creative Commons Attribution 3.0 Unported License.

Image Credits

UX Stencil © Todd Zazelenchuk & Elizabeth Boling. Available from http://www.userfocus.co.uk/uxstencil/