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Why the Pad is BadA Practical Guide to Estimating
WordPress Projects
© 2019 wproadmaps.com
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•M. Ed. in Instructional Design
• Training Specialist
• Technical Writer
• IT Business Analyst
• Project Manager
About Me
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• WordPress Solution Provider
• Online Educator
• WordCamp Speaker
• Local Educator
Now
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6 Productivity Principles for WordPress Project Success
1. Define the Job in Detail with a Content-First Approach
2. Get the Right Resources Involved
3. Break the Job Down
4. Estimate the Time and Costs OFTEN
5. Establish and STICK TO a Change Procedure
6. Establish Acceptance Criteria
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Which are you?
A WordPress Solution Provider Website Builder
VS.
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Why Do You Pad?
• Fear of the Unknown
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Why Do You Pad?
• As a way to cover Scope Creep
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Why Do You Pad?
• Not enough information
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Why Do You Pad?• To try and come in early and under budget
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Why Do You Pad?
• To ensure you retain your planned profit margin
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Why the Pad is BadPad $1000
1 Week
Actual Time
4 Weeks
Initial
Estimate
$4000
3 Weeks
Actual Project Cost
$4900
What was it used for?
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Why the Pad is Bad for your Business
Padding your estimate means you cannot measure.
You cannot improve on what you cannot measure.
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Instead of Padding
• Fear of the Unknown
• Not Enough Information
• Find out what you need to know BEFORE providing a precise estimate
• Position Phase 1 as the Deep Dive Discovery
• Consider a 2-Step Proposal Process
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Instead of Padding
• As a way to cover Scope Creep
• Position Project Change as Inevitable
• Establish and STICK TO a Change Procedure
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Instead of Padding
• To try and come in early and under budget
• To ensure you retain your planned profit margin
• Use a Change Budget
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Instead of Padding
Add Incidental
Time
Assign Resources
Multiply hours
By Each Resource’s Hourly Rate
Preliminary
Estimate
Estimate Time
Work
Breakdown
Structure
Proposal
Estimate
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Change Budget Example
• Project Work Estimate = $5000
• Change Budget (30%) = $1500
• Total Project Estimate = $5000 - $6500
=If you don’t use all the change budget, you came in under budget!!
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Using a Change Budget…• Sets the proper expectation for the client regarding
potential change
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Using a Change Budget…• Puts the client in charge of change
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Using a Change Budget…• Allows you to measure and improve
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Using a Change Budget…• Allows you to ALWAYS come in
UNDER budget!
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Change
Request ?Yes
You Get PaidNo
Phase
Two
How Change Control Works
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When to Invoke the Change Control Process
• After Proposal Acceptance
Or
• After Phase 1 – Deep Dive Discovery
Consider a 2-Step Proposal Process
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2-Step Proposal Process – Step 1
Proposal
Questionnaire
Estimate Content
And other activities
Initial
Estimate
Stated as a
Range
PHASE 0 – PROPOSAL CREATIONApproved?
No
END
YES
Get
To cover Phase 1
Go to Phase 1
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PHASE 1 – PROJECT DEFINITION
Perform the
Deep Dive DiscoveryAdd any new
Discovered
Updated
WBS
Adjust for any
Changed
Requirements
Detailed SOW
With more precise
estimate
Does new estimate
exceed the proposal
estimate?
2-Step Proposal Process – Step 2Go to Phase 2
NO
YES
Did client elect
to cancel?
NO
YES
SOW
Deliver
To client
END
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WordPress Estimating Best Practices
1. Define the Job in Detail
• Position Phase 1 as Deep Dive Discovery
2. Estimate Content First
• Create a Rough Order of Magnitude
3. Break the Job Down
• Start with a Work Breakdown Structure
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WordPress Estimating Best Practices
4. Estimate the Time and Costs OFTEN
• The only way to improve is to practice and review
5. Establish and STICK TO a Change Procedure
• Use a change budget
• Must be invoked without exception
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How to Learn More
wproadmaps.com
Free training
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How to Learn More
WordPress
Project Manager’s Academy
A Free Membership Site to
learn to manage WordPress
projects more effectively
Sign up to stay informed
wproadmaps.com/wppma
Coming later this year…
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Thank You!
@WPRoadmaps or @BethLivingstoNC
#WPYALL
Beth Livingston
Slides available at wproadmaps.com/wordcamp