the project one-pager: a simple tool for collaboratively defining project scope
DESCRIPTION
Getting a project team to both understand and support the scope of a proposed project is arguable the most important task a project manager should focus on at the start of a new project initiative. Decisions about project scope can impact the composition of the project team, and serves as the basis for subsequent cost and schedule estimation. There are many benefits to engaging the project team in the planning and scope definition process. In this presentation I will describe a simple tool (e.g., “The Project One-pager”) that I use for documenting the scope of a project. The tool consists of six basic elements. I will describe how I integrate this tool in an iterative and collaborative project planning process, to ensure that the project starts off on the right foot.TRANSCRIPT
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
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/