Project Planning- The Quick Start

One of the most exciting things of being a project manager is when you have a new project starting from scratch and you need to get a good understanding of what you need to do and how you are going to deliver it.

There are lots of methods that you can use, my preferred method is a very basic rapid planning tool.

Some methods suggest getting all the stakeholders together and creating the project framework as as a group. I prefer a smaller group  of the obvious key stakeholders and subject matter experts in their field to start and aim to cover off 6 key components.

• Desired Outcome
• Purpose of Project
• Stakeholders
• What do we need to do
• Constraints
• Timescales 

Desired Outcome

It may be strange but it it always good to check and document what the desired outcome of the project is, sometimes stakeholders are not sure other times they may vehemently disagree on what the project is trying to achieve.

Purpose of the Project

As with desired outcome it is is always good to clarify, the project may be designing a new product but is the purpose to generate new sales or provide a vital add on for the existing product set.

Stakeholders

Many a project has been sunk by not involving the correct stakeholder early whose backing you need or may have some vital information that could have saved you a ton of time and money. You really need to be exhaustive in this process and don't just leave it to internal stakeholders, the need to engage with third parties is also key particularly in technology projects.

What do we need to do

The obvious key part of the project, as the project manager you will be completing a detailed plan to cover every moving part of the project, but it is a good idea to get a view of what needs to be done at the very early stage, this is also good for helping the stakeholders come up with a realistic timeline for completion of the project.

Constraints

The normal project constraints of budget, resources and technology will come up, but this is a good opportunity to identify constraints which can range widely from a key person being on maternity leave to a major migration project which the whole organisation has their eyes on.

Timescales

Sometimes these will be obvious such as mandatory change when legislation requires solution to be in by X date. However in lots of business driven change this will not be obvious, and some initial debate with the stakeholders over what is desirable and practical in terms of delivery date.

This session should taken no more than an hour and you should come away with some rich data to move your project forward.   

Starting on a new project

It is both exciting and daunting when you start on a new project in a new place, before you do dive in to your project there are three key things that you need to understand and investigate, and by taking this time it will help you as you move into setting up your project.

The Organisation

Yes, you have done your research online, maybe talked to a few people and had at least one interview, but once you are in the door you only then do you find about the organisation, just observing how people act in their day to day activities tells you a lot, do people come in early stay late, is there a buzz around the office, is there lots of social chit chat etc

Stakeholders

The same observations can be made around key stakeholders, how do they greet you on first introduction, how easy is it to get into their calendar, how long if at all do they respond to your emails, the early weeks interactions will give a very strong guide to how you will work with these individuals through your project.

Politics

At every interview you are always told they do't exist, but in every organisation they do, it is important to work out what everyone's real drivers are, who gets on with who, and who you really need to get on side to get things done, and don't be fooled its not always the sponsor.

Do something simple

When you start somewhere new you are bound to have something in your kitbag nobody has seen before, particularly if you are joining an established team/organisation, you might think it is simple and everyone knows it but it is amazing that the smallest of things can impress new colleagues.

Next Week

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