Avoid Failed Projects

Some of the biggest problems that projects encounter are inadequate definition and poor planning. How many projects have you been involved in that ran perfectly; you met your customers expectations, delivered on time and on budget. You might be able to think of a couple but can probably remember more that didn't go so well.

Many projects end successfully, many fail but most end somewhere in between. Often one of the key measures is missed; you've gone over deadline, exceeded budget or not fully met customer expectations. The easiest way to avoid this grey area is to ensure that the project has a good definition and plan before you start.

Set Expectations Early

It's not uncommon to hear the phrase, "we should have spent more time planning," at many end project meetings. It's tempting when given a new project to get started with the business requirements and prototypes building. Before a project starts, the project manager must make sure that there is an agreed definition and plan. The trick is to ensure that all of the stakeholders have the same perception and they understand:

• What will be delivered
• How much it will cost
• When it will be delivered
• What the benefits will be
• How the work will be carried out

It is essential that this is done before the project starts, to avoid different viewpoints and expectations later. If stakeholders don't have time to talk to you so you can create a common understanding it's best not to start, after all how important can the project be.

Review Budgets and Deadlines

Often budgets and deadlines have already been set before the project manager gets involved. If you start work before setting the definition and creating the plan you won't realise until it's too late, that you have inadequate budget and an unrealistic timescale. Never commit to the numbers until the definition and plan have been completed.

Know the Scope

The only way to manage scope is to know what it is before the project starts. If you don't define the scope up-front it's almost impossible to control it throughout the project.

Define the Project

Before you start any project work, make sure you have defined the project goals, objectives, scope, risks, issues, budget, timescale and approach. Communicate this to all of the stakeholders and get their agreement. Any differences of opinion need to be resolved before the project starts.

Create the Plan

The easiest way to assess the required budget and timescale is to create a project plan with all the tasks mapped out and resources assigned before you start. Don't start without the required resources or a promise of them later.

Remember prevention is better than cure. Without a definition and plan, you risk scope change, different perceptions and expectations from stakeholders and a very painful project.