Project Smart ~ Exploring trends and developments in project management today

Calendar icon
Adobe PDF icon

Why You Need to Plan the Project Before Delegating Tasks

~ By Paul Naybour

Four colourful tags spelling the word plan

Once we have decided to proceed with a project the pressure is on the start work as soon as possible. However, a small effort in planning can make a huge difference to the ultimate success of the project. Follow our simple five step plan to ensure your project gets off to the best possible start.

Step 1: Define the Scope of the Project

The first and most important step is to define what is in scope for the project and perhaps even more importantly what is excluded from the scope. A practical approach is to brainstorm all the activities that need to be completed within the project. The challenge each of them are they in the scope or outside. Be very explicit about what is excluded from the scope of you projects. Some of these may be external dependencies that need to be captured.

Step 2: Group the Tasks Into Sensible Work Packages

To delegate tasks they need to be organised in to self contained work packages, which match the skills and capability of team members. Ideally each work package should have minimum dependency on other work package and be a chunk of work worth while completing with a clearly defined deliverable. Think hard about how the activities can be be best grouped make sure that they fit together well and nothing is left out.

Step 3: Build Commitment and Gain Ownership of the Work Packages

Delegation requires the work package owners to take on responsibility for the completion of the activities and the quality of the final product. This no only include a commitment to the completion of the work but also time scales in with the work will be completed. For each work package get agreement to the time and resources needed to complete the work.

Step 4: Identify the Dependencies Between Work Packages

For each package you will need to identify how it relies on the other packages in the project. Without this understanding then people will be unable to meet there commitments. These dependencies may not be clearly identified at the start of the project. Communication and commitment between work package managers will be needed to ensure that everyone has the information that they need to complete the project. You can use formal project management planning to help with this process, but even simple flagging of the dependencies and agreeable of target dates will help.

Step 5: Think About the Risks

Things are bound to go wrong during the project. If you can identify the potential risks in advance they you may be able to avoid them, or at least have a contingency plan ready. Discuss with the work package managers in advance what these risks might be and how they can be overcome.

The steps are best completed as part of a project planning start up workshop. This up front investment in delegation of project tasks can pay dividends during the completion of the project.


Paul Naybour is the Business Development Director for Parallel Project Training. He has many years experience facilitating project management workshops for organisations such as Siemens, Transport for London, Network Rail, Parsons Brinckerhoff, Halcrow, Microsoft and Disney to mention a few. If you have a project which needs an effective start up workshop get in touch with Parallel Project Training


Comments

Be the first to comment on this article.

Add a comment



(never displayed)



 
1500
Enter the word table backwards.
Notify me of new comments via email.
Remember my form inputs on this computer.

Is Your Project Proposal READY?

Businessman saying: Are you ready in retro style pop art

The mnemonic READY is useful when creating a project proposal. It will help you produce a project proposal that's difficult to ignore.

Work Breakdown Structure Made Easy

Work Breakdown Structure

The Work Breakdown Structure is a deliverable-oriented, hierarchical decomposition of the work to be completed by a project team.

Stealth Team Building

Four jigsaw puzzle pieces on the topic of team building

The effective project manager takes advantage of every opportunity the team gets together to develop team synergy.

Stepping Up SMART Goals

What are your goals question in vintage wooden letterpress printing blocks

Here are some strategies and six simple steps for making sure your goals will be concise, clear, and produce the results for which you are looking.

PROJECT SMART is the project management resource that helps managers at all levels improve their performance. We provide an important knowledge base for those involved in managing projects of all kinds. With weekly exclusive updates, we keep you in touch with the latest project management thinking.

WE ARE CONNECTED ~ Follow us on social media to get regular updates and opinion on what's happening in the world of project management.


Latest Comments

Duncan commented on…
10 Rules of Highly Successful Project Management
- Mon 26 September 7:50am

John Corbett commented on…
10 Rules of Highly Successful Project Management
- Mon 19 September 1:36pm

London Management Centre commented on…
Get Maximum Benefits of Merging Top-down and Bottom-up Project Management
- Mon 19 September 11:29am

Latest tweets

General Project Management • Re: Best/cheapest online PRINCE2 Foundation course with exam included https://t.co/vQdMJc0ZS8 #pm #projectsmart about 9 hours ago

General Project Management • Re: Software Product Delivery Plan for an Agile project https://t.co/qlwUTdDgAa #pm #projectsmart about 1 day ago

General Project Management • Re: Best/cheapest online PRINCE2 Foundation course with exam included https://t.co/qRvyY1ZXVj #pm #projectsmart about 1 day ago