January 24, 2012

The Perfect Project Plan

Posted in Project Management tagged , , , at 7:33 AM by Solutions2Projects, LLC

The perfect project plan is perfectly accurate for a nanosecond before it is no longer accurate.  The hours of discussions and effort to create tasks and dependencies, assign resources, add durations, and determine the overall timeline are not completely wasted.  The effort of bringing everyone together to understand the overall objectives and subsequent details is priceless.  The perfect project plan provides a framework for the overall project. It takes into account past experience, expectations, and reality and combined together is a guidance document for the overall project. 

 Resources and availability change.  New information is obtained.  External and internal pressures adjust priorities.  These are all elements that contribute to the immediate obsolescence of a project plan.  As effective project managers, it is our job to take this data into account to reassess and rework the plan and the plan details.  This does not mean modifying the MS Project Plan (my tool of choice) every time there is a new piece of information.  It means communicating revised priorities and tasks and expectations to project team members and stakeholders.  Experienced project managers are constantly adjusting the pieces in the project picture to achieve the overall objectives and communicating to keep the project team members moving toward the finish line.

 I use a status report to communicate tasks on a weekly basis.  It includes the barriers or red flags, work for the week with assigned resources, completed tasks, resource availability, and a high level weekly calendar.  During the status meetings we walk through each section to confirm team members are aware of what tasks should be worked on that week.  We also discuss the completed items, albeit briefly, to give a sense of accomplishment.  I like to go over the weekly calendar to reinforce what is coming up to reduce the number of surprises.  We never look at the project plan as I believe that it is a project manager’s tool.  It is available to team members but generally, no one else actually wants to look at it. 

 The perfect project plan is a project manager’s tool designed with the intention that it will be modified throughout the project.  Resources, durations, end dates, and dependencies can be adjusted to give the project manager a revised sense of what is important on a weekly basis.  In other words, the perfect project plan is flexibly designed to be modified and perfected throughout the life of the project.

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