vonElisabeth Harrin|25. May 2015
Getting your projects started right makes it a lot easier to manage your work and your team.While it's tempting to just dive in and get on with your tasks, it's worth taking some time early on to plan your work and make sure you have everything you need.
Set your projects up for success with this easy-to-use checklist. Work through the list and make sure you say “yes” to each item—that way you know you can go to work with confidence. A breakdown of each section follows the infographic.
Part 1: Define your project
This first section is all about making sure you know exactly what to do. Spend some time asking the right questions here and you will create common goals and a clear understanding of the work involved and what you are ultimately expected to deliver.
- Name the project manager
And you. Look, you can now score first!
- Approve the business case
Your company should have a submission and approval process in placeBusiness case, Also known asdie Projektchart.You should not begin work on a project that does not have an approved business case. In some companies, this can be as informal as someone sending you an email saying it's okay to move on. A "business case" doesn't have to be a long and complicated document: the point of this step is to make sure someone who knows about these things has said it's okay for you to spend your time working on it work. dischargea free project letter templateand other essential templates to get started here.
- Identify project goals
Write down what you want to achieve with this project. If you have a formal business case, you can pull the goals from it. The goal of this step is to make it clear that you know why you are working on it and what problem the project will solve for the company.
- Define project scope
Write down everything that will be included in thethe scope of the project.Then write down anything that isn't delivered - these are your "out of scope" items. If you document it, everyone can see what you're up to. If they notice something that isn't on the list, they can let you know now instead of waiting until you're done to ask you to add more.
- Approve the budget
Make sure you approved the money! And any other resources that are needed. It's also worth asking your management team how to get your hands on it and organizing the process for immediate issuance so you don't rush these questions when you need to pay a vendor.
- Identify initial project risks
Risks are things that can affect your ability to complete the project based on the brief you have set, e.g. B. Being let down by a vendor or not having resources with the right skills available when you need them.Analyze every riskthis can go wrong before you do much of the project work, so you can prepare your plan B and be ready if anything on this list happens.
- Create delivery list
ServicesThey are what you do in the project: a new product, training manual, build, etc. Write what this project does. You can then check them off as you complete them and see how close you are to completing the entire project. Don't start this list from scratch—use the project scope document as a starting point.
Watch this video with Jennifer Bridges to learn about important project initiation documents.
Part 2: Assemble your team
Now that you're clear about what you're doing, it's time to figure out who's going to do it.
- Nominate the project sponsor
Usually this is your manager or another senior manager who is the champion of the project. They were probably the ones who asked you to lead the project in the first place. Another one to bookmark right away!
- Appoint team members
Can you do all the work yourself? I did not think. Find out who else you need on the team and ask them to join you. you will need oneteam cardto define the team's roles and responsibilities and to document other important information about the project.
- Identify other stakeholders
There will be other people who will be affected by your project, such as: B. Customers or departments in your own company that do not need to be on the project team but need to be involved or informed. These are your stakeholders. Make a list.
- identify vendors
You may have to rely on other experts, consultants, vendors or third parties. Find out who you need and prepare the necessary contracts.
- Define roles and responsibilities.
Now that you know who will be involved in and impacted by the project, define the roles and responsibilities of everyone involved so they know what you're asking of them. TOProject Org ChartIt can be an easy way to show how different teams will work together.
- Create communication plan
How will you keep your team and stakeholders informed of the progress? TOCommunication planIt doesn't have to be complicated: a note in your journal once a month to send a status report is enough.
- Organize the first team meeting.
Make an appointment with everyone. This is your kick-off meeting and a good opportunity to review each person's role and responsibilities and to answer questions.
Part 3: Set up your tools
Finally, you need to think about what tools you use to keep track of work. When you manage many different activities, you need some systems and processes to save time.
- Choosing project management software
If you haven't alreadyproject management softwareIn your company, choose which tool you will use. You can stick with email and spreadsheets, but when you have more than three people on your team, you'll quickly find that things get difficult and you need a better tool, so choose one now. Don't forget the collaborative benefits of interacting.
- Set up user accounts
Give everyone accounts for your project management software and make sure they know how to use it.
- Configuring the project filing system
Your project filing system can be anything from a reminder to keep all your notes in a notebook to a full document management system. Actually, it's more convenient to use project management tools to store project related documents so everything is in one place. Now upload the documents you created in Part 1.
- Create to-do list
They areproject task listIt is the starting point for work planning. Add tasks to your online tools so your project management to-do list is available wherever your team works.
- Create project plan
Add some dates to the tasks on your list and voila!A project plan.Communicate this to your team and make sure they know which of the tasks they are responsible for.
Use this list to start each of your projects off on the right foot. Once you've ticked all the boxes, make sure everyone knows what the project will deliver and how they'll get there as a team.
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