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PLAN before you do, check or act.

THE IMPORTANCE OF PLANNING

In our drive to be productive, we often overlook the single most important factor that drives true productivity—planning. Many times, projects are launched, and progress is made, only for us to realize halfway through that insufficient planning at the start has led to avoidable challenges. Investing time in thoughtful planning at the outset can prevent these issues, saving time, money, and unnecessary headaches down the line.

CLARTY ON SCOPE

A major problem that often arises from a lack of planning is scope creep. This occurs when there’s confusion about what the project is supposed to achieve. Without clear objectives, different stakeholders can have varying interpretations of the project’s goals. As a result, new features or adjustments are continuously added, often diverting resources away from the primary outcome. While these additions may seem valuable, they can distract from what truly matters: the outcome.

CLARITY ON OUTCOME AND IMPACT

In fact, the outcome is more important than the output. The key to successful project delivery is staying focused on the desired result, even if that means taking a more flexible approach to the output. For example, if your goal is to build a transportation device, focusing on building a house will never fulfill the objective. Understanding the scope from the outset is critical to keeping the project on track.

CLARITY ON FUNDING

Another area where planning plays a crucial role is budget management. If budget constraints are not clearly defined early on, project teams are often left trying to balance the trade-offs between cost, speed, and quality. The classic engineering dilemma—“Do you want it faster, cheaper, or better?”—always applies. Typically, you can pick one, but rarely two. By defining budget parameters and approval processes upfront, you avoid confusion later on. If time, not budget, is the primary constraint—such as in the case of an event tied to a specific date—then that deadline should take priority in your decision-making process.

CLARITY ON QUALITY

It’s also essential to acknowledge the role of quality in project success. If quality is compromised in order to meet deadlines or reduce costs, the project loses its purpose. At the outset, clarity about which factors are non-negotiable—quality being chief among them—is critical. If the project doesn’t meet the required standard, the effort is wasted, no matter how much time or money has been spent.

AGREE UPFRONT AND EARLY

The planning phase should be where all of these critical discussions happen. Far too often, these issues are raised only when the project is already underway, by which time it can be difficult—if not impossible—to resolve them without incurring significant costs. Having open and transparent conversations from the beginning allows you to establish clear goals, define roles, and set expectations. Who is responsible for what? Who must be consulted and kept informed? The earlier these roles are defined, the less chance there is of project goals being derailed by conflicting opinions.

AGREE ROLES AND RESPONSIBILITIES

It’s also vital to establish clear ownership. Too often, people offer input on a project without being clear about who ultimately makes decisions. Ensuring that a project owner and product owner are defined early is key to successful project delivery. These individuals should be empowered to make final decisions, steering the project toward its objectives. While listening to advice is important, the distinction between seeking guidance and making final decisions is crucial for avoiding confusion and delays.

BE ADAPTABLE

Lastly, always be prepared to adapt your plan as the project evolves. Sticking to an outdated or flawed plan is one of the most counterproductive actions a project team can take. While plans provide important direction, they are not set in stone. As the project progresses and circumstances change, your plan should evolve to reflect new insights and realities. The key is to ensure that any changes are made with consensus and buy-in from the team.

In summary, effective project management hinges on a strong foundation of clear planning. When planning is neglected, projects are left to flounder as scope creep, budget issues, and unclear ownership take their toll. By addressing these issues from the start, you set the project up for success, ensuring that the focus stays on achieving the desired outcome, rather than getting lost in the details. Successful projects don’t just happen—they are the result of careful, collaborative, and adaptive planning.

Remember, the best time to address potential problems is before they happen. Take the time to plan well and the results will speak for themselves.