Are you simplified question and answer approach to project management after all the whole nature of project management is about making sure the important questions are adequately answered.
There are many project management methodologies available, such as PRINCE2 for Waterfall or Kanban and Scrum for Agile, to name just a few. With so many options, it’s easy to get bogged down in the methodology itself, spending more time on paperwork than on actually delivering the project. In fact, sometimes the project management bureaucracy can end up being more time-consuming and expensive than the project delivery itself. I recently made the point in a meeting that the key project artifacts are there to answer a few essential questions—and it doesn’t matter which format you use to answer them, as long as someone has thoughtfully provided the answers and those answers are agreed upon. I jokingly said, “You can use Word, Excel, PowerPoint, or even express it through dance—I really don’t mind—as long as the questions are answered.” Here’s a breakdown of those key questions:
Step 1: Is it a good idea?
At the appraisal stage, before starting, ask: Is this a good idea? Should I spend my time on this, or is it a waste? Is it aligned with the strategy? Does it provide any value? These questions must be answered to move forward to the next stage: exploring the opportunity further.
Step 2: Is it worth doing?
The next stage is the business case. Here, you evaluate whether the opportunity is worthwhile. Have you assessed the costs, benefits, timeline, and capacity? Is this the best use of resources right now? Answering this helps decide whether to proceed.
Step 3: How should we do this?
Once you’ve determined that the project is worth doing, the next question is: How should we do it? This typically involves creating a project charter, initiation document, or kickoff document, outlining roles, goals, responsibilities, objectives, and timelines. This stage is about establishing governance and clarifying accountabilities and resources.
Step 4: What will be delivered?
Next, the team should collaborate to define the requirements—whether it’s a simple procurement list or a detailed design specification. You need to specify the user requirements clearly. This could include products, deliverables, or specifications—all of which help clarify what will be delivered.
Step 5: How’s it going?
If each of the previous steps has been successfully completed, you’re now likely in the implementation phase. This stage requires regular updates on progress, issues, decisions, and budget tracking. Updates should be communicated to the project team, stakeholders, and those who will receive the final deliverables to ensure smooth collaboration and coordination.
Step 6: Are there any risks or issues to report?
You may choose to keep a separate risks and issues log, or incorporate this into your update report. It’s important to track risks, assumptions, constraints, and potential impacts. Any significant changes in cost, timeline, or resource demands should be carefully documented, as someone will eventually ask for an explanation.
Step 7: Is it done, complete, and ready for handover?
When everything is on track, you approach the project close and handover stage. Projects shouldn’t just end abruptly; they should have a coordinated handover process. Ensure stakeholders receive all necessary documentation, training, and support to facilitate the transition of responsibility from the project team to the business-as-usual team. The main question here is: Is it done and ready for handover?
Step 8: Was it worth it? Did we achieve what we set out to? What lessons can we learn?
Finally, after project completion, you may conduct a retrospective to review whether the project met its objectives. This is the benefits review, often combined with lessons learned. Reflecting on what went well and what didn’t will help improve future projects. This process celebrates successes and provides insights into challenges, offering valuable takeaways for future initiatives.
Ultimately, project management is about ensuring consensus at each stage and answering these essential questions. The methodology doesn’t matter as much as the answers to these questions. Whether you document them in Word, Excel, PowerPoint, or even through dance (though I’ve yet to see that), the key is to ensure that the information is provided and agreed upon. The important thing is to get the work done and move the project forward—methodology aside.
If you want more detail see also…
Post 235: The Air Traffic Control Approach To Project Management: A New Perspective
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/the-air-traffic-control-approach-to-project-management-a-new-perspective/
Post 237: Part 3 Navigating The Project Skyway: Mastering Flight Planning In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-3-navigating-the-project-skyway-mastering-flight-planning-in-project-management/
Post 236: Part 2 Fueling Your Project’s Journey: The Art Of Securing Permission To Taxi
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-2-fueling-your-projects-journey-the-art-of-securing-permission-to-taxi/
Post 238: Part 4 Securing The Final Clearances: The Crucial Phase Of Project Approval
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-4-securing-the-final-clearances-the-crucial-phase-of-project-approval/
Post 239: Part 5 Take-off And Direction: Transitioning From Planning To Execution In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-5-take-off-and-direction-transitioning-from-planning-to-execution-in-project-management/
Post 240: Part 6 Navigating The Procurement Process In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-6-navigating-the-procurement-process-in-project-management/
Post 241: Part 7 Mastering The Delivery Phase In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-7-mastering-the-delivery-phase-in-project-management/
Post 242: Part 8 Ensuring A Smooth Landing: The Importance Of Training In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-8-ensuring-a-smooth-landing-the-importance-of-training-in-project-management/
Post 243: Part 9 Final Approach: Hand-over, Arrival, And Project Closure
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-9-final-approach-hand-over-arrival-and-project-closure/
Post 244: Part 10 Reflection And Continuous Improvement: The Final Review In Project Management
2024/04/15 –
https://www.adaptconsultingcompany.com/2024/04/15/part-10-reflection-and-continuous-improvement-the-final-review-in-project-management/