The Difference Between Tasks and Deliverables
In project management, understanding the distinction between tasks and deliverables is fundamental to achieving success. Tasks are the specific actions or steps that contribute to a larger objective, while deliverables are the tangible outcomes or products resulting from completing those tasks.
A task is typically something small and time-bound, like “conduct market research” or “write the project report.” Deliverables, on the other hand, represent the completed outputs of those actions—such as a finalized “market research report” or a “project summary.” Deliverables are often seen as the key milestones that signal a project’s progress.
The Benefits of Using Deliverables to Measure Progress
Shifting focus from tasks to deliverables offers several key advantages. While tasks represent individual actions, deliverables are concrete and measurable outputs that clearly indicate progress in a project. Tracking deliverables as the primary measure of progress ensures that the project moves toward its end goals in a meaningful way.
By focusing on deliverables, teams avoid getting bogged down in an endless list of tasks, which may not always reflect the overall success of the project. Deliverables, being tangible and outcome-oriented, provide a clearer picture of what has been completed and what is still needed. This shift also helps avoid the “busyness trap”—where teams are busy with tasks but may not be advancing the project in a meaningful direction.
The Role of a Deliverable Schedule or Log
A deliverable schedule or log is an invaluable tool for tracking the progress of a project. It provides a structured way to organize and monitor deliverables, ensuring clarity and accountability within the project team. This tool helps keep everyone on the same page and ensures that nothing falls through the cracks.
A typical deliverable log includes the following elements:
– Item: The deliverable number or identifier.
– Author: The individual responsible for producing the deliverable.
– Reviewer: The person responsible for reviewing and providing feedback on the deliverable.
– Approver: The person who will approve the deliverable once it’s complete.
– Target-Date: The date by which the deliverable is expected to be completed.
– Done-Date: The actual date when the deliverable is finished.
– Status: The current stage of the deliverable (e.g., draft, final, approved).
– Comments: Any notes or relevant updates.
For example:
Table
| Item | Author | Reviewer | Approver | Target-Date | Done-Date | Status | Comments |
|---|---|---|---|---|---|---|---|
| Deliverabe 001 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | draft | Notes |
| Deliverabe 002 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | final | Notes |
| Deliverabe 003 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | approved | Notes |
| Deliverabe 004 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | draft | Notes |
| Deliverabe 005 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | final | Notes |
| Deliverabe 006 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | approved | Notes |
| Deliverabe 007 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | draft | Notes |
| Deliverabe 008 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | draft | Notes |
| Deliverabe 009 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | final | Notes |
| Deliverabe 010 | Name | Name | Name | dd/mm/yyyy | dd/mm/yyyy | approved | Notes |
How a Deliverable Log Enhances Accountability and Transparency
A well-maintained deliverable log boosts accountability by clearly assigning responsibility for each deliverable. It establishes a clear chain of command—from authorship to approval—ensuring that all stakeholders are aware of who is responsible for each piece of the project. Additionally, the log provides a transparent timeline for deliverables, helping teams and stakeholders stay informed of progress and deadlines.
The log also serves as a tool for proactive problem-solving. If a deliverable is delayed or encounters issues, the log makes it easy to identify which deliverable needs attention and which team member is responsible for addressing the problem. This ensures that any potential issues are spotted early, preventing delays in the overall project timeline.
Conclusion
By using deliverables as a key measure of progress, project managers can shift the focus from completing tasks to achieving tangible outcomes that drive the project toward completion. A deliverable schedule or log is an essential tool for tracking these milestones, ensuring accountability, and maintaining a clear and transparent project timeline. Ultimately, this approach leads to better project management, clearer communication, and more successful outcomes.