The amount of time and effort devoted to planning the project is what can determine its success or not. It is a well-planned project has more chances of success than one that is not. However, this does not mean that if there is a plan, everything will be fine. There are many complex reasons why projects fail, but having a robust plan that takes into account possible risks can be one less reason.
The Right Planning
The planning of a project takes place after the start-up phase, in which the ideas are explored, preliminary research is carried out which gives rise to the decision to continue the project.
- The planning phase involves the discussion of the client’s needs and the concerns of the interested parties, the definition of the purpose of the project and its objectives, the creation of a team and precisely the formulation of the work plan.
- The planning document must detail both individual and group objectives and tasks.
- Having a written document ensures that everyone involved knows the purpose of what needs to be done and therefore has something to refer to during the course of the work.
Another advantage of planning is to help the whole organization make predictions based on real data. Over time this forecasting activity is consolidated and becomes a real competence. Often the project plan is mistaken for the simple illustration of the project timescales and the activities that constitute it. Instead, the plan should illustrate all the details relating to objectives, risks, deadlines, measurement and estimate criteria, budget, personnel and resources. Using the project management templates is essential there.
The plan must therefore describe the criteria with which to manage:
- the scope of the work and the products to be made.
- the requirements expressed by the client.
- the times and costs of design and construction.
- the quality requirements of the work to be carried out.
- human resources, means, materials used.
- relations with all subjects impacted by the project.
- the methods and communication tools to be used.
- how to manage any variations during construction.
- the risks associated with the project.
- resource supplies.
Tips for creating a plan
Before starting a project it is good to set up a business case. Management analysis, evaluation and approval of the business case facilitate the planning work of the project manager.
A careful risk assessment should be included in the plan. The work done can be particularly innovative or take place in conditions of uncertainty or even precarious, so it would be foolish not to expect the emergence of risks. The plan must include a procedure agreed with management to manage the variations during construction. Better still if this procedure is defined once and for all by the company and then applied in all projects. This helps to make all project teams aware of how all change requests are to be handled within the client.
