Key Steps for Successful Project Planning

I was talking with a startup I work with about their project management challenges, and I shared with them a lightweight framework I’ve devised to help make projects successful. I’ve seen too many projects doomed from the start because they lacked basic fundamentals. You can think of it as a framework for a minimum viable project definition, the essential elements needed to run a project well. Since MVPD is ambiguous and also sounds like a terrifying, shadowy Soviet security agency, I call it the “GOSHDARN” framework: ✔️ G-oal ✔️ O-wner ✔️ D-eadline ✔️ D-eliverable ✔️ A-ccountability M-echa N-ism If your project does not have all of these defined and defined well, e.g. the goals aren't SMART or the owner is not exactly one (1) person, it is set up for failure. The first four are self-explanatory, and people understand the need in the abstract. Where those aspects lead to project failure is people forgetting to define and communicate them, or they define and/or communicate them poorly. Less well known or understood is the concept of an “accountability mechanism.” This is the process through which key participants and stakeholders in the project report on and contribute to its management. There are many different implementations that you’re no doubt familiar with, whether in the form of meeting minutes, a team standup, a quarterly business review, or tools like 15five. The actual implementation doesn’t matter as long as it satisfies certain requirements (CCOMMSS): ✔️ C-adence - hourly (for emergencies), daily, weekly, monthly, quarterly, and variations thereof ✔️ C-ontent - what needs to be communicated and discussed ✔️ O-rganizer - the person who schedules the meetings, wrangles attendees, and drives execution ✔️ M-ediu-M - email, in-person standup, group chat ✔️ S-tructure - how the content is organized ✔️ S-takeholders - RACI is a good guide, and fewer is better Your content should be at least what’s in the classic Agile standup: what you did, what you’re going to do, and what you’re struggling with or are blocked by. The first one is almost the literal definition of accountability: accounting for how you’ve spent your time and met your obligations. I can’t guarantee you’ll succeed if you apply the GOSHDARN framework nor that you’ll fail if you don’t check its boxes, but I know where I’d put my money.

When C&J Contractors Inc. prepares to start a new job, they typically follow a structured planning process. This involves several key steps: 1. **Project Assessment:** First, they assess the project requirements, scope, and objectives. They consider factors like budget, timeline, and resources available. 2. **Site Inspection:** Contractors visit the site to understand its physical characteristics, potential challenges, and safety requirements. This helps in drafting a comprehensive plan tailored to the specific job site. 3. **Risk Assessment:** Contractors identify potential risks associated with the project, such as weather conditions, site-specific challenges, or regulatory requirements. They devise strategies to mitigate these risks. 4. **Resource Planning:** This involves determining the necessary materials, equipment, and manpower needed for the job. Contractors create a resource allocation plan to ensure everything required is available when needed. 5. **Budgeting:** Contractors prepare a detailed budget outlining the estimated costs for labor, materials, equipment, permits, and other expenses. They monitor expenses throughout the project to stay within budget constraints. 6. **Timeline Development:** A project timeline is created, outlining key milestones and deadlines. This helps in tracking progress and ensuring that the project stays on schedule. 7. **Permitting and Regulatory Compliance:** Contractors obtain the necessary permits and ensure compliance with local regulations and building codes. Adhering to legal requirements is crucial for a successful project. 8. **Communication Plan:** Contractors establish effective communication channels among team members, stakeholders, and clients. Clear communication ensures everyone is on the same page regarding project goals and progress. 9. **Safety Protocols:** Contractors develop safety protocols and guidelines to ensure the well-being of workers and anyone present at the site. Safety measures are implemented and strictly enforced throughout the project. 10. **Quality Control:** Contractors establish quality standards and procedures to deliver a high-quality end result. Regular inspections and quality checks are conducted to maintain these standards. By following these steps, C&J Contractors can create a comprehensive and effective plan for their new job, ensuring a smooth and successful project execution.

How do you gain relevant project management experience in your current role? Yesterday, I posted about 9 ways to do so. One of the most impactful - leading a project where you are now. How do you do it? Phase 1: Initiation ⏺ Define objectives - improve, enhance, increase/decrease, etc. ⏺ ID stakeholders - sponsor, PM (you), project team, customer/end users ⏺ Develop project charter - purpose, objectives, scope, stakeholders, budget, timeline, key deliverables 🔑 Get buy-in, secure approval and resources to manage execution Phase 2: Planning ⏺ Gather requirements - interviews/surveys from end users, must-haves vs. nice to haves, etc. ⏺ Research/evaluation - perform research, evaluate options, shortlist top options and provide recommendation ⏺ Demos/Trials - schedule demos/trial periods (if needed), gather feedback from end users ⏺ Selection - compare options and choose one that best meet's needs 🔑 Develop implementation plan - outline tasks, timelines, resources, training, communications, risk/change management, etc. Phase 3: Execution ⏺ Procure resources and kick-off project ⏺ Execute plan - perform tasks, track progress, support team, report to leadership, etc. ⏺ Monitor change and risks ⏺ Perform communication and training for teams and end users 🔑 Consider pilot roll-out to test and gain feedback ⏺ Roll-out new tool/process Phase 4: Monitoring/Controlling (ongoing throughout project) ⏺ Performance monitoring - track KPIs, develop loops/collect feedback ⏺ Resolve issues - support team, monitor and resolve 🔑 Update regularly - check-in with team and stakeholders, adjust project plan as needed Phase 5: Close ⏺ Review project - assess objectives, document lessons learned ⏺ Final delivery - ensure deliverables completed, store documentation 🔑 Develop closure loops - additional, regular feedback for future improvement/iteration ⏺ Close - close project and celebrate! By following this detailed plan, you can ensure an effective implementation as a first-time project manager in your current role. Tailor the above to fit your role and the needs of your team, department, or organization!