Trying to manage a project without project management is like trying to play a football game without a game plan. – K. Tate
The first step you need to take when it comes to project scoping is identifying what the actual needs of your project are. This is so you can bring together all the required resources that you’re going to need so you have everything you need in one place.
This means you need to look into; the duration of the project, the resources required and the goals or purpose that the project has. Then you can allocate the different tasks that need completing to each member of your team and provide guidelines on the budget and timescale of the project.
It’s vital to the success of the project scoping stage, and therefore the rest of the project that you and the rest of your team fully understand the goals of the project that you’re about to undertake.
“For example, you make be creating a new product for your business, a new service or implementing a new regulation or system into your day to day life. No matter what your project is focused on, be sure that you and everybody else involved in the project understands that this is the goal and that’s what you should be aiming for with every task you carry out” shares Lauren Harker, a project leader for Paper Fellows.
It’s easy to fall into the trap of jumping straight into a new project and trying to get it completed as fast as possible, especially if it’s an important problem that you’re trying to address. However, rushing into things too quickly usually results in causing more harm than good.
Generally speaking, you should dedicate between 8-16% of the total project time to project scoping process, allowing you to understand the scope of the project fully, the effects the project will have and identifying the problems you’ll encounter.
If you create a to-do list, you can then allocate how long each task is going to take and then add time to each one to ensure that there’s more than enough time to complete it properly. You can create comprehensive checklists like this using tools like Via Writing and State of Writing.
With any project you undertake, there is always the chance that conflict, especially conflict of interest, is going to cause problems, so you’ll need to make sure you’re aware of this before starting any project and ensure any conflicts are dealt with quickly and effectively.
This could happen between members of your teams, employees, managers, shareholders, or any other person who could be affected by your project and the processes you’ll carry out in order to achieve your project goals.
“Make sure that you’re democratic when addressing these issues, typically using a voting system to ensure that conflicts of interest are dealt with professionally and as quickly as possible” explains Sam Jackson, a project scoping manager for Big Assignments.
There’s an important principle that you should always remember when you’re carrying out a new project, especially during the scoping stages, and that’s to remember that effect that your project will have on your customer.
If your customer experience is going to be disrupted by your project and may cause difficulties, then it’s important that you take steps to prevent from being a catastrophic issue.
As you can see, running a project scoping process doesn’t have to be a daunting task, and there are many elements you can focus on to ensure that the scoping process is accurate, therefore enabling the project itself to run as smoothly as possible.
Brenda Berg is a professional with over 15 years of experience in business management, marketing and entrepreneurship. Consultant and tutor for college students and entrepreneurs at Oxessays. She believes that constant learning is the only way to success. You can visit her personal blog at Letsgoandlearn.com.
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