Scope and the essential components for success

To be successful, agreed scope definition is vital. The objectives of the project and the scope necessary to achieve the objective must be agreed by all involved. As far as possible the scope of work throughout the project must remain consistent. Unless there are clear benefits (opportunities), change to scope or objectives should always be resisted. Any change (which we will deal with later) should always be considered as an increase to risk to the projects success.

Remember that change usually has more than one consequence and one consequence that is commonly overlooked is team morale. Equally you should accept that change within a project is usually inevitable. Managing and mitigating its consequences is the important thing

Feasibility

Before embarking on a project you need to have a high level of confidence that it will be successful. All too often we hear on the media of projects failing badly. More often than not the project was initiated with a high level of risk and expectations too high. If your plans tell you there are unmitigated showstoppers ahead then it is likely they will remain so. If it doesn't seem right, it probably isn't. Always make sure your sponsor and customer are aware of these risks at the outset. The failure of such a project could damage other projects - as well as your credibility. Make sure that you are not undertaking a task that cannot be achieved.

In the world of Project Management we need to identify driving resources and resisting forces. For example, if the project is crucial to win back support from a valued customer, resource and support should be strong and more likely to succeed against an equal project that has no such driver. One of the main resisting forces in many projects is due to change and in particular any change that could be brought about by the success of the project itself. If a project is seen as just another management initiative it will need great skill to motivate the people involved.

Forcefield analysis is a technique can help you decide whether the resisting forces are too great. One word of warning here. Its very easy to sway the force if you are too close to the project (and you are remember - you are the project manager!). Seek impartial input from as many colleagues as you can. View their results against your own. Never ignore impartial advice!

Skills and Motivation

A skilled and motivated team that is committed to the project is an important component to any project. Before engaging any member of the team, make sure they are suitably trained to perform their function. Any training costs can usually be offset against the project and will show that you have taken an interest and made a commitment to the individuals career improvement. Make sure that training is included in your budget and that your sponsor is fully aware and supportive of these needs.

Timely Resources

For a project to run smoothly, the necessary resources must be available at the time you need them. For this to happen, up front effective planning is essential. Materials, facilities and people all need to be considered. Everyone needs to be informed of the plan and any changes to it quickly transmitted (but kept provisional) until  agreed.

Think Ahead

In a rapidly changing environment the ability to think anticipate the moves ahead can make all the difference. Consider creating a decision tree with all credible routes mitigated to help in the decision making process. You will be able to adapt much more quickly and effectively. Although you will need to adjust your schedule you will have a way forward that you will have reached agreement on with the team. Because the change was anticipated it should have already been measured and therefore will greatly reduce its impact. Expect to revisit the plan and decision tree on a regular basis.

Tip: You can hope for the best but always plan for the worst