10 Tips for a Successful Project (Part 1 of 2)

This is part 1 of a 2-part series where I share my experience in running projects related to systems platforms and operational reorganisations. You may scale the following pointers up or down as needed. I am confident the fundamental principles still apply.

1. Identify the Sponsor

The sponsor is not just the one who provides funding (but if it happens to be so inclined, hooray). A project sponsor lends their authority to the project, effectively saying, "I believe in this. It is important," and "this must happen because …". Having the backing of a high-ranking individual or board in the organisation sets a solid foundation. When asked, "Why are we doing this?" (and you will be), you can say, "BECAUSE …". But more than that, the project has the support of a respected and authoritative figure, which sets the stage for the rest of the organisation's buy-in.

2. Define the Terms of Reference

• Scope: What is included and excluded?

• Purpose: Why are you running this project?

• Initiator: Who requested it?

• Justification: What is the reason for the project's existence?

• Boundaries: Where do you start and stop?

• Resources: What do you have at your disposal?

These must be clear. Agree upon it with your sponsor. This is your go-to whenever in doubt. Things will get muddied. Without a compass as your reference point, your project risks growing into something unrecognisable.

3. Give the Project a Name

Avoid continuously referring to the project that is going to, for example, change the way you work or serve your clients, increase efficiency and returns and so on. Give it a name, say, Project Silver Bullet (PSB) to increase its profile. Easy recognition helps raise awareness and connection. Changes (for the better!) are happening because of PSB.

4. Budget

Budget for detailed resource requirements - finance, time, manpower, skills, hardware, software - identifying the status quo and where you want to go. Build in flexibility and be aware that you may be using borrowed resources. Everyone has their day-to-day responsibilities, which you may not control.

Set out all milestones on the journey to the project objective. Monitor and control these closely but expect to adjust as circumstances change. That is what budgets are for, after all - planning. Paying attention allows you to maintain control and be nimble in action, moving resources around with confidence.

5. Assemble the Project Team

Your team members must have the required skill sets - technical, hardware, relevant know-how for the project's success. Identify the necessary skills and the scope's impact on the organisation. Determine if you can draw these skills internally or if there are gaps to fill.

Invite implementers, opinion leaders, managers with good problem solving skills and capable workhorses; make no room for bobble-heads. Success calls for diversity, the caveat being it must be managed, lest things unravel at the seams.

Rally the team together. Get everyone to know each other's responsibilities in addition to their own. Build team spirit.

Next week, catch the concluding part of my article: "10 Tips for a Successful Project."

Image source: Unsplash stock photo