The first step is to understand the problem your customer wants to solve or the opportunity
they want to seize. You need to ask relevant and probing questions, listen actively and
gather data and information from a variety of sources. You also need to identify the key
stakeholders, their expectations and weaknesses. By understanding the problem, you will be
able to define the project's objective and value proposition.
2
Defining the scope
The next step is to define the scope of the project, which is the limit of what you will and
won't do. You need to specify the deliverables, activities, resources and assumptions of the
project. You also need to agree on the project's success criteria, risks and constraints. By
defining the scope, you'll be able to avoid scope creep, manage expectations and allocate
resources effectively.
Setting the objectives
The third step is to define the project objectives, which are the measurable and achievable
results you want to achieve. You should use the SMART framework, which stands for
Specific, Measurable, Achievable, Relevant and Time-bound. You should also align the
objectives with the customer's vision, mission and strategy. By setting objectives, you can
focus on results, monitor progress and evaluate project performance.
4
Plan the timeline
The fourth step is to plan the project timeline, i.e. the schedule for completing the
deliverables and activities. You should use a work breakdown structure, which is a
hierarchical breakdown of the project into manageable tasks. You should also use a Gantt
chart, which is a visual representation of the tasks, their dependencies and their durations.
By planning the schedule, you will be able to manage time, coordinate work and meet
project deadlines.
5
Assigning roles
The fifth step is to assign project roles, which are the responsibilities and accountabilities of
each team member. You should use a RACI matrix, which stands for Responsible,
Accountable, Consulted and Informed. You also need to communicate clearly, provide
feedback and hold your team members accountable. By assigning roles, you'll be able to
leverage skills, foster collaboration and ensure project quality.
6
Communicating the plan
The final step is to communicate the project plan, which is the document that summarises
and presents the project definition. You should use clear, concise language, visual aids and
adapt your message to your audience. You should also solicit comments, answer questions
and obtain approval from your client and other stakeholders. By communicating the plan,
you will be able to build trust, gain buy-in and facilitate project delivery.