Crafting Effective Project Overview Statements

Writing a Project Overview Statement Project Management (LOOM.02.124) by Dr. Kairi P ldsaar

Scope Scope of the Project Activities Identify Project Activities Defining Planning Executing Controlling Closing Duration Estimate Activity Duration Resources Determine Resource Requirements Proposal Prepare the Project Proposal

In this lession: We focus on producing the PROJECT OVERVIEW STATEMENT (assignment 3) Talk about management styles Talk about motivators and demotivators

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

Lets scope our projects! How to define a problem/opportunity? How to state clear goal(s) and objective statements? Conditions of Satisfaction/success criteria what s these? How to develop these? Summary of Risk, Obstacles, Assumptions

SHORT INFORMATIVE Project Overview Statement (POS) SUMMARY INTENDED FOR THE DECISION-MAKERS CONTAINS NO TECHNICAL JARGON!

POS states: What is to be done? Why it is to be done? What value will the project provide for the stakeholders?

1. The main purpose of the POS is to secure the attention and approval by the decision-makers, investors, etc. 2. The POS is the foundation for planning and future execution of the project 3. It is the reference for questions and conflicts regarding project scope and purpose

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

Problem/opportunity It is a STATEMENT OF FACT! every reader must accept it as true! It is self-explanatory! no need for any of your team-member to explain it to the reader The problem is well accepted! if the reader does not accept it as a problem that will be a problem! It needs no defining or defending by the team-members The higher the priority the better the chances to get noticed!

Gives a background to the project! Problem Statement What is the problem/opportunity? Who is affected by it? How are they affected? When does the problem/opportunity occur? Where does it occur? What is the outcome of the problem in terms of revenue, productivity, operations, public interests, etc?

Example The manufacturing and assembly process for Product X is as efficient as possible. (Ideal) Currently, certain parts need to be transported from one assembly line to the next and installed by hand. (Reality) The incremental loss in efficiency means that Company Y has not been meeting its production goals this year. (Consequences) To reduce the need for manual transport of parts, conveyor belts and mechanical robot arms should be installed between assembly lines. This way, workers can stay at their respective stations rather than having to walk back and forth across the assembly room floor. (Proposal)

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

State clearly and consicely what you intend to do to address the problem or opportunity previously identified There might be competition of POS for the same problem/opportunity you want yours to stand out from the crowd Short, specific, to the point Establishing a Goal Avoid jargon Try to leave some room when it comes to project finalising dates Follow the SMART characteristics

Specific - Be specific in targeting an objective Measurable - Establish a measurable indicator(s) of progress SMART characteristics Assignable - Make the objective assignable to one person for completion Realistic - State what can realistically be done with available resources Time-related - State when the objective can be achieved; that is, duration

Goal Statement The project goal refers to achieving a desired outcome (performance goal) at a specific end date (time goal) employing a specific amount of resources (resource goal) When defining the project goals, it is essential to leave sufficient room for maneuver to ensure that all project objectives can be achieved within the planned time frame and budget

PEOPLE CONFUSE PROCESS WITH THE PURPOSE THEY CONFUSE OUTPUT WITH OUTCOME

Initial version The project goal is to roll out the software SuperSoft at our company Bad example 1 Bad example 1 Improved versions The project goal is to roll out the software Supersoft at our company and increase employee satisfaction The project goal is to roll out the software Supersoft at our company and increase process performance by 30% https://www.tacticalprojectmanager.com/

Initial version: The project goal is to build a new website for our company Bad example 2 Bad example 2 Improved version: Build a new website for our company to drive online sales by 20% over the next year https://www.tacticalprojectmanager.com/

Increase in sales Cutting costs A PROJECT GOAL Increasing profitability SHOULD BE TIED TO A Increasing safety HIGHER PURPOSE Protecting the health of people Saving the World https://www.tacticalprojectmanager.com/

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

OBJECTIVES https://www.tacticalprojectmanager.com/

Project goal: Design, produce, and open an interactive travelling exhibition Plastic Ocean by September 2024 to rise general awareness on ocean plastic-pollution and promote recycling among general audiences Sample Project Objectives: Design an attractive and interactive exhibition about ocean-plastic problem Example Develop creative solutions for the exhibits to be easily transportable from one exhibition site to another with low transportation and setting up costs Implement the exhibition in the first exhibition site https://www.tacticalprojectmanager.com/

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

This part must answer: What must happen to say the project was a success? The criteria must be quantifiable and measurable (SMART characteristics!) This part will finally sell your idea for the potential investors and stakeholders! Based on the stated success criteria a project value is assigned Success Criteria

Sometimes you must be creative! Especially when proposing a project that will have an impact on customer satisfaction or awareness (qualitative measures!) you must be particularly creative! Measurability How would you measure the increase in general public awareness about ocean pollution after 6 month / 1 year of the exhibition Plastic World presentation?

Assignment 3: SCOPE THE PROJECT Assignment 3: SCOPE THE PROJECT POS POS Project Overview Statement Project Overview Statement Project Overview Statement Project Name Project number Project team Problem / Opportunity Goal Objectives Success Criteria Assumptions, Risks, Obstacles

List all assumptions, risks, obstacles Identify any factors that may affect the outcome of the project Deliverables Realisation of the success criteria Project team s work effectiveness Any other environmental, organizational etc conditions Plan well and get rewards later!

Technological New technology becomes available Rapidly changing technology Is the present technology still current in 6 months?! Main areas of risks Environmental Unstable or changing working/management/clientile/economical environment Sponsors, investors stability Stability of the workforce Skills requirements associated with the project Natural environment

Interpersonal Team-members trust, co-operation Difficult clients, project partners (?) Cultural Are there any cultural boundaries needed to be considered Main areas of risk Causal Relationships Assumptions about cause-and-effect relationships! The proposer is ASSUMING that the project solution will in fact impact the problem! The world keeps changing while you develop your project, i.e. does your project solution depend on all other things remaining equal

Management Styles

Directing Coaching Management Styles Supporting Delegating

Supportive Supportive Behavior Behavior HIGH Supporting Coaching Delegating Directing Directive Directive Behavior Behavior LOW LOW HIGH

Motivators & Demotivators

Motivators and Demotivators How motivated your teams is, impacts your projects bottom line! Productivity Errors Absenteeism Quality

7 in 10 employees want their managers to do more to motivate them! Recognition Motivation belongs to us by our very nature as humans! People are hungry for motivation! Valued Management

Motivators and Demotivators Motivators Demotivators Recognition Advancement and Growth Compensation and Benefits Culture Responsibility Meaningful and Challenging Work Improve Employees Lives Offer Guidance and Support Micromanagement Lack of Progress Working conditions, lack of Resources Poor communication Interpersonal relations Job insecurity Salary Tolerance of Mediocre Performance Boredom