Project Managers - Why You Need to Plan the Project Before Delegating Tasks

Our Parallel steps to effectivedelegationof project management tasks are:

Step 1 Define the Scope of the Project

The first and most important step is to define what is in scope for the project andperhapseven more importantly what is excluded from the scope. A practical approach is tobrainstormall theactivitiesthat need to be completed within the project. The challenge each of them are they in the scope or outside. Be very explicit about what is excluded from the scope of you projects. Some of these may be externaldependenciesthat need to be captured.

Step 3 Group the Tasks into Sensible Work Packages

Todelegatetasksthey need to beorganisedin to self contained work packages which match the skills and capability of team members. Ideally each work packageshouldhave minimumdependencyon other work package and be a chunk of work worth while completing with a clearly defined deliverable. Think hard about how the activities can be be best grouped make sure that they fittogetherwell and nothingis left out.

Step 4 Build Commitment and Gain Ownership of the Work Packages.

Delegationrequiresthe work package owners to take on responsibility for the completion of the activitiesand the quality of the final product. This no onlyincludeacommitmentto the completion of the work but also time scales in with the work will be completed. For each work package get agreement to the time and resources needed to complete the work.

Step 5 Identify theDependenciesBetween Work Packages.

For each package you will need to identify how it relies on the other packages in the project. Without this understanding then people will be unable to meet there commitments. Thesedependenciesmay not be clearly identified at the start of the project. Communication and commitment between work package managers will be needed to ensure that everyone has the information that they need tocompletethe project. You can use formal project management planning to help with this process, but even simple flagging of thedependenciesandagreeableof target dates will help.

Step 6 Think About the Risks

Things are bound to go wrong during the project. If you can identify the potential risks in advance they you may be able to avoid them, or at least have a contingency plan ready. Discuss with the work package managers in advance what these risks might be and how they can be overcome.

The steps are best completed as part of a project planning start up workshop. This up front investment indelegationof project tasks can paydividendsduring the completion of the project.

Project Managers - Why You Need to Plan the Project Before Delegating Tasks

By: Parallel Project Training

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