Do Simple Projects Need Less Planning?
By Kathy Martucci, PMP:
So, you’ve been assigned a “simple” project. In fact, it’s so simple there’s really no need for a formal project plan, a charter or any formal methodology for that matter. You feel good.
Day 2: the business owner calls you and asks why you are managing this project. Why isn’t someone in her functional line managing it? Who is working on it? Before she hangs up on you, she sighs: “There’s no time to work on this and do our real jobs.”
In this case, a project charter with appropriate sign offs would have secured buy in from the business owner and cemented and communicated mutually agreed upon goals and objectives. You feel slightly guilty.
Day 10: the manager of another department calls you and asks why he wasn’t informed about the project since his area is affected. Who is managing this effort? Why don’t we know about it? What’s your plan? He doesn’t hang up on you, but in time you wish he would.
A Communications Plan and Stakeholder Involvement Plan may have identified the involvement of this functional area before the manager heard about the project in the lunch room. Project management cannot be done in a vacuum regardless of how simple or complex the project. You feel queasy.
Day 20: the technical staff didn’t know they needed to refresh the servers. The IT manager is now telling you that based on his estimates and other workload, you can have your servers in about 4 weeks if the project funds the overtime necessary. This seriously delays the software install which puts the training vendor off which breaches their contract. Now you’re also over the original budget.
A project task list and schedule and regular meetings would have established the work breakdown structure and timeline. Even a high level workplan can serve as a very worthwhile discussion document. You have a headache; your jaws are clenched. You start over at square one…the project is already a month late at best and over budget.
I could go on and on, but you get the picture. Initially, the temptation to manage a “simple” project by the seat of your pants can be really appealing and seemingly harmless. However, the use of standard project management tools and methodologies can be used in an appropriate fashion to plan, execute and control even the most basic of projects.
Have you ever found yourself in charge of a project where you wish you had better prepared? We’d love to hear your stories!
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