This article is an excerpt from the Shortform book guide to "Making Things Happen" by Scott Berkun. Shortform has the world's best summaries and analyses of books you should be reading.
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Want to know how to create a project management plan? What do project management experts suggest?
According to management expert Scott Berkun, the planning phase is about figuring out what your project is trying to accomplish. In Making Things Happen, Berkun walks readers through how to create a project management plan based on each step of the planning and pre-planning phase.
Read on to learn how to create a project management plan, according to Berkun’s guide.
Creating a Project Management Plan
The first phase of any project is planning. In his book Making Things Happen, management expert Scott Berkun argues that the planning phase is about figuring out what the project is trying to accomplish. This phase consists of three sub-steps: setting a schedule, determining requirements, and creating vision documents. However, there is no one-size-fits-all method for creating a project management plan—some projects may involve extensive planning while others may use a trial-and-error approach in which very little planning is needed. In this article, we’ll explain how to create a project management plan by first explaining the pre-planning phase, then walking you through Berkun’s three steps that follow pre-planning.
The Pre-Planning Phase
According to Berkun, there are three criteria you should consider before you begin creating a project management plan: the size of the team, who has the authority to make decisions, and the three viewpoints of a project.
Size
The amount of people working on a project has a big impact on its organizational structure and relationships. In general, the bigger the team, the more planning you’ll need to ensure a project’s success. Consider how differently you might approach a project with a team of five people versus a team of 100. With a larger team, if you don’t have a detailed plan and process laid out, people will spend too much time trying to figure out what they’re supposed to be doing, or you might have two separate people or groups working on the same task.
(Shortform note: Besides the ones Berkun mentions, there are many other reasons planning for large teams is difficult. For instance, maintaining effective communication throughout a project is a major challenge with large teams, and it’s something you’ll have to account for when planning. Another challenge of large teams is a potential lack of motivation among employees. In a large team, people may feel like they’re just a cog in a machine and lose motivation to work hard. There’s not much you can do to plan for a challenge such as this.)
Authority
When any team member is confused about who has authority in a situation, problems arise and people become frustrated. To create a project management plan, from the very beginning, everyone working on it should know exactly who’s in charge of all aspects of the project: deciding the goals of the project, the design, the scheduling and budget, and so on. That way, everyone knows who to go to with a question or problem, and no workplace tensions arise as a result.
(Shortform note: In addition to clearly stating who’s in charge of what, the author of Inspired also recommends using a non-hierarchical reporting structure when creating a project management plan. In other words, no one should be reporting only to the project manager, but rather to another superior who’s in the same field as you. This helps employees feel they have more authority and more say in the direction and outcome of the project.)
Viewpoints
Berkun claims there are three different viewpoints of a project: the business view, the design view, and the customer’s view. A project manager, and anyone else involved in planning, should be well acquainted with each of these viewpoints and how they each contribute to the project. The project manager must also give proper weight to each viewpoint. Let’s take a brief look at what each perspective adds to a project.
(Shortform note: One way a project manager can balance the different viewpoints of a project is to set clear and realistic expectations about what your business can provide. If the fulfillable needs of the customer are laid out specifically, the viewpoints of the design team, the customer, and the business can be aligned from the outset. Not stating what your business can realistically provide can result in unhappy customers, an ineffective business model, and overworked or underappreciated employees.)
Business viewpoint: The business viewpoint involves the financial aspects of a project, such as sales, marketing, competition, and costs. In the end, building a financially viable product is in everyone’s interest, as it pays for the project and the salaries of every employee. A manager should not only understand the business viewpoint of the project but also convey it to people in other areas of the project. If the design team doesn’t understand the business side, for instance, management decisions may appear illogical, and tensions may arise.
(Shortform note: Though profits are ultimately what drive a business or project, a study found that managers who focus on profits over everything else actually hurt the company’s bottom line. If a manager prioritizes profits over employees or ethical practices, employees are more likely to disapprove of their leadership and withhold their productivity. Even if you explain the prioritization of profits to others on your team, as Berkun suggests, you probably still won’t win their support if you thereby sacrifice their well-being.)
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Here's what you'll find in our full Making Things Happen summary:
- Answers to the questions you have about leadership and project management
- What managers can do at each phase of a project to ensure its success
- Why schedules are unreliable yet useful
