Project Management – Grit
Chapter 1: The project
Types of activities, types of work
Improvised activities
People usually improvise when something unforeseen that requires an immediate response occurs.
Their reaction is ad hoc: not according to a loid down plan, but decided on as events unfold. It’s hard
to predict the outcome, but there is a large amount of freedom involved. This carries the risk of
chaos and could put the organization under a lot of pressure.
Routine activities
These are activities that are repeated frequently and are relatively predictable. The work is carried
out according to predetermined patterns. In order to perform routine activities efficiently, work
procedures or instructions have to be developed.
Project-based activities
These fall roughly midway between improvised and routine activities. They are non-recurring and
have a limited duration, but are reasonably predictable. The work should be done according to plan.
Large projects are often divided into a number of phases. Before the project, a project plan is
formulated.
Improvised Project-based Routine
When? Ad hoc Predictable Repetitive
Result? Uncertain Reasonably certain Certain
Familiarity? New, sudden New, planned Well-known
Freedom? A lot of freedom A suitable amount Little freedom
Procedures? Chaotic Increasingly clear Clear
What is a project?
A project should have to following features:
1. A project should have a clear starting point, known as the start-up or kick-off.
2. Because a project has a limited duration, a finishing date needs to be set.
3. A project has a unique and clearly defined goal.
4. The project goal tells why the client has commissioned the project and who pays for the
project, commonly referred to as the “sponsor”.
5. A project has a budget that needs to be determined in advance. The project group has to
make do with that amount. A project without a financial budget should at least have a time
budget applicable to those participating in the project.
6. The project group usually consists of people from various fields of expertise working together
as a temporary team.
7. A project has its own organizational set-up. An employee who is temporarily relieved of his
normal duties to take part in a project will suddenly have a different person to be
accountable to.
8. A project is initiated as a purposeful move. It never starts spontaneously. It has to be
initiated and organized consciously.
,From improvised activities to project to routine
There is likely to be a lot of initial improvisation when an organization takes on a new task, As soon as
it becomes obvious that the will have to be repeated, a greater degree of organization will become
necessary. Improvisation will be a thing of the past; the activities can now be carried out as the
standard routine.
Types of projects
Projects fall into one of several different categories.
Technical projects
These are projects whose aim it is to effect some change in technology or to come up with a new
product. The end result is usually obvious. These projects are also known as “hard” projects. An
example is the construction of a bridge.
Social projects
The outcomes of these projects are not quite as evident. These projects are rather difficult to
execute. Social projects include a reorganization of a firm or an adaption of work procedures. Social
project are also known as “soft” projects.
Commercial projects
The ultimate goal of these is to earn money.
Mixed projects
These projects combine some of the aspects of both technical and social projects. These can be
especially complicated since the members of the project team come from a wide variety of areas of
expertise.
Events
Events are a special kind of project. The end result only appears at a certain point in time.
Things to remember
Request planning time from the sponsor
A project plan is essential to work systematically. Make sure that the sponsor allows enough time for
planning the project.
Consult everyone involved
Everyone involved should know about the project. Make sure you have enough enthusiastic people
and enough funds for the project. Make good arrangements about the contribution expected of
every worker.
Work from the top down
Set out the main lines of the project first. Divide a project into phases to keep it manageable. You can
use following phases:
- Preparation (think)
- Realization (act)
,- Aftercare (maintain)
Thinking things through: from start to finish and from finish to start
There may be tasks associated with the concluding stages that could easily be overlooked.
Doing things in phases
Long-term projects are more difficult to manage than short-term ones. There are a number of
measures that can be taken to keep a project manageable. First, a project plan should be made. A
large project should be divided into phases. The following are common and useful project phases:
- Concept: the idea that sparks it off. The concept phase of a project often results in a project
proposal.
- Definition: defining the end result of the project and what needs to be done to achieve it. The
result of the definition is a project plan.
- Design: deciding on what the project result will be. This phase results in the design report.
- Preparation: detailing how to do it. This phase results in a detailed design.
- Realization: doing it. This phase results in the project result desired by the sponsor.
- Aftercare: making it operational and providing aftercare. The result is maintained by adapting it
to new desires and resolving any problems.
Concept
The project only exists as a problem or an idea. A number of activities can be carried out:
- An investigation into the current state of affairs
- A rough estimation of the extent of the problem
- A determination of the aims or the desired results of the project
- A determination of the feasibility of the project. If desired, a feasibility study or a preliminary
investigation could be carried out.
This phase can result in a project proposal in which the sponsor chooses to give to go ahead for
starting the project, or decides not to take any further action.
Definition
The project’s objectives emerge during the definition phase. The desired objectives must now be
established. It is important to make a distinction between the project’s formal objectives and the
wishes of those involved. The formal objectives are mandatory, but the wishes are only desirable to
be met; they are not mandatory.
This phase results in a project plan. At the end of the definition phase there needs to be an answer to
the following question: What will have been achieved when the project has been completed?
Design
During the design phase, a way of resolving the problem has to be found. In this phase, creativity can
be stimulated through brainstorm sessions. In order to determine whether the proposed solution
conforms to the requirements, a prototype can be made.
At the end of this phase, there should be a design that shows the sponsor exactly what he will be
getting and it shows those who will be actively involved in the next phase exactly what has to be
produced.
, Preparation
The attention is focused on how the design can be produced in this phase. The product itself is not
produced during this phase. The aim is to create the conditions to allow the production phase to take
place.
Realization
During this phase, the objectives of the project are achieved and the product constructed. This phase
is also the phase of implementation. Measures have to be taken to facilitate the introduction of the
project’s outcomes. In the case of a transition from an old to new situation, these will take the form
of conversion measures.
At the end of this phase the project’s outcomes are delivered.
Aftercare
In this phase the project’s outcomes are put to use. This may require making some adjustments to
them. After the project is finished, the job is not yet over.
Why do things in phases?
When a project is done in phases, you get the advantage that a number of opportunities for decision
making are built into the project. At the end of each phase there is a chance to alter the project. You
can:
- Continue as planned
- Continue with some alterations to the project
- Termination of the project
It takes a great deal of courage to terminate a project.
When to do it as a project
Advantages of a project-based approach
1. The project is not part of your everyday work; time has been set aside especially for the
project.
2. Since the members of the project team are able to concentrate on the project at hand, there
is a greater chance of better results.
3. There is a sponsor for the project who can make decisions when necessary.
4. If there is a clear project plan, all parties involved will know exactly what must be done.
5. The responsibilities of the project manager, sponsor and members of the project team are
clearly defined in the project plan.
6. If the project is to be carried out in phase, it will be well organized.
7. If the project team is well chosen, the members will complement and support one another,
thereby increasing the productivity of every member.
8. Since a project is started in order to achieve a specific end result, there is a smaller risk of
failure.
9. Working in a project team is a valuable experience and enables the members of the project
team to develop and perhaps later on serve in a management position.
Chapter 1: The project
Types of activities, types of work
Improvised activities
People usually improvise when something unforeseen that requires an immediate response occurs.
Their reaction is ad hoc: not according to a loid down plan, but decided on as events unfold. It’s hard
to predict the outcome, but there is a large amount of freedom involved. This carries the risk of
chaos and could put the organization under a lot of pressure.
Routine activities
These are activities that are repeated frequently and are relatively predictable. The work is carried
out according to predetermined patterns. In order to perform routine activities efficiently, work
procedures or instructions have to be developed.
Project-based activities
These fall roughly midway between improvised and routine activities. They are non-recurring and
have a limited duration, but are reasonably predictable. The work should be done according to plan.
Large projects are often divided into a number of phases. Before the project, a project plan is
formulated.
Improvised Project-based Routine
When? Ad hoc Predictable Repetitive
Result? Uncertain Reasonably certain Certain
Familiarity? New, sudden New, planned Well-known
Freedom? A lot of freedom A suitable amount Little freedom
Procedures? Chaotic Increasingly clear Clear
What is a project?
A project should have to following features:
1. A project should have a clear starting point, known as the start-up or kick-off.
2. Because a project has a limited duration, a finishing date needs to be set.
3. A project has a unique and clearly defined goal.
4. The project goal tells why the client has commissioned the project and who pays for the
project, commonly referred to as the “sponsor”.
5. A project has a budget that needs to be determined in advance. The project group has to
make do with that amount. A project without a financial budget should at least have a time
budget applicable to those participating in the project.
6. The project group usually consists of people from various fields of expertise working together
as a temporary team.
7. A project has its own organizational set-up. An employee who is temporarily relieved of his
normal duties to take part in a project will suddenly have a different person to be
accountable to.
8. A project is initiated as a purposeful move. It never starts spontaneously. It has to be
initiated and organized consciously.
,From improvised activities to project to routine
There is likely to be a lot of initial improvisation when an organization takes on a new task, As soon as
it becomes obvious that the will have to be repeated, a greater degree of organization will become
necessary. Improvisation will be a thing of the past; the activities can now be carried out as the
standard routine.
Types of projects
Projects fall into one of several different categories.
Technical projects
These are projects whose aim it is to effect some change in technology or to come up with a new
product. The end result is usually obvious. These projects are also known as “hard” projects. An
example is the construction of a bridge.
Social projects
The outcomes of these projects are not quite as evident. These projects are rather difficult to
execute. Social projects include a reorganization of a firm or an adaption of work procedures. Social
project are also known as “soft” projects.
Commercial projects
The ultimate goal of these is to earn money.
Mixed projects
These projects combine some of the aspects of both technical and social projects. These can be
especially complicated since the members of the project team come from a wide variety of areas of
expertise.
Events
Events are a special kind of project. The end result only appears at a certain point in time.
Things to remember
Request planning time from the sponsor
A project plan is essential to work systematically. Make sure that the sponsor allows enough time for
planning the project.
Consult everyone involved
Everyone involved should know about the project. Make sure you have enough enthusiastic people
and enough funds for the project. Make good arrangements about the contribution expected of
every worker.
Work from the top down
Set out the main lines of the project first. Divide a project into phases to keep it manageable. You can
use following phases:
- Preparation (think)
- Realization (act)
,- Aftercare (maintain)
Thinking things through: from start to finish and from finish to start
There may be tasks associated with the concluding stages that could easily be overlooked.
Doing things in phases
Long-term projects are more difficult to manage than short-term ones. There are a number of
measures that can be taken to keep a project manageable. First, a project plan should be made. A
large project should be divided into phases. The following are common and useful project phases:
- Concept: the idea that sparks it off. The concept phase of a project often results in a project
proposal.
- Definition: defining the end result of the project and what needs to be done to achieve it. The
result of the definition is a project plan.
- Design: deciding on what the project result will be. This phase results in the design report.
- Preparation: detailing how to do it. This phase results in a detailed design.
- Realization: doing it. This phase results in the project result desired by the sponsor.
- Aftercare: making it operational and providing aftercare. The result is maintained by adapting it
to new desires and resolving any problems.
Concept
The project only exists as a problem or an idea. A number of activities can be carried out:
- An investigation into the current state of affairs
- A rough estimation of the extent of the problem
- A determination of the aims or the desired results of the project
- A determination of the feasibility of the project. If desired, a feasibility study or a preliminary
investigation could be carried out.
This phase can result in a project proposal in which the sponsor chooses to give to go ahead for
starting the project, or decides not to take any further action.
Definition
The project’s objectives emerge during the definition phase. The desired objectives must now be
established. It is important to make a distinction between the project’s formal objectives and the
wishes of those involved. The formal objectives are mandatory, but the wishes are only desirable to
be met; they are not mandatory.
This phase results in a project plan. At the end of the definition phase there needs to be an answer to
the following question: What will have been achieved when the project has been completed?
Design
During the design phase, a way of resolving the problem has to be found. In this phase, creativity can
be stimulated through brainstorm sessions. In order to determine whether the proposed solution
conforms to the requirements, a prototype can be made.
At the end of this phase, there should be a design that shows the sponsor exactly what he will be
getting and it shows those who will be actively involved in the next phase exactly what has to be
produced.
, Preparation
The attention is focused on how the design can be produced in this phase. The product itself is not
produced during this phase. The aim is to create the conditions to allow the production phase to take
place.
Realization
During this phase, the objectives of the project are achieved and the product constructed. This phase
is also the phase of implementation. Measures have to be taken to facilitate the introduction of the
project’s outcomes. In the case of a transition from an old to new situation, these will take the form
of conversion measures.
At the end of this phase the project’s outcomes are delivered.
Aftercare
In this phase the project’s outcomes are put to use. This may require making some adjustments to
them. After the project is finished, the job is not yet over.
Why do things in phases?
When a project is done in phases, you get the advantage that a number of opportunities for decision
making are built into the project. At the end of each phase there is a chance to alter the project. You
can:
- Continue as planned
- Continue with some alterations to the project
- Termination of the project
It takes a great deal of courage to terminate a project.
When to do it as a project
Advantages of a project-based approach
1. The project is not part of your everyday work; time has been set aside especially for the
project.
2. Since the members of the project team are able to concentrate on the project at hand, there
is a greater chance of better results.
3. There is a sponsor for the project who can make decisions when necessary.
4. If there is a clear project plan, all parties involved will know exactly what must be done.
5. The responsibilities of the project manager, sponsor and members of the project team are
clearly defined in the project plan.
6. If the project is to be carried out in phase, it will be well organized.
7. If the project team is well chosen, the members will complement and support one another,
thereby increasing the productivity of every member.
8. Since a project is started in order to achieve a specific end result, there is a smaller risk of
failure.
9. Working in a project team is a valuable experience and enables the members of the project
team to develop and perhaps later on serve in a management position.
