PRINCE2 has grown to become one of the most utilized and preferred methods of project management. Irrespective of the size of the number of people involved, taking PRINCE2 foundation certification training helps an individual to effectively ensure the project is allocated properly and processes are taken care of.
Here are some of the processes that you need to be involved in during the making of a PRINCE2 project:
- Sitting with the stakeholders –
No matter what goes down in a project, the stakeholders are the ones with the final say on whether a project is a success or not. Having their commitment is key as, without it, the project cannot move forward.
It’s important that you properly lay out the plan, the goals to be achieved and the value of the project to the organization. They should understand the process, the scope and the role they will play in the same if required. You also need to display the resources, budgets, KPIs, and objectives, in addition to the timeline as well.
- Defining the roles and responsibilities –
While stakeholders back you up, most of them don’t read the documentation entirely. As long as the results are delivered, they’re mostly hands-off. You will need to designate a set of important characters to oversee certain aspects of a project.
These people will be responsible for executing their tasks and in the cases of small businesses, they will take up more tasks. You can begin the process by identifying the positions that require a higher priority and at most, you’ll require a project manager along with the team to execute the same. PRINCE2 foundation training helps streamline this step as it provides a backbone
If the scope of the project is bigger, you will need to get sponsors on board for funding, work with specialists for consultation, hire experts as certain resources and get a pool of users for testing as well.
- Create project documents for PRINCE2 –
You will also have to create documents for your projects that detail out every deliverable, goal, KPI, and task. It serves as a checklist to keep the project moving forward.
Here are some of the documents you will require:
Deliverables: This part talks about the deliverables that need to be produced, along with the work to be executed and other activities. If there are bigger deliverables, condense them into smaller tasks and distribute them accordingly.
Statement of scope: This part of the project brings in the foundation of the project, including the problems to be solved, KPIs, objectives, and benefits for everyone.
Milestones and reviews: The milestones are important to mark the beginning of any project stage and reviews are “checkpoints” for each milestone to be assessed with regards to the overall project goal.
Inter dependencies: They are tasks that generally depend on other tasks to be completed. Note them down to understand and adjust the schedule.
- Develop a realistic schedule with a cost schedule:
The cost estimates and schedules are considered documents for the project as well. They deserve a separate section and managers require to be careful. You will have to:
Understand which are the tasks which require additional resources and then list them down
Provide a time frame that is realistic for the completion of each activity
Note down the time to complete and the cost of each activity (start with an hourly rate)
Take any limitations into account that the team may face and factor those in as well
Post the completion of the tasks above, make your project into a certain schedule that covers the time frame for each task. The calendar details who is responsible for what task along with their respective deadlines. If the project is scheduled to run for say, six months, then the schedule needs to reflect certain tasks to be completed each week.
- Develop a process for communication along with approval:
Come up with a certain budget that covers any additional resources, in addition, however the longer the production is. This phase can also be used to determine the process to gain approval where you will have to check with stakeholders and the team to ensure all tasks are flowing smoothly.
Communication is key and you could use a management tool such as Task to help everyone update the status of their part in the project. All team members can see the steps and stakeholders can also be updated with the same to suggest any changes if required.
Thus, with these techniques, you will be able to manage any PRINCE2 or related projects with ease and ensure everybody delivers on time for the successful completion of a project.