A project sheet is an essential tool because it delineates accurately The whole organization of the project or part of it. It is an important deliverable because the project manager must list all the phases, steps and actions that must be completed in the project management. When you review your projects you can send a flash report which centralizes updated project sheets to the various stakeholders.
That's a bit the recipe for the project. Some will say”the identity card of the project (s) you are working on. Without organization and planning, teams take unnecessary risks and put the achievement of results at risk. Project sheets are deliverables that contain all the necessary “ingredients”. They are used to make projects understandable By all the stakeholders and to highlight the main issues. The project sheet does not No contract office buts provides transparency between a service provider and its client, or between stakeholders within the same company.
Essential information should be included in your project sheets. They should make it possible to answer certain key questions:
The project sheet is therefore a real management tool of your projects. Elle centralize in a single place all useful information To his smooth running and clarifies the context.
It's kind of a simplified summary of the project which makes it possible to control its main axes. In the blink of an eye, thanks to the sheets, without doing too much research, all the stakeholders have a clear vision of the project.
Within a project, the sheets are tools for exchange and shares that can be viewed at any time with your team, whether you are all working on the same site or remotely.
It is often The project manager who will work on the description of the project and propose a first version. Numerous formats are possible. Some use the Word computer program quite simply.
Depending on the context, a program like Microsoft Word makes it possible to write project sheets in a simple way using a predefined template. But be careful, this tool has its limits. Indeed, a project sheet written on Word unto The downside Of ne cannot be updated collaboratively.
In all cases, the project manager will need the support of other stakeholders to write his sheet well, and not spend too much time in the research phase.
Be careful, because when using Word for your project sheets, you will also tend to use the same document template all the time, even though everyone knows it. each project is different : in its progress, its overall objective or in the actions to be carried out on a daily basis. In practice, once your project sheet has been written and sent, only one version will be available and it will be difficult to add to it or to specify certain points since the document is not available online.
Project management tools offer other ways to write project sheets. By going directly search for information in your IT system or your reporting tools, writing your forms is easier and you can choose between different versions.
All projects are different and the sheet must adapt to the context as well as to the challenges. Therefore, the description of each project is unique. It is therefore desirable to have several models of project sheet. Of course, these different versions could be reused later to save time on an upcoming project.
The most common types of project sheets are as follows:
The project sheet determines the future of the project and its good results. There is no magic recipe but several actions must be taken to be sure not to forget any tasks or steps in your project sheet.
The research phase is a crucial point of attention. Like a journalist or an investigator, the project manager must gather all the information related to the project, before starting to write his sheet. Put yourself in the shoes of someone who takes on the project along the way and who knows nothing about it. Carefully list all the important points, activities, and steps required to complete the project. A fact sheet is a practical document that is in line with the objectives to be achieved.
Of which informations Do we need your sheet is useful and allows you to interact with other stakeholders. Think of any questions you might be asked in meetings. Not all participants are necessarily familiar with your field of expertise. It's up to you to be explicit in meetings.
Force yourself to describe your project in one sentence and only one sentence. This step is fundamental and will demonstrate your spirit of synthesis to the sponsor and other stakeholders whose support you are seeking within this project. Your form should be one page and only one page long. Force yourself to simplify whenever possible.
It is theClassic error. The sheets should Definitely refer to all the actors involved. You need everyone's support and your sheet should involve everyone. Also include the contact details of each actor, customer or service provider to make it easier to reach them.
What are the goals? How much does it cost? What are the deadlines? (What is the delivery date) What are the risks? What are the points of attention and what action should be taken as a priority? Don't answer these questions lightly. If you are missing information, contact the department concerned in advance and check your hypotheses. When you have all the elements together, then you can start your work.
A sheet must be at the service of the project, provide it with a concept of scoping, in describe the key steps but without complicating the situation. By promising too much by writing your project sheet, you risk putting some people at the wrong end and that would be a disservice to them. At the end of the day, as a leader on this project, you have a duty of transparency with respect to team members and service providers when designing the forms.
The project sheet is onlyThe first stage of the project. You now have all the cards in hand to present your project and make it explicit for the rest of the stakeholders.
It is a mission that seems simple on the surface but in reality can be delicate. Sometimes you are caught up in a political game that is harmful to the project. Don't isolate yourself in a commanding position which may seem comfortable at first.
On the contrary, the a good project manager is a communicator and he also knows how to anticipate. Thanks to frequent exchanges, he is forging an ever more refined perception of the project in all its dimensions in order to integrate it as best as possible. Perceive the organizational, technological and cultural impacts of the project is one of the rules of success.
A good project Must anyway sell yourself, even internally. The good project manager is also a”marketing expert“. Of course, care must be taken to study their own vision of the project with the managers concerned. But it's also about introduce The challenges under their most beautiful finery. It's the only way to build the alliances that are needed for success. On this point, read the article on how to succeed a project communication plan.
