A busy organization or work team always has more demands upon its time than available resources with which to respond. For this reason, it is important to only sanction a response to those which pass some thresh hold test. Each organization should decide upon appropriate criteria. Some that have been traditionally applied are:
In order to achieve the best return on available resources, the management team should have a solid and well defined review process. This process should be well communicated so that people in the organization are clear on how to utilize it. A good process should incorporate the following steps.
1. An analysis of the current Situation. This help sets the
context for the work and helps those reviewing the proposal achieve a shared
understanding of the factors key to this particular situation. It should be
clear after reviewing the analysis just what the basis for justifying the
project might be.
2. A description of the Strategic Fit should
follow. In this statement it should be clearly stated how this project fits
within and contributes to the overall organizational operating strategy.
3.
At this point a clear statement of Objectives should be crafted. Keep it
clear and concise. Typically you should identify what the objectives and goals
are for the team. It could be stated as simply as improve processing time 50%
within 3 months. The goal should be one which has no ambiguity.
4. Now that
the objectives and goal are clear, determine what the project team is expected
to deliver. These are the "Deliverables". They could include a written
report, a documented process, equipment purchased, installed, and operating to
specs, or a whatever you would use as an indication the project has meet it
goals. Be clear and completed. By doing so there are no un-met
expectations.
5. Definition of Project Resources comes next. Start
with a list of people. This could be done by name or skill set. Also list
important equipment, financial (budget), or other resources.
6. Success is
always based upon colloboration with other areas. These are your Key
Linkages. Determine and state explicitly the other individuals,
departments, functions, or teams with whom this project team needs to develop a
relationship. Briefly state why these specific relationships are important.
7. Define and state what the Review Process will be. Good project
management usually calls for using checkpoints with pre-agreed to criteria for
each checkpoint. Don't wait till review time to set the criteria.
8.
Clarify the Key Priorities. These should be the factors that are the
most critical for making progress on objectives and deliverables.
9.
Identify Issues and Barriers. You probably already know the key ones.
These will pose potential risks for the project team or hinder their progress.
Some may need immediate resolution to imporve chances of success. Have a
strategy to deal with the issues and barriers.
10. Finally, capture your
Key Assumptions. This will provide additional guidance and an
opportunitity to test your assumptions. Should some of the key assumptions
prove inaccurate, adjustments or a complete review of the project may be
required.
11. Timeliness. Don't make this process too laborious. It
should flow quickly. Use good judgement in determining when you have sufficient
information to act. Nimbleness and responsiveness are attractive
qualities for an organization.
Ideally, all of this information should be captured an communicated on a single page form. It might look like this: Chartering Template | Chartering Example