Mastering the Art of Solutions-Based Needs Assessment
In the dynamic world of project management, the ability to meticulously define, control, and lead the scope of a project is nothing short of a superpower. It is the cornerstone upon which successful project outcomes are built, and it requires a unique combination of skills, knowledge, and leadership. Welcome to our blog series, “Excellence in Scope Management and Scope Leadership,” where we will embark on a journey to empower project managers, portfolio managers, and program managers with the expertise they need to excel in these crucial domains.
Series
I have pulled together this series as an introduction into the world of scope management, if you are a novice or student interested in starting a career in Project Management, this series is for you. If you are as seasoned professional, however want to extend your career with a deeper exploration of what Great from Good, this series is for you.
Eternal Truths
Over the years the profession of Project Management has adapted and changed, morphed and morphed again, however many eternal truths remain the same, at the start of the Project, you always develop a Project Plan from a Business case, that includes (but is not limited to) understanding the objectives, the deliverables, success criteria and these ultimately feed to ….. a Scope of Works.
Setting the Table
Whilst ever this series is particularly focused on the ‘Commercial Project Manager’ aka the Project Manager assigned to a project where the Project Sponsor is a Paying Customer, the content within this series is useful and actionable by Project Managers whose Sponsor is internal etc.
The Path
The path to achieving excellence in scope management and scope leadership begins with a fundamental exhortation:
Project Professionals must be experts in conducting a thorough solutions-based needs assessment.
In this inaugural post, I lay the foundation for our exploration of scope management by emphasizing the significance of this initial step.
The Importance of a Thorough Needs Assessment:
At the heart of any successful project lies a profound understanding of what needs to be accomplished. This understanding begins with the identification of the problem, challenge, opportunity… the Business Case!
To be true stewards of scope, project, portfolio, and program managers must delve deep into the essence of this core concept: the “need.”
A solutions-based needs assessment is not merely a checkbox on the project management checklist; it is the compass that guides the entire journey. By conducting this assessment rigorously, project leaders lay the groundwork for a scope that is both realistic and aligned with organizational objectives. Here’s why it’s paramount
Clarity of Purpose:
A thorough needs assessment brings clarity to the project’s purpose. It allows stakeholders to articulate their expectations and requirements clearly, helping project managers set the right direction from the outset.
Asking open questions of the stakeholders of (or variations of):
‘What are the objectives that this project sets to achieve?’
‘What are the Deliverables that must be demonstatable and when?’
‘What does success look like from the community of stakeholders, aka, Senior Executive, Project/Program Sponsor, Key Influencers, Consulted Interested parties, End Users, Customers.”
By conducting a thorough investigation of these items in the discovery phase : literally day 1, the project manager will get a deeper understanding an appreciation for the ‘Whole Project’ and what the community of stakeholders will measure success by.
Scope Definition
Needs assessment is the cornerstone of scope definition. When project professionals understand the needs of stakeholders, they can translate those needs into a well-defined project scope, complete with deliverables, objectives, and boundaries.
Stakeholder Engagement and Network Analysis
Engaging stakeholders in the needs assessment process fosters a sense of ownership and commitment to the project. It aligns the project team and stakeholders around a common goal.
Risk Mitigation
Identifying needs early can reveal potential risks and challenges. By addressing these risks proactively, project managers can save time, resources, and avoid costly scope changes later in the project.
Efficient Resource Allocation
A well-conducted needs assessment helps in efficient resource allocation. When project leaders have a clear understanding of what’s required, they can allocate resources effectively, avoiding over- or underutilization.
Alignment with Strategy
Needs assessment ensures that projects are in alignment with the overarching organizational strategy. It guarantees that the project’s outcomes contribute directly to the strategic goals of the organization.
Why this Series
In this blog series, we will delve into every aspect of scope management and leadership, from defining clear objectives to controlling scope changes, and from empowering project teams to negotiating scope with stakeholders. We will draw upon the wisdom of leading project and program managers who have excelled in managing projects ranging from one million to fifty million, certified by internationally recognized associations.
What Separates Great from Good
Together, we will explore the strategies, best practices, and real-world examples that separate great-scope managers and leaders from the good ones. We invite you to join us on this journey toward excellence in scope management and scope leadership. Your ability to conduct a thorough solutions-based needs assessment is just the beginning – the adventure awaits!
Research and References
Through the series, as usual, I reference the best practice thinkers from around the globe to support my case, however, please feel free to reach out and connect at any time to discuss, challenge or just connect.
Some of the thought leaders I reference include:
- A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Sixth Edition by PMI.
- Project Management: A Systems Approach to Planning, Scheduling, and Controlling by Harold Kerzner.
- Effective Work Breakdown Structures by Gregory T. Haugan.
- Project Management: Strategic Design and Implementation by David I. Cleland and Lewis R. Ireland.
