<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=290086984736480&amp;ev=PageView&amp;noscript=1">
Search
word-map-thumb

The Alternative Board Blog

Project Scope - Getting Everyone on the Same Page

Nov. 21, 2012 | Posted by The Alternative Board Worldwide
toolbox_bg-1

Project Management for Small Business IV

The first step to creating a project is to define the Project Scope. The project scope should be defined with a document that describes what is to be accomplished by the project team. In the case of Project Tweet, the scope might seem obvious: add a Twitter presence to Hummingbird Deliveries' marketing plan. In reality, the scope of Project Tweet is much broader.

The scope is a statement of what the project intends to accomplish. The key elements of the project scope are:

  • Summary of Key Project Attributes: project name, project manager, key stakeholders, high-level description, and expected completion date.
  • Project Justification
  • Product, Service or Process to be Created
  • Deliverables
  • Objectives

Think you've got it? Let's create an abbreviated scope for Project Tweet:

Summary of Key Attributes

Project Tweet will add maintaining a high profile on Twitter as a part of the daily business operations of Hummingbird Delivery. McKenzie Rogers will serve as both the manager of the project and will ultimately determine the success of the project. Hummingbird Delivery will begin tweeting on December 1 st

Project Justification 

Social media is becoming increasingly important to small businesses. For Hummingbird, social media has the potential to attract new customers. In the current business climate, our prospects expect us to be active on Social Media. In fact, social media is the first place many prospects will go to find a local delivery service. We also see Twitter as an important customer service tool. Customers tend to be very impatient with our service; they want their packages to arrive, and they want them to arrive NOW. Usually, we are able to meet these demands, but on occasion, things happen to slow down deliveries. We believe that Twitter will allow us to inform customers of projected delays almost instantaneously.

Service to be Created

The service to be created is adding maintaining a Twitter presence to our ongoing business operations. Our Twitter presence will include business-development related tweets such as promotions and great customer experiences. This project will seek to have our customers promote our great service through Twitter. This service will also include tweets regarding the delivery status. On Twitter, we will both convey delivery issues, and tweet about our normal, positive operations. It is important that our prospects don't just see the broadcast of occasional delays. 

Want additional insight? Download Productivity Hacks for Business Owners 

DOWNLOAD

Deliverables

To get the project started, and to be sure Project Tweet does not run out of steam, we'll create a weekly tweet schedule for the first month. Ms. Rogers will review our tweets at least once per day. 

Objectives

After the first six months of Project Tweet we will:

  • Have at least 500 Twitter followers.
  • Acquire at least one new customer per month on Twitter.
  • Use Twitter to improve communication with existing customers.

Now we have our scope defined. What next? Review the scope as a team. Don't just email it out to the team and ask for comments, set a meeting where everyone is expected to have read the Project Scope, and to come to the meeting prepared to discuss any concerns or questions. Then, step through the document section by section in the meeting, and ask for comments. This process prevents the inevitable miscommunications that occur when you send an email to your team, and expect everyone to be on the same page. After the meeting, update the document and send it to your entire team for a final review. Ask your team, including your stakeholder(s), to respond with their approval. Here are a few best practices regarding scope: Make sure the scope specifically documents anything that is explicitly excluded from the scope.

Everyone reads scope documents with their own biased lens. The most common challenge with projects is the "I thought that this was going to be included," question. This question puts the project team back on their heels. If there is any chance that a reader might expect something to be included, and it is not in the scope, give an explanation as to why. Resist the temptation to be verbose. Newer project managers might think that a longer project plan is better. As Mark Twain wrote, "I didn't have time to write a short letter, so I wrote a long one instead." Brevity is important - unnecessary length can work against you. The project scope should reflect nothing more than the key attributes of the project, stated concisely, and nothing more. A well-defined scope creates alignment. An alignment where each team member will walk away with the same understanding of what they are trying to accomplish. In our next post, we'll discuss Project Success Criteria. 

Read our 19 Reasons You Need a Business Owner Advisory Board

DOWNLOAD

Written by The Alternative Board Worldwide

Related posts

4 Tips on Creating a “Customer Experience” Strategy
Jun. 6, 2019 | Posted by The Alternative Board Worldwide
In your company, how much thought is given to the quality of interactions between your customers and your business? The experience your customers have when interacting with your brand can make all...
Are You Looking to Expand Your Business?
Jun. 4, 2019 | Posted by Phil Spensieri, TAB York Region
Over the years, I’ve coached many business owners as they’ve worked to expand their business. Whether it’s the physical expansion of your office space, expanding your workforce, or investing in new...
Turning Loyal Customers into Brand Ambassadors
May. 30, 2019 | Posted by The Alternative Board Worldwide
Gaining loyal customers is just the first step in an effective growth strategy. For many companies, the hunt is on for individuals who are so taken by their products or services that they are willing...
Automate Small Tasks and Stay Focused on the Big Picture
May. 23, 2019 | Posted by The Alternative Board Worldwide
A sizable portion of business operations involves tasks that are repetitive, annoying to those charged with handling them, and fairly easy to automate. In case you’re wondering which tasks fall into...
How Business Visualization Tools Help You Persuade and Communicate
May. 16, 2019 | Posted by The Alternative Board Worldwide
There are two fundamental truths about information and human nature that CEOs and business owners should probably come to grips with: We are drowning in data. Humans process information through...
How A Positive Company Culture Is Built By Aligning Employees
Apr. 25, 2019 | Posted by The Alternative Board Worldwide
What does company culture mean? Every organization comes with a unique culture, a set of agreed-upon values that govern the way the company does business. Some cultures grow with the company and...
When You're the HR Department for Your Business
Apr. 23, 2019 | Posted by Phil Spensieri, TAB York Region
Human Resources (HR) is an area that seems to cause most business owners the highest amount of stress. Unfortunately, without an HR Department, HR issues become the responsibility of you, the...
How to set up virtual office for a small business
Apr. 18, 2019 | Posted by Gary Hoffman
Virtual Office Space Dos and Don'ts You’re ready to give your business an impressive corporate presence, but you’re not willing to plunk down millions of dollars for the office space, the permanent...
How to Appreciate (And Retain) Your Employees
Apr. 16, 2019 | Posted by The Alternative Board Worldwide
Any business that doesn’t place a high priority on employee appreciation is likely one that sees a fair degree of employee turnover. Back in the day, simply paying a worker on time—and perhaps...
Can You Have a Fun Workplace that's also Productive?
Apr. 11, 2019 | Posted by The Alternative Board Worldwide
Somewhere along the line, the idea of a serious, no-fun-zone workplace became institutionalized among American businesses. For a long time, that meant no intersection between “work” and “fun.”...