all the wikis

This article identifies six crucial areas of project definition. Defining a project is a little different from scoping a project. Defining the project takes place before you get started; scoping the project is the first step in getting started. It is an essential part of business planning.

Each of the six areas identified has a series of issues you need to clarify with a potential client before you take on a project. They form a good framework for a project definition meeting with a potential client.

For ‘client’ you can read customer, boss or manager depending on the status of the project you need to define. If you are considering a project for yourself, these issues are just as vital.

I have attached a word file you can download and modify for your own use. Project definition meeting notes Put your own logo on it and take it to the meeting. Annotate it during the meeting. Type out your annotations as informal meeting notes and send them back to the client to check you are on the right track.

Define the project’s aims

‘What are the aims of the project?’

Ask the potential client to describe what he or she wants from the project and listen carefully to the reply. There is no need to ask for specifics at this stage. Listening carefully enables you to identify what factors are important to the client and will make sure you can ask relevant questions later. At this stage, don’t correct the client if they make incorrect assumptions. You will simply stop the flow of useful information. If this first part of the project definition is done well the rest should flow easily.

Define the perceived benefits and risks of the project

‘What benefits do you (the client) expect from the project?’

Digging deeper into the aims of the project define what benefits the client expects the project to yield. The client may not have considered this question very much and may need some help. For example, an organization that decides it needs a website may not be sure why. You are the expert in this field and can make some suggestions of potential benefits but be careful not to lead the client away from what they want. If you try to lead a client by the nose, they are likely to be unsatisfied when the project is complete.

While you are discussing benefits, it is an ideal time to discuss potential risks to the client. What are the things the client wants you to help them avoid and what do they see as potential risks to the success of the project?

Define the contextual factors, which could influence the project

‘What contextual factors could influence the project?’

Often in these meetings, I hear people say, “Let’s start with a blank slate”. It is impossible to start with a blank state. There are many contextual and historic factors, which if ignored at an early stage will trip the project up later.

The context is the environment in which a project will develop. We used to call it the project environment but this term by common usage is becoming restricted to the project’s effect on the physical environment. Although this is part of the project context, there are many other components.

There are so many possible contextual factors that may influence a project it is impossible to list them all. They vary depending on the type of project being defined. Here is a list of some possible contextual factors that may need careful consideration.

• Legislative requirements
• Regulatory requirements
• Previous failed attempts at the project
• Organisational drivers for the project
• Internal or external support or opposition to the project
• Public opinion
• Physical environment

Define the deliverables for the project

‘When will we know the project is complete?’

Many projects end in frustration when the contractor feels the project is complete but the client was expecting more. For example, is the client expecting a concept plan, a detailed design, a pilot programme or fully working model?

Define how the project will be evaluated

‘How will we know if the project is a success?’

The project will only be a success if the client judges it to be successful, however it is useful to know how they will be making that judgement.

For example, here are some ways people may judge the success of a wiki or website:

• Looks
• Use of technology
• Ease of use
• Functionality
• Effectiveness
• Integration with other online and offline workflow
• Financial benefits

Knowing which of these are most important to the client will help you make the project a success. The more clearly evaluation of success for the project is defined at the beginning of the project, the more likely it is to be successful. Firm evaluation outcomes are not negotiated during project definition.

Define the funding and resources available for the project

‘What resources are available for the project?’

You will need to know what funding and other resources, such as people, technology, materials, are available to you for the project.

Define the guiding principles for the project

‘Are there any underlying principles I should be aware of before starting the project?’

Having started on the general aims for the project and moved on through specifics, it is often good to close with a general discussion. Discussion of guiding principles for the project often allows some general discussion but also leaves the client with the feeling that you will fit nicely into their way of working.

Many organisations have their own set of principles to guide their operations. You need to know what these are so that you do not contravene them. Adopting these as guiding principles for the project reassures the client that your approach will blend easily with their organisational direction.

Project definition

• Aims
• Benefits and Risks
• Contextual factors
• Deliverables
• Evaluation
• Funding and Resources
• Guiding Principles

Remembering what you need to define your project is as easy as the alphabet but it takes some skill and practice to do it well. Here is a second chance to download the Project definition meeting notes file to adapt for your own use.

If you were looking for an even simpler way of getting started,take a look at Online Collaboration: start with a statement of purpose.

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