Project design is a strategic organization of ideas, materials and processes with the aim of achieving a goal. Project managers rely on good design to avoid pitfalls and provide metrics to maintain critical aspects of the project, like schedule and budget.

Some may rush into the early stages of a project, like project design, but that would be a mistake. Any experienced project manager can tell you from experience that the more you invest in the early stage of a project, the better the results will be on arrival.

What is project design?

Project design is one of the primary responsibilities of the project manager for any given project. It is at this stage of the project that decisions are made on how to manage and lead the project. A project plan is created and focuses on the needs of the stakeholders, the organization and the project itself, of course. This document will then be used to manage all the other stages of the project.

However, the thinking carried out during project design does not focus on the details but is at a higher level in terms of project management. Project planning software can help organize both the high-level strategy and the specific details of a project's design.

The details

Project design includes everything from who is responsible for carrying out the project to describing the project, its goals, results and objectives. It describes when these goals, results and objectives will be achieved, as well as the major deliverables, products or functionalities that will be achieved. The project design also helps to estimate the budget and describe how to monitor and evaluate progress.

There may be more than one design presented to stakeholders, who can then choose the one that they think best suits their needs.

The structure of the project design

How to design a product so that it keeps its promises? It's difficult ! But the project management has a process.

There are steps to take in defining projects and developing an implementation strategy. These are the most important stages of a project. That's why you want to involve your team and stakeholders in the process to make sure you cover all the bases. Take the time to do this step thoroughly.

What is the vision?

What is your vision for the project? This is not wishful thinking, but a vision statement, which envisions a problem to be solved. This means clarifying the rationale for the project. The vision statement is a formal document that states the potential of the project. It is presented to stakeholders to show the viability of the project and its benefits.

It is not a long and detailed document. You can have a short and idealistic view of the outcome of the project; after all, that's how you sell the project. It is therefore necessary to paint a picture of the success of the project and place it in a larger context.

What's the problem ?

To support this vision document, you must identify an issue that needs to be addressed. This is why a needs assessment is often necessary, so that you can see the obstacles the business is facing. This will align the issue you are addressing with the organization and its strategy. It will also provide you with the data you need to design an optimal solution to the problem.

To begin with, what information do you collect? What are the sources of this information, and how will you collect it? Then analyze and determine the problems that your project is created to solve. Collect these results in a document.

Who and what resources?

Next, you need to identify the resources needed to complete the project. Resources can range from people and equipment to the facilities needed to complete the project.

A good way to determine resources is to do the same way journalists approach a hot topic, with the following five questions: who, what, where, when, and why. Who do you need to run the project, what resource management tools are needed, where will the work be done, when will the project start and end, and why these resources are they necessary?

What are the objectives of the project?

You can't achieve your goals if you haven't identified them first. A goal is something at the end of the project that is both observable and measurable. A goal coincides with the resolution of a problem.

Create a goal statement that explains how goals are handled in the project. To do well, apply the SMART method, which means specific, measurable, achievable, realistic and relevant over time. Each goal should be defined by these terms.

What is the strategy of the project?

To achieve the objectives of the project, a strategy must be put in place. A strategy is a process of achieving the objectives of the project within the constraints of the project, such as its resources, schedule, budget, etc. How to create a strategy to achieve the objectives of the project?

Consider the precedents and examine similar projects from the past and what they have been able to show in terms of the pros and cons of their applied strategies. Best practices in project management are always a good foundation, and then build a strategy gradually, creating a path to success.

What is the contingency plan?

Any project manager knows that very little goes as planned. There must be a back-up plan to respond quickly and correctly to problems that arise in a project. It should therefore be included in the design of your project.

Look for the negative risks inherent in the project. They are in different places, such as teams, which may lack skills, have unavoidable absences, turnover, etc. Schedules can be marred by delays. The scope of the project may have been poorly defined. Costs are underestimated or funds run dry. Make a plan to deal with these risks.

What is the evaluation plan?

A project must always be under evaluation. An evaluation plan will help you keep track of the project, and maybe even alert you when it starts to deviate from its course. Use this plan to analyze project components, results and impacts.

Results are measurable changes, while impacts indicate the extent to which the project's objectives are being achieved. Therefore, the evaluation plan is a detailed document that defines a criterion for determining the effectiveness and efficiency of the project by monitoring the progress made on all aspects of the project.

What is the budget?

The budget describes the financial resources that feed the project. A budget assigns a cost to each of the project requirements. Creating a project budget means formalizing the financial resources that will be allocated to the project. The first step is to choose a way to estimate the costs, identify the impacts and report on the evaluation.

What is the project proposal?

All of this leads to a project proposal as to why the project needs to be executed and what its benefits are. The previous steps are summarized, writing the vision for the project and a brief description of the problem it addresses. Then, the objectives of the project are stated and the strategy that will be used to achieve these objectives is described.

3P Consulting is a consulting office international specialist in project planning and management - please feel free to contact us anytime to discuss your requirements.