Clarification of the project order in project management

If you have already dealt with the first exercise in project management, you will now learn how to effectively work out the essential questions that need to be clarified in a project brief. This tutorial guides you through the key points you should consider so that you can clearly define the project brief and successfully execute your tasks.

Key Insights

• Define the purpose and strategic relevance of your project.
• Clarify the responsibilities and resources available to you.
• Consider the target audience and specific requirements for the project.
• Maintain regular communication with stakeholders.

Step-by-Step Guide to Clarifying the Project Brief

Clarifying the project brief is a crucial step for the success of your project. You should ask various questions to gather all necessary information.

1. Why are we designing the packaging? The first question you should clarify is why the project is being conducted in the first place. This will help you understand the strategic contribution your project makes. How does the company benefit from the new packaging? A clarifying discussion with your supervisor or the client is essential here.

2. What outcome is expected? Next, you should clarify the precisely defined desired state. What results are expected from the project? It is important to consider units such as budget, timeframe, and specific requirements. You must also ensure that the results are measurable.

3. Who is the client? It's important to clarify the responsibilities. Who exactly is the client? Is it your direct supervisor, another department, or an external customer? This information influences how you will manage the project and what requirements may be different.

4. Who is part of the project team? Consider what resources are available to you. Which team members should you involve and how many are there? Also, think about the qualifications that team members bring.

5. How long are the team members available? It is important to know how long your team members are available for the project. Are they restricted in their time by other projects? This can have a significant impact on your scheduling.

6. When does the project start? Another point is the project timeframe. When does the project begin, and when must the end product be deliverable? You should ensure that all necessary steps are completed before the actual launch of the product.

7. What budget is available? The budget is a crucial factor in project management. Clarify what budget is allocated for your project and whether there is room for adjustments if the project becomes more extensive than assumed.

8. Are there milestones to consider? Determine if there are already established milestones that you should consider during the project. These can help monitor progress and make adjustments in a timely manner.

9. Who is the target audience? The target audience is another crucial aspect you must consider. Who should be addressed with the product? This also includes creating personas to better understand the interests and behaviors of your target audience.

10. Are there specific requirements or rules? You must clarify if there are specific requirements or rules that you must adhere to. These could include specifications for material use or design guidelines. These requirements affect the creative process.

11. How should communication be structured? Determine how often you need to deliver reports to stakeholders and in what format they are expected. Should there be daily meetings or is weekly communication sufficient? This is important to avoid misunderstandings.

12. Are there rules for documentation? Finally, you should clarify what requirements are placed on documentation. Are there specific templates or are you free to design? Clear documentation contributes to the traceability of your project.

Conclusion

Clarifying the project brief is a fundamental element of project management, ensuring that all stakeholders understand clear goals and expectations. This not only increases efficiency but also reduces the risks of misunderstandings and errors. By answering the questions discussed above, you create a solid foundation for the progress of your project.