When it comes to executing a successful project, having a solid plan isn’t just helpful—it’s essential. In this insightful blog, Susan Bell, Professional Services Resource Manager at NSA, shares her practical wisdom on project planning. With years of experience guiding teams through complex transitions, Susan breaks down the process into digestible steps that make even the most daunting initiatives feel manageable.
Setting the Groundwork – Taking on a project can feel like gearing up for an adventure. It’s a mix of excitement, preparation, and a bit of blind optimism as you dive into something new. Whether you’re setting up a new system or chasing a big idea, the key is to have a plan.
Here’s a simple breakdown to help you navigate the process: laying the groundwork, marking key moments, and figuring out who’s doing what.
- Figure Out Goals & Scope – What are you trying to achieve? Write it down, be specific, and avoid overreaching. Knowing what’s in and out of scope keeps things manageable and prevents you from losing focus.
- Pick a Methodology – Agile? Waterfall? Something in between? It doesn’t have to be fancy—just pick a framework that fits your team and the project. Keep it simple.
- Break It Down –Big projects can be overwhelming, so break them into smaller tasks. A Work Breakdown Structure (WBS) is just a structured way of listing all the things that need to be done and assigning responsibility.
- Plan to Communicate – Don’t assume everyone knows what’s going on. Set up regular check-ins, decide on communication tools, and keep everyone in the loop.
- Prepare for Risks – Things will go sideways at some point. Identify potential risks and develop backup plans. That way, you’re not caught off guard.
Marking Key Moments
Projects are easier to manage when broken into key phases. These major checkpoints help guide progress:
- Requirements Gathering – Talk to stakeholders and determine what they truly need. Document everything to ensure alignment.
- System Setup & Tweaks – Get the basics in place and adjust settings to fit the project’s specific needs. It’s like setting up a new gadget—plug it in and tweak the settings.
- Moving Data – If your project involves data migration, carefully transfer it from the old system to the new one. Double-check for accuracy to avoid issues down the road.
- Testing & Training – Before going live, thoroughly test everything. Then, train users so they feel confident using the new system.
- Go-Live – This is the big day. Launch your project, monitor closely, and address any issues immediately.
- Support After Launch – The project doesn’t end when it goes live. Provide ongoing support, troubleshoot issues, and gather feedback for future improvements.
Figuring Out Who’s Doing What
No one can do it all alone. Here’s a breakdown of key roles in a successful project:
- Executive Sponsor – The leader who drives the project forward and removes obstacles. They’re the project’s biggest advocate.
- Project Manager – The organizer, ensuring everything stays on track. Think of them as the coach, keeping the team focused.
- Business Analysts – The experts who analyze business needs and ensure the project meets those requirements.
- CSD Consultants – The tech specialists who build and configure the system correctly.
- Change Management Specialist – The transition expert who helps teams adapt to new processes smoothly.
- IT Support Team – The behind-the-scenes crew ensuring technical stability. Their work is invaluable when things go wrong.
- End Users – The people who will use the system. Their input is crucial to making sure it works effectively.
Project planning doesn’t have to be intimidating. Break it down, keep it simple, and stay flexible. With a clear plan, well-defined milestones, and the right team, you’ll not only get through it—you might even have a few great stories to tell at the end.
With this straightforward approach—setting clear goals, choosing the right methodology, and assembling the right team—you’re well on your way to a successful outcome. By breaking projects into phases, anticipating roadblocks, and fostering strong communication, you create a foundation that supports both progress and adaptability.
Remember, every great outcome starts with a great plan—and with the right people and tools in place, you’ll not only meet your objectives but might even enjoy the journey.