How to Set Up a Project Team for Success

Project teams are typically commissioned to implement a specific project or plan.  To set your project team up for success, follow these steps to success:

Craft A Solid Charter.  Regardless of whether you have a large or small project, make sure your team has a solid charter from management.  This one-page charter typically describes the problem or opportunity the project is to address, the project goal or final deliverable, project objectives or major pieces of work to be done, the criteria for success and a list of any assumptions, risks or obstacles expected.

Right People.  Make sure you have the right people and expertise on your team — these are the folks who will be responsible for implementing the plan.  Try to limit the core group to fewer than twelve; you can invite others to participate on an “as needed” basis.  Review the charter and ensure understanding and agreement before you move forward.

Construct a Work Breakdown Structure (WBS).   This will be the roadmap that will guide the team’s work:

• Decide what level of detail your team expects or is necessary to manage the project.  The level of detail increases as the project becomes more complex, especially with respect to time and resources required.
• Build a “Level One” WBS.  List all the “stuff” (tasks, approvals, resources etc.) that needs to be done to achieve the project goal. Identify the major activities or “chunks” of work that need to be accomplished.  For most projects, list no more than ten major activities (I like to do this step using sticky notes for each activity).
• Then place the “stuff” under the appropriate major activity.
• Sequence the “stuff” for each major activity and add any items or details that might be missing.  One way to sequence the “stuff” is to ask: “What tasks can be done today?”  These tasks have no predecessors.  Then ask: “What items have to start when the previous items finish?”  Move the stickies next to each other on a horizontal timeline.  Draw a connecting line in pencil.  Note the relationships with a “node” or dot at connection points and arrows to show direction. (it will change, so do this in pencil!)
• Estimate the time it will take to complete each task and the resources required (people, facilities, equipment, material, money).  Hint: If the project is complex, develop “work packages,” discrete tasks accomplished by a specific trade group or element, typically no more than 80 hours each.

Look at the Big Picture.  Can you achieve the goal within the appropriate amount of time and resource constraints?  For most teams, the initial answer is “No!”  Take a closer look at the project, analyzing what is critical to accomplishing the goal as well as resources required.  Can you meet the project on time and within budget?  If not, strategize on how to compress the critical timeline, use resources better, define what is critical versus “nice to have” and insert lead and lag times between related tasks.

At this point in the process, teamwork is vital.  Listen closely to the issues and look for small agreements on how the work should be done.  Continue to analyze the plan until you can meet the project goal or make the goal more realistic!

Remember: A plan is only as good as the effort expended.  The ultimate goal is not to produce a glossy, professionally printed plan.  The value is that the team has gone through the process of understanding what needs to be done, by whom, and by when — so the team can achieve the project goal.

Related Articles:

The Unmistakeable Benefits of Teamwork (Even the Non-Believers Can’t Deny!)

Team Goals are the Glue that Hold a Team Together

Lead Your Team Through an Efficient Project Debrief