The engine of any project is its deliverables. These are the tangible and intangible outputs that mark the completion of specific tasks or the entire project itself. Understanding deliverables is crucial for project managers, team leaders, team members, and stakeholders alike.
This blog is a complete guide to what are deliverables, their importance, and their types.
What Are Deliverables
In project management, deliverables are the concrete results or outputs produced throughout the project lifecycle. They can be physical products, services rendered, reports, presentations, or even implemented processes. Deliverables act as milestones. They signify progress towards the project's overall goals. Moreover, they are the culmination of efforts and resources invested in the project.
Types Of Deliverables
The world of deliverables is vast and encompasses a wide range of outputs. Let's explore the two main categories:
Tangible Deliverables
These are physical, easily identifiable outputs. Examples include:
A new software application
A marketing brochure
A constructed building
A manufactured product
A printed report
Intangible Deliverables
These are less concrete outputs, but are still measurable and valuable. Examples include:
Developed project plan
Completed risk assessment
Implemented training program
Increased customer satisfaction score
Improved website user experience
What Can Constitute As Deliverable
1. Project Documentation
This category encompasses all the written documents that guide and record project activities. Examples include:
Project charter: Defines the project's purpose, goals, stakeholders, and high-level plan.
Project plan: A detailed roadmap outlining tasks, resources, timelines, and dependencies. It also includes the work breakdown structure.
Scope baseline: Outlines the approved project scope and serves as a reference point for change management.
Risk register: Identifies potential risks, their likelihood and impact, and mitigation strategies.
Communication plan: Defines communication strategies for different stakeholders.
Status reports: Regular reports providing updates on project progress, milestones achieved, and any issues encountered.
Meeting minutes: Document key decisions, action items, and next steps discussed in project meetings.
Lessons learned report: Captures key learnings and experiences from the project for future reference.
2. Project Outputs
These are the tangible products or services delivered at the project's completion. Examples include:
Physical products: Manufactured goods, constructed buildings, or developed hardware.
Software applications: New software programs, websites, or mobile apps.
Marketing materials: Brochures, presentations, or advertising campaigns.
Training materials: Training manuals, online courses, or workshops.
Change management plans: Plans for implementing changes resulting from the project.
3. Project Management Tools
These deliverables are the artifacts used to manage the project itself. Examples include:
Project schedule: A detailed breakdown of tasks, durations, and dependencies visualized in a Gantt chart or other scheduling tool.
Budget: A detailed breakdown of estimated and actual project costs.
Resource allocation plan: Assigns team members and other resources to specific tasks based on their skills and availability.
Risk management plan: A formal document outlining the process for identifying, assessing, and mitigating project risks.
Communication matrix: Defines communication channels and frequency for different project stakeholders.
4. Approvals and Sign-offs
These are formal agreements or approvals on specific deliverables or project stages. Examples include:
Stakeholder sign-off: Formal acceptance of a deliverable by a key stakeholder.
Change order approvals: Approvals for changes in project scope, schedule, or budget.
Project phase completion sign-off: Formal acknowledgment that a specific project phase is complete and meets requirements.
5. Performance Measurement Tools
These deliverables track progress and measure project performance against established baselines. Examples include:
Status reports: Contain KPIs (Key Performance Indicators) that reflect project progress towards goals.
Earned Value Management (EVM) reports: Compare planned versus actual project performance in terms of cost and schedule.
Performance dashboards: Visually represent key project metrics for easy monitoring.
The Importance Of Deliverables
Deliverables play a vital role in project success. Here's why they are important:
Clarity and Alignment
Clearly defined deliverables ensure everyone involved in the project understands the expected outcomes. This fosters shared goals, eliminates ambiguity, and keeps everyone on the same page.
Project Roadmap
Deliverables act as milestones, providing a roadmap for progress throughout the project lifecycle. They break down the project into manageable chunks, allowing for better task planning and resource allocation.
Performance Measurement
Deliverables serve as benchmarks for measuring project performance. By comparing completed deliverables to initial plans, project managers can assess progress, identify deviations, and make necessary adjustments.
Stakeholder Communication
Deliverables are powerful communication tools. They provide stakeholders with tangible evidence of progress, keeping them informed and invested in the project's success.
Risk Management
Deliverables can help identify and mitigate risks. Project managers can analyze potential delays or shortcomings associated with specific deliverables and take proactive measures to manage them.
How To Manage Deliverables
Deliverables require careful planning and management to ensure their timely completion and compliance with project specifications. Here are some key strategies:
Tip 1: Define Early and Clearly
Identify deliverables early in the project planning phase. Clearly define their scope, format, acceptance criteria, and deadlines.
Tip 2: Document Everything
Document all details related to deliverables in a central location, such as a project management tool. This creates a single source of truth for everyone involved.
Tip 3: Ownership and Accountability
Assign ownership for each deliverable to specific team members or teams. This fosters accountability and ensures clear lines of responsibility.
Tip 4: Quality Control
Establish clear quality control procedures for deliverables. This may involve peer reviews, stakeholder approvals, or pre-defined benchmarks to ensure deliverables meet the required standards.
Tip 5: Version Control
Maintain a version control system to track changes made to deliverables. This allows for easy rollback if necessary and ensures everyone works on the latest version.
Tip 6: Communication and Collaboration
Open communication and collaboration are essential. Keep stakeholders informed about deliverable progress and address any concerns promptly.
Best Practices For Deliverables
Here are some additional best practices to optimize your deliverable management:
Use Templates: Create standard templates for commonly used deliverables to save time and ensure consistency.
Break Down Large Deliverables: For complex deliverables, consider breaking them down into smaller, more manageable components. This makes them easier to track and complete.
Use Technology: Use project management software or online collaboration tools to streamline deliverable creation, storage, and communication.
Conduct Post-Project Review: After project completion, take time to review how effectively deliverables were managed. Identify areas for improvement and implement them in future projects.
Conclusion
Deliverables are the cornerstones of successful projects. By understanding their types, importance, and effective management strategies, project managers can ensure their teams create high-quality outputs that meet project goals and stakeholder expectations. Remember, clear communication, collaboration, and ongoing process improvement are key to deliverable management excellence.
