In this issue

•     Structured project and programme planning

•      Amos Butler Ltd - our mission

Structured project and programme planning

The aim of this document is to provide basic guidelines on developing programme or project plans.  Anyone who is in the process of or is about to develop a programme or project plan should find this useful.  

Everything that we do involves some level of planning; getting ready for work, preparing the children for school, going on a journey, doing the shopping.  For each of these activities you know from experience what you need to do, who you must involve, how long each task is likely to take and when you need to achieve your end result.  

Planning a project or programme in a business context is largely the same.  Bear the following guidelines in mind and you will be off to a great start

Often when writing a project/programme plan, people compile lists of activities and then add estimated duration and completion dates against them.  However, if the end result has not, at least, taken into account those aspects mentioned in the following paragraphs, the plan is incomplete.

  Ensure the plan is complete

At its most basic, a plan must:

•  List all relevant activities; if a task is required for your project/programme, that task must be included in the plan whether or not your team is responsible for its completion.

• Show who is responsible for each task.  

• Show the time period assigned to each task (elapsed duration) and the number of actual days each task will take to complete; consult all stakeholders and ensure that current work schedules (e.g. payroll runs, year-end requirements), annual leave, public holidays, and external forces (e.g., school holidays) are taken into account as they will all have an impact on staff availability.

Tip: Breaking each task down into sub-tasks will help you achieve the 3 points detailed above.

  Get your plan approved

Do not assume stakeholders are available or will agree to complete all or any of your proposed tasks.

Until your plan is approved by all parties involved (your stakeholders), it is merely a proposal.   Your stakeholders must be consulted on what you need them to do and when, and in sufficient time for them to do their own planning. 

• Arrange meetings with stakeholders to discuss your proposed plan.  Show them the tasks you wish to assign to them and your proposed completion dates.

• You may need to reschedule some of your tasks to suit current commitments.  

• Discuss your proposed plan with the project/ programme sponsors.  Any issues you may have around the availability of stakeholders to complete the tasks assigned to them should be discussed with your sponsors.  It is essential you advise them of any issues which my delay the project as soon as possible.

• Once all stakeholders and sponsors have agreed to the proposed plan, present the final plan to the 

relevant team for sign-off and obtain authorisation to launch your project/ programme. 

Disclaimer

These are brief guidelines on the basics of project/programme planning.  It is not comprehensive and should, therefore, only be used as a guide to what might be required.  If you would like more detailed guidance or an initial talk with one of our advisers, please e-mail info@amosbutler.com or telephone +44(0) 7960 588 834.

Amos Butler Ltd - Mission Statement

We design and deliver relevant and sustainable solutions in line with our stated business offerings and values.

Through targeted mentoring and communications programmes, we ensure our clients can manage our implemented solutions into their day-to-day ways of working.

We do not offer solutions we know to be irrelevant or unnecessary to our clients’ business.

We provide excellent service to each of our clients.

Throughout our operations, we are honest to our clients, associates, partners and suppliers.  

We work proactively to prevent or minimise any negative impacts our operations might have on local communities, the lives of our partners, associates, staff and the environment.

Contact us

If you would like to talk to us about one of your projects/programmes or if you wish to explore ways of improving your company's or department's ways-of-working, you can:  

     E- mail        info@amosbutler.com

    Telephone   0845 125 9612

     Skype         +44 (0)20 7870 5989