Micros Small Project Template Part 3 - Resources

The Micro Small Project Plan Template can downloaded here. This file was virus checked before being uploaded, but please practice safe surfing and perform a virus check once downloaded.

You now know how the project will be delivered, who will carry out each task, what resources are needed and how much time each task will take to meet the project deadline.

This post was becoming unwieldy and rather tough to read. I have therefore decided to split the last parts of recording additional information: on the resources and budget; identifying project review points; and recording project notes into separate bite sized and hopefully easy to read posts. This post the recording and management of resources.

How to use the template Part 3
This section helps you manage project resources.

Even micro small projects will usually require the use of resources from across an organisation. It is the use and allocation of resource where project management skills come into play.

Project Management is about bringing the right resources on stream at the right time. If you were to get the piece of equipment at the outset of the project, yet didn’t need it for a few weeks, this would be inefficient for your organisation as a cost may be incurred. Either directly through hiring the equipment or through opportunity cost; where others in the organisation were unable to use a resource, even though it was not being used by you.

Item: Detailed description of the resource required to complete this project.

Notes: This should be used to record any pertinent points regarding resources and can include: when do you need the resource; for how long is it required; are there specific times when the resources is un/available; who to contact for the resource; where the resource can be found; is there a lead in
time before the resource can be delivered.

The next post will look at the project budget.

Milestones

I thought I would expand a little more on milestones. The aim of this blog is to be as accessible to people who carry out small projects as possible, yet have no background in project management. So for me to just tell you to “Firstly write down the key milestones” isn’t overly helpful if you have never had to consider milestones before.

Milestones are those points in a project that stand out, things that you are aiming for. They often represent when something has been completed or another set of tasks are about to begin. With each milestone there is an event, output or a deliverable.

Milestones can be use to keep track of the project. They provide an easy way of assessing how well your project is doing in terms of its budget and deadline.

There are two approaches to developing milestones. The second is often used even if you use the first approach.

Approach 1: Identify all the key points on your project such as when something is delivered, an event takes place or there is an output.

Approach 2: List all the tasks in the project. Within these identify the critical points, the key markers. These are your milestones.

After completing Approach 1 you begin to list the tasks associated with delivering these milestones. While developing your list you may also apply Approach 2 and identify additional milestones.

Micros Small Project Template Part 2

The Micro Small Project Plan Template can downloaded here. This file was virus checked before being uploaded, but please practice safe surfing and perform a virus check once downloaded.

The previous post covered with the first section of the template, which deals with the details of the project.

The second section details how the project will be delivered. The person responsible for delivering the project or the project manager should complete it.

How to use the template - Part 2
This post will go through the steps required to define the Project Tasks.

Task: Firstly write down the key milestones. Then under each of these milestones write down all the tasks that need to be done to achieve them. Don’t worry about getting them in the right order at first, just write down the tasks as the come into your head. Once you have all the tasks, rearrange into a logical order. Once you have done this and read through them any missing tasks should be more obvious.

Resources: What resources are required to deliver the task. Resources also include the team member to deliver the task.

Duration: How long will the task take to deliver, record this in hours or days.

There are three commonly used techniques for estimating how long a task will take:
1. Use a similar task in a previous project as a guide.
2. Ask someone who has done a similar project or task.
3. Guess, how long do you think it will take, then double that.

Start:
When do you intend to start this task? Bearing mind how long it will take to
complete and the date that it needs to be finished by.

Finish: Are there specific deadlines that must be met.

Status: This is to help you track the project. It should be simple phrases such as started, delayed, completed.

You now know how the project will be delivered, who will carry out each task, what resources are needed and how much time each task will take to meet the project deadline.

The next post will cover the final parts of the Micro Small Project Plan; recording additional information on the resources and budget; identifying project review points; and recording project notes.