How to Implement SMART Project Requirements

In this post Change Specialists CEO, John Dean, shares his tips and steps outlining how to Implement SMART project requirements. This approach supports the success of your programme of work.

Here is John’s step by step guide on how to implement SMART project requirements (Specific, Measurable, Achievable, Relevant, and Time-bound).

Step 1: Specific

My first step in creating SMART project requirements is to make them specific. This requires clear definition around what the outcome of the requirement is.

  • Identify the requirement: State what will be done. Be as detailed and precise as possible to avoid ambiguity.
  • Define success: Specify what success looks like for this requirement. When the requirement is met, what is the result? This helps ensure everyone understands what’s expected.
  • Assign responsibility: Determine who is responsible for this requirement. This gives clear accountability and ensures someone is actively working to fulfil it.

Step 2: Measurable

Next, you need to establish concrete criteria for measuring progress towards the attainment of each requirement.

  • Define metrics: Which measurements will indicate progress or completion of the requirement? This can be quantitative, such as a number or percentage, or qualitative such as a certain level of quality or completion.
  • Set milestones: Break the requirement down into smaller, more manageable components. Track and measure milestones to assess progress towards meeting the overall requirement.

Step 3: Achievable

My key step is to make sure the requirements are achievable. Consider the resources available and ensure the requirement is realistic.

  • Consider resources: What resources (time, money, personnel, equipment, etc.) are available to fulfil this requirement? The requirement must be realistic and align with available resources
  • Identify potential challenges: Obstacles and challenges block requirements from being met. Track and plan steps to mitigate.

Step 4: Relevant

Releavent requirements align with the overall project goals and objectives.

  • Align with project goals: How does this requirement fit into the bigger picture of the project? If not review and reconsider it.
  • Validate with stakeholders: Ensure all relevant stakeholders agree with the requirement and see its value. This helps ensure buy-in and support for the requirement.

Step 5: Time-bound

Requirements are time-bound,. Support this by assigning a specific timeframe for meeting them.

  • Set deadlines: Establish clear realistic deadlines for meeting requirements.
  • Monitor progress: Regularly check on progress towards completion, identify and make adjustments.

Additional insights for programme management professionals are here.

Change Specialists - Governance

Best Practice Techniques for Governing Change Programmes

In today’s uncertain economic climate and competitive landscape, having in place effective governance for IT and change programmes is critical to enable organisations to adapt, innovate, and stay ahead of the competition.

Author of today’s blog post is Julian Brown, Practice Director at Change Specialists

With technology playing such a pivotal role in driving business success, I cannot stress enough how important it is to put in place robust governance practices that ensure the successful execution and delivery of IT initiatives.

In this blog post, I will share some best practice techniques for governing change programmes. At Change Specialists we refer to this as our ‘Basic Drills’.

Define a Clear Governance Framework

Establishing a well-defined governance framework is the starting point and foundation for ensuring that an IT or business change programme is governed effectively. This framework should outline the roles, responsibilities, and decision-making processes within the organisation. Key components of the framework should include:

– Defining roles and responsibilities of stakeholders, such as executive sponsors, programme managers, project teams, and governance committees. It’s important to call out the decision-making authority at the outset to avoid ambiguity.

– Establishing effective channels for communication and reporting, ensuring that stakeholders receive timely updates and are involved in decision-making processes. Regular status reports, accurate project dashboards, and executive briefing sessions are all effective communication tools. Transparency is key, no one likes surprises, and be sure to keep the updates factual.

– Developing comprehensive policies and procedures that govern the stage gates which the project will go through – for instance, initiation, planning, execution, monitoring, and control of the change initiative.

Engage Stakeholders and Establish Ownership

Engaging stakeholders early on and ensuring their active involvement throughout the project lifecycle is crucial for effective governance. Here’s how you can achieve this:

– Secure strong executive sponsorship to provide strategic direction, allocate necessary resources, and remove any roadblocks that may be blockers.

– Foster collaboration between IT, the business, and other relevant stakeholders to ensure alignment of project objectives with organisational goals. Encourage open dialogue and involve stakeholders in decision-making processes.

– Assign clear ownership for deliverables, milestones, issues and risks. This accountability ensures that individuals are responsible for their respective areas and also fosters a sense of ownership and commitment.

Establish Robust Programme and Project Management Practices

Implementing effective practices is vital for successful governance of IT and business change projects. You may want to consider the following:

– Develop detailed project plans, outlining objectives, timelines, resource requirements, and deliverables. Implement a robust project management methodology. Which one you select will depend on the nature of the project.

– Identify, assess, and manage risks throughout the lifecycle. Implement a risk management framework that enables proactive risk identification, mitigation, and effective contingency planning.

– Establish KPIs and metrics to track progress, measure success, and identify areas for improvement. Regularly monitor and report on these metrics to stakeholders.

– Identify and register dependencies within the project and also those that are external i.e. in the wider organisation or outside.

Continuous Improvement and Learning

To drive continuous improvement and learning, organisations need to create a culture of adaptability and innovation. Here are some thoughts on how you might create this:

– Conduct in-depth reviews / retrospectives at the end of each project phase to capture lessons learned. Document and share successes, challenges, and recommendations for future initiatives.

– Establish knowledge-sharing mechanisms, such as communities of practice, to encourage sharing of best practice, experiences, and lessons learned across the organisation. Encourage and recognise colleagues who are leading the way on collaborating and sharing ideas.

– Embrace agile principles in governance practices, allowing for iterative adjustments and flexibility. Continuously review and adapt governance processes to address evolving needs and changes in the IT landscape.

If you would like to find out how Change Specialists can support you to deliver your IT and Business Change agenda, including effective governance for IT and change programmes, please contact Julian to schedule a call, it would be great to learn more about the work you are doing.

UK Labour Market Update in 50 seconds – May 2023

Our popular UK Labour Market update is now available to watch in 50 seconds – click below for an instant update!

Signs are emerging that the UK job market is cooling. However, growth in employee average total pay is up 5.8% January to March 2023.

If you would like to discuss the latest UK labour market trends, or receive a copy of future Labour Market reports direct to your inbox, contact us or follow our LinkedIn page.

Change Specialists – The Change People

UK Labour Market Update

Change Management Question & Answer with the National Housing Federation

Change Specialists CEO John Dean was thrilled to be invited to join the recent National Housing Federation Eastern Region HR Forum Change Management Question & Answer session.

John enjoyed the lively event, meeting some amazing HR professionals, and of course discussing all things Change Management. The workshop wrapped up with a lively Q & A session, a thoroughly enjoyable event.

Maybe you are looking for some input from a Change Management expert for your next inhouse training session? Or a Change Management Question & Answer session. Get in touch!

For further information about our services and an insight into how Change Specialists can help with your current or pending business change or digital transformation programme contact us  

Our Senior Leadership Team love the opportunity to share their extensive experience operating in the change space.

Change Management Question & Answer