How to Define Problems With Project Management
Clearly defining the problem a project team seeks to solve begins with the project manager defining the business need. Business needs include improving efficiency, providing new products, delivering better quality service or responding to a crisis. By gathering information and conducting research, the project manager determines the root cause of the problem so the team can design a solution. For example, using project management methodology, disaster relief teams define reconstruction projects by defining objectives, identifying success criteria and evaluating risks in a document known as the project charter.
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Instructions
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Download a project charter template from a website, such as the Microsoft Office Templates website, or develop your own format. Defining a problem with project management tools allows you to document the problem and propose a solution for approval. The cover page should list at least the proposed project title, your company name and the date. Use this document throughout the project life cycle.
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Identify your project sponsor, the one who approves the project. Describe the problem or business need. For example, list the symptoms of the problem, such as product defects or low customer satisfaction ratings. Define what you plan to include in the project plan to resolve or minimize this issue, typically including at least a project scope statement, cost estimate and schedule. Identify stakeholders who may have impact on the project. These stakeholders typically have additional insight into the problem facing the organization.
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State the problem. For example, describe the business need, production problem or failing service issue by providing examples and statistics. Then, describe the proposed solution. For example, your solution may enable employees to meet legal requirements or respond to customer requests. This scope statement should also clearly define the target beneficiary, such as the customer's name.
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Identify the project manager. By authorizing the project manager to communicate with sponsors and stakeholders, obtain resources and build the project team, he can further define the problem and devise a solution using project management methods. The project manager develops the plan, creates a schedule, develops a budget and monitors the work during the project life cycle.
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Summarize the proposed schedule of steps to fix the problem. By establishing specific, measurable, relevant, attainable and timely objectives, you can ensure that your work meets its intended goal. List the associated costs. By defining the potential price for fixing the problem, you establish its impact on the organization.
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