Extreme Project Management for Architects
In XPM, we plan on several different levels, from high-level to low. At the highest level, we create a project plan, composed of several release plans. Then, each week, we create an iteration plan based on the current release plan. If you consider stand-up meetings as planning sessions, you could say we plan each day as well.
The release plan is the core and probably the most important part of our planning process. In this article, I want to offer some tips for creating and updating release plans.
A release plan is a set of tasks required to complete a portion of a project. It's almost always focused on creating a set of deliverables. In architecture, we create a release plan for each project phase: schematics, design development, contract documents, etc. On a large project, we might create additional release plans for specific milestones, like the submitting a partially complete set of contract documents to a review agency.
In XPM, we represent each task by a task card. So a release plan is simply a stack of task cards, focused on producing a specific set of deliverables.
All the release plans for a project, taken together, comprise the project plan. In other words, each release plan is a subset of the project plan. The project plan includes a release plan for schematics, design development, etc.
A release plan is ultimately represented by a stack of task cards. The most efficient way to create a release plan is to list your tasks and time estimates in a spreadsheet, then use the mail-merge feature of your word processor to automatically generate the task cards.
We use spreadsheets only for the first set of task cards; that is, for each initial release plan. Team members create additional task cards by hand on an as-needed basis.
Some benefits of spreadsheet-generated task cards:
On the other hand, it does take some effort to set up the mail-merge feature, at least the first time or two. And, the only available color for cards is white. You have to manually add a highlight line across the top of each card if you want color.
Each week, we select a set of task cards for tasks we expect to complete that week. We call that set an iteration plan.
We usually select the cards from the current release plan, but we don't have to. We can take them from anywhere. In addition, for the iteration plan, we create new task cards for tasks we didn't think of earlier. We also create additional task cards by breaking a larger task into a set of subtasks. We then throw the original task card away.
Our objective when creating an iteration plan is to select just the number of tasks we expect to complete during that iteration, with maybe one or two extras in case we finish early.
Ideally, the release plan identifies every task that will be required to produce the set of items to be delivered. It includes tasks required to produce the drawings, specifications, reports, calculations, and other deliverables. It also includes tasks to organize, coordinate, print, and check them. It includes meetings we have to attend and research we must do. It includes every task we can think of. Creating a release plan can seem pretty overwhelming -- but it's not.
Creating a release plan is not difficult. Someone with experience can create a release plan for a medium-sized project in a few hours. How? By working at the appropriate level of detail, using common sense, and following the tips below.
When creating a release plan, remember this: The release plan is meant to be updated frequently; at least once every iteration. There's no need to get it right the first time.
Working at the appropriate level of detail means planning only to the level you can see. For example, you can usually see what's required next week more clearly than next month, so next week's plan can be more detailed than next month's plan. There's no need for next month's tasks to have the same level of detail as those for next week. Consider an architectural project. If you haven't begun detailing yet, you might guess that you'll need six window details. No need to go any further. If you're further along, you can specifically identify each detail required.
Appropriateness implies balance. We have to balance the need for detail and accuracy with what we can reasonably infer.
Here are some additional tips for creating and updating a release plan. Some tips supplement others, so use judgment in applying them.
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Copyright 2004 - 2016, Dennis V. O'Neill