When it comes to your office fitout, a tenant project manager must be engaged to oversee the process from beginning to end to ensure that all goals and objectives are met. To achieve this, an important component for success is that the planning process behind the project is thorough and all-inclusive. Understandably, with a task as major and complex as office fitouts it is always likely that one or two planning items may be overlooked — so we’ve compiled a handy, comprehensive list of planning items that need to be covered for the success of the project, broken down into what, who, how, when and (most importantly) how much.
- What is the project’s Background?
- What are the project’s Objectives?
- What are the project’s Success Criteria and how will the Achievement of the success criteria be Measured?
- What is the Scope of the project?
Determining the purpose of the project is essential for all involved, so that everyone is on the same page. It provides an overarching guideline as to what outcomes are being strived towards at all stages of the project.
- Who fulfils the Key Project Roles?
- Who is responsible for the Project’s Governance?
- Who are the Internal Resources (client resources) on the project?
- Who are the External Resources (non-client resources) on the project?
- Who are the Internal Stakeholders on the project?
- Who are the External Stakeholders on the project?
- Who will receive Project Communications?
Clearly defined roles increases efficiency by ensuring that double handling is kept at minimal levels, and that all people involved know exactly who to turn to for specific issues — vital for effective communication and reducing ambiguity over the course of the project.
- How is the project being Approached?
- How will the project Risks be identified and controlled?
- How is the Project being Controlled?
- How is the project Procurement being planned?
- How will the Project be Closed out?
It is important that all processes are thoroughly planned out and followed, in order to mitigate risks and have clearly defined tasks to follow at all stages of the project.
- When are the Project Milestone Dates?
- When are the Meeting Dates?
- When are Key Decisions due?
Working to a timeline is essential for guaranteeing when deliverables will be presented to the various stakeholders involved.
- How much money is available in the Project Budget to achieve the set objectives and fulfil the success criteria?
A clearly thought out budget ensures that costs don’t end up blowing out, and that funds dedicated to completing the project are allocated appropriately and efficiently — and of course, providing the optimal financial outcome upon completion of the project.