Ensuring that the client, the team, and your organization have a positive experience as your project “goes live” is one of a project manager’s most important responsibilities. The decisions you make during every phase of your project’s life cycle should be with implementation in mind.
Overcoming challenges
Implementation is primarily a client-focused phase of a project. However, you should also consider its significance for the end user, the project team, and your organization. As the project goes live, end users have to assimilate changes and come out of their comfort zone, while project team members have to let go of a project and move on to something new. Your organization simply wants swift and trouble-free implementation in order to realize the benefits of their investment. Your role as project manager is to help all three groups deal with these challenges.
Key actions for successful implementation
Table
Phase of project
Actions
Initiation phase Describe the issue to be addressed or opportunity to be exploited.
Conduct research among end users to establish how widespread the issue or opportunity is.
Document findings and, where confidentiality allows, circulate them to those who contributed.
Definition phase Design an end product that satisfies the need identified in initiation.
Wherever possible, design the product in consultation with the client/end user—attribute good ideas to those who offered them.
Give an indicative date for implementation.
Use prototypes and mock-ups to bring the idea alive both for the client and the project team.
Planning phase Design a communications plan that delivers the information that different stakeholders need; and ensure the resources are available for successful implementation.
Find out what aspects of progress the stakeholders are interested in and how frequently they want reports, then create a communications plan to deliver this.
Plan in time and budget for implementation activities such as rehearsals, marketing, training, and change management.
Book facilities, equipment, and personnel required for implementation as soon as you have a launch timetable.
Control phase Ensure all stakeholders are kept informed on progress and manage people’s expectations.
Deliver the communications plan, and take advantage of any unexpected opportunities to promote your project.
Find opportunities for listening to stakeholders’ hopes and concerns.
Tell all stakeholders about any changes to the product or launch date, explaining why these have occurred.
Create the materials (documentation, guides, manuals, etc.) required to support implementation.
Train those who will support the product once it has gone live.
Recruit end users who will test the product as soon as it is ready for implementation.
Plan and rehearse implementation events.
Implementation phase Present the product in the most positive way possible, demonstrating an understanding of all stakeholders’ needs.
Get end users to test what you have produced (User Acceptance Testing).
Hold implementation events to roll out the end product.
Train or brief end users and distribute supporting documentation as necessary.
Get the sponsor to inspect the finished product and sign it off as complete.
Hold a celebratory event with the project team.
Reassign project personnel, providing feedback to them and their managers as appropriate.
