Mastering Project Deliverables: A Summary for PMs at All Levels

Project deliverables are the building blocks of project success. They represent the tangible and intangible outcomes that demonstrate progress and signify the completion of project phases. Today I'll try to explore with you what project deliverables are, their meaning, and how to effectively manage them throughout the project lifecycle.

What are Project Deliverables?

Project deliverables are the concrete outputs produced by completing specific project activities. They are measurable and verifiable results that align with project objectives and fulfill stakeholder expectations. Deliverables are not to be confused with milestones, which mark significant achievements in a project. While milestones signify progress, deliverables represent the actual work products delivered.

Examples of project deliverables can include:

● Physical products

● Documents (reports, plans, designs)

● Prototypes

● Software applications

● Marketing materials

Types of Project Deliverables

Project deliverables can be categorized in several ways:

1. Internal vs. External:

● Internal deliverables are outputs intended for use within the organization. Examples include project documentation, training materials, and internal reports.

● External deliverables are outputs intended for stakeholders outside the organization, such as clients, customers, or regulatory bodies. Examples include finished products, software applications, and marketing materials.

2. Process vs. Product:

● Process deliverables are outputs related to the processes followed during the project, such as project plans, status reports, and risk assessments.

● Product deliverables are the tangible or intangible items that are the primary focus of the project, such as a completed software application or a constructed building.

When and How are Deliverables Determined?

Project deliverables are typically agreed upon during the project planning phase. Stakeholders collaborate to define the specific deliverables required to achieve project objectives. These deliverables are then documented in the project plan or statement of work, serving as a baseline for progress tracking. Tools like a work breakdown structure (WBS) can help identify all the tangible deliverables.

Can deliverables change during a project? Yes, project deliverables can be adjusted throughout the project lifecycle as needed.

● Traditional projects: Changes are managed through formal change requests.

● Agile projects: Teams prioritize adaptability and focus on "barely sufficient" details in planning, allowing for greater flexibility in managing changes to deliverables.

Best Practices in Deliverable Management

Effective deliverable management is crucial for the success of any project, as it ensures that teams stay aligned and accountable throughout the project. Here are some best practices to optimize the management of deliverables and enhance project outcomes

1. Define Clear Deliverables: Break down the project into smaller tasks and clearly define the specific outputs needed for each task.

2. Establish Deliverable Ownership: Assign a clear owner responsible for each deliverable.

3. Use a Deliverable Tracking System: Track and manage deliverables effectively using project management software, spreadsheets, or other tools.

4. Monitor Deliverable Progress: Regularly track progress against the deliverable tracking system and address any issues or delays promptly.

5. Review and Evaluate Deliverables: Assess the quality of deliverables and identify areas for improvement at the end of each project phase or upon project completion.

Challenges in Managing Deliverables

Managing deliverables can be challenging. Common challenges include:

1. Scope Creep: The uncontrolled expansion of the project scope can lead to new deliverables or changes to existing ones, causing delays and budget overruns.

2. Resource Allocation: Efficiently assigning resources to tasks can be challenging, especially when resources are limited or have varying skill sets.

3. Tracking and monitoring deliverables: can be complex when using multiple tools or methodologies, resulting in inconsistent updates and potential oversights.