Project managers want to see the big picture and organize what needs to be done before going ahead with any project. For that reason, we create project overviews.
A project overview can make or break a project, so in this article, we will be introducing how to create great project overviews with ScrumGenius.
Starting a new project is always exciting. There’s so much potential and opportunity ahead!
But before jumping into executing a project it’s critical to step back and create a high-level project overview. This document clearly defines the vision goals, scope, timeline and other key details to align all stakeholders.
As a project manager, I’ve learned firsthand that investing time upfront in crafting a robust project overview pays off tremendously down the road. It gets everyone on the same page from day one and prevents missteps when the work kicks off.
In this post, I’ll share my proven step-by-step approach to writing project overviews that set your projects up for success.
Step 1: Determine the Project Scope
The most important part of your overview is clearly defining the scope – what the project will entail and key deliverables.
Start by asking questions like:
- What is the problem we’re trying to solve?
- What are the desired outcomes and goals?
- What work streams and activities will be required?
- What are the key phases and milestones along the way?
- Who will be involved and their roles?
- What resources (people, budget, tools) are needed?
Resist the urge to scope things too broadly. Focus on the core elements and avoid scope creep early on. You can always expand later.
Step 2: Research Unknowns
Odds are there will be details still unknown when initially drafting the overview. Do some legwork to get clarity on:
- Project history and background
- Institutional knowledge from past projects
- Subject matter experts to consult
- Available vs. required resources
- Constraints and roadblocks
Getting answers to unknowns will help refine your overview to be realistic.
Step 3: Discuss with Stakeholders
Schedule time with key stakeholders early on to discuss the project. This includes:
- Leadership approving and funding the work
- Project sponsors and business owners
- Other managers whose teams will be involved
- External partners if applicable
Gather their input on goals, known issues, requirements, and expectations. Incorporate feedback into the overview to get buy-in.
Step 4: Create an Outline
Now start drafting the overview document. I like to begin with an outline covering key sections:
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Background: problem statement, opportunity statement
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Goals: primary objective, metrics for success
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Scope: major deliverables, exclusions, constraints
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Milestones: phases, timelines, go-live date
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Team: roles, responsibilities, org chart
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Resources: budget, tools, facilities
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Risks: challenges, dependencies, mitigations
Fleshing out the outline first provides structure before writing paragraphs.
Step 5: Write the First Draft
With your outline as guide, start writing out each section in paragraph form.
Aim for ~1-2 pages maximum – the overview should be high-level, not a novel!
Use clear, concise language that makes sense to business stakeholders. Remove jargon and explain necessary technical terms.
I like to run the draft by 1-2 team members to get an outsider perspective on gaps or areas that need clarification.
Step 6: Solicit Team Feedback
Once you have a solid draft, share it with the broader project team and key stakeholders to collect feedback. Specifically ask:
- Is the scope and their role clear?
- Are milestones and timelines realistic?
- What potential risks or roadblocks do they foresee?
Incorporate this input into your final draft to get alignment across the board.
Having everyone review the overview gets valuable perspectives and sets the stage for collaborative planning as execution kicks off.
Step 7: Finalize and Publish
With feedback incorporated, finalize the project overview. Treat this as a living document that may evolve over the course of the initiative but captures the details to date.
Publish and share the final overview with the project team and all other stakeholders. Confirm everyone is clear on scope, roles, and deliverables before moving forward.
Helpful Hints for Your Overview
Beyond the core components, here are some additional tips for creating a stellar project overview:
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Use visuals: Insertcharts to illustrate timelines or flowcharts to show processes. These make complex details more digestible.
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Keep it organized: Use headings, lists and whitespace strategically for easy skimming.
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Mind the details: Include project name, version, date and other tracking details on the cover page.
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Add appendices: Attach supplementary documents, past deliverables or other references for context.
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Make it accessible: Use hyperlinks and store the overview in a shared team site for easy access.
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Keep it updated: Review and iterate the overview throughout the project lifecycle as changes occur.
Following this process will produce rock-solid project overviews every time. The upfront work leaves no stone unturned and equips teams for a smooth end-to-end project delivery.
Why Should You Use Project Overviews?
Project overviews:
- Simplify large chunks of information.
- Make it easy to check the progress of current projects.
- Provide a visual representation of the project such that desired information can be easily found.
- Mean changes to project overviews can be made easily and disseminated to members.
How To Create Perfect Project Overview Templates
Your project overview should answer these questions and educate your team and clients on the project logistics, and other related information.
This includes your:
- Major deliverables
- Project status
- Project timelines
- Major deadlines
- Project team members and respective roles
- How and when should feedback be given on deliverables, etc.
How to Write a Project Plan [PROJECT PLANNING STEPS THAT WORK]
How to write a project overview?
You can follow these steps to write your project overview: 1. Research your industry Before you write your project overview, you can develop a strong understanding of your industry, its problems, and the projects already in motion to solve them. THis can help you narrow down the purpose of your project and the best practices to fulfill it.
What is a project overview?
A project overview is an outline of a project that describes important details about it. A project overview includes basic information, such as the project name, project manager, and sponsors. It also includes detailed information that summarizes the project’s value, the problem it may solve, and the goals the team hopes to achieve.
How do I write a project description?
Specify the scope of your project and plan how you can complete all related tasks within the client’s timeframe. Start by creating a project timeline, note important deadlines, highlight key deliverables and add the project budget. Ensure that the project description is simple, concise and accurate so that all stakeholders can easily understand it.
Why is a project overview important?
When you are planning a project, there are various ways to ensure you stay organized and can present your ideas. The project overview is the first step towards clarifying your goal and the steps you intend to take to achieve it. Learning how to write a strong project overview can help you plot out the rest of your project plan.
