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So how do you shape up a project objective?
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Here's where having the project manager onboard
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during initiation can really help,
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to make sure all the stakeholders are involved
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in this critically important first step.
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First convene a meeting of all stakeholders,
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ideally all in one one room,
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or on a teleconference or video conference if required.
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If at all possible,
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use a laptop and projector,
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or a shared document if online,
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to halve the time and double the effectiveness.
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It's just too troublesome to keep reading back
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what you have so far on paper.
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All the participants can then see the variations
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and provide useful feedback as the objective develops.
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Start by simply typing objective on the first line
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for the eventually agreed result.
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Then ask the senior stakeholder,
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usually the sponsor or customer,
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to provide a full sentence that
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defines the ultimate project outcome and benefit
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from your point of view,
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and type that sentence on a second line in the document.
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Then ask the next senior stakeholder for their view
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and type that sentence on a third line.
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Ask if anyone else has any other suggestions.
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If so type those sentences as well.
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Then state we have enough to work with,
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let's see if we can come to agreement on one sentence,
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so we can fix the project outcome and benefit.
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As the discussion proceeds and agreement is reached
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on parts of the objective,
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type those parts on the first line.
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Leave the second and later lines unchanged
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for reference back to the initial suggestions,
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so people don't say
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well what did I suggest at the beginning,
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and they can always see them untouched.
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Of course the sponsor has the final call
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on any disagreements on wording.
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And make the outcome as specific as possible,
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ideally with numbers to size the result.
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Whatever you end up with,
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the key is everyone provided input,
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everyone was heard,
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and whether or not they got everything they wanted,
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they will support the result
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because they were included in the process.
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In other words,
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this is where you solve
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the differing stakeholder expectations problem
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before planning even begins.
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And the most important step in any project.
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Never do anything else on a project.
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Not business case analysis,
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resource planning,
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requirements gathering,
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nothing until you have the stakeholders agreement
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on the project objective.
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