What does the consumer actually need from the project?

As a project manager you want to go behind the customer’s statements & find out what he is honestly looking for from this project. What is his vision for the project? This will throw up some suggestions on why he wishes something to be carried out in a specific manner or what his concept is behind doing a certain piece of work. Do not hesitate to ask questions or even differ with him on some things.

Clarify the scope by involving all

It is very essential for all the stakeholders to sit together & create a perfect WBS. By this I mean everyone from the contractor, client, sub-contractor, architects, consultants, & all people who can have an impact on the project. It does not matter if some are laymen like a local union or an elected representative. They may be the ones who might come up with unexpected requirements at some later stage.

It would be a good idea to put up the WBS on a giant board on a wall so everyone can see what is being done. There is a free & fair discussion to come out with all problems except fear or favour.

 Create a detailed project cost estimate

Once the scope is agreed & "bought into" develop a particular estimate for this scope of work. Get everybody involved in this but let the contractor first create it & then throw it open for discussion. The detailed estimate & the discussion build relationships as the whole thing turns into transparent. Remember this does not change the pricing for the work as already accepted by the parties in the course of award of the work.

The material expenses in the estimate additionally provide an idea to the customer about the costs of materials & would act as a restraint when he thinks of demanding extra work.

 Develop & get "buy in" on a formal project execution layout

This is fundamental for smooth project progress. The Plan spells out the number of Management plans such as Scope Management Plan, Schedule Management Plan & Management plans for Change Management etc. each of which sets out guidelines to define, control & manage that specific area.

The project Plan must additionally encompass a Risks Management Plan & Analysis to cater for dealing with project risks over the life of the project. This too has to get the "buy in" of all the stakeholders

Not long back we did a project management competency training for a company in the mining sector, who manufactured, provided & commissioned mining equipment for their clients. To get them to understand the importance of Scope management we guided them to enhance the WBS for one of their projects on a giant board put up on the wall of the room. A collaborative interaction brought out all the problems till a "buy in" was reached

Author Name:  K T Madhusudan