Project management is a complex undertaking that requires careful planning, execution, and monitoring. One of the key components of successful project management is breaking the project down into smaller, manageable activities. This not only helps in tracking progress and identifying potential issues, but also ensures that the project is completed on time, within scope, and to the desired quality standards. In this article, we will highlight the importance of project activities, discuss how to estimate their duration, and explore useful tools like the RACI matrix and Responsibility Assignment Matrix (RAM) that can help in managing these activities effectively.

PMBOK Definition

An activity is the smallest portion of a project used in planning, tracking, and control. In some projects, activities may be referred to as tasks, stories, work packages, or use cases, or using other descriptors. The smallest portion of a project is the lowest level of the project work breakdown structure (WBS) and assigning an owner to each. Activity definition is a key step in project plan development. After developing the WBS, all listed work should be verified as necessary.

Project Activities

Based on the nature of the project, activities can vary greatly. Some common examples include conducting user research, creating prototypes, developing/testing software, and setting up training workshops. After you define all your project’s activities, you need to determine each activity’s dependencies, what sequence they should be put in, and estimate activity durations and required resources. Project sponsors and end users want to see clear activities in the project’s proposal, so they can picture and envision the project. Also, this exercise can be extremely helpful in talking about indicators (i.e., markers of your projects’ achievements like milestones), monitoring and evaluation.

Estimating the Duration of an Activity

This is the most challenging task in developing the project schedule. It’s difficult because often you are estimating how long it will take to do something that you have not done before. Most new activities to be performed are unique enough to make estimating their exact duration something other than an exact science. Using the WBS approach, break each activity into smaller work pieces and account for the duration of each work piece. For best estimating results, it’s smart to have each piece have a duration of one week or less. This estimating process should include using historical data if available, include a contingency buffer to help absorb unexpected delays, and solicit others as a sounding board. Consider this a set of ground rules for estimating activities. You may add other assumptions (e.g., account for vacations/holidays and the availability of the required resources) that everyone can work from.

Using Matrix Tools

A RACI matrix is a template tool that provides a more comprehensive understanding of project roles and responsibilities. It can be used to assign tasks or activities, track progress, and assure accountability. There are four basic concepts of a RACI matrix:

1. Responsible: who will do the work?
2. Accountable: who will be held liable for the results of the work?
3. Consulted: who needs to be consulted before decisions are made?
4. Informed: who needs to be kept up to date on progress or changes?

By taking the time to create a RACI matrix, which could be your blueprint for success, you can avoid confusion and duplication of effort, and ensure that everyone understands their role in the organization. Also, the golden rule of RACI is that only one person can be Accountable for each activity. You can download the template from various websites (e.g., Microsoft) or easily create one in Excel – see Table 1.

A Responsibility Assignment Matrix (RAM) is often used in conjunction with a RACI matrix. RAM uses the WBS and the organizational structure to link deliverables and/or activities to individual resources and uses three letters that appear in three columns: O, A, and R. The O designates the owner (performer) of the activity; the A designates the approval of the activity; and the R designates the reviewer of the activity. In short, RACI can be seen as a subset of the greater RAM task-centric view. Both are excellent communication tools, and should be updated and dispersed as needed. “The mechanic that would perfect his work, must first sharpen his tools.” – Confucius

Summary

Project activities are important to understand because they ensure projects finish on time, within scope, and to a high standard. By breaking down a project into manageable chunks, it becomes much easier to track progress and identify potential issues. In addition, it fosters clarity and focus, ensuring everyone involved comprehends the project’s scope and objectives and helps you complete your project on time with the desired results.

Your thoughts in the comment section below are welcomed.

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Discussion Forum Post: How frequently should RACI charts be reviewed and updated throughout the project lifecycle to reflect changing priorities, team dynamics, or project requirements?