What is projectitis? How is it cured or its impact minimized?
List and define the common attributes of tasks within a WBS.
How does a planner know when a task has been subdivided to an adequate degree and can be classified as an action step?
The Correct Answer and Explanation is:
1. What is Projectitis? How is it cured or its impact minimized?
Projectitis is a term used to describe a condition in project management where an organization becomes overly focused on the process and structure of managing projects, often at the expense of actual productivity or outcomes. It often results in excessive documentation, bureaucracy, and rigid adherence to methodologies without flexibility or adaptability.
Cure or Minimization:
- Keep focus on outcomes: Emphasize project goals and deliverables over paperwork and formalities.
- Right-size project management: Use only the necessary level of process and tools for the project’s size and complexity.
- Encourage flexibility: Adapt methodologies to suit the team and project needs.
- Empower teams: Avoid micromanagement; give teams autonomy to manage their tasks.
- Continuous evaluation: Regularly assess whether the project management practices are helping or hindering progress.
2. List and Define the Common Attributes of Tasks within a WBS (Work Breakdown Structure):
- Clearly Defined Scope: Each task should have a specific deliverable or outcome.
- Measurable Output: The task should result in a quantifiable product, service, or result.
- Assigned Responsibility: A designated person or team is accountable for the task.
- Estimated Duration and Effort: Time and work required to complete the task are specified.
- Dependencies: Relationships with other tasks are defined (predecessors/successors).
- Resource Requirements: Identification of people, tools, and materials needed.
- Cost Estimate: Budget associated with the task is allocated.
- Start and End Dates: Schedule boundaries are established.
- Unique Identifier: Each task is labeled for tracking (e.g., WBS code).
- Action-Oriented Description: Describes what needs to be done using a verb-noun format (e.g., “Design Interface”).
3. How Does a Planner Know When a Task Has Been Subdivided to an Adequate Degree and Can Be Classified as an Action Step?
Correct Answer:
A task is adequately subdivided when it is detailed enough to be assigned, scheduled, monitored, and completed within a defined time frame, typically by one individual or team, and produces a tangible deliverable.
Explanation
Determining when a task has been broken down sufficiently in a Work Breakdown Structure (WBS) is critical to effective project planning. This point is reached when the task becomes an actionable step, meaning it meets criteria that allow it to be managed independently within the project. These action steps, often referred to as work packages, are the lowest level of the WBS and are essential for accurate estimation, assignment, and tracking.
An action step is defined by several characteristics: it must have a clear deliverable, be assigned to a responsible individual or team, and be measurable in terms of time, cost, and effort. Additionally, the task should be independent enough that its progress can be tracked without needing to break it down further. Most guidelines suggest that tasks should be subdivided until they are 1 to 10 days in duration, manageable by a single team, and result in a specific output.
The planner uses judgment and experience, along with input from team members and stakeholders, to determine when further breakdown is unnecessary. If a task cannot be delegated effectively or if there’s still ambiguity in what needs to be done, then further subdivision is likely needed.
Moreover, the task should be understandable and executable without needing further clarification. This clarity ensures that there is accountability, facilitates scheduling and resource allocation, and enables better risk identification. Over-decomposition, however, should be avoided, as it can lead to unnecessary complexity and micromanagement.
Thus, a task is adequately subdivided when it is actionable, trackable, and assignable, making it a functional element of the project schedule and execution plan.
