Project Deliverables in Project Management- Know How It Works!

Project deliverables are the outputs, whether tangible or intangible, produced during a project. These can include anything from reports and documents to products and services. While many people think of deliverables as the final outcome, they can be submitted at any stage of the project, not just at the end.

It’s important to define deliverables early during the planning phase to set clear expectations and ensure proper resource allocation. This information should be documented in the project charter for easy reference throughout the project. By managing deliverables properly, project teams can ensure that all objectives are met, the project stays on track, and stakeholder needs are fulfilled.

Read the article to learn more about project deliverables in project management, their importance and more.

How to Identify Project Deliverables Using a Work Breakdown Structure

When planning a project, one of the main tasks is identifying its deliverables. A Work Breakdown Structure (WBS) is a useful tool that helps you break down a project into smaller, manageable parts and identify the tangible deliverables. Let us know how to use a WBS to identify project deliverables in project management:

• Make a List for All Project Tasks: Start by listing all the tasks required to complete the project. These tasks represent the work that needs to be done to produce the final deliverables. Think of these tasks as the steps needed to move the project forward.
• Organise Tasks by Project Phase: Once you have your tasks, group them based on the different phases of the project. In most projects, there are five phases: initiation, planning, execution, control, and closeout. Organising the tasks by these phases will give you a clearer structure.
• Identify Deliverables for Each Task: For each task or activity you’ve listed, identify the outcome or result, which is the deliverable. These are the concrete outputs that will be produced by completing the tasks. This step helps you link each task to a specific project goal.

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Types of Project Deliverables

There are different types of project deliverables in project management. It mainly depends on the project’s goals and requirements. Understanding the different types helps teams manage their outputs more effectively and ensures they meet project goals. Below are the different types of project deliverables:

• Internal Deliverables: These are used within the company to help in managing the project. For example: project plans, status reports, and risk assessments. They help the team monitor progress and keep the project on track.
• External Deliverables: These are the final outputs delivered to the client or external stakeholders. For example: a software application, a building, or a marketing campaign. They are the main purpose of the project.
• Process Deliverables: These are created during the project to help you reach the final goal. For example testing reports, design specifications, etc. They show progress toward the final product.
• Product Deliverables: These are the end products or services the project aims to deliver. For example: a new product, a website, or a policy document.
• Tangible Deliverables: These are physical, measurable outputs. Examples include hardware, equipment, and written documentation.
• Intangible Deliverables: These are non-physical outputs like software, services, or expertise. Examples include a business process, a training programme, or a marketing strategy.

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Importance of Deliverables in Project Management

Deliverables are crucial in project management because they define the expected outcomes of a project. They help teams stay focused and aligned with the project goals. Deliverables clearly outline what needs to be completed and ensure everyone understands their roles and responsibilities. Let us know the importance of deliverables in project management:

• Acts as Project Milestones: Deliverables mark important stages in a project, helping the team see their progress. These milestones help the project flow smoothly from one phase to another and keep everyone on track.
• Tracks and Measures Progress: Deliverables are tangible results that help track how a project is moving along. They let project managers see if the project is on schedule and within budget. Tools like Gantt charts make it easy to check the status and spot any issues early.
• Improves Stakeholder Communication: Clear deliverables make communication easier by setting clear expectations. Regular updates on deliverables keep everyone informed and aligned, which reduces the chances of misunderstandings.
• Maintains Quality Standards: Deliverables ensure that each part of the project meets the required quality. By setting criteria for each deliverable, managers can ensure that the final product meets the stakeholders’ needs and avoids mistakes or rework.

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How to Manage Deliverables?

Managing deliverables is key to keeping a project on track. It involves setting clear expectations and deadlines for each output. By regularly checking progress and addressing any issues, teams can ensure that deliverables meet quality standards and stakeholder needs. Let us know how to manage project deliverables in project management below:

• Define Clear Criteria: Set clear, measurable criteria for each deliverable. Ensure all stakeholders agree on what a “complete” deliverable looks like to avoid misunderstandings and changes in scope.
• Set Realistic Deadlines: Consider the project’s scope, resources, and risks to create achievable deadlines. Involve the team in setting these deadlines to ensure they are realistic and manageable. This helps with better planning and avoiding delays.
• Assign Responsibilities: Give specific tasks to team members so everyone knows their role and what is expected. This helps ensure accountability and makes it easier to track progress. You can use a responsibility matrix to clarify who does what.
• Track Progress: Monitor the status of deliverables regularly using project management tools. Check quality and potential risks. Regular updates help detect problems early so you can adjust accordingly. Tools like Jira can help you track time and progress and provide real-time updates.

Common Challenges with Deliverables

Managing project deliverables in project management can come with several challenges. Issues like scope creep and limited resources can make it difficult to meet deadlines. Additionally, misaligned expectations from stakeholders can lead to dissatisfaction, even if the project is on track. Let us know some common challenges with deliverables below:

• Expanding Scope (Scope Creep): The project’s scope can expand beyond the initial plan due to changing needs or poor change management.
• Limited Resources: A lack of skilled people, materials, equipment, or budget can delay the project and affect the quality of deliverables.
• Quality Concerns: If the requirements are unclear or testing is not thorough, the deliverables may not meet the required standards.
• Stakeholder Expectations: Even if the project meets the original goals, stakeholders with unrealistic or misaligned expectations might be unhappy with the results.

How to Overcome These Challenges?

It is important to have a clear project scope from the beginning to overcome challenges with deliverables. Implementing a strong change management process can help control any changes in requirements. Let us know more about how to overcome the challenges of project deliverables in project management. 

• From the beginning, define the project’s scope, requirements, and deliverables.
• Implement a strong change management process to control scope creep and manage expectations.
• Plan resources carefully, considering any limitations and risks.
• Do quality checks, testing, and reviews to maintain high standards.
• Communicate regularly with stakeholders to keep everyone aligned and address any concerns early.

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If you want to learn more about project deliverables and other aspects of project management, consider enrolling in a project management course. This can help you develop essential skills, from the basics to advanced techniques. You can join Digital Regenesys’s Project Management Course to upskill your knowledge. Explore this course below to see how it can upscale your understanding and abilities in project management.

• The project management course offers a detailed curriculum for learners.
• It focuses on essential skills in planning, executing, monitoring, and closing projects.
• Learners gain hands-on experience with industry-standard tools.
• The course combines theoretical knowledge with practical application.
• The course improves career prospects for participants.
• It covers important project management concepts and methodologies.
• Students receive guidance from experienced professionals.
• The course includes live sessions for interactive learning.
• It offers career counselling for further support.
• Learners receive a globally recognised certificate.

In conclusion, project deliverables in project management are essential outputs that define the success of a project. They guide project teams to track progress and align stakeholder expectations. Understanding the types of deliverables, managing them effectively, and overcoming common challenges are key to achieving project goals. For those looking to upskill their knowledge of project management, enrolling in a course like the one from Digital Regenesys can provide valuable skills and insights. With a solid foundation in managing deliverables, you can improve your career prospects and successfully lead projects of any scale.

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