Simplifying a Project in 5 Easy Steps

To begin, consider the following scenario: A 12-page Statement of Work (SOW) was authorized by a customer and provided to you. You must explain the scope of work to your team so that everyone knows what the end delivery will look like and can begin working on their parts.

1. Scan the Material – The first step is to scan the document in its entirety. You don't need to spend a lot of time on any one subject; instead, acquire a broad overview of the project from start to finish. You need to see the larger picture, or the forest for the trees, at this point. You must know what the beginning, middle, and end look like, as well as having a good notion of the path that will take you and your team from beginning to conclusion.

1. Digest the Material – Return to the deep dive once the broad outline has formed in your thoughts. This is where you go over every word and sentence in the SOW to extract useful information. During this exercise, you should have a highlighter and pen on hand, and stay away from any distractions like email, phones, or anything else that may lead your thoughts to start, stop, start, and stop over and over again. Highlight significant goals and milestones, take notes where more information is needed and jot down questions and comments in a notebook for easy reference. It's possible that you'll need to read the document several times to ensure that you fully comprehend it – this leads to step three.
2. Pause to Reflect – Take a few moments to consider this: "Does this make complete sense to me?" You must be intellectually honest in this situation. There may be portions of the paper that you don't comprehend, but you either deceive yourself into thinking you do or convince yourself that it will become clearer later. Don't be fooled by your own delusions. Take the time to unearth or discover any information that is missing. If you don't understand something, find the correct person to speak with who can fill in the gaps or answer any questions you might have. When you're explaining it to someone else, you'll need the answers. If you have questions, rest confident that others will as well, so take the time to get them answered.
3. Draw a Picture – A picture is worth a thousand words, and the same is true when it comes to comprehending a difficult topic. We're not talking about becoming the next Picasso or DaVinci, but rather employing flow charts, swim-lane diagrams, mind maps, or any other sort of diagram to convey your message. Using a diagram to represent a difficult subject or process can help you spot relationships, contingencies, dependencies, and other important details that you'll need to explain to others. It will also reveal any gaps or information that is lacking.

1. Explain it Somebody Else – After you've completed the four steps above, you're ready to simply explain a complex and detailed subject to someone else. Perform a dry run with one or two co-workers to determine if what you've come up with makes sense to them. What other questions do they have? Is there a perplexed expression on their face? If this is the case, you haven't made things as simple as they should be and will need to put in more effort to get there. You're ready for prime time once you've answered all of their inquiries and removed that perplexed expression from their face.

Whether you need to explain an SOW, teach someone new technology, or explain the outcomes of a complex set of data, the same five stages will work. Keep in mind that complexity is not a virtue. You want people to comprehend what you're saying, but you have to understand yourself first. When the light bulbs that switch on over everyone's heads brighten the space, you'll be overjoyed with the effects!

Need more tips for simplifying a project? Enroll in a PMP bootcamp program today!

Richard Pierce An expert in Pmi and Iiba Certifications.