Getting started with your Project Expansion Board
if you need to run a project that is larger than something you can comfortably accommodate in one column on your backlog, then it’s worth looking at giving it its own board.
This is also true if you are running a project with external people and you don’t want them to be all over your business backlog board.
We have designed the project expansion board to be flexible, so that it has all of the functions you will probably need for a medium to large scale project. How many of those functions you use is entirely down to you ( although we would suggest based on 25 years of experience that you are likely to have to answer those questions at some point, and it might be easier and cheaper to do it at the start!)
Scope, Config & Deliverables List
- Project Scope: this is where we define involved in the project and, just as importantly, what we are not going to deliver.
- Project Atlas: this is a rough visualisation of what the project is looking to achieve. (We use miro.com – which is a free and shareable service that is easy to use.)
- Recommended Project Timeline: this is a list of key dates for important event, deadlines or milestones. (It doesn’t replace Gantt charting if you want to use that, but its a very handy reference point so people know what happening when.
- Project RAID: this is where we spend a few minutes looking at the Risks, Assumptions, Issues and Dependencies associated with the Project. (Watch the video for more guidance on this.)
- Project Constraints: this is where we call out the limits that the project operates within – in terms of time, money, people/resource we can use
- Project Q&A Log: this is where we list question that arose so we don’t forget them
- Project Reporting Requirements: this is where we decide what information we need to see to manage this project, and how often we need to see it.
Deliverables & Requirements List
- Deliverables Card: this list contains the cards for each of the major chunks of the project. It helps us decide what we are looking to achieve, by when, and also importantly what it needs to do, and how we are going to check to make sure that what we have created is fit for the purpose.
Delivery Area Lists
- Delivery Area lists: This is where for each deliverable we define and prioritise what we need to do or create to make that deliverable meet the requirements we have for it.
Misc Task List
- Misc Task lists: This is where we store all of the tasks etc that don’t live neatly anywhere else. (E.g. milestone achievement parties!)
Links, Logins & Assets Lists
- Link lists: This is where we store links for deliverables, competitors sites to model etc
- Logins list: This is where we store any logins we are happy to share
- Assets lists: This is where we store either project assets (PDFs, adverts, videos etc) or a link to file share where they are kept (Dropbox, Google Drive etc)
Team Roster & Role Config
- Team Members: This is a directory where we keep the details of who is on the project, what they are doing, their contact details, useful skills etc
- Roles & Responsibilities: This is where we define who is in charge of what (an important thing to make explicit)
- Team Availability: This is where we call out things like holidays, part time working hours etc
Lessons Learned List
- Lessons Learned lists: This is where we record all of the lessons we have learned. This is essential to make sure we only make mistakes once.
Please Note: the layout of the board that you get and these instructions are designed to help you build a firm foundation. (Think of it as the shallow end of the swimming pool.)
There are many more things we can do with this board, but whether you do them or not will depend on what you need and how far into this you want to go!