Deliverable

What is a Deliverable?

In project management, a “deliverable” is any tangible or intangible outcome that results from a project. When you start a new project or initiative, defining your deliverables will help to clearly identify and document what your team or project is expected to produce.

For example, if you’re developing a new student support program, deliverables might include a finalized program proposal, a detailed implementation timeline, and a set of marketing materials to promote the initiative.

Deliverables can take many forms, including reports, presentations, training materials, event plans, or even a specific decision or outcome. By defining your deliverables upfront, you establish shared expectations and a roadmap for success.

What are the benefits of clearly defining Deliverables?

Taking time to define deliverables can significantly improve how projects are managed and executed in higher education. Here are some of the benefits of clearly defining your deliverables from the start of a project or initiative:

  • Clarity and Focus: Documenting a project’s deliverables can ensure that all team members understand what they are working toward and how their contributions fit into the larger project.
  • Accountability: A clear deliverable can provide concrete benchmarks for tracking progress and holding individuals or teams responsible for specific outcomes.
  • Alignment: A shared understanding of a project’s ultimate deliverable can keep stakeholders on the same page, reducing misunderstandings, conflicting priorities, or scope creep.
  • Efficiency: Clear deliverables help individuals and teams allocate resources and time more effectively by understanding exactly what needs to be delivered.

For example, when creating a new academic program, defined deliverables might include accreditation documents, a faculty hiring plan, and a detailed course catalog. With these deliverables clearly outlined, the team can work more efficiently and not waste time on materials that might not be needed for a program’s launch.

Where might you see Deliverables in higher education?

Defining deliverables is relevant in nearly every area of higher education where you might see projects and initiatives. Some examples include:

  • Policy development, where deliverables might include a written policy draft, a summary of stakeholder feedback, and a finalized approval document.
  • Event planning, which could include deliverables such as an event agenda, a list of confirmed speakers, and a post-event evaluation report.
  • Grant applications, which might involve deliverables like a proposal narrative, a budget spreadsheet, and letters of support.
  • Strategic initiatives, where deliverables for a recruitment initiative might include a report on current metrics, a list of recommendations, and a communication plan for potential students.

In each of these cases, defining deliverables ensures a shared understanding of what success looks like.

A step-by-step guide to defining Deliverables

  1. Start with your project goals to ensure that you have a clear understanding of the purpose of the project or initiative and what you hope to achieve.
  2. Identify deliverables by breaking the project down into its key components. You might ask yourself:
    • What specific outputs are needed to meet the project’s goals?
    • Who will use or benefit from each deliverable?
    • What format should each deliverable take?
  3. Based on the answers to the above questions, you’ll want to describe your deliverables clearly. Write a concise description for each deliverable, including: what it is (e.g., a document, report, or resource), who is responsible for creating it, and when it is due.
  4. Next, share your list of deliverables with key stakeholders to confirm alignment and address any questions or concerns.
  5. Monitor progress by using your deliverables list to track progress throughout the project, knowing that you can adjust as needed based on feedback or shifting priorities.
  6. Finally, review and reflect on the deliverables after a project or initiative is complete to assess quality and alignment with the original goals. (You might also consider completing an After-Action Review.)

Reflective questions

  • How do you currently ensure clarity when defining the outcomes in your projects and initiatives?
  • What challenges have you experienced with unclear expectations in past projects?
  • How might defining deliverables upfront improve collaboration in your team or department?
  • What’s one ongoing project where you could immediately apply the concept of defining deliverables?
  • How could you use clearly defined deliverables to improve accountability and transparency in cross-departmental or cross-institution initiatives?

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