What is a Project?
A project in higher education is a temporary effort undertaken to create a specific product, service, or result. Projects are distinct from routine operations in that they have a clearly defined scope, timeline, and deliverables. They are designed to achieve a particular goal or solve a defined problem.
In a higher ed context, projects might include developing a new certificate program, launching a student-facing technology platform, or redesigning advising structures. Each project typically has a charter, designated leadership (such as a project manager or project lead), and requires collaboration across departments.
What are the benefits of using a project-based approach?
Organizing work as a project can bring focus, structure, and alignment, particularly in complex institutions like colleges and universities. Some key benefits include:
- Clarity of Purpose: Projects are anchored by specific goals, allowing teams to focus on what matters most.
- Defined Boundaries: Projects operate within defined constraints of time, budget, and scope, helping prevent scope creep.
- Improved Coordination: A project structure can help streamline work across units and improve communication.
- Increased Accountability: By naming specific roles and milestones, projects support better tracking of progress and ownership.
- Institutional Learning: Through after-action reviews, teams can document what worked and apply lessons learned to future efforts.
Where might you see projects in higher education?
Projects are everywhere in higher ed, though not always labeled as such. Some examples include:
- Launching a new academic program or degree
- Designing a campus-wide retention initiative
- Developing an online orientation experience
- Upgrading an institutional learning management system (LMS)
- Implementing policy changes in response to accreditation feedback
Each of these examples has a beginning, middle, and end—and benefits from project planning and documentation.
A step-by-step guide to planning a project
- Define the purpose and objectives. What is the project trying to achieve?
- Draft a charter that outlines the project’s scope, constraints, stakeholders, and success criteria.
- Develop a project plan that includes a timeline, key milestones, and a work breakdown structure (WBS).
- Identify deliverables and assign responsibility for each.
- Set up tracking tools, like a dashboard or issue log, to monitor progress and address challenges.
- Communicate regularly with stakeholders, using a communication plan to keep everyone informed.
- Close out the project with a lessons learned review and documentation.
Reflective questions
- How are projects currently initiated and managed in your department?
- What helps your team stay focused and on track during a project?
- Where do you see opportunities to improve how you structure or document your projects?
- What distinguishes a project from day-to-day operations in your work?
- How could using a formal project structure improve cross-departmental efforts?