6 Tips for Project Managing Resource Development Projects
Over the years, we've worked on a wide range of educational resource development projects, from relatively simple projects, such as a single Word-based resource for one unit of competency) to complex projects, involving multiple qualifications spanning learning and assessment resources, as well as online learning modules.
Whatever the size or complexity of the project, there are several strategies we rely on to help ensure projects are delivered on time and within scope.
1. Create a plan before you start.
This may seem obvious, but in our experience it's often overlooked. You don't need specialised project management software – a simple plan in Excel is usually enough to be effective. At a minimum, the plan should set out the key deliverables, who's responsible for each task, and when each stage needs to be completed. What's important during the planning stage is communicating with the client to identify realistic delivery timelines. Make sure you build in at least a week for deliverables to be reviewed and updated.
2. Provide weekly updates.
Providing a weekly progress report keeps the client informed, and keeps you (the developer) honest about where things are at. Updates can be as simple as a Word document, an email or a quick meeting. Either way, aim to keep things simple and focus on the major deadlines and risks. Reports that list every small development step tend to be overwhelming, and ultimately less effective.
3. Allow extra time for prototyping.
If you're developing resources for, say, 10 different units of competency, it pays to allow an extra couple of weeks on the first unit you tackle. This gives you time to refine your development approach and iron out any issues early, rather than making major changes across all 10 units at the end of the project. When sharing prototype resources with a client, it's worth going through them together in person (or via video call) so questions can be answered on the spot before the rest of the development gets underway.
4. Implement processes for reviews and feedback.
The review stage is when projects are at the greatest risk of falling over. Client feedback is invaluable, but it's important to have a formal process for gathering and implementing it. Agree upfront on how feedback will be provided (for example, tracked changes in Word, or comments in a shared document), who is responsible for consolidating comments from multiple reviewers, and a realistic timeframe for turning it around. This avoids the confusion – and the endless email chains – that can come from ad hoc feedback.
5. Manage files and versions.
Resource development projects can generate dozens, sometimes hundreds, of files moving between developers, reviewers, subject matter experts and clients. Without a clear system, it's easy to lose track of which version is current, and building on an outdated file can mean redoing work later. Set up a logical folder structure and a simple naming convention (including version numbers and dates) before development begins, and make sure everyone on the project uses it. Where possible, work from a shared drive or cloud-based system rather than emailing documents back and forth, so the whole team is working from a single source of truth. It's also worth designating one person to be responsible for version control, so there's never any doubt about which file is the most current.
6. Work with the people who'll use the resources.
Involve the people who will use the resources (e.g. trainers, assessors or workplace personnel) in the development process. Their practical experience can identify issues that might not be obvious to a resource developer, and getting their feedback early can reduce rework and help ensure the resources are practical, reflect workplace practices and work in the intended delivery environment.
If you need a hand developing resources, don't hesitate to contact us.