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21 September 2024

Achieving project success by setting SMART Goals

What are SMART goals and why do we need them on a project?

S.M.A.R.T. is a handy acronym that can be used when analysing a sentence/problem statement/goal/requirement to ensure that it is not vague  and unachievable. 

In fact, goals are more likely to be achieved if their are properly defined. You can apply this acronym to every goal to make it more likely to happen;

  • S. Specific. Ensure that the goal is as clear, concise and specific as possible.

  • M. Measurable. Ensure that the goals criteria can tracked and measured.

  • A. Achievable. Ensure that it is possible for the goal to be completed.

  • R. Realistic. Ensure that the goal aligns to the companys objectives and can be achieved by the company’s resources.

  • T. Timely. Ensure that the goal can be completed within the stated timeframe.

Project stakeholders are typically idealists or people who generate many ideas. It can be said that their personality type is typically more Visionary (ENTP on the  Myers Briggs Personality scale) while Project Managers may be more prone to Inspecting or Supervising (ISTJ or ENTJ). Either way, what emerges is that some stakeholders aren’t very good at following through on all of their ideas, while Project Managers can make it happen. Before breaking down tasks via a Work Breakdown Structure (WBS) or via Themes, Epics & Tasks, it is worth understanding the purpose of the overall project and what it is trying to achieve.  This is were goal setting comes in.
 
SMART goals bridge the gap between a stakeholders vague idea and the creation of a concrete plan to execute that idea.
 
There are many other reasons why setting SMART goals are important in Project Management, such as;
  • SMART goals ensure project goals are specific and set within a given time-frame that allows for measurable benchmarks to be created that can focus the team.
  • SMART goals create clear objectives that allow all team members to work towards the same end result.
  • SMART goals solidify and confirm stakeholder expectations in a measurable manner.
  • SMART goals create realistic expectations that can be easily agreed, communicated and tracked in a weekly Status Report or monthly Project Governance meeting with stakeholders.
  • SMART goals can be used to cross reference the project deliverables and determine whether they meet the goal criteria.
  • SMART goals can be used to cross reference new Change Requests and determine whether they meet the goal criteria.
  • SMART goals can be used as a basis of a Top-Down analysis approach to break down long-term Work Package / Theme deliverables into smaller, achievable tasks in order to meet the goal in the specified time-frame. 
  • SMART goals help the Project Manager to create a shared understanding and ‘common language’ with the stakeholders.
  • SMART goals allow the Project Manager to speak those shared phrases and common language to the stakeholder, in a way that the stakeholders understand.
 

How to set SMART Goals on your project

  • Focus on what you want to achieve.
  • Consider the desired result and why its important.
  • Break it down into manageable steps
  • Use the criteria of SMART to maximise your chances of success.
  • Engage in the accomplishment process.
  • Be realistic with achievable objectives.

When you set SMART goals, start by writing your goal in a specific way. For example, instead of saying “improve website speed”, you can set yourself a specific goal, such as “The loading time of the home page should not exceed 0.5 seconds before November 1.” This objective is specific, measurable and has a time limit, all of which are important components of a SMART goals. Once you’ve agreed the goal with the stakeholders, the next task is to break it down into smaller practical tasks, such as creating a project plan, tasks, and tracking your progress. If the Project Manager and stakeholder do not agree on the SMART goal, then do not be afraid to adjust elements of it, such as increasing the timeframe or decreasing the measurable elements contained within the goal.

SMART goals then become milestones whose progress you can track and report on.

To keep your team motivated and accountable, set small milestones that you can track to make sure your team is on track to success. Celebrate the small wins. Rewards can help motivate, and a positive team environment can help your team stay focused and motivated to achieve your goal. In addition, tracking progress can help you stay on top of everything and make the necessary adjustments. (You can track your progress with this Earned Schedule calculator.) Track your progress and report it weekly or monthly through status reports to monitor your goals and ensure that you’re taking the necessary steps to achieve them. By setting SMART goals for your project, you can increase your chances of success and get the most out of your project.

My goals are SMARTER than your goals.

The acronym SMART was defined as Specific, Measurable, Achievable, Realistic and Timely. However there are other variations on the later part of the acronym and you may want to adjust your usage and application of this framework to suit your needs. Here are the other variations;

  • A. Attainable. The goal must be achievable with the available resources and within the stated time-frame.
  • R. Relevant. The goal should be related to the project.
  • T. Time-bound. The goal must have a set deadline in order to become a milestones. This deadline should be achievable while also creating a sense of urgency and motivation to get tasks done.

 

In addition, the SMART acronym can sometimes be extended to become SMARTER, with the following additions. 

  • E. Exciting. Ensure that the goal sparks interest and excitement, as its achievable but challenging.

  • R. Rewarding. Ensure that everyone’s contribution is rewarded.

Conclusion

SMART goals can set a project up for success. It does this by focusing the desired achievements and defining them in specific language that can not be misunderstood.  Goals can be transferred to milestones. The Project Manager can then make sure that each phase is focused on long term success and that each task meets deadlines.

 

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