You’ve given your client that last firm handshake that seals the deal. The project is ready to move away from the sales cycle into production. While sales and production are intrinsically linked, a communication disconnect often occurs when it comes to passing the baton. Whether it’s undocumented promises or an abundance of assumptions, some fragment always seems to get lost in the details.

To ease a project’s transition from the sales and marketing cycle into the production phase, Yehuda Vago created a project directives document. Vago, a consultant with textile management solutions firm Datatex Ltd., submitted the form to TechRepublic in response to our request for project planning templates.

The project directives form is a mandatory part of the migration from sales to production at Datatex, according to Vago. TechRepublic has posted the document as a download along with Vago’s descriptions of the information that should be included. Download the form and use it as is, or change it to fit your firm’s internal process.

What does the document include?
From people to process, Vago’s project directives document can be used as a repository of institutional knowledge about a project. The basic information, like the background of the project, is included along with documentation about the technical needs, performance specs, and hardware.

The form also delves into the specifics of the project’s organizational structure. Headings including Members And Roles, Communication, Reporting, and Activities And Responsibilities will help to clarify exactly who is doing what portion of the project.

As for the timing of the project, detailed lists of dates and objectives are included within the Time Plan, Milestone Plan, and Gantt Chart sections. Other portions of the project’s plans are contained under these headings:

  • Budget Sheet
  • Risk Factors
  • Security
  • Project Shut Down
  • Change Request Handling

Using the form
Vago said that only those directly involved with the sale of the project should be involved in producing the document to ensure the integrity of the information. Download the form and use it as a living document to detail your firm’s next big project.

How does your form compare?

Does your consultancy use a similar form or process to move a project from sales to production? How do you maintain good communication and keep all pertinent staff up to speed on the project’s progress? Send us an e-mail and share your methods.