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About this lesson
Task Descriptions are the statements of scope for each of the project activities. They are written in the format of “action – completion point.”
Exercise files
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Task Description Exercise.docx58.4 KB Task Description Exercise Solution.docx
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Quick reference
Task Description
Task Descriptions are the statements of scope for each of the project activities. They are written in the format of “Action – Completion Point.”
When to use
Task Descriptions are used during project planning, project execution, and project control. During project planning, the task descriptions are used for scope planning and creating estimates. During project execution, the task description is used by those doing the activities to ensure they are doing the work correctly. As part of project control, task descriptions are used to measure completion of tasks and measure project progress.
Instructions
- Starting with the scope statement, list of project deliverables, and deliverable deployment, the project activities are identified.
- Each project activity is written using the format of “Action – Completion Point.”
- Action is needed to know what type of activity is required so that the proper resources can be assigned.
- Completion Point is needed so that the individual or team doing the activity knows when they have completed the activity successfully.
Hints & tips
- Task Descriptions need to be actions, not departments or locations. Stating who or where the work will be done does not describe the type of work or the completion point.
- If the activity is very large and complex, it is often best to break it into a set of smaller actions and completion points.
- Poorly written Task Descriptions lead to poor planning, execution, and control of projects because the work is uncertain.
- Activity Definition: “A distinct, scheduled portion of work performed during the course of a project.” PMBOK®Guide
This definition is taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Sixth Edition, Project Management Institute, Inc., 2017
Login to download- 00:04 Hi, I'm Ray Sheen.
- 00:05 Let's talk now about an important element of scope management on projects,
- 00:09 which is task descriptions.
- 00:11 Now, I'm going to be discussing this in the context of project planning, but task
- 00:15 descriptions will also be very important for us in project execution and control.
- 00:20 The Project Management Body of Knowledge, the PMBOK Guide, defines a task as
- 00:24 a distinct scheduled portion of work performed during the course of a project.
- 00:29 All tasks or
- 00:30 activities as the PMBOK calls them are the building blocks of work in the project.
- 00:35 We need to clearly describe the work so
- 00:38 that we know how to estimate the project during project planning.
- 00:42 And we also need to clearly describe the work so
- 00:44 that we know when the task is complete during project execution and control.
- 00:50 Let's discuss the concept of a task.
- 00:53 Each task represents an element of work in the project.
- 00:56 In order to understand exactly what work needs to be done,
- 01:00 each task description has two attributes.
- 01:03 The first attribute is an action or
- 01:05 description of the type of work to be done.
- 01:08 Think back to grammar school and parts of speech, we need verbs here.
- 01:12 This is the type of activity that comprises the work that is being done on
- 01:17 this task.
- 01:18 But just knowing that we're doing work is not enough.
- 01:21 We also need to know when the work is finished.
- 01:24 We need a completion point for that activity or that task.
- 01:28 This helps us to know how big the estimate will need to be in planning and
- 01:31 to better track completion as part of project execution and control.
- 01:36 So each task requires an action and
- 01:38 a completion point in order to fully define what is the work for that task.
- 01:44 Let's look at a few examples.
- 01:46 The first one is test protocol.
- 01:48 A test protocol is something that you use to direct the conduct of a test.
- 01:52 The trouble with this task is, I don't have an action.
- 01:56 Are we writing the protocol, approving the protocol,
- 01:59 revising the protocol, using the protocol?
- 02:03 It needs an action, this task description should be rewritten to say
- 02:07 write test protocol for system ABC validation.
- 02:11 I know I have an action that is clear,
- 02:13 describing one element of work on the project.
- 02:17 The next one is define requirements.
- 02:20 Now, that's a good action.
- 02:21 I know exactly what the action is.
- 02:23 But I don't know what the end point is for the task.
- 02:26 I'm defining requirements for what, world peace?
- 02:29 Let's set a specific requirement that we're trying to define.
- 02:34 Consolidate design requirements from doctors.
- 02:37 So now I know who we're getting those requirements from and
- 02:40 what type of requirements we are going to get.
- 02:42 The completion point is clarified.
- 02:45 Let's look at a third example, prototype testing.
- 02:48 I have an action, testing, and I know that it concerns the prototype and
- 02:52 I assume the completion is that the test is done.
- 02:54 But the problem with this particular activity is that it's too big for
- 02:58 just one piece of work.
- 03:00 There are several actions and completion points within it.
- 03:03 So what I need to do is to deploy the deliverable and
- 03:05 identify all the tasks associated with prototype testing.
- 03:09 I need to create a prototype test plan and
- 03:11 then schedule all aspects of prototype testing.
- 03:15 I have to conduct the prototype testing, and
- 03:17 I have to analyze the prototype test results.
- 03:21 Having clear task descriptions will make it much easier for
- 03:25 project planning and project execution.
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