What are Project Deliverables? Uncut 2023 Management Guide
Tags: productivity, management, discuss, softwareengineering
Published: 2023-06-14 16:23:33

Did you know that nearly [40% of projects fail](https://www.researchgate.net/publication/312040736_Project_success_and_new_ventures'_outcomes_How_often_do_partners'_potential_benefits_and_losses_really_converge) because of poor planning? You read that right: **40%**. And when it comes to the ones that succeed, [27% are over budget.](https://hbr.org/2011/09/why-your-it-project-may-be-riskier-than-you-think) 

If you're a project manager, these stats may shock you. But don't be scared by these numbers; you're on the right track by researching the process. And one aspect of planning holds particular prominence in the realm of [project management](https://reclaim.ai/blog/project-management-skills): **project deliverables**.

**[Deliverables](https://reclaim.ai/blog/project-deliverables?utm_source=devto&utm_medium=blog-published&utm_campaign=project-deliverables&utm_term=project-deliverables) are the outputs produced by your project, either tangible or intangible**. And we're not just talking about the finished product; deliverable examples include reports, designs, code, or marketing communications --- anything created during a project that contributes to its objectives.

But this relative simplicity hides a deep significance. As we said, poor planning can doom projects before they even leave the ground, and these deliverables will be the cornerstones of any effective [project plan](https://reclaim.ai/blog/project-roadmap). By clearly understanding what they are and how to define them, project managers, team members, and stakeholders can keep their projects on track, [exceed their goals](https://reclaim.ai/blog/stretch-goals), and guarantee their spot in the 60% of successful projects. 

This outlines everything you need to know about project deliverables, their role in project management, and how they contribute to your project success. 

What are project deliverables?
------------------------------

In project management, a project deliverable is any tangible or intangible result produced from a project -- the outputs of your work. It could be a budget report, a requirements document, a wireframe, a media plan, or even the final deployment of a new service. Essentially, it's anything created or developed during a project that helps achieve its goals and objectives. 

As you can imagine, the examples of project deliverables are virtually endless. They can also be nearly any size. A deliverable for a construction company can be an entire building, whereas deliverables for an individual can be as small (or smaller) as a [status report](https://reclaim.ai/blog/weekly-status-reports). 

Project and product deliverables evolve throughout the project lifecycle. They are influenced by **inputs**, transformed through **processes**, and produced as desired **outputs**.

Let's take a closer look at each of these:

### 1\. Inputs

The 'inputs' refer to the various resources, such as requirements, specifications, budgets, stakeholder expectations, available technology, and more, that will shape the creation and definition of deliverables.

### 2\. Processes

The 'processes' are all the activities, tasks, and methodologies used to develop and produce the deliverables. Deliverables are produced by a project's processes, but remember, that they are not the same thing as the processes themselves. 

### 3\. Outputs

The 'outputs' of a project are another term for the deliverables. Once produced, these outputs are reviewed, validated, and approved by necessary stakeholders and serve as evidence of progress and milestones reached within the project.

Easy enough, but as a project manager, you'll need to understand the nuances that go into the ideation and production of deliverables. That way, you and your team can plan, execute, and monitor their delivery and keep your projects on track.

After all, no matter what's being produced, the right inputs must be considered, the necessary processes must be followed, and the desired outputs must meet stakeholder expectations and support project objectives and goals.

Nevertheless, deliverables come in different types, and project managers need to know the difference:

Tangible vs. intangible deliverables
------------------------------------

**Tangible deliverables** are physical or digital outputs created by the tasks of a project. They can include prototypes, infrastructure components, software, UX designs, or manufactured goods. For example, a tangible deliverable for a website app could be a new software feature or website wireframe.

Ultimately, any output generated by a project that is "living in a material world," as [Madonna](https://www.youtube.com/watch?v=6p-lDYPR2P8) would say, would count as a tangible deliverable. 

**Intangible deliverables** are non-physical or measured conceptual outputs produced during the various phases of a project. They can include training, new users, product adoption growth, or increase in brand awareness.

Ultimately, these are the types of deliverables that still exist, but you can't quite hold them in your hand or touch them. 

Internal vs. external deliverables
----------------------------------

**Internal deliverables** are the outputs produced within the project team and delivered to internal team members or relevant stakeholders. Internal deliverables are also frequently referred to as *project* deliverables and may include things like: 

-   Budget reports
-   Project proposals
-   Risk registers
-   Work allocation plans
-   UX wireframes
-   User requirements documents
-   Software testing summaries

And more (we'll touch on what these are later in the article).

In other words, the deliverables that anyone on your team -- engineers, designers, marketers, and project managers -- submit throughout the project before the final result that's produced for external customers or stakeholders.

These internal deliverables are often vitally connected with other deliverables, as they enable the team to coordinate their efforts, track progress, and ensure the project's successful execution. For example, a work allocation plan is a document that defines what people's tasks are in a project -- without this internal deliverable itself, no one will know what they're supposed to be producing.

**External deliverables are the** outputs shared with stakeholders outside of the company, such as investors, customers, or product end-users. These deliverables are really the new value you're providing for your clients, and could include examples like:

-   New product or service
-   New feature improvement
-   New marketing or sales campaign
-   New ROI report on company impact and performance

Ultimately, the objective of external deliverables is to help an organization win or retain customers.
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Are deliverables the same thing as milestones?
----------------------------------------------

A common question for many folks is whether deliverables are the same thing as milestones. The answer is: not quite.

As we mentioned, deliverables are the actual things produced by the tasks within a project. They represent the results, products, or services created and delivered to stakeholders. In contrast, milestones are vital points or significant events that mark key stages or achievements within a project. They serve as markers of progress and help project teams stay on track. 

Often some confusion pops up as milestones are typically used to mark the completion of specific deliverables. In fact, some milestones and deliverables can often directly overlap. For example, "project approval" may be the milestone that kicks off a project, but the "project plan" may be the final deliverable necessary to achieve this milestone.

Still, project milestones and deliverables share a special relationship and help support project teams in the following ways:

1.  **Progress tracking:** Milestones are strategic checkpoints to track and measure progress across phases of the project.
2.  **Coordination and alignment**: Milestones coordinate and align the team as reference points around the timeline, dependencies, and priorities of deliverables. 
3.  **Managing dependencies:** Deliverables are interconnected, and milestones help manage and plan dependencies to avoid potential bottlenecks.
4.  **Stakeholder communication:** Milestones act as communication touchpoints for project stakeholders so they can stay informed on progress of high-level deliverables.

How to define deliverables for your projects
--------------------------------------------

So we've covered the basics of what a deliverable actually is -- but how do project managers define them in the first place? 

Of course, the exact nature of the deliverables will depend on the project. A "Homepage Redesign" project will produce very different outputs from "Build New App" for example. 

No matter what, project managers must ensure their deliverables are:

-   **Within the project scope**
-   **Agreed upon by all relevant stakeholders,**
-   **Support the project goals**
-   **Specific, measurable, and provable** (demonstrate that it exists upon delivery)

With that said, here's how to define the deliverables for your projects:

### 1\. Define the project scope

This involves identifying the project's objectives, goals, and requirements, which may include outlining project timelines, identifying necessary resources, and determining any potential risks or obstacles that may arise during project timeline. Believe it or not, this can be done by producing a deliverable called a project scope statement.

Ask yourself some questions to help narrow the scope down:

-   What is the objective of this project?
-   How does this project define success? 
-   Are we delivering for internal or external stakeholders? 
-   What is it exactly we want to provide to these stakeholders?  

### 2\. Communicate with stakeholders

Deliverables always need to be agreed to by all relevant stakeholders. Everyone should be on the same page about what is delivered and when. This communication can be as easy as sharing the project plan with all internal and external stakeholders, or by following a stakeholder engagement plan -- a strategic outline for identifying, engaging, and managing stakeholders throughout the project lifecycle. 

### 3\. Break down the project into smaller tasks

Once the scope is defined and stakeholders are happy, you can divide the project into smaller, more manageable tasks that can be easily tracked and measured.Choose tasks that are [**SMART**](https://reclaim.ai/blog/how-to-set-daily-goals): **S**pecific, **m**easurable, **a**chievable, **r**elevant, and **t**ime-bound. Prioritize them in a way that makes sense for the overall project goals.

### 4\. Identify the deliverables

Now, you've gotten to the real meat and potatoes. Define the specific deliverables that will be produced from completing each task. When identifying the deliverables, be as specific as possible. For example, if the project is launching a new marketing campaign, the deliverables may include a social media plan, a list of target keywords, and a set of ad copy templates. 

### 5\. Set clear expectations

Establishing clear expectations over deliverables is the project manager's responsibility. [**57% of projects fail**](https://www.researchgate.net/publication/312040736_Project_success_and_new_ventures'_outcomes_How_often_do_partners'_potential_benefits_and_losses_really_converge) **because of breakdowns in communication.** Without clear and effective communication around expectations and standards, your product team will be rudderless, without a precise direction on where to go. This is a recipe for disaster and is the leading cause of death for projects of all sizes. 

So, ensure everyone is on the same page regarding the project's deliverables and the quality standards that must be met.

### 6\. Assign responsibilities

Assign specific responsibilities for each deliverable so everyone knows their role and individual tasks. There should be no confusion about what each contributor needs to do to complete their project deliverables and contribute to the project's success. This can also help you identify any potential gaps in the team's skills or resources,

### 7\. Define the timeline

Finally, set deadlines for each deliverable and project milestone. Consider the complexity of the task, the resources available, and any potential roadblocks that may arise. It's also important to make sure the deadlines are realistic and achievable, as setting unrealistic deadlines can lead to [frustration](https://reclaim.ai/blog/workplace-burnout) and [burnout](https://reclaim.ai/blog/burnout-trends-report).

However, this is easier said than done. As [Simon Sinek](https://twitter.com/simonsinek/status/1262010482262769664?lang=en) once said, "Always plan for the fact that no plan ever goes according to plan." Things happen, timelines get pushed back, priorities shift, we get that. 

This is where project managers might benefit from a smart [time-blocking](https://reclaim.ai/blog/time-blocking-guide) tool like [Reclaim.ai](http://reclaim.ai). You can block time for your and your project teams' tasks and regular routines throughout your week, but these time blocks stay flexible to accommodate new meeting requests and priorities. **As your schedule fills up, Reclaim will shift your time blocks from "free" time (or bookable time) to "busy"** to maximize your availability while defending your time blocks for critical project tasks. 

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By following these steps, you'll have a much easier time managing project deliverables and set your teams up for success. 

Deliverables templates for large projects
-----------------------------------------

We all know every project is different -- and your project deliverables will depend on countless factors that are completely unique to your business. 

But there are some key project deliverables many projects will need (shout-out to [Mike Clayton](https://www.youtube.com/watch?v=9i_NcAMiAJ0) for this extensive list!) -- though if you're a small scrappy team, don't let these slow you down. Here are some examples to consider for your large projects: 

### Minimum project deliverables template

1.  **Project definition, charter, or brief:** High-level overview of the project's purpose, objectives, scope, stakeholders, requirements, constraints, and assumptions.
2.  **Business case, proposal, or budget:** Justification for the project, outlining the expected benefits, financial framework, and ROI to secure approval and support.
3.  **Project plan:** Outlines the [project roadmap](https://reclaim.ai/blog/project-roadmap), approach, timeline, activities, and resource allocation for successful project execution and management.
4.  **Risk register:** Identifies and assesses potential risks and uncertainties that could impact project completion, including risk mitigation and contingency measures.
5.  **Handover and sign-off document:** Formal acceptance and completion of the project, outlining final deliverables, agreed-upon requirements, and deployment to end-users.

### Advanced project deliverables template

1.  **Stakeholder engagement plan:** Strategic outline for identifying, engaging, and managing stakeholder communication, involvement, and support throughout the project.
2.  **Work allocation plan:** Defines each team member's roles, responsibilities, and tasks, providing clarity and accountability within the project team.
3.  **List of deliverables, specifications, or quality standards:** Inventory of all variables to maintain consistency, ensure deliverables meet requirements, and confirm validation.
4.  **Status reports & updates:** Communicate progress, achievements, and challenges through  [status reports](https://reclaim.ai/blog/status-meetings) to facilitate informed decision-making and necessary interventions.
5.  **Lessons learned review:** Performed at the end of the project to identify successes, failures, and opportunities for improvement for future projects.

### Super advanced project deliverables template

1.  **Procurement documentation:** Formal process to buy the things you need for your project, such as purchase orders and contracts.
2.  **Quality design, assurance & control:** Procedure to ensure the final product meets quality standards and customer expectations.
3.  **Change control documentation:** Records all changes made during a project, including who made the change, the reason, and the impact.
4.  **Gateway reviews:** Structured and independent assessment of a project's progress and readiness to move to the next stage.
5.  **Testing scripts, plans, & sign-offs:** Documentation for testing the functionality and quality of other deliverables.

Keep your projects on track with excellent deliverables 📦
----------------------------------------------------------

Too many projects fail these days. Without clear and well-defined deliverables, measuring progress and keeping everyone on the same page can be challenging. By taking the time to carefully outline and communicate your deliverables throughout the project management process, teams can stay on track, achieve their goals, and deliver high-quality results that exceed the needs of their clients or customers. 

What do you think about project deliverables? Anything we missed? Tweet us [@reclaimai](https://twitter.com/reclaimai) to get in on the conversation!