What is a Project Deliverable?

Every project has a clear purpose: to create deliverables. These deliverables are the main outputs of the project. A project deliverable can be a product, a service, or a result. Some projects have only one deliverable, while others have multiple deliverables. All deliverables must fall within the project’s scope.

Project deliverables guide the team and help them stay on track to reach the project’s goal. The project manager decides the deliverables during the planning stage. These deliverables keep all stakeholders focused on the same goal.

In Agile projects, the team delivers an early version of the product and continually improves it throughout the project life cycle. Here, the deliverable is one product, but the team delivers it in stages until the final version is complete.

The project management plan explains how and when to deliver the deliverables. Stakeholders can track progress using tools such as Gantt charts, milestone diagrams, or Kanban boards.

In small to medium-sized projects, the project manager is responsible for delivery. For large projects, a project delivery manager takes charge. This person makes sure the team completes and delivers the entire project. The project delivery manager also regularly tracks progress to ensure the project is completed successfully.

Importance of Deliverables in Project Management

Deliverables play a key role in project management, as they show progress and highlight the results of the team’s work. They provide the project team, clients, and stakeholders with a clear understanding of what is being produced at each stage. Deliverables help break the project into smaller, manageable parts, making it easier to plan, schedule, and monitor the work.

By setting clear deliverables, you can track whether you are meeting deadlines and staying within scope. Deliverables also help identify problems early, because any delay or issue with a deliverable signals a risk to the project. They are also helpful in measuring success—if all deliverables are completed on time and meet quality standards, the project is likely to succeed.

Deliverables also support communication. Clients and stakeholders can review them and provide feedback, helping the team make improvements as needed. Whether it is a report, a prototype, or a final product, every deliverable shows that progress is being made.

Deliverables are essential for planning, tracking, quality control, and communication throughout the project lifecycle.

Types of Project Deliverables

Project deliverables can be of two types: tangible and intangible.

Tangible deliverables are physical or visible items that can be seen or touched. These include items such as buildings, software, machines, documents, or reports. You can easily see, feel, or measure these deliverables.

Intangible deliverables are not physical and can’t be touched. These include things such as training, improved processes, and customer satisfaction. You can’t hold them in your hands, but they still add value to the project.

Both types of deliverables are essential. Tangible deliverables show direct progress, while intangible ones show improvement in quality or experience. The project team must clearly define both types in the project plan. This helps everyone understand what to expect and how to measure success upon the project’s completion.

How Do Project Deliverables Differ from Project Milestones?

Project deliverables and project milestones are both important, but they serve different purposes.

Project deliverables are the actual results or outputs that the team must complete and hand over. These can be products, services, reports, or any item promised in the project plan. Deliverables show what the team has produced.

Project milestones, on the other hand, are checkpoints or key events in the project timeline. A milestone marks the end of a major phase or the completion of an important task. It doesn’t produce anything physical, but it helps track progress and shows that the team is moving forward.

For example, submitting a draft report is a deliverable. The due date for the draft is a milestone. Milestones help the team and stakeholders monitor the project schedule, while deliverables show the actual work done. Both are needed to complete a project successfully and keep everyone informed and focused on goals.

Who is Responsible for Deliverables

In both Agile and traditional project management, different individuals are responsible for delivering specific outcomes.

In traditional project management, the project manager takes full responsibility for all deliverables. They create the project plan, assign tasks, and make sure the team completes the deliverables on time and within budget. The project manager also checks the quality and ensures the deliverables meet stakeholder expectations.

In Agile project management, responsibilities are shared among team members. The product owner defines the deliverables and sets priorities. The Agile team, which includes developers, testers, and designers, is responsible for creating and delivering the work. The Scrum Master supports the team and removes any roadblocks, but does not directly control the deliverables.

Agile teams work in short cycles called sprints, delivering small parts of the final product regularly. This shared approach helps the team stay flexible and respond quickly to changes in the project.

How to Identify Project Deliverables Using WBS

You can identify project deliverables using a work breakdown structure as follows:

Step 1: Define the Project Objectives

Begin by clearly understanding and writing down the project’s objectives. This objective should reflect what the client or stakeholders want to achieve. A well-defined objective helps guide the entire planning process. Once you know the result, you can determine what needs to be delivered to achieve it.

Step 2: Break the Project into Major Parts

Next, divide the project into key phases or components. These stages could include planning, research, design, development, testing, and implementation. Each phase should represent a major area of work. Breaking the project into parts makes it easier to manage and helps you see where each deliverable will come from.

Step 3: Break Down Each Part into Smaller Tasks

Divide each major phase into smaller tasks or work packages. These tasks should be detailed enough to assign to team members. This step helps identify all the work involved. By organizing work into smaller pieces, you can see the outputs and ensure that nothing is missed.

Step 4: Identify the Deliverables from Each Task

Now, review each task and ask, “What will this task produce?” The answers will help you list the deliverables. These deliverables must be specific, measurable, and within the scope of the project. Ensure each deliverable is linked to a task, so the team knows precisely what to deliver and when.

Examples of Project Deliverables

Now, I will provide you with four examples of project deliverables

1. Initial Briefing Report

This report is created at the beginning of the project. It explains the project’s background, main goals, scope, and expected outcomes. It helps all stakeholders understand what the project is about and why it is important. It also sets clear expectations and guides future work and planning.

2. Process Maps

Process maps are diagrams that show each step in a task or process. They help project teams and stakeholders understand how work flows from start to finish. These maps help identify problems, reduce waste, and enhance efficiency. They also help new team members quickly learn how things are done.

3. Progress Report

A progress report provides regular updates on the project’s current status. It shows what tasks are finished, what is ongoing, and what still needs to be done. It also highlights any delays, risks, or issues that may arise. This report helps keep stakeholders informed and allows for better decision-making and planning.

4. Final Report

The final report is completed at the end of the project. It summarizes all the work done, the results achieved, and whether the goals were met. It also includes lessons learned and suggestions for improvement. This report helps review the project’s success and guides future projects.

How to Track Project Deliverables

You can follow the following steps to track the project deliverables:

1. Identify and List All Project Deliverables

Start by clearly identifying all the deliverables your project must produce. Review the project plan, scope documents, and stakeholder requirements to make sure you don’t miss anything. Create a complete list that includes the name of each deliverable and a short description. This list becomes the foundation for tracking progress throughout the project.

2. Set Deadlines and Assign Responsibilities

Give each deliverable a clear deadline and assign it to a responsible team member. Make sure the designated person understands what is expected and when it is due. This helps prevent confusion and delays. When each deliverable has a specific owner and deadline, it becomes easier to track progress and hold people accountable.

3. Use a Simple Tracking System

Choose a tracking method that your team can easily use, such as a spreadsheet or project management tool like Trello, Asana, or Microsoft Planner. Use the tool to mark the status of each deliverable—such as “Not Started,” “In Progress,” or “Completed.” Keep the tracker updated regularly to reflect the latest progress on each item.

4. Monitor Progress Through Regular Reviews

Schedule regular meetings to check on the progress of each deliverable. Ask team members for updates and discuss any problems or delays. Use these meetings to resolve issues promptly and keep the project on track. Regular reviews make sure that work stays on schedule and deliverables are completed in the correct order.

5. Verify Deliverables and Communicate Updates

Before marking a deliverable as complete, compare it with the original requirements to make sure it meets quality standards. Check for accuracy, completeness, and stakeholder satisfaction. Once verified, record the result and share updates with your team and stakeholders. Keeping everyone informed builds trust and helps the project stay on track.

How to Report Project Deliverables to Project Stakeholders

You can report project deliverables to stakeholders through clear and regular project management reports. These reports help keep everyone informed about the project’s progress, any risks, and whether the team is meeting goals.

The following are the main types of reports you can use:

1. Status Reports

These reports show the current status of the project and its deliverables. They explain what work is completed, what is ongoing, and if there are any issues. They help stakeholders understand if the project is moving in the right direction.

2. Progress Reports

Progress reports focus on how much work has been completed for each deliverable. They show if the team is on schedule and within budget. These reports also highlight delays or risks that could affect deliverables.

3. Performance Reports

These reports combine status and progress updates with performance data. They include forecasting tools like Estimate at Completion (EAC), Estimate to Complete (ETC), and To-Complete Performance Index (TCPI). This helps stakeholders see if the project will meet its goals based on current performance trends.

By using these reports, you can keep stakeholders well-informed and build trust throughout the project life cycle.

Project Vs Product Deliverables

Project and product deliverables are both essential, but they serve different purposes. A project deliverable is any result or item created during the project that helps it move forward or be completed. It includes items such as plans, reports, or progress updates.

For example, a project charter, a work breakdown structure (WBS), or a status report are all project deliverables. These deliverables help you manage work effectively and keep the progress on track.

A product deliverable, on the other hand, is the final output or item that the customer or user receives. It is the actual product or service the project aims to create. For example, if you are building a website, the website itself is a product deliverable. If you are developing software, the working software and user manual are product deliverables.

Project deliverables support the process of completing the project, while product deliverables are the final result that the customer uses. Both types are necessary for a successful project, and tracking them properly helps ensure you meet both internal goals and customer expectations.

Summary

Project deliverables play a crucial role in advancing the project and determining its success. They help monitor the project at every stage and guide the team toward clear goals. When everyone understands what needs to be delivered, the team can stay focused and work together. It is the project manager’s job to clearly define these deliverables so that all team members know the project’s direction.

Deliverables also help identify issues early and keep the work on track. By setting and tracking deliverables properly, the project team can complete tasks on time and achieve the project’s main objectives.

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This topic is important from a PMP exam point of view.