Project deliverables are any outcomes or outputs required by the business to achieve a project or business goal. The fundamental role of project deliverables lies in their capacity to provide clarity, facilitate progress tracking, and ultimately ensure the satisfaction of project stakeholders.
Project deliverables encompass both tangible and intangible outcomes. Tangible deliverables are characterized by their physical presence or digital representation, allowing them to be directly seen, touched, or measured. Tangible deliverables may include physical prototypes, printed marketing materials, constructed buildings, and digital assets, including software code and electronic reports. Intangible deliverables, conversely, lack a physical form and represent conceptual outcomes. These may include improved business processes, enhanced brand awareness, or increased customer satisfaction levels. While intangible deliverables may not be directly observable, their achievement is often measurable through specific metrics and indicators.
Deliverables can also be categorized as either process or product deliverables. Process deliverables are interim outputs generated during the project to help manage and advance the project. These include project plans, risk assessments, communication strategies, and status updates. While process deliverables are not the final outputs sought by the stakeholders, they are essential for keeping the project on track and ensuring its successful completion. Product deliverables, in contrast, are the ultimate outcomes or end results that the project is intended to produce for the stakeholders. These are the deliverables that directly address the project’s objectives and meet the client’s or end-user’s needs, such as a fully developed product or a completed service. Some classifications also consider the purpose or stage of the deliverable, such as planning deliverables (such as a project charter and scope statement), activity deliverables (for example, meeting minutes and status updates), and the final project deliverables themselves.
In this guide:
Purpose of project deliverables.
Project deliverables clearly outline the necessary activities to keep the project on track for completion. They also help internal project teams align, coordinate efforts, and prioritize tasks.
Deliverables are the tangible outcomes a project will provide to a stakeholder upon its completion. Deliverables can also serve a variety of audiences, both internal and external, depending on whether you are submitting them internally to stakeholders in your own company or externally to customers.
Types and examples of project deliverables.
Project deliverables can either be internal (within your business or organization) or external (for clients). Some deliverables are physical or digital objects, such as a report or a creative asset, like a website or artwork. These are known as tangible, meaning something that can be physically held. Other deliverables aren’t physical or digital objects but rather abstract concepts such as workflow and process. These are known as intangible.
Internal deliverable examples.
Internal deliverables refer to projects that occur within your business or organization. Internal deliverables might include an internal training program or an operational restructuring. If your project is for your company, it’s internal. Once again, a series of micro-deliverables will likely be issued leading up to the final project deliverable.
Examples of internal deliverables include:
- Project plan document — A roadmap outlining timelines, milestones, and resource allocation.
- Design mockups — Visuals of new product designs.
- Technical architecture diagram — A structured diagram that shows system components and their interactions.
- Test cases and reports — Documented test scenarios and results to verify that all components were functioning as expected.
- Prototype — An early version of the product with core features.
- Post-mortem report — A reflective analysis that looks back at what worked, the difficulties encountered, and the lessons learned.
External deliverable examples.
External deliverables are the final products that a customer receives. Final products could be a manufactured good, an office building constructed by a construction company, or a delivered ad campaign provided by a digital agency to a brand. Every project will hinge on one final deliverable or outcome, but multiple other deliverables will likely contribute to that outcome.
Examples of external deliverables include:
- Mobile development team — An operating system update that meets specific requirements.
- Consulting firm — A research report that includes practical recommendations.
- Cybersecurity team — Security audit and recommendations.
- Engineering company — A completed building, bridge, or other infrastructure.
- Architecture company — Completed plans for a new home.
- Web development team — Fully optimized website.
- Law firm — Legal documents, such as contracts or briefs delivered to clients.
- Marketing agency — A marketing campaign (including marketing plans, market research presentations, and progress reports).
- Event planning company — Successfully executing events, including weddings and music festivals.
- Software company — A finished software application delivered to a client.
Tips to help manage project deliverables.
Successfully managing project deliverables is crucial for on-time and within-budget project completion. From effective communication to expectation management, these tips provide a structured approach to ensure all deliverables meet the required standards.
Discussing deliverables: Clarification and communication.
Confirming that everyone understands project deliverables is essential for project success. Failing to define the details of a project deliverable clearly can result in confusion and frustration for everyone involved. It can also cost your business money as you dedicate additional resources to solve problems and overcome shortcomings.
Project teams must properly define and refine deliverables through clear definitions and effective communication. Involving the team responsible for the deliverable and all stakeholders in these discussions helps ensure that everyone understands the timeline and the intended outcome.
The impact of clear vs. unclear communication on project deliverables.
Effective communication ensures that project deliverables align with what’s expected. If you and your stakeholders have defined core topics clearly and agreed upon the expected outcome, it makes project execution easier.
Clarify the overall scale of the project and its key requirements from the start. For example, identifying deadlines and potential team dependencies can prevent scope creep from happening. Additionally, identifying key milestones and KPIs to measure success is crucial. Clarity here can save a great deal of time and effort.
Conversely, any ambiguity or miscommunication regarding key deadlines, the budget, or definitions of core project topics can cause that project to fall behind schedule.
Poor communication can lead to:
- Timeline delays
- Going over the allocated resource budget
- Unhappy stakeholders
- Ineffective project management processes and outcomes.
Let’s see an example:
An event planning company is organizing an important corporate conference. Their deliverables include a detailed event schedule, which clearly outlines dates, times, and locations of speakers. This has been communicated to the client and all vendors. Additionally, a finalized guest list (shared with catering and security), the event venue (secured and prepared according to the client’s specifications), marketing materials (distributed effectively to target attendees), and a post-event report summarizing attendance, feedback, and expenses (provided to the client for review) are all prepared. Clear communication throughout ensured that all these deliverables were met on time and to the client’s expectations, resulting in a successful conference.
Producing final project deliverables: Problems that project managers encounter.
As project managers guide their teams to produce project deliverables, they may encounter various obstacles and challenges that make it difficult to complete the project on time and have deliverables ready for the client. Identifying common challenges beforehand and their solutions can help you avoid project delays.
Unclear definitions of deliverable requirements.
Without clarity at the outset, the team and client may be uncertain about the final deliverable and the responsibilities required to achieve this goal. Vague project requirements and poor requirements management can lead to disappointment and inefficiencies, as the team lacks the clear guidance necessary to develop the final product effectively.
To avoid this pitfall, outline a definitive deliverable with the client and any relevant stakeholders. You should also clearly articulate the goals for the deliverable and determine the criteria by which the client will accept it.
Example:
A software development company agreed to create a user-friendly mobile application for a client’s e-commerce business. The term “user-friendly” was not clearly defined in the contract, leading to subjective interpretations. The developer delivered a functional app, but the client deemed it insufficiently intuitive, citing a lack of specific design guidelines and usability testing in the initial requirements. This vague definition of “user-friendly” led to the client’s dissatisfaction despite the app’s functionality, highlighting the need for precise deliverable requirements.
Misalignment between stakeholders.
Typically, deliverables involve multiple stakeholders. While the involved parties may have an idea of the final deliverable, they may differ in their specific goals for the deliverable. Misalignment between stakeholders can lead to resource inefficiency and costly delays.
The project manager should clarify from the outset who is interested in the project’s outcome and assign leaders with the same goals and expectations. Ensuring alignment from the beginning can set the project up for success.
Example:
A marketing team was tasked with creating a social media campaign to launch a new product. The marketing manager envisioned a primarily Instagram-focused campaign, emphasizing high-quality visuals. However, the sales team, focused on immediate sales conversions, prioritized Facebook ads with direct links to the product page. This misalignment in vision between stakeholders resulted in a disjointed campaign. The Instagram posts lacked clear calls to action, while the Facebook ads, lacking strong visual appeal, failed to generate the desired brand engagement. The final deliverable — a poorly integrated and ineffective campaign — fell short of expectations due to the lack of alignment between stakeholders.
Constantly evolving deliverable demands.
Few things are more frustrating for a team than having their deliverable completed, or nearly completed, only to learn that expectations have evolved. This wastes resources and can cause feelings of frustration and dissatisfaction among all parties involved.
To avoid this pitfall, outline smaller deliverables that will help you get to the final project. You should also consider having the client sign a document that outlines each deliverable and its corresponding expectations. And once they sign it, it is final.
Example:
An architectural firm was commissioned to design a residential building. Initially, the client requested a modern, minimalist design. However, as the project progressed, the client frequently changed their mind, adding features, altering room layouts, and shifting from a minimalist to a more traditional style. These constantly evolving demands led to delays, increased costs, and ultimately, a final design that lacked cohesion and didn’t fully satisfy the client’s now-conflicting desires. The final building, while functional, didn’t reflect a unified design vision.
Counterproductive micromanaging.
For a team to work well together to achieve their deliverable, they must have a degree of trust in each other’s skills and understanding. A skilled project manager must understand how to delegate tasks with clear instructions and ensure that everyone is aware of their role.
Once the project manager assigns tasks, the team can create internal deadlines and milestones to monitor progress on the final project. However, the project manager should allow the group to accomplish its tasks and goals independently. Micromanaging can lead to an inefficient work system and a poor work environment where team members do not feel valuable.
Example:
A high-end catering company was preparing for a large corporate event. The head chef, however, insisted on personally overseeing every aspect of food preparation, from chopping vegetables to plating each dish. This micromanagement prevented the kitchen staff from working efficiently, created bottlenecks in the workflow, and ultimately led to delays in serving food at the event. The excessive oversight prevented the team from utilizing their skills and expertise effectively. While the food itself was of high quality, the event’s smooth execution was compromised, and team morale suffered as a result.
Communication problems within the team.
Since a team must work together to deliver a final project, communication issues can cause serious problems. You may have team members who struggle to work together due to mismatched personalities. You may also have team members who do not fully understand their tasks and how they relate to the final deliverable, resulting in gaps in work or duplicated efforts.
As the project manager, you have a few strategies you can use to resolve communication problems within the team:
- Clearly set expectations regarding communication from the outset. Let team members know if there are any guidelines regarding email replies during the workday, what they should do if a conflict arises, and how often they should meet. Have an escalation process outlined from the beginning to address any disagreements that may arise.
- Lead by example by providing clear instructions for each team member, along with deadlines and milestones. Management programs that help each member visualize others’ progress and see upcoming meetings and deadlines can help.
- Let everyone know how their parts relate to the final deliverable and their role in the group goal. This will help team members have an invested interest in the project at hand.
Budget or other resource constraints.
Project teams do not want to exceed their budget in terms of time or resources, and they do not want to spend more on a particular project than planned. However, a lack of proper planning can result in these issues, potentially damaging the company’s reputation and leading to financial loss for clients.
When you know the final product, it is easier to budget appropriately and ensure that you don’t make revisions and change course throughout the project. With the estimated project budget, you need to factor in some contingencies. Review similar past projects and consider potential pitfalls that may arise, such as losing a staff member during the project. Budget in some leeway in time and money to ensure your project remains on track.
As you progress through your project, ensure that you carefully track how your team spends money, how well your team stays on budget, and where any problems arise. This will help you make improved decisions moving forward.
Example:
A construction company began building a new residential complex without adequately accounting for potential weather delays or material price fluctuations. Their initial budget and timeline didn’t include contingency plans for these common issues. Consequently, when unexpected rainstorms caused significant delays and drove up lumber prices, the project fell behind schedule and exceeded its budget. The final deliverable — the completed residential complex — was delivered late and over budget, impacting profitability and potentially harming the company’s reputation. The lack of proper planning for potential risks directly impacted the project's success.
Managing project deliverables aids the project management process.
Those working in project management understand that deliverables are crucial for client retention and building a strong company reputation. These deliverables — ranging from cybersecurity reports to engineered buildings — require skilled project management. By understanding and avoiding common pitfalls, project managers can effectively lead their teams, overcome challenges, and consistently deliver on their promises.
Overall, project deliverables allow you to:
- Identify bottlenecks. Can help detect delays, resource issues, and workflow inefficiencies early.
- Improve communication. Clearly defined deliverables align teams, reduce misunderstandings, and enhance transparency.
- Increase efficiency. Breaking projects into smaller parts streamlines workflows, helps prioritize tasks, and enables you to allocate resources more effectively.
- Manage risk. Identifying potential risks and challenges associated with each deliverable allows for proactive mitigation strategies. This proactive approach minimizes disruptions and keeps the project on track.
- Improve quality control. A well-defined deliverable management process ensures that each deliverable meets the required quality standards. This focus on quality enhances the overall project outcome and client satisfaction.
- Boost client satisfaction. Ultimately, effective management of project deliverables directly contributes to on-time and within-budget project completion, leading to increased client satisfaction and a positive impact on the organization’s reputation.
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