Project deliverables are the specific outputs a project produces to support a project or business goal. They are key measures of progress and quality, making them crucial to project success. Deliverables are concrete outputs, while objectives are the desired project results or goals, and outcomes reflect the longer-term impact or benefits.
Deliverables are one element of project planning, along with requirements, goals and objectives, scope, milestones, documentation, and other key components that keep a project on track.
Project deliverables can be tangible or intangible, and internal or external, concepts we’ll dig into later in this article. Examples of project deliverables include market research reports, prototypes, services, software applications, training programs, improved workflows or internal processes, code or design, a completed website, or anything else produced during a project that contributes to project objectives.
In this article, we’ll define project deliverables, review the different types, look at how to define and document them, share best practices for managing them, and clarify some commonly confused terms.
Types of project deliverables
In project management, deliverables are classified into different types based on their intended use or project stage. Categorizing deliverables this way helps project managers define expectations, track progress, and manage project outcomes. The main types of deliverables include tangible vs intangible, internal vs external, and process vs final deliverables.
Let’s explain each type briefly.
Tangible vs intangible deliverables
Tangible deliverables are quantifiable, measurable physical outputs. They are concrete and can be evaluated for quality and completion. Examples include product prototypes, hardware, equipment, facilities, or printed marketing materials. A digital output like a website wireframe is also considered a tangible deliverable.
Intangible deliverables are non-physical outputs such as intellectual property, ideas, or knowledge transfer. Examples include business or marketing strategies, project documentation and reports, software, services, training programs, or conceptual outputs like an increase in brand awareness.
Internal vs external deliverables
Internal deliverables are assets for use within a company that help internal teams track progress and complete a project. Internal project deliverables are important for keeping a project on track and helping the project run smoothly behind the scenes. Examples include status reports, project plans, design drafts, website wireframes, team training materials, and any other documentation that helps teams manage the project internally.
External deliverables are the final outputs or assets delivered to clients, customers, investors, or other external stakeholders. Examples include a marketing campaign, a completed software product or application, customer training materials, a finished construction project, the final operational version of a website, and so on.
Process vs final deliverables
Process deliverables are interim outputs created during the project life cycle that contribute to the final deliverable and mark progress toward the end goal. Examples include product prototypes, design specifications, project workflow charts and checklists, and testing reports.
Final deliverables are end-stage outputs, sometimes called product deliverables, that mark project completion. Examples include a finished website or piece of software, a newly developed mobile application, a final architectural design, or a market research report.
How to define and document project deliverables
Project deliverables are based on the goals of the project and the expectations of your clients, customers, or other external stakeholders. The nature of the deliverables vary depending on the project, but whatever the specific deliverables of the project are, they must meet a few conditions.
Deliverables must
- Be within the project scope.
- Support the project’s goals.
- Be specific and measurable.
- Be mutually agreed upon by the appropriate stakeholders.
To align project deliverables with objectives effectively, start by clearly identifying the objectives and mapping them to specific, measurable deliverables. Once you define clear project goals, you can use SMART guidelines (Specific, Measurable, Achievable, Relevant, and Time-bound) to fine-tune them.
Here’s a more detailed look at a few key steps for defining and documenting project deliverables:
Communicate with stakeholders to understand their expectations
Gather requirements from everyone involved to get a clear picture of the project goals and objectives from the start. This helps you define what’s needed and determine the necessary deliverables. You can simply share the project plan directly with all stakeholders or use a more formal stakeholder engagement plan.
Define the project scope
Clearly outline the project’s goals, requirements, and objectives, noting which tasks are included and which are not, and keep potential obstacles or limitations in mind. Other factors to consider when defining project scope include project timelines and available resources. Understanding a project’s scope and requirements is necessary for clearly defining deliverables and ensuring they meet stakeholder expectations.
Break down the project into smaller parts
Breaking the project into smaller, more manageable work components will help you plan, organize, track, and measure progress more easily. A work breakdown structure (WBS) is a project planning technique that helps you create more manageable goals by dividing the project deliverables into smaller, more digestible phases, tasks, and subtasks.
Identify deliverables
Once you’ve broken down your project into smaller components, you can better identify the specific, tangible outputs that must be produced. For example, the final deliverable for a website development project would be a complete, fully functional website based on client specifications. Earlier project deliverables might include wireframes and design documents, while intermediate deliverables could include mockups, prototypes, or an SEO and content plan.
Set clear expectations, assign responsibilities, and define the timeline
Clear communication about deliverable standards and goals, clarity on roles and responsibilities, and realistic deadlines work together to help your project succeed for both internal and external stakeholders.
Document deliverables
This involves creating a record of project outputs, requirements, and timelines for each project deliverable. Proper documentation helps you track progress, ensure quality, manage expectations, and make sure all stakeholders understand the project’s goals and objectives.
Process documentation is beneficial to most organizations, whether large or small. In the world of project management specifically, there are three important documents used for documenting deliverables: a project charter, project scope statement, and the WBS.
- A project charter is a high-level overview of the project and explains the reason for the project’s existence. It outlines the objectives and goals of the project, including the implementation plan and key deliverables.
- A project scope statement is based on the project charter and includes a list of final deliverables for the project, described in detail. It clarifies objectives and boundaries, and serves as a tool to measure project success among internal and external stakeholders.
Use project management software to monitor progress
Project management software helps you anticipate project demands, track projects in real time, optimize scheduling and resource allocation, estimate delivery dates and costs, and more.
Pro Tip
To make organizing and tracking deliverables easier, use Jotform Boards. This effective task management tool features a kanban view; robust collaboration capabilities; the ability to add task details like priority levels, due dates, and descriptions; activity logs to monitor task history and track changes over time; and more. Learn how to create a Jotform Board in a few simple steps.
Project deliverables vs milestones vs objectives
Project deliverables, milestones, and objectives are interconnected but distinct concepts that each play a role in the project life cycle. Understanding the differences between the three can help you set clear expectations and manage progress effectively.
Project deliverables vs milestones: What’s the distinction?
A project deliverable is a completed tangible or intangible output that contributes to the final goal of the project, and is something you can deliver to someone else. A milestone is a checkpoint along the project timeline that marks progress toward the final goal; it is not something delivered to a stakeholder.
For example, a milestone on a website development project might be completing the design phase or hitting the 25 mark. The final project deliverable, on the other hand, would be a fully functional website that’s ready to hand off to the client and launch to the public.
Project deliverables vs objectives: How they work together in project planning
Project objectives define the outcomes, improvements, or end goals you want to achieve, while deliverables are the tangible outputs external to the project that make those objectives possible. Objectives are created at the beginning of the project to help define the scope and guide decision-making throughout the project life cycle.
Examples of project objectives might include increasing customer satisfaction by 30 percent, growing customer revenue 15 percent by the fourth quarter of the year, reducing monthly customer churn rate to below 5 percent, and so on. If one of your objectives is to grow revenue, your deliverables for that objective might include things like improving customer service, launching new products, or implementing an effective marketing campaign or customer acquisition strategy.
10 best practices for managing project deliverables
Tracking and managing deliverables effectively ensures that projects meet quality standards, stay on schedule, and fulfill stakeholder expectations.
Here are 10 tips for managing project deliverables successfully:
1. Set clear expectations with stakeholders
At the beginning of the project, clearly define what constitutes a successful deliverable with internal and external stakeholders so everyone is aligned.
2. Use project management tools for tracking deliverables
As previously mentioned, project management software can help you create visibility into tasks, track and monitor projects in real time, and collaborate with team members, among other things. This is key for identifying potential issues early and delivering quality projects on time.
It’s even possible to create automated project management and workflows, which helps increase productivity, streamline communication, and improve work quality.
3. Establish quality control measures for deliverables
Create rigorous quality control processes, including testing and reviews, regular audits, and detailed documentation to maintain integrity of deliverables throughout the project life cycle.
4. Manage changes to project deliverables effectively
Define a clear scope up front and implement a formal change management process to handle scope creep and guide stakeholder expectations. This will ensure the project is delivered on time and within budget, even when obstacles arise.
5. Define deliverables along with clear criteria for acceptance
Internal and external project deliverables, along with specific, measurable standards for their acceptance, must be clearly defined from the beginning and communicated to all stakeholders.
6. Set realistic deadlines
When setting deadlines, it’s important toconsider project scope, available resources, and risks and obstacles, among other considerations. Effective project time management is essential to your project’s overall success, as it helps you balance resources with deadlines, while ensuring the team completes projects on time without stress, burnout, or missed deadlines.
7. Assign responsibilities
Assign deliverables to specific team members and clearly communicate expectations so everyone knows their roles and obligations. You can use what’s known as a RACI Matrix Template to assign and monitor tasks. RACI marks team members as Responsible, Accountable, Consulted, or Informed for each deliverable.
8. Monitor progress
Be sure to track progress regularly, compare it against the overall project plan to identify obstacles and take corrective actions if necessary, and update the project timeline accordingly. This can easily be done using project management software.
9. Implement regular status updates
Keep internal and external stakeholders informed with regular progress reports. Status reports and project dashboards in your project management tool can provide helpful updates that allow teams to stay aligned, adjust the plan when necessary, and ensure that projects are completed successfully.
10. Celebrate success
Part of managing deliverables effectively is celebrating success along the way. This practice helps maintain high morale, motivates the team, and creates a positive work environment where team members feel a sense of accomplishment, making it more likely they’ll collaborate to produce high-quality work.
Improve your project deliverables with Jotform Boards
If you want to successfully track and prioritize project deliverables so you can meet deadlines, achieve project goals and objectives, and deliver high-quality projects on time and on budget, Jotform Boards can help.
Jotform Boards is an intuitive task management solution that helps users streamline workflows and organize tasks efficiently. By integrating forms, Jotform Boards can transform project submissions into actionable deliverables, ensuring seamless tracking and centralized management.
Here are just a few of the robust capabilities Jotform Boards provides:
- Users can create a board from scratch or connect forms to generate project tasks automatically.
- Its kanban-style board with drag-and-drop functionality allows for visual task organization.
- Users can set task priorities, due dates, and tags for better deliverables management.
- Collaboration features enhance productivity by enabling team sharing, task assignments, and activity tracking.
- Teams can visually monitor progress, adjust workflows, and improve productivity by keeping all deliverables in one place.
- With mobile-friendly access, project managers can track deliverables on the go.
No matter your industry (education, healthcare, nonprofits, or retail, from small businesses to large enterprises), Jotform Boards provide a flexible and powerful way for teams to stay aligned, improve efficiency, and keep projects moving forward.
This article is for project managers, team leads, and business owners who need a clear, practical guide to defining and managing project deliverables. It’s also helpful for anyone responsible for tracking progress and ensuring projects stay on time and on scope.
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