I often get asked, "when should work be a project vs. BAU activity"?
It's a great question, particularly for operational projects, and there is a lot to consider, so let's explore it!
Projects are often described as temporary, cross-functional, unique, uncertain, and a means to introduce change in the organisation[i]. On the other hand, operational work is usually stable, routine, and ongoing[ii]. However, in reality, it’s a bit more complex than that.
The lines between project and operational work are often blurred and determining how work should be carried out and managed has become challenging.
As a result, we need to consider projects more holistically and within the context of the individual organisation.
Throughout my experience, I have found that there are four key considerations organisations should reflect on when determining if work should be carried out as BAU or a project[ii]:
Current day-to-day work of the organisation
Inherent skills & capability of the operational team
Capacity & time constraints of the operational team
Culture of the organisation
Here is a quick flow chart to help you determine if the work you’re doing should be a project or BAU:
Figure: Flow Chart Supporting Classification of Work
Source: Figure developed by Kristy Youngman based on concepts from Van Der Hoorn and Whitty (2016)[ii]
This seems straightforward enough, but there is one more critical thing to consider… People & Culture! People are at the heart of the organisation and, therefore, a people-centric approach is needed when determining if work should be BAU or project.
I often see organisations trying to deliver project work using BAU teams. The challenge here is that these teams not only have to deliver projects, but they still have to do their day-to-day role. This can lead to impacts on organisational culture and staff burnout if not managed well. Staff that are not used to the temporary, fast-paced, and forever-changing nature of project work often find it incredibly overwhelming.
If you’re undertaking project work, make sure you support your BAU teams by having dedicated project teams who are skilled and experienced to deliver the work. Not only does this free up BAU teams, but it ensures that the organisation has people focused 100% on delivering the expected outcomes and benefits of the project work.
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__________________________________________________________________________________ [i] Project Management Institute 2017, A guide to the project management body of knowledge (PMBOK guide), Sixth edition. edn, Project Management Institute, Newtown Square, Pa.
[ii] Van Der Hoorn, B & Whitty, SJ 2016, 'Projectyness: A spectrum of greater or lesser capability', International Journal of Project Management, vol. 34, no. 6, pp. 970-82
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