Scouting Mission

In projects, I often observe that people discuss many topics based on assumptions, opinions, and unverified statements from others. This is especially problematic when it comes to project topics. What truly matters is the actual project reality, which must be the guiding reference.

Therefore, it is crucial to create facts as quickly as possible. This means gathering information that enables decisions, which in turn lead to actions. A typical cycle of Information, Decision, and Action.

Shape your mission

If you have little or no information on a topic, you should start an exploration (scouting) mission. This involves gathering information to better assess the topic after the mission is complete.

The following recommendations for designing such a mission:

• Set goal(s) (max. 3)
• Define timeframe (effort, start, end)
• Assign responsibility (1 person, even if team)
• Define result documentation (documents, images, etc.)

Example

Below is an example from a project involving the migration of software from an older SAP ERP system to an SAP S/4HANA system.

1. Goal:
   • Conduct an initial analysis of an older report to better estimate the effort required for the migration.
   • Note down overall impression and notable observations.
2. Timeframe:
   • max. 2h
   • Start as soon as possible, end of business day
3. Responsibility:
   • Michael Keller
4. Result documentation:
   • Word document

After the mission

Once the mission has concluded, the information gathered must be put to use; otherwise, the mission will not have been beneficial. Here are my recommendations for guidance:

1. Discuss notes, images, impressions, etc., and make them accessible to the entire project team
2. Identify opportunities and risks
3. Determine next steps

Psychological effect

Experience shows that such small-scale fact-finding missions trigger several psychological effects that have a positive impact.

1. Assumptions, assertions, and feelings are replaced by facts. Uncertainty gives way to certainty. This boosts confidence in one’s ability to handle a topic in one way or another.
2. Having started on a topic and achieved initial results, one can harness the resulting motivation to stay engaged with the subject.