Tailoring in PRINCE2 means adapting the methodology to the specific needs of your project and organization. You apply tailoring when the standard PRINCE2 processes don't perfectly match your project environment, organizational size, or complexity. This helps you work more efficiently without sacrificing the core principles of PRINCE2.
Introduction: Why is tailoring important for PRINCE2 success?
Tailoring forms the basis for successful PRINCE2 Project management. Without adjustments, you risk your methodology becoming too heavy for small projects or too light for complex initiatives.
The standard PRINCE2 approach doesn't always work optimally in every situation. A startup has different needs than a multinational. An IT project is different from an organizational change. That's why PRINCE2 offers the opportunity to apply the methodology customer specific a succes story.
Tailoring allows your team to focus on what truly matters. You retain the valuable elements of PRINCE2 and adapt the rest. This results in better project outcomes and increased team member engagement.
For organizations implementing agile transformations, tailoring is even more relevant. It allows you to combine PRINCE2 with agile working methods without clashing methodologies.
What exactly does tailoring mean in the PRINCE2 methodology?
Tailoring means adapting your PRINCE2 processes, roles, and documentation without changing the seven core principles. You retain the structure but adapt it to your specific context.
The seven principles of PRINCE2 always remain intact: continuous business justification, learning from experience, defined roles, managing by phase, managing by exception, focusing on products, and adapting to the project environment. This last principle explicitly gives you permission to adapt.
You can tailor different elements:
- The process: Combine or simplify some activities
- Roles: Merging features in smaller projects
- Documentation: Shorten or resize reports
- Governance: Adapting decision-making structures to organizational culture
The difference with standard implementation is that you make conscious choices. You document why you make certain adjustments. This keeps the methodology transparent and verifiable.
When do you apply tailoring in your PRINCE2 projects?
You apply tailoring when the standard PRINCE2 approach isn't optimally suited to your project context. This happens more often than you think, because every project has unique characteristics.
Organization size plays an important role. In small organizations, roles are often combined. One person can be both Project Manager and Team Manager. In larger organizations, roles are further subdivided for better oversight.
The following situations require tailoring:
| Context | Tailoring approach |
|---|---|
| Small project (<6 months) | Simplified documentation, combined roles |
| Agile environment | Shorter phases, iterative planning |
| High complexity | Additional control moments, detailed risk analysis |
| Third Party Suppliers | Customized contract management processes |
Sectors also make a difference. Financial institutions have stricter compliance requirements. Healthcare organizations focus more on patient safety. Technology companies often operate with shorter cycles.
The most important signal for tailoring is resistance from your team. If people find procedures cumbersome, it's time to adjust.
How do you implement tailoring effectively within PRINCE2?
Effective tailoring begins with a thorough analysis of your project environment. You identify which PRINCE2 elements add value and which can be simplified or omitted.
Follow this step by step approach:
Start with the Project Brief. Document your tailoring decisions here. Explain why you're making certain adjustments. This prevents confusion later in the project.
Analyze your organizational context. Consider existing processes, culture, and available resources. Build on what's already working instead of replacing everything.
Adjust processes for each phase. Start conservatively and make adjustments as you go. This helps your team get used to the changes.
Regarding roles, only combine functions that are logically related. A Project Manager can also be a Senior User on smaller projects, but never combine Project Manager with Project Assurance.
Documentation updates make the biggest difference. Replace long reports with dashboards. Use templates that align with your organizational style. Ensure information remains easy to find.
Test your changes in a pilot project. Gather feedback from everyone involved. Adjust where necessary and document the lessons learned.
What are the benefits of tailoring for organizational change?
Tailoring offers organizations undergoing agile transformations the flexibility to combine PRINCE2 with new working methods. You get the best of both worlds: structure and agility.
The biggest advantage is increased acceptanceTeams prefer to work with processes that align with their daily practices. Tailoring ensures that PRINCE2 doesn't feel like an externally imposed system.
Efficiency improves noticeably. You spend less time on non-value-adding administrative tasks. Instead, you focus on activities that truly contribute to project success.
Tailoring offers specific advantages for organizational change:
- Faster decision-making through adapted governance
- Better communication through trusted channels
- Less resistance through gradual implementation
- Higher quality by focusing on relevant deliverables
Tailoring also supports continuous improvement. You adapt the methodology based on lessons learned. This makes your project management increasingly effective.
Organizations that apply tailoring effectively experience fewer project failures. They deliver more often on time and within budget. Most importantly, their teams stay motivated and engaged.
Conclusion: Key points for successful PRINCE2 tailoring
Successful tailoring requires a balance between structure and flexibility. Always maintain the seven PRINCE2 principles while adapting processes, roles, and documentation to your context.
The key success factors are: thorough analysis of your project environment, gradual implementation, and continuous feedback from your team. Start small and build expertise.
Document your tailoring decisions carefully. This will help with future projects and ensure consistency within your organization. Share lessons learned with colleagues.
Remember that tailoring is an iterative process. What works for one project might not work for the next. Keep experimenting and improving.
At Lagant, we help organizations effectively apply PRINCE2 tailoring within their agile transformations. Every organization has unique challenges and opportunities that require a customized approach. Want to discover how tailoring can transform your project results and which approach best suits your specific situation? Then contact us. contact contact us for a personal consultation.
