Deliverables in Project Management: Steps, Tools, Examples, and Types

Deliverables in Project Management: Steps, Tools, Examples, and Types

Written By : Bakkah

26 Jun 2024

Table of Content

In project management, deliverables are tangible or intangible results essential for meeting project objectives. Managing them involves steps like defining outcomes and breaking down project scope. Project managers use tools like project management software and Gantt charts to track progress and facilitate communication.

Examples of project deliverables vary depending on the nature of the project but may include reports, software prototypes, design documents, marketing materials, or physical products. Each deliverable should be clearly defined, measurable, and aligned with the project's overall goals and objectives. 

By effectively managing deliverables, project managers can ensure that projects are completed on time, within budget, and to the satisfaction of stakeholders.

What is a Deliverable?

In project management, deliverables refer to the tangible or intangible items, services, or results that are produced as a result of completing project activities. These are the outcomes that must be achieved to complete a project and meet its objectives. Deliverables can take various forms depending on the nature of the project and its goals. They may include documents, reports, software, prototypes, physical products, or completed services.

Deliverables play a crucial role in project management as they serve as the means of communicating project progress and outcomes to stakeholders. They provide a clear indication of what has been accomplished and help to ensure that the project remains on track towards achieving its desired results. 

Additionally, deliverables are often used as benchmarks for measuring project success and evaluating the performance of project teams. Therefore, defining and managing deliverables effectively is essential for the successful execution and completion of any project.

Steps to Managing Project Deliverables

Managing project deliverables involves several key steps to ensure that they are effectively planned, executed, monitored, and delivered to meet project objectives. By following these steps, project managers can effectively manage project deliverables and ensure successful project outcomes. Here are the steps to manage project deliverables:

1. Define Deliverables

Clearly define the project deliverables in the project scope statement or requirements document. Ensure that each deliverable is specific, measurable, achievable, relevant, and time-bound (SMART). Work with stakeholders to identify their expectations and requirements regarding the deliverables.

2. Break Down Deliverables

Break down the high-level project deliverables into smaller, manageable components or work packages. Create a work breakdown structure (WBS) to decompose deliverables into tasks, subtasks, and activities. This hierarchical structure helps in organizing and planning project work effectively.

3. Assign Responsibilities

Assign responsibilities for each deliverable to the project team members or stakeholders. Clearly define roles and responsibilities to ensure accountability and ownership of deliverables. Establish communication channels to facilitate collaboration and coordination among team members.

4. Estimate Resources and Effort

Estimate the resources (e.g., human resources, equipment, materials) and effort required to complete each deliverable. Use historical data, expert judgment, and project management tools to estimate the time, cost, and resources needed for delivering each work package.

5. Develop Deliverable Plans

Develop detailed plans for creating, reviewing, and delivering each project deliverable. Define the sequence of activities, dependencies, milestones, and deadlines associated with each deliverable. Document the criteria for acceptance and quality standards that the deliverables must meet.

6. Monitor Progress

Monitor the progress of deliverables throughout the project lifecycle. Implement project management tools and techniques such as project schedules, progress reports, status meetings, and performance metrics to track the status of deliverables against the planned schedule and budget.

7. Manage Changes

Manage changes to deliverables effectively by implementing a change control process. Document and assess change requests related to scope, requirements, or other factors that may impact project deliverables. Evaluate the impact of changes on the project scope, schedule, budget, and resources before approving or rejecting them.

8. Ensure Quality Assurance:

Implement quality assurance processes to ensure that deliverables meet the specified quality standards and requirements. Conduct reviews, inspections, and tests to validate deliverables against the acceptance criteria and quality metrics. Address any defects or discrepancies identified during quality assurance activities.

9. Obtain Acceptance

Obtain formal acceptance of deliverables from the project stakeholders or clients. Ensure that deliverables meet the agreed-upon acceptance criteria and are aligned with stakeholder expectations. Document acceptance and sign-off to acknowledge that the deliverables have been completed and approved.

10. Close Out Deliverables:

Closeout deliverables at the end of the project or project phase. Document lessons learned best practices, and any remaining issues or outstanding tasks related to deliverables. Archive project documentation and deliverables for future reference and use in similar projects.

Tools for Managing Project Deliverables

Project management deliverables require efficient tools to ensure effective planning, execution, monitoring, and delivery of project outcomes. By leveraging these tools, project managers and teams can streamline the management of project deliverables, enhance collaboration, and ensure successful project outcomes. Here are some commonly used tools for managing project deliverables:

1. Project Management Software

Project management software such as Microsoft Project, Asana, Trello, Jira, and provides features for creating, organizing, scheduling, and tracking project deliverables. These tools offer task management, collaboration, Gantt charts, and progress-tracking functionalities.

2. Work Breakdown Structure (WBS) Templates

WBS templates are used to decompose project deliverables into smaller, manageable work packages or tasks. Tools like Lucidchart, SmartDraw, and MindManager offer pre-built WBS templates that help in organizing and visualizing project deliverables hierarchically.

3. Gantt Charts

Gantt charts are visual project planning tools that display project tasks, dependencies, and timelines in a bar chart format. Software like Microsoft Project, GanttProject, and TeamGantt allows project managers to create and manage Gantt charts for tracking project deliverables and milestones.

4. Kanban Boards

Kanban boards facilitate the visual management of project deliverables by representing tasks as cards on a digital or physical board. Tools like Trello, Kanbanize, and LeanKit enable teams to prioritize, track progress, and manage workflow for project deliverables using Kanban methodology.

5. Document Management Systems (DMS)

Document management systems such as SharePoint, Google Drive, and Dropbox provide centralized repositories for storing, sharing, and accessing project deliverables and related documentation. These systems offer version control, access permissions, and collaboration features for managing project files effectively.

6. Issue Tracking Systems:

Issue tracking systems like Jira, Redmine, and Bugzilla help in identifying, reporting, and resolving issues or defects related to project deliverables. These tools facilitate communication, prioritization, and tracking of issues throughout the project lifecycle.

7. Collaboration Tools

Collaboration tools such as Microsoft Teams, Slack, and Zoom support real-time communication and collaboration among project team members working on deliverables. These platforms offer chat, video conferencing, file sharing, and document collaboration features to enhance team collaboration and productivity.

8. Time Tracking Software

Time-tracking software like Harvest, Toggl, and Clockify enables project teams to track and report time spent on tasks and activities related to project deliverables. These tools help in monitoring resource utilization, estimating project effort, and managing project schedules effectively.

What are the 5 Key Deliverables in Project Management?

Project deliverables are the tangible or intangible outcomes of project activities, serving as checkpoints to track progress, ensure alignment with objectives, and manage stakeholder expectations. They are crucial for defining project success and are typically documented during project planning. Here are the details:

1. Project Scope Statement

This document outlines the project's objectives, deliverables, constraints, assumptions, and acceptance criteria. It serves as a reference point throughout the project to ensure that the work stays on track and meets the stakeholders' expectations.

2. Project Plan

The project plan details the tasks, timelines, resources, and budget required to complete the project successfully. It provides a roadmap for the project team to follow and helps in monitoring progress and managing risks.

3. Work Breakdown Structure (WBS)

The WBS breaks down the project's work into smaller, manageable components or tasks. It organizes the work into hierarchical levels, making it easier to allocate resources, estimate costs, and track progress.

4. Project Schedule

The project schedule specifies when each task or activity will be performed and how long it will take to complete. It helps in coordinating resources, managing dependencies, and ensuring timely delivery of project milestones.

5. Final Project Deliverables

These are the tangible outcomes or products that result from completing the project's work. They could be physical items, such as a software application, a building, or a report, or intangible results, such as improved processes or increased customer satisfaction. The final project deliverables should meet the quality standards and requirements defined in the project scope statement.

What is a Project Deliverable Example?

One of the project deliverable examples could be the development of a new software application for a company. The final deliverable would include fully functional software that meets the specified requirements and objectives of the project. This software could be used by the company to streamline its operations, improve efficiency, or enhance customer experience.

The project deliverable could encompass various components, such as the user interface design, backend functionality, database integration, testing documentation, and user manuals. It would also include any necessary training for the company's staff to use the software effectively.

Additionally, the project deliverable may involve ongoing support and maintenance services to ensure the continued performance and reliability of the software after its deployment. Overall, the software application serves as a tangible outcome of the project that provides value to the organization and its stakeholders.

What are the Two Types of Project Deliverables?

In project management, deliverables are the tangible or intangible results or outputs produced as a result of completing a project. There are generally two types of project deliverables that are essential for the successful execution and completion of a project, as they contribute to meeting project objectives and satisfying stakeholder requirements. As follows:

1. Internal Deliverables

These are the deliverables that are not visible to external stakeholders but are necessary for the successful completion of the project. They often include interim or internal documents, reports, analyses, or components that are required to move the project forward. For example, internal deliverables could be project plans, progress reports, design drafts, or development milestones.

2. External Deliverables

These are the deliverables that are visible and tangible to external stakeholders, such as clients, customers, or regulatory bodies. External deliverables are the final products, services, or outcomes that are delivered to the stakeholders upon completion of the project. Examples of external deliverables include a completed software application, a constructed building, a marketing campaign, or a research report.

How to Write Project Deliverables?

Writing project deliverables involves clearly defining and documenting the specific outputs or outcomes that need to be produced as part of the project. By following these steps, project teams can effectively define, document, and manage project deliverables to ensure successful project outcomes. Here are the steps to write deliverables effectively:

1. Define the Scope

Begin by clearly defining the scope of the project. Understand the objectives, requirements, and expectations of the project stakeholders. This will provide a framework for identifying the deliverables.

2. Identify Deliverables

Work with project stakeholders to identify and prioritize the key deliverables that need to be produced throughout the project lifecycle. Break down the project into smaller tasks and components to identify all the necessary outputs.

3. Describe Deliverables

For each identified deliverable, provide a clear and concise description that outlines what will be produced. Include details such as the purpose of the deliverable, its intended audience, specifications, and any dependencies or constraints.

4. Set Criteria for Acceptance

Define the criteria that will be used to determine whether each deliverable has been completed and accepted. This may include quality standards, performance metrics, functionality requirements, or other specific criteria.

5. Document Deliverables

Document the deliverables in a formal deliverable register or document repository. Use templates or standardized formats to ensure consistency and clarity in describing the deliverables.

6. Review and Approve

Review the deliverables with project stakeholders to ensure alignment with project goals and expectations. Obtain approval or sign-off from relevant stakeholders to confirm acceptance of the deliverables.

7. Monitor and Update

Throughout the project lifecycle, monitor the progress of deliverables, track any changes or revisions, and update the documentation as needed. Communicate any changes to stakeholders to maintain transparency and alignment.

Project Management Phases and Deliverables

Project management typically involves several phases, each with its own set of activities, tasks, and deliverables. These phases provide a structured approach to managing projects from initiation to closure and help ensure that projects are completed successfully and efficiently. The following are common project management phases along with their associated deliverables:

1. Initiation Phase

  • Project Charter: A document that formally authorizes the existence of a project, and defines its objectives, scope, stakeholders, and high-level requirements.
  • Stakeholder Register: A list of individuals or groups affected by the project, along with their roles, interests, and expectations.
  • Business Case: A justification for the project, including an analysis of potential benefits, costs, risks, and alternatives.

2. Planning Phase

  • Project Management Plan: A comprehensive document that outlines how the project will be executed, monitored, controlled, and closed. It includes subsidiary plans such as scope management, schedule management, cost management, quality management, risk management, etc.
  • Scope Statement: A detailed description of the project scope, objectives, deliverables, constraints, and assumptions.
  • Work Breakdown Structure (WBS): A hierarchical decomposition of the project work into smaller, manageable components called work packages.
  • Project Schedule: A timeline that identifies project activities, milestones, dependencies, and durations.
  • Budget: A financial plan that estimates the total cost of the project and allocates funds to various project activities and resources.

3. Execution Phase

  • Deliverables: Tangible outputs or results produced as a result of executing project activities. These could include prototypes, software modules, reports, documents, etc.
  • Status Reports: Regular updates on project progress, including information on completed deliverables, work in progress, issues, and risks.
  • Change Requests: Requests for project scope, schedule, or budget changes that may arise during project execution.

4. Monitoring and Controlling Phase

  • Performance Reports: Reports that compare actual project performance against planned performance metrics, such as schedule variance, cost variance, and quality metrics.
  • Issue Log: A log that tracks and documents issues or problems encountered during project execution and their resolution.
  • Change Log: A log that records all changes made to the project scope, schedule, or budget, along with their approval status.

5. Closing Phase

  • Final Deliverables: The completed project deliverables that have been accepted by the project stakeholders.
  • Lessons Learned Report: A document that summarizes the project experiences, successes, challenges, and recommendations for future projects.
  • Project Closure Documentation: Formal documentation that verifies the completion of all project activities, including final approvals, contracts, and financial closure.

What is False about Project Deliverables

Project deliverables are tangible results produced from project activities to meet objectives. They're diverse, subject to change, and involve various stakeholders. Understanding them helps manage project outcomes, though misconceptions exist. Here are a few examples:

1. Project deliverables are only physical products

False. While project deliverables can include physical products, such as prototypes or equipment, they can also include intangible items such as reports, documents, software modules, or even training sessions and workshops.

2. Project deliverables are only produced at the end of the project

False. While some deliverables may be produced at the end of the project, many deliverables are produced throughout the project lifecycle as intermediate results or milestones. For example, a project to develop a new software application may have deliverables such as requirements documents, design documents, prototypes, and testing reports, all of which are produced at different stages of the project.

3. Project deliverables are limited to the scope defined in the project plan

False. While project deliverables are aligned with the project scope defined in the project plan, it's not uncommon for additional deliverables to emerge during the project execution phase as a result of changing requirements, stakeholder requests, or unforeseen circumstances. These additional deliverables may need to be managed and incorporated into the project plan as necessary.

4. Project deliverables are solely the responsibility of the project manager

False. While the project manager plays a key role in overseeing the delivery of project deliverables, the responsibility for producing and delivering them often extends to the project team members, subject matter experts, vendors, and other stakeholders involved in the project. Effective collaboration and coordination among all parties are essential to ensure the successful delivery of project deliverables.

Deliverables VS Milestones

Deliverables and milestones are essential in project management but serve distinct purposes. Deliverables are tangible project outcomes, while milestones mark significant progress points in the project timeline. Both are crucial for tracking progress, aligning with project goals, and communicating status to stakeholders. Here's a comparison between deliverables and milestones:





Deliverables are tangible outputs or outcomes that result from completing specific project activities or tasks. They represent the products, services, or results that are created, produced, or provided as part of the project.

Milestones are significant points or events in a project timeline that mark key progress points or achievements. They represent important stages, deadlines, or achievements that indicate progress toward project goals.


Deliverables are tangible and measurable, representing the tangible results or outputs of project work. They can be products, services, documents, reports, prototypes, or any other tangible outcome.

Milestones are more abstract and symbolic, representing significant points in the project timeline. They are often used to track progress, signal the completion of a phase or stage, or mark key deadlines or achievements.


Deliverables define the specific outputs or outcomes that need to be produced as part of the project. They serve as the tangible results that fulfill project objectives and requirements.

Milestones help track progress, provide checkpoints for project performance, and enable stakeholders to monitor project timelines and deadlines. They are used to assess project progress and ensure alignment with project schedules.


Deliverables are typically spread throughout the project lifecycle and are produced as part of ongoing project activities. They may have specific deadlines or completion dates associated with them.

Milestones are typically strategic points in the project timeline and are often associated with specific dates or deadlines. They represent key progress points or achievements that need to be reached within the project schedule.

Project Scope Deliverables

Project scope deliverables are specific outputs or results outlined within a project's scope. These tangible products or outcomes fulfill project objectives and requirements, documented during planning. They guide project execution and monitoring, ensuring clarity and alignment with stakeholder expectations. Their nature varies based on project objectives and stakeholder needs. They may include, but are not limited to:

1. Products

Tangible goods, or items that are developed, manufactured, or delivered as part of the project. For example, in a construction project, the deliverables may include buildings, infrastructure, equipment, or facilities.

2. Services

Intangible services or activities that are performed as part of the project. This may include professional services, consulting, training, maintenance, or support services.

3. Documentation

Written materials, reports, manuals, or documentation that are produced to support the project. This may include project plans, design documents, user manuals, training materials, or technical specifications.

4. Software

Software applications, systems, or solutions developed or implemented as part of the project. This may include software applications, websites, databases, or custom software solutions.

5. Prototypes or Models

Preliminary versions or prototypes of products, systems, or solutions that are developed to demonstrate functionality, design concepts, or user interfaces.

6. Outcomes or Results

Measurable outcomes or results that are achieved through the project activities. This may include increased efficiency, improved performance, cost savings, revenue generation, or other business benefits.

Project Planning Deliverables

Project management plan deliverables are documents or outputs created during project planning. They define scope, objectives, timelines, resources, and risks, guiding effective project execution. They're crucial for ensuring stakeholder understanding and project success. Some common project plan deliverables include:

1. Project Charter

A formal document that authorizes the project and defines its objectives, scope, stakeholders, constraints, and initial assumptions. It serves as a reference point for project initiation and provides a high-level overview of the project.

2. Project Management Plan

A comprehensive document that outlines how the project will be executed, monitored, controlled, and closed. It includes plans for scope management, schedule management, cost management, quality management, resource management, communication management, risk management, and procurement management.

3. Work Breakdown Structure (WBS)

A hierarchical decomposition of the project work into smaller, more manageable tasks or activities. The WBS breaks down the project scope into deliverable-oriented work packages and provides a framework for organizing and planning project activities.

4. Project Schedule

A timeline or Gantt chart that outlines the sequence of project activities, their durations, dependencies, and milestones. The project schedule helps identify critical path activities, allocate resources, and track progress against the planned timeline.

5. Resource Plan

A document that identifies the human, financial, and material resources required for the project. It includes details such as resource roles, responsibilities, availability, and allocation throughout the project lifecycle.

6. Risk Management Plan

A document that identifies, analyzes, and responds to project risks. It includes strategies for risk identification, assessment, mitigation, and contingency planning to minimize the impact of potential threats on project objectives.

7. Communication Plan

A document that outlines how project information will be communicated to stakeholders, including the frequency, channels, and methods of communication. It ensures that relevant information is shared effectively to support project success.

Construction Project Deliverables

Construction project deliverables are the tangible outcomes resulting from construction project execution, covering planning, design, construction, and handover. They represent project culmination and are defined at the project outset for alignment with stakeholder expectations. Key deliverables include:

1. Architectural Drawings and Design Plans

Detailed architectural drawings and design plans that outline the layout, structure, and aesthetics of the construction project. These include floor plans, elevations, sections, and other technical drawings prepared by architects and designers to communicate the design intent to contractors and stakeholders.

2. Engineering Specifications and Blueprints

Engineering specifications and blueprints that provide technical details and requirements for the construction project. These documents include structural drawings, mechanical, electrical, and plumbing (MEP) plans, and specifications for materials, equipment, and construction methods.

3. Site Preparation and Clearing

Activities related to site preparation and clearing, including excavation, grading, and clearing of vegetation or obstacles to prepare the site for construction activities. This may also involve soil testing, environmental assessments, and compliance with regulatory requirements.

4. Construction Progress Reports

Regular progress reports document the status of construction activities, milestones achieved, and any challenges or issues encountered during construction. These reports provide stakeholders with visibility into the project's progress and enable proactive management of risks and deviations from the project plan.

5. Quality Assurance and Inspection Reports

Reports documenting quality assurance and inspection activities conducted throughout the construction process to ensure compliance with design specifications, building codes, and quality standards. These reports may include material testing results, inspection records, and certifications from regulatory authorities.

6. As-Built Drawings And Documentation

As-built drawings and documentation that reflect the actual construction and configuration of the project upon completion. These documents serve as a record of the final built environment and are essential for maintenance, renovations, and future expansion of the facility.

7. Handover and Occupancy Documentation

Documentation related to the handover and occupancy of the constructed facility, including certificates of completion, occupancy permits, warranties, operation and maintenance manuals, and training materials for facility operators and maintenance personnel.

Project Management Goals and Deliverables

Project management goals provide the overarching direction and focus for the project, while project deliverables represent the specific outcomes that contribute to achieving those goals and fulfilling project objectives. Effective project management involves aligning project activities with the project's goals and ensuring that deliverables are produced by quality standards and stakeholder requirements.

Project Management Goals

Project management goals are the overarching objectives that guide the planning, execution, and completion of a project, while project deliverables are the tangible outcomes or results produced as a result of completing project activities.

The goals of project management typically encompass various aspects such as scope, schedule, budget, quality, and stakeholder satisfaction, while deliverables represent the specific products, services, or results that fulfill the project's objectives and requirements. Some common project management goals include:

1. Scope Management

Ensuring that the project's scope is clearly defined, documented, and controlled throughout the project lifecycle to prevent scope creep and ensure alignment with stakeholders' expectations.

2. Schedule Management

Developing and maintaining a project schedule that outlines the sequence of activities, milestones, and deadlines to be achieved within specified timeframes.

3. Cost Management

Managing the project budget effectively to ensure that resources are allocated efficiently and expenditures are controlled to prevent cost overruns.

4. Quality Management

Implementing processes and procedures to ensure that project deliverables meet specified quality standards and requirements, thereby satisfying stakeholder expectations and enhancing project outcomes.

5. Risk Management

Identifying, analyzing, and mitigating project risks to minimize their impact on project objectives and maximize opportunities for project success.

6. Stakeholder Management

Engaging and communicating with stakeholders throughout the project lifecycle to ensure their needs, expectations, and concerns are addressed and managed effectively.

Project Deliverables

On the other hand, project deliverables are the tangible outputs or results that are produced as a result of completing project activities. These deliverables vary depending on the nature of the project but may include products, services, reports, documents, or other tangible outcomes that contribute to achieving the project's goals and objectives.

For example, in a software development project, deliverables may include software modules, user documentation, test cases, and training materials, while in a construction project, deliverables may include architectural drawings, building components, inspection reports, and occupancy permits.

What Is the Difference Between an Objective and a Deliverable?

Objectives and deliverables serve distinct purposes in project management. Objectives define overarching goals, providing direction, while deliverables are specific outputs fulfilling those objectives. Objectives guide strategically, while deliverables represent tangible results contributing to objectives. Both are vital for successful project management. Here's a breakdown of the key differences between objectives and deliverables:





An objective is a clear and specific goal or outcome that a project aims to achieve. It defines the overarching purpose and direction of the project.

A deliverable is a tangible or intangible item produced as a result of project activities. It is something that can be verified, validated, and handed over to stakeholders.


Objectives are usually broad, strategic, and high-level statements that articulate the desired result. They answer the question of "what" needs to be achieved.

Deliverables are specific, concrete, and tangible outputs that contribute to meeting the project objectives. They answer the question of "how" the project will achieve its goals.


Objectives often span the entire duration of the project and may not have a specific completion date. They provide the project's overall vision and direction.

Deliverables are associated with specific phases or milestones in the project lifecycle. They have well-defined completion dates and are usually created incrementally throughout the project.


Objectives are measurable, but the criteria for measuring them may be more qualitative. They help gauge the success or effectiveness of the project.

Deliverables are highly measurable as they can be assessed for quality, completeness, and compliance with project requirements. They serve as checkpoints for project progress.

Can Project Deliverables Change During a Project?

Yes, project deliverables can change during a project due to various factors and circumstances. It's important for project managers to effectively manage changes to deliverables by documenting and communicating any modifications, assessing their impact on the project timeline, budget, and resources, and obtaining necessary approvals from stakeholders to ensure alignment with project objectives and requirements.

Additionally, maintaining clear and open communication channels with stakeholders throughout the project lifecycle can help facilitate the process of managing changes to deliverables effectively. Some common reasons for changes in project deliverables include:

1. Scope Changes

As project requirements evolve or new stakeholder needs emerge, the scope of the project may change, leading to adjustments in deliverables.

2. Feedback and Iterations

Feedback from stakeholders, end-users, or quality assurance processes may reveal the need for modifications or enhancements to deliverables to better meet expectations or address issues.

3. Resource Constraints

Changes in resource availability, such as budgetary constraints or staffing limitations, may necessitate revisions to deliverables to align with the available resources.

4. Technological Advancements

Advancements in technology or changes in industry standards may require updates or upgrades to deliverables to ensure they remain current and effective.

5. External Factors

External factors such as regulatory changes, market dynamics, or unexpected events (e.g., natural disasters, economic shifts) may impact project requirements and necessitate adjustments to deliverables.

6. Risk Management

Proactive risk management efforts may lead to changes in deliverables to mitigate identified risks or address unforeseen challenges that arise during the project.

7. Stakeholder Preferences

Shifts in stakeholder preferences or priorities may prompt revisions to deliverables to better align with their evolving needs or preferences.

How to Present Project Deliverables to Stakeholders

Presenting project deliverables to stakeholders effectively is crucial for ensuring alignment, obtaining feedback, and securing buy-in. By following these steps and adopting a strategic approach to presenting project deliverables, project managers can effectively engage stakeholders, gather valuable feedback, and ensure successful project outcomes. Here are some steps to present project deliverables to stakeholders:

1. Understand Stakeholder Preferences

Before the presentation, gather insights into stakeholders' preferences, priorities, and communication styles to tailor your approach accordingly. Consider factors such as their level of expertise, preferred format of information, and key areas of interest.

2. Prepare a Clear Agenda

Develop a structured agenda outlining the topics to be covered during the presentation. This helps maintain focus, ensures all relevant points are addressed, and allows stakeholders to follow along easily.

3. Provide Context

Begin the presentation by providing context about the project's background, objectives, and scope. This ensures that stakeholders understand the purpose and significance of the deliverables being presented.

4. Highlight Key Deliverables

Highlight the key project deliverables, emphasizing how they align with project goals and contribute to overall success. Use visuals such as charts, graphs, or diagrams to enhance understanding and showcase important data or insights.

5. Demonstrate Functionality

If applicable, demonstrate the functionality of deliverables through interactive prototypes, simulations, or live demonstrations. This allows stakeholders to experience the deliverables firsthand and gain a deeper understanding of their capabilities.

6. Address Stakeholder Concerns

Anticipate potential questions or concerns that stakeholders may have and proactively address them during the presentation. Be prepared to provide explanations, rationale, or additional information to alleviate any doubts or uncertainties.

7. Encourage Feedback

Create opportunities for stakeholders to provide feedback on the deliverables presented. This can be done through Q&A sessions, feedback forms, or interactive discussions. Actively listen to their input, acknowledge their perspectives, and incorporate relevant feedback into future iterations or improvements.

8. Clarify Next Steps

Conclude the presentation by outlining the next steps in the project timeline, including any follow-up actions, milestones, or decision points. Provide clear guidance on how stakeholders can stay engaged and involved throughout the project lifecycle.

9. Follow-Up

After the presentation, follow up with stakeholders to address any outstanding questions or concerns, provide additional information as needed, and reinforce key takeaways from the presentation. Maintain ongoing communication to keep stakeholders informed and engaged.

Process Deliverables VS Product Deliverables

Process deliverables support project activities, while product deliverables fulfill project objectives. Both are crucial for project success. Here are the key differences between them:


Process Deliverables

Product Deliverables


Process deliverables refer to the tangible outputs or artifacts produced during the execution of project activities.

These deliverables typically represent the steps or activities carried out to achieve project objectives. Examples include project plans, status reports, meeting minutes, and documentation.

Product deliverables, on the other hand, are the tangible outputs or end results of a project that are delivered to the project's stakeholders.

These deliverables represent the actual products, services, or outcomes that fulfill the project's objectives and requirements. Examples include software applications, buildings, reports, prototypes, and deliverables.


Process deliverables are primarily used to support and facilitate the execution of project activities.

They document the progress, decisions, and communication within the project team and guide how project tasks are carried out.

Product deliverables, on the other hand, are the main focus of the project and represent the intended results or outcomes that satisfy the project's objectives and requirements.

They are typically delivered to the project's stakeholders and are the tangible manifestations of the project's efforts.


Process deliverables are produced throughout the project lifecycle, starting from the initiation phase and continuing until project closure.

They are created iteratively and may evolve as the project progresses based on changes in requirements or project conditions.

Product deliverables are typically produced towards the latter stages of the project lifecycle, as they represent the outcomes or results of the project.

They are developed based on the requirements defined during the project planning phase and are delivered upon project completion.


Process deliverables focus on the activities, tasks, and processes involved in executing the project.

They are primarily concerned with how the project work is performed, monitored, and controlled.

Product deliverables focus on the tangible outputs or results that are created as a result of the project activities.

They are concerned with what is being delivered to the project's stakeholders and how well it meets their requirements and expectations.

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In summary, deliverables in project management are tangible or intangible outputs produced as a result of project activities. They represent the end products, services, or outcomes that are delivered to the project stakeholders. These deliverables serve as the basis for assessing project progress, meeting project objectives, and satisfying stakeholder requirements. Effective Management of deliverables is essential for ensuring project success and achieving desired outcomes within scope, time, and budget constraints.