The principle of 'Tailor to suit the project' is the cornerstone of PRINCE2's flexibility, ensuring the method relates to the specific environment of the project rather than being applied robotically. In the context of PRINCE2 7 Practitioner, this principle asserts that 'one size does not fit all.'…The principle of 'Tailor to suit the project' is the cornerstone of PRINCE2's flexibility, ensuring the method relates to the specific environment of the project rather than being applied robotically. In the context of PRINCE2 7 Practitioner, this principle asserts that 'one size does not fit all.' A project manager must adapt the method to the project's scale, complexity, importance, team capability, and risk; otherwise, the project management effort may become bureaucratic and ineffective (too much control) or chaotic (too little control).
Tailoring involves adjusting the PRINCE2 practices, processes, roles, and management products. For instance, a small, low-risk internal project may combine the roles of Project Manager and Project Support, or merge the 'Starting Up a Project' and 'Initiating a Project' processes into a single swift phase. Conversely, a highly regulated, multi-million dollar construction project requires strict adherence to distinct stages, separate roles, and granular documentation.
Crucially, the Project Initiation Documentation (PID) must explicitly state how the method is being adapted. The Project Manager is responsible for identifying the necessary tailoring, but the Project Board must approve these adaptations to ensure governance remains appropriate.
It is vital to distinguish between 'embedding' and 'tailoring.' Organizations embed PRINCE2 by adopting it as their standard, whereas the project team tailors that standard for a specific assignment. In PRINCE2 7, specific attention is also paid to tailoring for sustainability and the 'people' aspect, acknowledging that culture, geography, and relationships influence how formal controls should be applied. Ultimately, if you are not tailoring PRINCE2 to your specific context—whether using Agile delivery methods or a Waterfall approach—you are not effectively using PRINCE2.
Applying PRINCE2 Principles: Tailor to Suit the Project
What is 'Tailor to Suit the Project'? PRINCE2 is designed to be a universal method, applicable to any project regardless of scale, type, geography, or culture. However, because no two projects are identical, the method must be adapted to fit the specific context of the project. This adaptation is called tailoring. It is a mandatory principle; if you are not tailoring the method to the project environment, you are not managing according to PRINCE2. The goal is to avoid 'robotic project management'—using every process and document blindly—which creates unnecessary bureaucracy.
Why is it Important? Tailoring ensures that the project management effort is appropriate for the project's scale, complexity, importance, capability, and risk. It ensures the method relates to the specific environment (e.g., aligning with external supplier processes or corporate standards). Proper tailoring reduces the administrative burden while maintaining appropriate control.
How it Works The Project Manager is responsible for identifying how the method will be tailored, which is then documented in the Project Initiation Documentation (PID) and approved by the Project Board. Tailoring affects: 1. Processes: Activities can be combined or simplified. 2. Themes: How risks, changes, or quality are managed can be adjusted (e.g., lighter reporting for small projects). 3. Roles: Roles can be combined (e.g., the Executive and Senior User can be the same person), but accountability cannot be discarded. 4. Management Products: Documents can be combined, split, simplified, or even verbal/informal, provided the underlying purpose is met.
Note: You can tailor processes, themes, roles, and products, but you cannot tailor the 7 Principles. They must always be present.
Exam Tips: Answering Questions on Tailor to Suit the Project In the PRINCE2 Practitioner exam, questions regarding this principle test your ability to apply judgment to a scenario.
1. Look for 'Appropriateness': When analyzing a question, ask: Is the level of control described appropriate for the risk and scale in the scenario? If a simple project requires heavy documentation, it is poor tailoring. If a complex, high-risk project relies on verbal updates, it is poor tailoring.
2. Documents vs. Purpose: Do not get hung up on the names of documents. Practitioner questions often describe a 'Project Plan' being presented as a slide deck or an email. This is valid tailoring if it suits the project's complexity.
3. Distinguish Embedding from Tailoring:Embedding is what an organization does to adopt PRINCE2 effectively across the whole company. Tailoring is what the project management team does for a specific project. Ensure the answer relates to the specific project in the scenario, not company-wide standards.
4. Role Combining: You may face questions about whether a person can hold two roles. The rule of thumb: You can combine roles to suit the project, provided there is no conflict of interest (e.g., the person authorizing the funds should usually not be the one spending them) and no single person becomes a bottleneck.
5. The PID Constraint: If a question asks where the rules for tailoring the specific project are defined, the answer is almost always the Project Initiation Documentation (PID).