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Introduction to Project Planning

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Introduction to Project Planning. Katy Goldstraw, BA MSc pgchpe. Learning Outcomes ... The role of the PROJECT MANAGER. Key stages in a Project Lifecycle ... – PowerPoint PPT presentation

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Title: Introduction to Project Planning


1
Introduction to Project Planning
  • Katy Goldstraw, BA MSc pgchpe

2
Learning Outcomes
  • Youll gain an insight into
  • The importance of Project Planning
  • The role of the PROJECT MANAGER
  • Key stages in a Project Lifecycle
  • The importance of effective communication
  • Identifying Risks
  • Evaluation

3
The importance of Project Planning
  • Engages stakeholders and team members
  • Avoids dangers of getting side tracked/distracted
  • Saves time
  • Saves resources
  • Saves effort
  • Enables effective evaluation

4
The role of the Project Manager
  • SKILLS and COMPETENCIES..
  • Motivate others
  • Lead others
  • Provide direction and leadership
  • Negotiate
  • Effectively communicate
  • Influence key decisions
  • Budget monitoring
  • Co-ordinate effort
  • Gain concensus

5
What is involved in Project Planning?
  • Critical elements of Project Planning
  • Goal setting
  • Time management
  • Communication
  • Identifying risks
  • Resource management
  • Delegation / co-operation / task allocation
  • Monitoring and evaluation

6
Key stages in a project lifecycle
  • Project Sandwich
  • Plan what you are going to do
  • Deliver it
  • Evaluate it and communicate success

7
Goal Setting
  • Fitting YOUR project into the overall vision,
    aims objectives of the organisation
  • GOAL Setting think about your roles your
    organisations roles

8
Goals What are they?
  • An aim or purpose
  • Something you would like to achieve
  • Can be related to any of your roles

9
Exercise Goal Setting
  • Select three important goals, which you would
    like to achieve in the next 6-12 months
  • Use your list of roles to give you some ideas
  • Well Formed Goals are
  • Specific
  • Personal
  • Deadline
  • Positive
  • Realistic

10
Well Formed Goals are
  • SPECIFIC If it is not specific how will you know
    when you have achieved it?
  • PERSONAL You may not achieve your goal if it is
    dependent upon somebody else that has let you
    down.
  • DEADLINE You need a date to work to in order to
    motivate you. Things will usually have deadlines
    associated with them. Failing to include a date
    will mean that the goal will drift.
  • POSITIVE If you state your goal positively it
    will look attractive and motivate you to work
    towards it. Stating it negatively will probably
    do the opposite.
  • REALISTIC You will be setting yourself up to fail
    if your goal is not realistic.
  • Specific
  • Personal
  • Deadline
  • Positive
  • Realistic

11
Goal Refinement
  • I want to set up a volunteer project running
    swimming with kids
  • Specific (fail) The goal is not clear about
    what must be done. Which kids and what sort of
    swimming? Therefore it is not specific.
  • Personal (pass) This goal is something that is
    personal and within the individuals control so
    it passes this test.
  • Deadline (fail) This goal does not have a
    deadline when it will be achieved so it fails on
    this count.
  • Positive (pass) The goal is something positive
    to move towards.
  • Realistic (fail) It is impossible to say
    whether this goal is realistic or not given that
    it is not specific.

12
Goal Refinement Example
  • I want to set a project teaching children from
    my local special needs school how to swim at my
    local council pool by the start of September
    2008.
  • I can do this as I have ASA level two swim
    teacher qualifications

13
Exercise Goal Refinement
  • Now go back to your three goals and refine them.

14
Planning your Goals
  • Visualise the goal
  • Write down the necessary steps
  • Identify your resources
  • Identify your blockers
  • Holistic check

15
Goal How do I achieve it?
  • Visualise the goal
  • How will it feel to achieve the goal?
  • Write down the necessary steps
  • Contact the Special Needs School. Contact the
    local Swimming Centre. Recruit volunteers to
    support me with the project. Coordinate transport
    to the pool. Ensure HS has been thought through.
    Ensure enough swim teachers to children etc etc
  • Identify your resources
  • My ASA teaching qualification. Special Needs
    School teaching team, Council disability support,
    Volunteers I can recruit, Can Do volunteer
    support booklet
  • Identify your blockers
  • Special Needs School may not want the project to
    go ahead. Council swim timetable may not allow it
  • Holistic check
  • How does this compare with my other life
    commitments? Can I pull this off?
  • I want to set a project teaching children from
    my local special needs school how to swim at my
    local council pool by the start of September
    2008.
  • I can do this as I have ASA level two swim
    teacher qualifications

16
Planning Challenging Goals
  • Helps to break a challenging goal up into chunks
  • Ask for support
  • Use the Internet
  • The most challenging goals are often the most
    rewarding

17
Exercise Goal Planning YOUR GOALS
  • Visualise the goal
  • Write down the necessary steps
  • Identify your resources
  • Identify your blockers
  • Holistic check

18
How do you turn GOALS into PROJECTS?
  • Feedback
  • Ideas
  • Use resources
  • Partners
  • Stakeholders

19
Project Planner
  • Think of an example project that you would like
    to develop
  • Complete the worksheet in a group
  • Remember to use your TEAM allocating roles and
    responsibilities

Idea I would like to set up a project to
involve volunteers in my current role as a Sports
Development Officer
20
Successful Projects
  • Feedback

21
Successful Projects Effective Time Management
  • Think about how you manage your time
  • Write down a few sentences discussing your
    strengths and weaknesses in relation to this

22
Successful Projects Effective Time Management
  • We have learnt how to set goals and create plans
    to achieve them
  • Effective time management will help you to create
    opportunities to complete the activities you have
    planned
  • Do you think you have enough time to get
    everything done?
  • Plan for errors include a contingency

23
Successful Projects Effective Time Management
  • Decide what you need to do
  • Set your goal
  • Work out how to get it done
  • Plan your goal
  • Determine when you are going to do it
  • Manage your time
  • Do it!
  • Positive mental attitude
  • Discipline

24
What happens if I do not manage my time?
Sucked in!
Spat out!
25
Successful Projects Effective Time Management
  • Not managing your time
  • Spend your time on activities that are
    unimportant
  • Fail to achieve things you have committed to
  • Take too much on and feel overloaded/stressed
  • Managing your time
  • Concentrate on the things that are of real
    importance to you
  • Be well placed to achieve your goals
  • Feel in more control of your life, have a clearer
    mind and relax without worrying about things you
    may have forgotten

26
Successful Projects Effective Time Management
27
Successful Projects Effective Time Management
  • Commit to allocating time to plan your week
  • Avoid drifting out of one week and into another
    without scheduling
  • Find a regular slot to plan out your week
  • Build this planning into your routine
  • Be realistic
  • Explore I may or There is a chance that
    language
  • If in doubt, reschedule
  • Think about all your roles
  • Do not fill your diary - leave time for the
    unexpected
  • Briefly review your schedule on a daily basis as
    things change

28
What is involved in Project Planning?
  • Critical elements of Project Planning
  • Goal setting
  • Time management
  • Communication
  • Identifying risks
  • Resource management
  • Delegation / co-operation / task allocation
  • Monitoring and evaluation

29
Questions?
  • Katy Goldstraw
  • BA MSc pgchpe
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