Welcome Project Management

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Welcome - Project Management
A journey of a thousand miles must begin with a
single step. Lao Tzu
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Housekeeping
Fire Exits
Refreshments
Fire Alarm
Timings
Toilets
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Topics for discussion
What is Project Management?
How do I get started?
Project Management Why Bother?
Project Management Lifecycle
Project Management Skills
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What is a Project?
Characteristics of a project

• One clear objective

• A fixed timescale

• A team of people

• No rehearsal

• Change

A project is a human activity that achieves a
clear objective against a timescale.
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What is Project Management?

• Both a process and set of tools and techniques
  concerned with defining the project's goal,
  planning all the work to reach the goal, leading
  the project and support teams, monitoring
  progress, and seeing to it that the project is
  completed in a satisfactory way.

• The methods and disciplines used to define goals,
  plan and monitor tasks and resources, identify
  and resolve issues, and control costs and budgets
  for a specific project

• The planning, control and co-ordination of all
  aspects of a project, and the motivation of all
  those involved in it, in order to achieve the
  project objectives.

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A controlled process of initiating, planning,
executing, and closing down a project.
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Benefits of Project Management

• Ensuring limited resources are used on the right
  projects

• Harnessing the energy of staff in achieving
  beneficial change

• Managing complex changes in an organised way

• Assessing risks, defining goals and key success
  areas and setting quality objectives.

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Some Popular Projects Myths
I dont have enough information to plan You wont
and cant know everything until the project is
complete. But youll never be complete if you
dont plan! My Project is too complex for this
stuff NASA couldnt put men in space any other
way. Do YOU have a more difficult project? This
approach doesn't fit with our Business Project
Management skills can be applied in any
organisation with projectsIf you want them to!
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Project Sponsor
Roles within a Project Team

• This is the person who defines the requirements
  at a high level and provides the budget and
  influence to undertake the project and deliver
  the specified benefits.
• The project sponsor will
• define the business need

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Project Sponsor
Roles within a Project Team

• This is the person who defines the requirements
  at a high level and provides the budget and
  influence to undertake the project and deliver
  the specified benefits.
• The project sponsor will
• define the business need
• take ultimate responsibility for the success of
  the project
• champion the project to the rest of the business
  to ensure obstacles that may affect the success
  of the project are removed or resolved
• manage the expectations of the business of what
  the project will deliver

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Project Manager

• It is the Project Managers role to
• Coordinate and manage the projects activities,
  resources and time
• Ensure the business needs outlined by the sponsor
  are met
• Achieve the time, cost and quality objectives of
  the project agreed with the sponsor
• Achieve the benefits identified for the project
  up to hand over

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Key Stakeholders

• It is key stakeholders role to
• Ensure their own business area needs are met
• Assist with specific decision making
• Work with the project team as required
• Help communication within their own business area

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Team Members

• It is important that the team members
• Understand the project plan particularly the
  business needs, benefits and project objectives
• Participate in the planning process where
  possible
• Participate in the planning of the stages,
  including the agreement of personal performance
  contracts, i.e. deliverables, timing and quality
• Review progress against the staged plan with the
  Project Manager
• Communicate openly with others on the project
• Identify variances, problems and take corrective
  action as necessary
• Identify potential changes and ensure they are
  reviewed.

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Who is involved?

• Project Sponsor

• Key Stakeholders

• Project Manager

• Project Team

• Project Customer

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How do I get started? Project Initiation

• Start up and Hope

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Project Initiation Start-Up Hope

• Start right away
• No tedious procedures
• Avoids accountability
• Easy to remember

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How do I get started? Project Initiation
Discuss and agree

• The overall aim of the project and the benefit of
  doing it

• The scope (or terms of reference) of the project

• The key objectives project

• The specific deliverables

• The resources available to the project

• Roles and responsibilities within the project

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Management

Planning

Project Management
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50 Thinking Ahead
Project Planning

25 Communication

25 Yardstick
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Team Task

• Group One Making a cup of tea
• Group Two getting to the office on Monday
  morning

• Use Post It notes to identify maximum 15 tasks
  involved
• Place them in the order you think they need to
  occur in

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The Project Life Cycle
Close
Execute
Plan
Start Up
Decide
Define
Deliver
Review
Time
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Communication Model
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• Words - 7
• Tone - 38
• Body Language - 55

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Social Styles
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Unresponsive

• Analytical

• Driver

• What When

• How

Passive
Assertive

• Amiable

• Expressive

• Who

• Why

Responsive
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John Adair - Leadership Model
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Task
Individual
Team
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What is a Team?

• A team is a group of people with different
  skills and abilities communicating effectively
  with each other and working together to achieve
  clearly defined goals

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Team Dynamics
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Storming
Forming
Norming
Performing
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A Performing Team
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P
Purpose
Empowerment
E
Relationships and Communication
R
Flexibility
F
Optimal Performance
O
Recognition
R
Morale
M
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What underlies team role behaviour?
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Identified Team Roles. Somebody who
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• Generates ideas
• Evaluates ideas
• Controls /develops team members
• Organises ideas into actions

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Identified Team Roles. Somebody who
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• Ensures actions are completed
• Communicates outside the team
• Gives energy / urgency to team
• Improves team atmosphere communication

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Identified Team Roles. Somebody who

• Plant
• Monitor Evaluator
• Chairperson
• Company Worker

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Identified Team Roles. Somebody who

• Completer finisher
• Resource Investigator
• Shaper
• Teamworker

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Types of team roles
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• Prioritisation Method
• How often do you miss a deadline, or have to
  rush to finish a job to meet it?
• If you have 10 tasks to perform, which one
  takes priority?
• Whatever position you have in an organisation,
  the careful planning and organisation of your day
  will make all the difference to your efficiency
  at work
• To effectively set priorities for tasks, they
  must need to be analysed and categorised.
• Make a list of all the tasks you perform, then
  decide them into these categories
• A tasks are high importance and high
  urgency - these should be dealt with
  immediately whenever possible
• B tasks are high importance and low urgency -
  spend time forward planning these into your
  days work
• C tasks are low importance and high urgency -
  these should be dealt with quickly and simply
• D tasks are low importance and low urgency -
  these should be done in background mode or
  discarded if not necessary

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Prioritisation Grid
High Importance
B Tasks
A Tasks
Plan
Do
High Urgency
Low Urgency
C Tasks
D tasks
Delegate
Dump?
Low Importance
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The 80/20 Rule and Your Energy Cycle
Italian economist, Vilfredo Pareto, stated that
80 percent of a persons time is likely to be
spent on tasks which yield 20 percent of their
results, while only 20 percent of time is spent
on activities responsible for 80 percent of your
achievements. The key is to recognise this
valuable 20 percent of your working day, and make
the most of it. In order to achieve maximum
efficiency when carrying out a task, it is
necessary to recognise when your energy levels
are at their highest and lowest points. If you
are the sort of person who wakes early to go
jogging or swimming, then you should tackle your
A-tasks early in the morning. On the other hand,
if you have difficulty waking and struggle to get
into work on time, you should leave your A tasks
till late morning or afternoon. Below is an
example of an energy cycle for a working day.
b
a
c