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Project Manager’s Survival Guide

Project Manager’s Survival Guide. PMI Westchester - Quality SIG Presentation June 11, 2013 By: Annmarie Gordon, PMP. Know the Players. Contact spreadsheet Name/phone numbers/email Department/company/organization Location/country/time zone

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Project Manager’s Survival Guide

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  1. Project Manager’s Survival Guide PMI Westchester - Quality SIG Presentation June 11, 2013 By: Annmarie Gordon, PMP

  2. Know the Players • Contact spreadsheet • Name/phone numbers/email • Department/company/organization • Location/country/time zone • Understand their priorities, goals and business needs • Develop a RACI matrix (Responsible/Accountable/Consulted/Informed) • Capture schedules • Out of Office (vacation, training, national holidays) • Special business periods (change freeze black-out, fiscal year-end)

  3. Know the Project • Review SOW together with team and customer(s) • Confirm project’s goals, objectives and deliverables • Review documentation and meet with resources from previous or in-progress linked projects • Ask questions

  4. Manage Risk • Identify risks early and prepare mitigation • Create project risk log • Risk description • Date identified • Probability (L, M, H) • Impact (L, M, H) • Mitigation • Trigger • Owner • Status (Active, Potential) • Review log often, include in project meetings

  5. Communications • Identify communications requirements • Team & sub-team meetings • Status reports • Balance meeting times, especially when across multiple time zones • Understand team members’ interaction style* *Quick Guide to Interaction Styles and Working Remotely 2.0 Strategies for Leading and Working in Virtual Teams by Susan K. Gerke and Linda V. Berens

  6. Emails • Identify a subject line naming convention • Utilize distribution lists • Refer to RACI matrix • Leverage hyperlinks to files to reduce message size

  7. Quad Report Single page summary report, covering: • Current Issues • Upcoming milestones • Completed milestones • Project health (green = good, on schedule, yellow = caution, minor issues/risks, red = help, missed due dates, deliverables late)

  8. Meetings • Have an agenda, distribute prior to meeting • Provide audio conference and WebEx links • Clearly list international toll and toll-free bridge numbers • Highlight the bridge passcode • Allow extra time for 1st time WebEx connection setup • Poll attendees for input • Start and end on time • Take or delegate meeting minutes, distribute within 24-48 hrs. post meeting • Record key meetings (i.e. training sessions)

  9. Leverage Resources For advice, best practices, templates, etc. • PMO • Peers • Vendors • Audit, Legal, Purchasing (Vendor Management), IT Security • Your own ‘tool kit’ of experiences • PMI

  10. Education • Include money and time for training (yourself and team members) • Have SME provide cross training sessions • Record training sessions (audio conference/WebEx)

  11. Documentation • Create file naming convention • Identify any need to share externally • Use a file sharing solution (i.e. SharePoint, Box) • Setup logical folders for document filing

  12. Turnover Documentation • Identify early content required, especially regulatory requirements • Leverage templates • Embrace Visio – a picture is a thousand words • Review meeting with recipient, obtain sign-off • Designate archive location • Create a reference summary list of TOD files

  13. Project Lifecycle Tracking • Changes to project scope • Customer sign-off on deliverables • Solution configuration; especially when, by whom requested, why • Problem resolution; including trouble ticket #, problem description and resolution details.

  14. Lessons Learned • Conducted at end of project or phase • Invite everyone • Solicit input, providing few items to get things started • What worked well (continue) • Identify areas for change (modify) • What was not needed (stop) • Remember feedback is a gift

  15. Customer Satisfaction Survey • Brief survey (five questions) • Focus on project’s key goals & objectives, major deliverables • Scoring 1-5 (1= Excellent, 5 = Poor) • Allow for comments • Share results with team

  16. Gentle Reminders • Publicize the project • Celebrate all successes, big and small • Mistakes are learning opportunities • Always say ‘thank you’ • Email to the entire team • Individual email with immediate managercc’d Dependent on project’s size, importance, funding • Token of appreciate given to team members

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