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Facilitated by: Heidi Matthews

Facilitated by: Heidi Matthews. Project-Management Process. Pg. 7. Process Versus Project. PROCESS: A set of tasks repeated many times over. PROJECT: A complex series of nonroutine tasks directed to a specific goal. Pg. 8. Reasons for Failure. Conflicting priorities Lack of vision

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Facilitated by: Heidi Matthews

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  1. Facilitated by: Heidi Matthews

  2. Project-Management Process Pg. 7

  3. Process Versus Project PROCESS: A set of tasks repeated many times over. PROJECT: A complex series of nonroutine tasks directed to a specific goal. Pg. 8

  4. Reasons for Failure • Conflicting priorities • Lack of vision • Poor communication • Not enough time • Not enough resources • No buy-in • Changing priorities Pg. 9

  5. A Successful Project = Expectations Met Pg. 9

  6. Now! How? What? Why? Strategic Planning Pyramid Projects Pg. 10

  7. Your First Project INSTRUCTIONS Please take two minutes to create a 5-minute presentation about time management. Pg. 11

  8. RIGHT BRAIN • Imaginative • Artistic • Spatial • Visual • Holistic • Futuristic • Coalescent • The Generator • LEFT BRAIN • Linear • Mathematical • Technical • Organizational • Logical • Analytical • Sequential • The Editor Pg. 12

  9. Thought Mapping Applications Meetings Reports Journaling Decision making Presentations Challenges and solutions Values clarification Business plans Project definition Task analysis New ideas

  10. Project-Management Process Pg. 20

  11. We’re Going to Have a Feast! • Who determines success? • Identify key stakeholders. • What are the expectations and how do you clarify them? • What does the completed project look like?

  12. Stakeholders are those who have a stake in the outcome of your project. Key Stakeholders are those who determine if the project is successful. Stakeholders

  13. Stakeholder Interview Questions • As you think about success on this project, tell me, what kinds of things are important to you? • Anything else? • What is your priority for these things? Pg. 22

  14. Key-Stakeholder Interview

  15. Interview “Elevator Speech” 3 minutes or less What is the project?

  16. Key-Stakeholder Role Role-play your own key stakeholder. Begin by giving a brief (1 minute) overview of the project. Role-Reversal Interview Project-Manager Role • Role-play the project manager on your partner’s project. • Ask the three questions and write the answers in your partner’s guidebook. After 4–5 minutes, switch roles and guidebooks. Pg. 23

  17. Project Vision Statement • Project purpose • Why are you doing the project? • Project description • A simple description of the project in terms of what, where, and by when. • Desired results • A prioritized list of accomplishments, outcomes, and deliverables. Pg. 24

  18. SMART Checklist SPECIFIC MEASURABLE ACHIEVABLE RELEVANT TIME-Bound

  19. Trade-Show Vision Statement Purpose: Increase sales by 10 percent over last year’s show. Project Description: We will participate in a trade show being held in Central City October 24–26. Desired Results: • Demonstrate the quality and worth of our company’s product at a 10- by 20-foot booth. • Develop quality marketing materials to distribute. • Develop qualified leads. Pg. 26

  20. Team Activity:Community Project Vision Statement • The project is a fund-raising benefit dinner to be held within four months. • Determine the cause/group to be supported. • Map your team’s project vision statement. • Create the vision statement. • Check against the SMART checklist. Pg. 27

  21. Project Funnel Pg. 28

  22. Decision Point 1 Pg. 33

  23. Plan Pg. 38

  24. Seven Steps of Project Planning STEP 1 Prioritize performance factors (the triple constraint). STEP 2 Brainstorm, explore, and manage possible hotspots and alternatives. STEP 3 Break projects down into manageable pieces. • First: Identify major pieces. • Second: Add minor pieces (if necessary). • Third: Add tasks. Pg. 39

  25. Seven Steps of Project Planning STEP 4 Enter major and minor pieces and tasks sequentially into a Project Task Map. STEP 5 Determine task durations. STEP 6 Clarify task dependencies. STEP 7 Determine resources and budget. Pg. 39

  26. Performance Factors • Quality/scope • Time • Cost Pg. 40

  27. Tradeoffs Quality-Good Cost-Cheap Time-Fast Pg. 40

  28. Total Risk Level Handout

  29. Project Task Map Pg. 29

  30. Pg. 47

  31. Decision Point 2 Pg.50

  32. Implement Pg. 54

  33. Implementation Stage • Time-Activate • Communication • Delegation • Documentation • Monitoring & Controlling

  34. Time-Activate™ • What needs to be done? • When does it need to occur? • Where is the information stored? Pg. 55

  35. Trade Show project Prioritized Daily Task List A1 Daily planning A2 Exercise A3 B1 Call Jean re: copy problem A4 Prepare for meeting A5 Revise Project Timeline (PT2) B2 Client Project (PT4)/TAF Trade Show project (PT1)/TAF Review Meeting Pg. 56

  36. Monthly Planning Make appointments with yourself to block out time Pg. 59

  37. What does your team want to do?

  38. ARE YOU LONELY? HATE WORKING ON YOUR OWN? HATE MAKING DECISIONS? HOLD A MEETING! • YOU CAN: • See People Create Flowcharts • Impress Your Colleagues Feel Important • ALL ON COMPANY TIME! MEETINGS - The Practical Alternative to Work

  39. Meeting Planner Tool (Front) Pg. 61

  40. Delegation ARC • Authority • Responsibility • Commitment Pg. 63

  41. Delegation Monday A1 Daily Planning √ A2 Gayle re: Slides A2 F: G Gayle—Slides Pg. 63

  42. Lotus Notes To Do Pg. 63

  43. Close Improvements for Next Time

  44. How do you measure project success? Did it meet key stakeholder expectations? Pg. 71

  45. Project Evaluation Tool Pg. 72

  46. Project Priorities Matrix Pg. 73

  47. Thank you for your time today.

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