Managing Personal and Project Developments ( Stepping stones to success) Alison Hornsby

1. Managing Personal and Project Developments ( Stepping stones to success) Alison Hornsby Alison Hornsby & Adrian Carridice-Davids

2. House Rules FIRE PROCEDURE ALARMS COFFEE / LUNCH WASHROOMS ETC The Enterprise Centre Policies (H&S….. Equal opps.. )

3. The Learning Objectives and Outcomes • Identify and agree performance requirements of ones own work role • Measure progress against SMART objectives • Identify gaps in skills and knowledge in own performance • Carry out and assess activities against a project plan

4. Who are you? What are Your Objectives for being here? How do think you will you benefit?

5. What do you see?

6. opportunityisnowhere

7. Thought of the day • “Management is nothing more than motivating other people.” • Lee Iacocca (1924 - ) crossword

8. The Belief Cycle

9. The Project Life Cycle

10. What is Good Management Leadership Change Management Time Management Project cycle management People Management -Feelings & Behaviour Resource Management Adrian’s circles

11. Meaning of Leadership Old Anglo-Saxon noun laedwhich means a path, road, way, or course of a ship at sea – it’s a journey word. ship- means to convey, communicate, express. Leadership is about charting the future path, course or journey of your company or area of responsibility.

12. Pre-Requisite of the Journey VULNERABILITY Vulnerability = Power Power – is having the ability to motivate, inspire and change your life and the lives of others around you

13. Kouzes & Posner Leadership Research 1987 Forward-looking Inspiring Competent Supportive Broad-minded Honest Caring Self controlled Independent Courageous % 62 58 67 32 37 83 26 13 13 27 1993 Forward-looking Inspiring Competent Supportive Broad-minded Honest Caring Self controlled Independent Courageous % 71 68 58 46 41 87 27 5 5 33

14. LEADERS AT THEIR BEST • Challenge the Process • Search for Opportunities • 2. Experiment and take risks • Inspire a shared vision • Envision the future • Enlist others • Enable others to Act • Foster Collaboration • Strengthen others

15. LEADERS AT THEIR BEST cont… • Model the way • Set the example • Plan small wins • Encourage the Heart • Recognise individual contribution • Celebrate accomplishments

16. A Project Managers role is to lead and… • Manage the project team • Manage the project life cycle including process and budget • Manage the stakeholders and clients • Manage the conclusion and evaluation Self assessment Not to do everything themselves

17. Todays Mantra The past does not equal the future. There is always a way if I’m committed. Apply the Kaizen principle……… CAN I

18. What is a project? The word project derives from the Latin “To Throw Forward” Projects bring change ………

19. What makes projects different from general operations? Limited timescales  A change orientation Defined outputs  Developed from a team focus Everyone is slightly different Rely on SMART process .

20. What are the benefits of this methodology for your work ?

21. Change = Breakthrough = Freedom How do you feel about change ? Lotus and snap

22. One model of which there are many

23. How do we bring about change? We gain peoples support We Introduce new methods of working We Link what we do to tried and tested methods We ensure we use the most effective and efficient use of the resources.

24. Deal with Time Management Time = Feelings Heard the sayings? Time fly’s when your having Fun A watched kettle never boils What you feel is what you will focus on Pain  or Pleasure  activity

25. Did you Know? Time – The most procrastinated subject in the Universe The justification Mantra “I don’t have time” is one of the most common phrases in the English Language Have you ever used it?  Do you know what you are really saying?

26. Theories….. Dr Wayne Dyer : “Stop the Excuses” This tackles the science and genetics related to procrastination.

27. SCARY FACTS…… There are 24 hours in a day … 365 days in a year….if you live until you’re a proud 80 years of age you will have 29,200 days to live. Not very much is it? You will lose at least 9,500 of those days whilst you sleep…….. At 40 the average person has less than 14,000 to go so don’t waste a minute

28. Recognise the influences The Pygmalion Effect ……….. The benefits that come from others expectations, and how that affects you………. The Galatea Effect … If you think it then it will happen…………

29. What is TIME? Time is a feeling, something used up by what you focus on, Time is your most valuable, non-renewable resource in the universe Unfortunately it can also be the most abused resource we have! All because of a feeling…… feelings are emotions

30. Master your emotions How do most people handle their emotions? They avoid them, endure them, or use them to compete with other people. There’s a fourth way, a better way, and you can do it in six simple steps Identify: the emotion and appreciate the message - It’s saying you have to change something. Clarify: What is it trying to tell me? do I need to change my perception (the meaning) or my procedures (my communicating or my behaviour)? Ask empowering questions: How do I really want to feel? What would I have to believe in order to feel that way now? What am I willing to do to make it the way I want it? What’s great about this or what can I learn from this?

31. Get confident: Recall a specific time when you felt this emotion before and somehow got over it. Remembering a time when you were able to deal with the emotion will reassure you that you can deal with it now. Get certain: Imagine coming up with different ways of handling this emotion. If this doesn’t work, try another. Rehearse until you feel confident. Get excited and take action:

32. Remember……… Time Can NOT be: Turned on or off Replaced Stored up for later use… when its gone its gone!! http://www.youtube.com/watch?v=Gz0THWw_B9s

33. Back to benefits • Effective time management will improve the quality of your life, you will; • Achieve more goals • Become less stressed • Gain more personal and job satisfaction • Produce better results – quality rather than quantity • Have more leisure time

34. The Pareto principle known as the 80/20 rule. 20% of a workforce does 80% of the work 20% of a document contains 80% of the relevant information 20% of a company’s sales, accounts for 80% of its profits. Applying this rule into time management, 20% of your tasks may produce 80% of your results. Now you can feel better………….

35. How to Manage & Balance Understand the Pain & Pleasure syndrome Get Leverage, understand WHY ? Add bad habit interruptions Create new associations assignment

36. Overcoming the Pain Create the right environment Attach something to the process that you enjoy Do it in manageable chunks, you determine that.. When you have a dip – reward yourself Focus on good your going to feel when you’ve achieved your goal

37. Get a system …. RPM Result focused Purpose driven Massive Action Plan Rapid Project Management Eat that frog

38. Definition Stage – Result Focused Purpose driven • Project definition involves agreeing: • the role of the project - Why • its aims and objectives – Measures of success • Timescales and resources – Is it feasible • likely outputs of the project – Results and additionality

39. Aims can be considered as a general statement of goals that you “want” to achieve, the added value can be included and the words can be frilly. An aim as compared to objective can be considered as slightly vague. An objective is always SMART. No frilly words allowed

40. SMART Specific Measurable Achievable Realistic Time bound Write an aim and objective

41. Definition Summary Definition gives you Clarity Clarity gives you Power Power is the ability to Act In that order.. Don’t jump ahead…. Projects fail when they don’t know why they are doing it ……. What other reasons are there? flip

42. Resource Management Know your resources…………………… Human Physical Monetary Shared Freebies

43. Manage your resources Team Building and watching for conflicts Be aware of the physical and environmental Keep the cost tracker up to date What additionality can you bring in by sharing What else can bring maximum impact with minimum expense… think about it differently? Group work

44. Managing People…. feelings and communications 1. Share your vision and aspirations 2. Be open to suggestions and involve the team in the final plan 3. Communicate in varied forms and often 4. Sometime adopt the “SILENT” approach its an anagram 5. Match skills and expertise but never assume

45. 6. Support, motivate and praise 7. Remember to ask a different question 8. Watch your language and using “Global Metaphors” 9. Let go of your EGO, play the game in teams 10. Have fun and celebrate often

46. The Eighth Habit --------- Sharpen the saw

47. Planning – Massive Action Plan • Planning involves identifying: • project phases leading up to milestones • activities and tasks • timings and resources • dependencies and risk assessment • roles and responsibilities. Share plans

48. Project management tools • Tools include: • Gantt charts • Critical path diagrams • Pest Analysis • Issues • Traffic light System • more !!.

49. Activity 1 Activity 2 Activity 3 Activity 4 Activity 5 Activity 6 Week 1 Week 2 Week 3 Week 4 Gantt charts

50. Traffic LightSystem The simplest form involves a chart with activities listed down one column of a table. Each can be coloured to alert all the team on progress. Green – all well Amber –some concern. Red – Urgent attention needed