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SUCCESSFUL PROJECT MANAGEMENT. IMPORTANCE OF COMMUNICATION SKILLS AND TEAMWORK. Jarmila Potomková Palacký University Medical Library Olomouc, Czech Republic. Introduction MANAGEMENT OF CHANGE. Who Moved My Cheese? by S. Johnson
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SUCCESSFUL PROJECT MANAGEMENT IMPORTANCE OF COMMUNICATION SKILLS AND TEAMWORK Jarmila Potomková Palacký University Medical Library Olomouc, Czech Republic
Introduction MANAGEMENT OF CHANGE Who Moved My Cheese? by S. Johnson self-help book providing a simple, powerful message to the people confronted with unwelcome CHANGE.
“WHO MOVED MY CHEESE?“ A story of two mice (SNIFF and SCURRY) and two “little people” (HEM and HAW) living in a maze (labyrinth). Cheese is a metaphor for whatever you want in your life (food, success, happiness, financial security). Cheese found in Cheese Station C was a symbol of stability. One day, the cheese disappeared………..
Problem DefinitionPROBLEM SOLVING TECHNIQUES • Brainstorming • SWOT Analysis
BrainstormingKEY POINTS • Brainstorming is a way of generating radical ideas. • During the session there is no criticism of ideas. • Ideas should be as broad and odd as possible, and should be developed as fast as possible. • Ideas should be evaluated after the session.
Brainstorming TYPES • In groups • experience and creativity of all members • development of fewer ideas • formal rules required • Individual • broad range of ideas [though „shallow“] • chance for creative, but quiet people • no time limitation
BrainstormingRULES • Focus on a problem • Offer plenty of [unusual] solutions • Push the ideas as far as possible • Do not criticize or evaluate any ideas • Analyse the results • Select the best options
BrainstormingSESSION LEADER RESPONSIBILITIES: • Session control • Problem definition • Enthusiastic and non-critical atmosphere • Adequate participation of all members • Orientation on practical solutions • Keeping records
SWOT Analysis DESCRIPTION • Identification of internal Strengths and Weaknesses • Examination of external Opportunities and Threats • Orientation on areas you are strong • Determination of greatest opportunities
SWOT AnalysisSTRENGTHS • What are your advantages? • What do you do well? • What relevant resources do you have? • What do other people see as your strengths? GOOD ADVICE: • Do not be modest • Be realistic • Consider internal and external points of view
SWOT AnalysisWEAKNESSES • What could you improve? • What do you do badly? • What should you avoid? GOOD ADVICE: • Face an unpleasant truths as soon as possible • Consider internal and external points of view • Clearly specified weaknesses can be converted into challenges and serve as incentives
SWOT AnalysisOPPORTUNITIES • Where are the good opportunities facing you? • What are the interesting trends you are aware of? EXAMPLES: • New technology and markets, pricing policy • Changes in government policy related to your field • Changes in social patterns, populations profiles, lifestyle • Local events
SWOT AnalysisTHREATS • What obstacles do you face? • Are the required specifications for your job or services changing? • Is the changing technology threatening your position? • Do you have financial problems? • Could any of your weaknesses seriously threaten your organization / library?
Project PlanningTITLE • Title = mini-abstract • single sentence • two-part title separated by a colon • Writing tips • professional • neat • clear • unambiguous • well-worded • without words unnecessary for understanding
Project PlanningOVERVIEW • Paint a „picture“ of your proposal • Be specific and concise • Do not go into detail on aspects clarified further • Highlight collaboration with other organizations • Make reviewers positive about your ideas WHEN? After you have completed the entire proposal
Project PlanningBACKGROUND INFORMATION • Make a review of relevant literature • Cite previous projects and studies • Minimize • jargon, colloquial expressions • redundant phrases • confusing language • trendy words • abbreviations • Make sure the language is readable • Show how your project is unique • Describe small steps done before proposal (surveys, interviews etc.)
Project PlanningGOALS AND OBJECTIVES • Goals are large statements about your planned achievements • Objectives are • operational • specific • measurable • basis for future activities and evaluation Remember: Proposal is easier to understand if you describe objectives in a measurable way.
Project PlanningCLIENTELE Include specific information on the population or clients related to your project • Who are the clients? • Have you had contact with them? • Can you demonstrate their support? • Have they been involved in the preparation of the project?
Project PlanningMETHODS Make clear links between methods and objectives • Present innovative aspects of your ideas • Describe collaborative relationships • Demonstrate value of your outcome for others outside your project
Project PlanningSTAFF AND ADMINISTRATION • Roles of different people associated with the project • Characteristics of key participants • name, title, qualifications, brief CV, experience, committment • Steering committee /advisory board • Part-time staff Remember: Notify the people before you submit your proposal.
Project PlanningAVAILABLE RESOURCES • Describe existing facilities to be used for the project • Indicate how much money would be necessary without existing facilities • Emphasize impact of collaborative relationships • Look for local resources (volunteers, local experts, friends…) • Get supportive letters
Check with the potential funding agency if budget categories are required If there is no suggested structure, organize your budget around MEANINGFUL categories, eg. Personnel, consultants/salaries Equipment Rental of facilities Supplies, consumables Communication Travel, subsistence Indirect costs Project PlanningBUDGET
Project ManagementKEY POINTS • Good discipline • Relevant skills Remember: Good PM skills do not necessarily mean NO PROBLEMS, NO RISKS, NO SURPRISES • Standard processes • deal with all contingencies (events, eventualities, possibilities, uncertainties etc.) • achieve predictable results • Committment of organization
Project ManagementSCIENCE AND ART • PM as a science • Proven and repeatable techniques to achieve success • PM as an art • There is never a complete guarantee of success • Involvement of people • complexity • uncertainty • absence of absolute control • creativity • flexibility • intuitive skills
Project ManagementVALUE Proactive management = Time + Effort • Resolve problems quickly • Envisage future risks • Communicate with team members, clients and stakeholders • Complete project on time and within budget
Project Management SHORTCOMINGS • Projects completed late, overbudget, not meeting requirements • Reactive management • „Successful“ project without planning and management • heavy stress • overtime work • Work in areas outside of the project
Project ManagementOBSTACLES • Fear of control from team members • people prefer creativity with a minimum of supervision • Fear of the loss of control from organizations • project manager must be given a level of authority • coordination is not a sufficient role • responsibility, control and decision making FEARS natural, logicalvs.emotional, irrational
Project ManagementCOMMUNICATION TECHNIQUES STATUS MEETINGS • Short (60-90 min.) • Agenda sent ahead • No lengthy discussions • Facilitator /rotation • Documentation of action items • Recapitulation of decisions
Communication TechniquesSTATUS REPORTS • Standard set of useful information • Minimize ad-hoc reporting • Frequency • Weekly /medium projects • Monthly/large projects • Daily/critical actions • Quality data for decision making
Communication TechniquesSTATUS REPORTS Focus on: • Accomplishments against the workplan • Comments on work behind schedule • Problems encountered and how to resolve them • Newly identified risks Good Advice: • Use attachments for the details • Respect organizational level of audience
Paper reports Authorized webspace reports Voicemail simple messages E-mail routine messages Tips: Do not shoot the messenger Aaccept good and bad news Use status indicators green („on track“) yellow (some risk) red (trouble) Project ManagementCOMMUNICATION MEDIA