SUCCESSFUL PROJECT MANAGEMENT

1. SUCCESSFUL PROJECT MANAGEMENT IMPORTANCE OF COMMUNICATION SKILLS AND TEAMWORK Jarmila Potomková Palacký University Medical Library Olomouc, Czech Republic

2. 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.

3. “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………..

4. Problem DefinitionPROBLEM SOLVING TECHNIQUES • Brainstorming • SWOT Analysis

5. 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.

6. 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

7. 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

8. BrainstormingSESSION LEADER RESPONSIBILITIES: • Session control • Problem definition • Enthusiastic and non-critical atmosphere • Adequate participation of all members • Orientation on practical solutions • Keeping records

9. 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

10. 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

11. 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

12. 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

13. 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?

14. 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

15. 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

16. 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.)

17. 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.

18. 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?

19. 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

20. 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.

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. Project ManagementCOMMUNICATION TECHNIQUES STATUS MEETINGS • Short (60-90 min.) • Agenda sent ahead • No lengthy discussions • Facilitator /rotation • Documentation of action items • Recapitulation of decisions

29. 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

30. 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

31. 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