Facilitated by:Erin Scheel

Special Projects, College Pro

PROJECT MANAGEMENT

Purpose

To introduce SIFE teams to the key concepts of Project Management.

To share some tools to help plan and execute successful projects.

To increase the skill of Project Management with SIFE teams.

Why talk about Project Management?

What issues do you currently have with Project Management?

Why is Project Management Important?

To ensure project needs/goals are hit.

To incorporate all stakeholders.

To foster sustainability through team involvement and engagement.

Key Project Management Concepts

The 3 Ps of Project Management:

PRODUCTPLAN

PEOPLE

(1) PRODUCTProject Planning starts with the GOAL/NEED/OUTCOME Identify the Goals/Needs or your project Know your timeline to hit the goals Determine how success will be measured Decide how you will capture learning and improvements to carry forward.

SIFE Goal – Develop projects to hit the needs of your communities.

(2) PLANEffective Project Management requires a good Project Plan.

Your plan needs to:Be time phasedConsiders other priorities

SchoolSocialJobSports

Take stock of What Ifs

How to build the PLAN

1) Break out the Categories & Components

*Brain Dump Exercise

2) Backward Schedulinga. Define milestones/key deadlines that are unmovableb. Prioritize Components and schedule sequentiallyc. Big/Major items first

3) Schedule it in

4) Check back & Update the plan ongoing

Participants Venue Budget

WhoInvitationsLogisticsTransportation

Find SpaceSpace bookedSpace set-upA/V equipment

Print MaterialsTravelRefreshments

PLANNING - Tools

Note: Make sure the tool(s) work

for you, and use them consistently.

PLANNING - PitfallsTeam leader does it all

Think about output: 7 people @ 70% > 1 person @ 100%

Too many planning tools are used, none well

Plan is back heavy – I’m looking at you procrastinators

Delegated tasks not followed-up on Or worse, they’re taken-over

(3) PEOPLE .............. Stakeholders

Project Stakeholder – A person, group or organization with an interest in a project OR

who affects and can be affected by a team’s actions.

Stakeholders:Who are they?

Brain Dump

What is their role in the overall project?

(3) PEOPLE ......... DelegationDelegation:Relies on Skill/ExperienceWho “owns” what?Agree on responsibilities and

timelines for delegated tasksFollow-up

*Once Delegated – you’ve given over responsibility... Avoid stepping in.

Think About:

Sustainability – How can you get members of your team engaged in leading parts of the project? How could this impact their role next year on the SIFE team?

(3) PEOPLE ........................ Alignment

Alignment – The integration or harmonization of goals, practices, etc. within a group.

Alignment:Stakeholders are clear on goals/needs of projectShare key plan & timelines

MeetingConference CallWeb Share

Get agreement with stakeholders on plan and deadlines

(3) PEOPLE ...............Accountability

Accountability – Individual or team responsibility for perform a certain function.

Accountability:Follow-up on delegated items

Know key dates and deadlines

Address hit & missed commitmentsRecognize commitments that are hitHave a Conflict around missed commitments

Skill or Commitment

Meeting ManagementAgenda – send out prior to meeting

Items to coverTime allotment/item

Drivers – who will lead?

Outcomes – identified @ meeting startDesired work productDecisions to be made

*An effective meeting arrives at decisions being made and actionable steps to follow-up on.

PRODUCTStart with the Goal

PLANSchedule it out – Big to small

PEOPLEKnow your key people – hold them to their tasks

Summary

College Pro Scholarship/Funding

We have some dedicated funds for SIFE teams.

If you have a project/event that links to our Vision/Values...

Send a 1 page “Ask” to escheel@collegepro.com