Project Management - Part 2
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Project Management – Part 2 By: Jayne McPhillimy On: 19 th January 2016 @ 13:00 FREE WEBINAR Starting Soon
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Transcript of Project Management - Part 2
Project Management – Part 2
By: Jayne McPhillimy
On: 19th January 2016 @ 13:00
FREE
WEBINAR
Starting
Soon
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An Introduction to
Project Management – Part 2 Jayne McPhil l imy
JEM Coaching Limited [email protected] 0797 419 5124
JEM Coaching Limited
Jayne McPhillimy Qualified Leadership Coach
Qualified Programme Manager
Experienced Project & Programme Manager
Specialising in:
• Developing Project Managers
• Leadership Development Programmes
• Leadership Coaching
• Interim L&D / Project Roles
JEM Coaching Limited [email protected] 0797 419 5124
An Introduction to Project Management – Part 2
Introduction to Project Management (Part 1) looked at the 4 key stages in a project
Define
Plan
Manage
Review
This webinar is going to look in more detail at the 3rd phase
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0797 419 5124
In this Webinar we will look at:
Managing the Project
Monitoring the Plan
Managing Workstreams
Project Meetings
Managing Stakeholders
Project Reporting
JEM Coaching Limited [email protected] 0797 419 5124
Quick Poll
How involved are you with a Project at the moment?
1. I’m not at all involved with or impacted by any project
2. I’m impacted by projects, but don’t deliver them myself
3. I’m working on a project that someone else is leading
4. I’m leading a project for my business
JEM Coaching Limited [email protected] 0797 419 5124
Monitoring the Plan
In our example – the plan has been developed and is underway.
Lots of effort usually goes into creating a plan – however, don’t assume its right! Or be disappointed that it needs to change.
Ensure that everyone has had input and opportunity to add their thoughts to the planning process.
Think of the Project Plan as constantly evolving .. Rather than being static. (although some of the key deliveries may be static)
Keep people involved with the plan – add tasks in as they are identified
Regular meetings with workstream owners are key to understanding what Is really going on.
Confirm that tasks have been completed – ask to see the output
JEM Coaching Limited [email protected] 0797 419 5124
Monitoring the Plan
Task Mon Tues Weds Thurs Fri Mon Tues Weds
Develop outline content
Design Slides template
Input Content
Animate Slides
Shorebird upload slides
Write facilitation notes
Slide Set Complete
Deliver Webinar
Simple Example
This is for one deliverable on a project
Take a ‘problem
solving approach’
JEM Coaching Limited [email protected] 0797 419 5124
Managing Workstreams
A Project usually has a number of Workstreams:
Workstreams will vary depending on the type of project
For an HR Change Project – what workstreams might you see?
Process Development Communication Collateral Development Training System Development Testing
Each workstream should have an ‘Owner’ – someone who is looking after the tasks in that workstream.
JEM Coaching Limited [email protected] 0797 419 5124
Managing Workstreams
Meet with Workstream Leaders regularly – build a strong, supporting relationship with these people
Record their progress on the overall Project Plan
Discuss Risks, Assumptions, Issues and Dependencies
Understand how the project is going from their point of view – get early insight into where problems may be ‘brewing’
Recognise their progress / contributions / challenges
JEM Coaching Limited [email protected] 0797 419 5124
Project Meetings
Keeping the overall Project Goal in mind ◦ Helping people to understand how their work fits in the bigger picture
Keeping everyone up to date with the overall progress of the Project ◦ Are there any changes to timings or deliverables
◦ Are there any changes to scope
◦ Are there any changes to project structure / personnel
Recognising key milestones – as they are delivered (on time!)
Demonstrates your approach ◦ Being organised
◦ Sharing information
◦ Supporting all workstreams
JEM Coaching Limited [email protected] 0797 419 5124
Project Meetings
Agenda
Project Manager’s Update
Workstream Leaders - 1 Minute Update
Looking forward ◦ What have we done so far?
◦ What’s coming up? What’s next?
◦ Is it on track?
RAID Log ◦ Risks, Assumptions, Issues & Dependencies
◦ Latest updates
Featured Discussion
Keep positive
If there are
problems – ask for
ideas
The project will take
its lead from you!
JEM Coaching Limited [email protected] 0797 419 5124
Managing Stakeholders
Identify the groups of people impacted by your project
Think about them in terms of:
A) How much power / influence do they have over the success of your project?
B) How interested are the in the project OR To what extent will they be impacted by your project.
JEM Coaching Limited [email protected] 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact Low High
Pow
er
/ In
fluence
High
Low
Low Influence
/ Low Interest
Low Influence
/ High Interest
High Influence
/ High Interest High Influence
/ Low Interest
Identify who is
impacted by your
Project
Decide which area
they mostly sit in
JEM Coaching Limited [email protected] 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact Low High
Pow
er
/ In
fluence
High
Low
Monitor Keep
Informed
Manage
Closely Keep
Satisfied
JEM Coaching Limited [email protected] 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact Low High
Pow
er
/ In
fluence
High
Low
General / Public
Comms
Specific Comms
Answering their
concerns
Regular Updates
Regular Meetings to
discuss progress
Regular Reports
Involve in RAID
Involve in Project
Planning & Meetings
Regular Reports &
Updates on
Progress
Highlight key
issues
JEM Coaching Limited [email protected] 0797 419 5124
Project Reporting
Have a regular format for all Workstream to use – that translates easily into an overall report. Here’s one example:
Project Name
Workstream Name
Key Deliverables
Date Due Status
Risks
Date Due Status
Issues
Date Due StatusDescription Actions
ActionsDescription
Task Name
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Project Reporting
Project Name
Workstream Name
Key Deliverables
Date Due Status
31.1.16
28.2.16
28.2.16
31.3.16
Risks
Date Due Status
7.2.16
28.2.16
15.2.16
Issues
Date Due Status
31.1.16
System has a fault that requires workaround Workaround Developed
Description Actions
More training resource is required Request Trainers
Training Activity Completed
Description Actions
System not available in time for design Use Testing System
People cannot be released for training Liase with Resourcing
Sample Project
Training
Task Name
Training Needs Analysis Complete
Training Material Design Complete
Training Activity Scheduled
JEM Coaching Limited [email protected] 0797 419 5124
What Next?
Want to know more?
Leading a Project in your business?
Looking to develop some Project Management skills in your business?
Jayne McPhillimy
M: 0797 419 5124
Twitter: @JayneMcPhillimy
LinkedIn: http://uk.linkedin.com/in/jem4coaching/
Telephone: 0113 322 7240
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