Project Management

Project Management Skills

Presented by Lisa Parsons

Project Management

Training Agenda

IntroductionProject StepsProject Manager TraitsWrap Up

Project Management

Introduction

What is a project?

A cluster of activities that is clear cut, with a distinct mission and termination point

What is project management?

Planning, scheduling, and controlling of project activities to achieve performance, cost, and time objectives

Projects come in all shapes and sizes!

Project Management

Your Role with Project Management

What are common projects you are involved with at Triumvirate?

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Scoping your Project

What is the end goal? (What are you trying to accomplish?)

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Scoping your Project

Determine the end goal by:Meeting with peers, managers, consultants, vendors and/or clientsGathering dataOrganizing ideas in your head

On large projects, you can write specification documents to clearly define the scope.

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Planning your Project

Plan the various stages and activities of the project

Focus on the project’s goal and work backwardsList out all of the things you need to do in order to achieve your goal

Make a list of “needs” vs. “wants” and rank themBe realistic - maybe you need a separate project to achieve all of the wants!

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Planning your Project

Conduct a critical path analysis exercise either in your mind or on paper, depending on the scale of your project

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Launching your Project

Get people excited at a kick-off meeting Set realistic expectationsSet deadlines (large and small)Determine clear roles and responsibilities within the teamDelegate tasksExecute the plan

Put team members in the right roles, based on their strengths

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Monitoring Progress

Smaller Projects:TelephoneEmailsMeeting Minutes

Larger Projects:ExcelDatabasesMicrosoft Project

Be detail oriented –

double check any documents you distribute to the team, especially if they will end up in the hands of a client!

Use a variety of tracking mechanisms to monitor your project’s progress.

Project Management

Monitoring Progress

For smaller projects with shorter time frames, send out meeting minutes or make phone calls

If you create meeting minutes, follow these tips:Use brief and concise languageUse bulletsClearly state who has to do what and by whenNote the date of the next meeting Carbon copy (“cc”) yourself and add the minutes to the next meeting invite (if using Outlook)

Project Management

Monitoring Progress

For bigger projects with longer time frames, you can use a simple Excel spread sheet to track the progress or you can even use special project websites.

Item Priority Assigned to Deadline Status

Keep the spreadsheet or other tracking mechanism up to date and bring to team meetings.

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Managing the Project: Communication

Use various communication methods – not just email!

Follow up and check in on team members often!

If a client is involved, make sure he or she is happy

Stick to established meeting times

Listen to the feedback of your team members and make decisions accordingly

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Managing the Project: Interacting with Others

Exhibit informal authority with managers, clients and your peers

Be level-headed

Take charge of uncertain situations

Get support and buy-in from others at the start and along the way

Mentor and coach your team members towards the end goal

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Managing the Project: Overcoming Obstacles

Missed deadlinesDifficult or negative team membersScope creepReduced resources (i.e., people) Other unexpected curve balls or changes

A successful project manager uses creativity to overcome some of

these obstacles

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Managing the Project: Rewards and Incentives

Celebrate along the way!Keep the team excited and morale upExamples:

Handwritten thank you notesRecognition during team meetings or other meetingsEmailsDinners, sporting events, etc.

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Wrapping up your project

Create a punch list for remaining itemsConduct an after action review (AAR)Get the team together to talk about what worked, didn’t workTake a step back to look at the big pictureMake plans for the future to prevent mistakes from happening again

TrainingsSOPs and cheatsheetsEmailsMeetings

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A Poor Project Manager…Isn't interested in the project and lets it showDoesn’t listen to the team’s ideasIs quick to criticize othersDoesn’t ask for help when obstacles come upChanges the scope of the project without getting support of othersDoes not recognize a job well doneDoesn’t share the vision of the project with the teamDoesn’t follow up with othersDoesn’t let the team members know what is expected of themDoesn’t wrap up the remaining loose ends

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A Successful Project Manager…Can see the big pictureIs organized and plans ahead with the resources at handCan communicate and resolve conflictsIs not afraid to use innovative solutionsHas a positive attitudeIs decisiveListens to othersIsn't afraid to get her hands dirtyDoesn’t play the blame gameDelegates certain tasksIs not afraid to make tough decisions

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Questions?

Several project management articles can be found here:G:\TrainingShare\Presentations\Soft Skill Courses\Project Management\Articles