10 Steps to Successful Project Management A presentation

10 Steps to Successful Project Management A presentation for HDI NE Indiana Chapter Speaking Teaching Tools Training Consulting Lou Russell Martin & Associates 6326 Rucker Road * Suite E Indianapolis, IN 46220 (317) 475 -9311 info@russellmartin. com www. russellmartin. com

Presentation Contents Step Step Step 2 1: Is it a project? 2: Why do it? 3: Establishing Scope 4: Risk Mitigation 5: Seek First to Collaborate 6: Build a Schedule 7: Monitoring the Project 8: Negotiation and Conflict 9: Ending Well 10: Review and Learn

Dare to Properly Manage Resources! Steps to Great Projects START Define Plan 1. Establish project scope 1. Create schedule 2. Set initial objectives 2. Assign 3. List risks/constraints resources 4. Document 3. Create assumptions budget 5. Evaluate alternatives 6. Choose a course of action 7. Establish change management plan 8. Plan communications 3 Manage Review 1. Control work in progress 1. Turn over deliverables 2. Provide feedback 2. Hold Project Review 3. Negotiate for resources 3. Release resources 4. Resolve differences 4. Document successes and failures 5. Celebrate accomplishments END

Step 1: Is it a project? Answer the following questions: 1. Can you complete the activity in one sitting? 2. Can you do the activity without anyone else’s help? 3. Can you complete the activity in less than four hours? 4. Has the activity been on your to-do list for less than a month? 5. Can you clearly define how you will measure that the task is done? 4

Try it out… • • 5 Respond to a sales inquiry Develop a one hour speech Organize a baby shower Flip your house Move to a new building Promote a staff member Do yearly reviews Facilitate a planning session

Step 2: Why do it? Business Objective IRACIS The museum will have increased attendance and donations through this exhibit. 6

What is your role? Project Manager Plans, Organizes and Controls the Project 7 STEWARD

Step 3: Establishing Scope 8

DEFINE: Establish Project Scope Student environment Course / learning draft materials Intro to Project Mgmt learning objectives SME Need to Know, standards 9 teaching notes Facilitator

Set Initial Objectives Project Objective ABC The attendees (AUDIENCE) will create a Project Plan (BEHAVIOR) before they start a project (CONDITION). 10

Step 4: Risk Mitigation 11

Document Risk Overall Project Risk Average: Size - How “big” is this project or how long will it take relative to others you have done? What is its impact on the organization? Rated 1(small) - 10(large) Structure - How stable are the requirements? Has this been done before? Rated 1(fixed) - 10(undefined) Technology - How understood is the technology? 12 Rated 1(old) - 10(new)

H = High Document Risk M = Medium L = Low Detailed Project Risk Factors Project Manager gets transferred People resources not available 13 Likelihood L M Impact Action H Plan meetings for backup to PM H Prioritize activities to cut if insufficient resources

Document Constraints #1 TIME COST QUALITY 14 #2 #3

Step 7: Monitoring the Project 15

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Manage 17 Project Task Manager Owner Helpers Due Comments Complete ASTD Build Master Lou Margie Carol 2/1/06 6 sessions total X ASTD Ship supplies Lou Carol 2/21/06 Small boxes ASTD Sessions Lou Margie 3/11/06 3 day per conf, 3 session ASTD Followup Lou ASTD Print certificates Lou Carol Margie 3/21/06 Cancelled – done by ASTD X

The Five Deadly Sins of Project Management 1. 2. 3. 4. 5. 18 Seek first to blame. I’m busy, I must be making progress. We can do that. That will just take a minute. All projects are the same.

The Five Deadly Sins of Project Management (cont. ) 1. 2. 3. 4. 5. 19 Seek first to blame collaborate. I’m busy on the things that are I must be making progress. We can do that for a price. That will just take some planning a minute. All projects are the same unique.

Cliff Notes Step Step Step 20 1: 2: 3: 4: 5: Is it a task or a project? Why is the sponsor doing this project? Do we have a shared understanding of the Scope? How can we anticipate and mitigate risk? How can I model collaboration EVERY MOMENT and demand it of my team? 6: Do I have a schedule and does every stakeholder know what it is? 7: How will I monitor the project with flexibility and structure? 8: How can I more effectively reduce conflict through negotiation 9: How will all the stakeholders measure ‘the end’? 10: What have I learned from this project which will help me in the next?

Thank You! Visit our Web Page www. russellmartin. com for more Project Management stuff or to order books. Send an email to info@russellmartin. com to receive our monthly ”Learning Flash” newsletter. Books by Lou Russell: • The Accelerated Learning Fieldbook • Project Management for Trainers • IT Leadership Alchemy • Infoline on Leadership • Leadership Training • Training Triage: Performance-based Solutions Amid Chaos, Confusion and Change • 10 Steps to Successful Project Management 21