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Project: Success!

Project: Success!. Navigating the Project Roadmap from Point A To Point Z (with stops at): Leadership, Planning, Communication and Selling. Your Mission: Is Possible . Step 1: Delegate Team Roles & Determine Leadership Step 2: Make a Communication Plan Step 3: Research your project

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Project: Success!

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  1. Project: Success! Navigating the Project Roadmap from Point A To Point Z (with stops at): Leadership, Planning, Communication and Selling

  2. Your Mission: Is Possible • Step 1: Delegate Team Roles & Determine Leadership • Step 2: Make a Communication Plan • Step 3: Research your project • Step 4: Determine Benefits/Detractors • Step 5: Budget Your Project • Step 6: Sell your project

  3. Who’s in Charge? How some have defined “Leadership” • “None of us is as smart as all of us.” • “Leadership is the process of directing the behavior of others toward the accomplishment of some common objectives.” • "Leadership is influencing people to get things done to a standard and quality above their norm. And doing it willingly." • “Leaders do not command excellence, they build excellence.”

  4. A good leader is… • Trustworthy • Confident • Enthusiastic & Passionate about their work • Committed to excellence • Intelligent • Able to focus, think analytically • Able to remain calm and steadfast • Inspiring • Fair-minded • Forward-looking; visionary • Courageous • Imaginative

  5. GBE Mission Statement GBE will support our clients’ efforts with experience, integrity, innovation and creativity. We will endeavor to anticipate their needs in a desire to exceed their expectations. GBE will emphasize communication throughout all phases of a project. It is our goal to contribute to each client’s success and to always make their interests our priority. We want to be a trusted advisor in all matters related to the built environment. Translated: we are labeling ourselves experts; our clients expect us to be the best. We must be leaders in our field.

  6. Tell me again: why do we communicate? • Expression of needs or wants • Emotions – how we feel about something • Have information we want/need to share • Have a question – need information/help someone else might have • In response to communication from someone else • To reassure ourselves – again emotional or informational • Social interaction • Essential tool to being part of any community

  7. The Process of Communication

  8. Face-to-face Telephone Email Text Memo Reports Instant Message Answering machine Typed or handwritten note/letter Facebook Blog Twitter Wiki LinkedIn Skype Non-verbal – nods, shrugs, eyes, yawns 3rd person – another person transmits your message Hello?? And they said the telephone was revolutionary…

  9. Bottom Line: “A relationship, other than by blood or marriage, is based on communication.” And relationships are what business is all about.

  10. Murphy’s Law or, the Big “Oops” • “Assumptions are the Mother of All F&%#-Ups” • You had the wrong information or it was incomplete • You forgot • You didn’t give everybody the same information • Improper delivery • Sender or receiver didn’t read/hear correctly • You didn’t listen

  11. Communications Plan: the “Project: Success!” RoadmapImagine you are leading a caravan of cars across the country…and you get off at the next exit. But you don’t tell everybody.People don’t like being surprised. Everyone involved needs to know what the state of the project is. Team members won’t know what is expected of them. Last minute changes impact timing, budgeting and credibility.

  12. Instead, go in the right direction. • Some ideas for improving communication: • Split time between focusing on the project and communicating with clients and management • keep the receiver as the focal point, not the sender. Try to think about what the receiver of the communication needs and the information that will be most helpful to them. • Send frequent updates to team members and clients – are you communicating often enough? • Keep a to-do list handy and note all necessary tasks and needed communication. Refer to it often.

  13. Helpful Hints • Keep a to-do list handy and note all necessary tasks and needed communication • Review each project daily – were all tasks attended to? • Prioritize your tasks • Make notes about what you need to cover, be prepared • If there are changes, do you notify all involved? • If you send a message, do you ask for confirmation? • If you don’t receive a reply or confirmation, do you call? Ask again? • Did you make sure the communication was received? • Ask if there is any communication you should be aware of? • If you had a conversation, type up brief notes about what was covered – send it to the receiver, keep a copy • Ask what type of communication and frequency they prefer • Write things down!! • Send yourself a copy of an email (BCC) as a reminder to follow-up • Use the “received copy” flag • Okay to “back yourself up” • Never assume (that they know something or that they got a message) • Be truthful

  14. A couple of sports analogies: • The ballplayer runs to the spot that the ball will end up. • Be where the ball Is going to end up. If you anticipate, you won’t be caught unprepared (or empty-handed). • Vision: try to see what’s going on in the entire game – like chess – and look a few moves ahead. • Always give the client more than they expect.

  15. When Not To Communicate • Never answer without all the facts – don’t “blurt” (you can always say, “Let me find out and get back to you.”) • You are not emotionally settled – angry, frustrated, nervous, unprepared • You don’t feel the “receiver” is receptive

  16. Project Proposals • Each team will be assigned a project • The winning project will be adopted by GBE • Each project should include the following: • Team introduction and qualifications (name team leader and why chosen) • Project Understanding (Full description of the project) • Exploration of the Benefits and Detractors (for the client) • Project Approach & Work Plan • Communication Plan • Relevant Experience • Budget (and payback to investment)

  17. Proposal Judging • Each team will make a 20-minute presentation, in a manner of their choosing, covering the above-mentioned items • The team should be prepared to discuss their process including the importance and effects of leadership and communication • The decision will be made on how well all elements, including the creative use of resources, were presented and “sold” to the judging panel

  18. Projects “Take Me Out to the Ballgame” The entire GBE staff takes in an Angels Baseball Game “How Green is My Office” Increasing GBE’s day-to-day awareness and practice of sustainable living in our own office “Giving Back to the World” Setting up a KIVA.org matching contribution plan for GBE employees “Lunch and Learn at GBE” Creating and implementing a year-long MEP in-office education program

  19. On May 22nd, each team will have two hours of office time to meet with their team and work on the presentation. On May 29th, each team will make a 20-minute presentation. Judging will be scored as follows: Presentation (format, content) 15 points Resources (efficient and effective use of personnel) 20 points Payback Analysis (benefits to company, employees) 25 points Leadership (describe process) 20 points Communication (describe process) 20 points Maximum total score: 100 points And the winner is:

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