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Top Project Management Tips for the Office Professional. With Paul Richardson. Purpose. “To understand some of the common pitfalls of Project Management, identify some Hints and Tips as to how to be more ‘project focussed’ and introduce some simple tools to overcome those pitfalls”.

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Presentation Transcript
purpose
Purpose
  • “To understand some of the common pitfalls of Project Management, identify some Hints and Tips as to how to be more ‘project focussed’ and introduce some simple tools to overcome those pitfalls”
what is a project
What is a Project?
  • Specific purpose
  • Specified start AND finish
  • Involves a set of Inter -related tasks
  • Involves a number of different resources
    • Time
    • Money
    • People
    • Equipment
common pitfalls
Common Pitfalls
  • Changing goalposts
  • Poor communication
  • Unrealistic timelines
  • Poorly defined objectives
  • Insufficient resources
  • No formal structure
  • Lack of buy-in/commitment
  • Project v day job prioritisation
  • Unforeseen problems
  • The wrong project
  • Poor planning
the 7 p s for project success
The 7 P’s for Project Success
  • Process
  • Purpose
  • Parameters
  • People
  • Plan
  • Priority
  • Problems
process

SCOPING THE

PROJECT

EVALUATING THE

PROJECT

HANDOVER AND CLOSE STAGE

CONCEPT STAGE

DEFINITION STAGE

IMPLEMENTATION STAGE

PLANNING THE

PROJECT

IMPLEMENTING THE

PLAN

Process
  • Split Projects into manageable Phases - Have a Lifecycle
  • Keep it Simple
  • Use Consistent Language
  • Have a ‘fast track’ abridgedversion for smaller projects
purpose1
Understand ‘WHY’ the project is being undertaken

Clearly outline the end result i.e. ‘WHAT’ are you trying to achieve

Benefits Financial / non Financial

Business

End user

Project team

Document and get it signed off and keep checking against it!

Have a Business Case

R easons

O ptions

B enefits

S uccess criteria

C osts

A ssumptions

R isks

D eliverables

S takeholders

Purpose
parameters
Parameters
  • Identify and understand the Key Driver
  • List the following
    • What products/work is Included
    • What products/work is NOT Included
  • Re-negotiate each corner every time achange is proposed
  • Fast - cheap - good: you can’t have all 3!
people
Define PROJECT roles

Sponsor

Project Manager

Team Member

Get agreement from team members fulfilling the roles

Conduct Stakeholder Analysis

Manage

Expectations

(Key Players)

Keep Satisfied

High

Power

Minimal Effort

Keep Informed

Low

Interest

Low

High

People
planning
Have a documented plan

KISS – Use a format that is easily understood

Keep it real – however unpleasant it may read

Keep it up to date

Keep old versions

Always have a plan ‘B’

Don’t Forget to Plan the following:

FOCUS ON OUTPUTS

Timescales

Costs

Quality

Resources

Risks

Communication

Exit strategy

Planning
priority
Identify ‘What’ needs to be done

Create the order in which the work needs to be done

Identify the time/ inter project Constraints Establish When it needs to/can be done

Identify who is going to complete the tasks

Identify the CRITICAL PATH!

"All project managers face problems on Monday mornings - GOOD project managers are working on next Monday's problems."

Priority
problems
Identify ‘What could Go Wrong’ AND ‘What could go Right’

How Bad is it (Impact)

What are the Chances of it happening? (Probability)

Prioritise (R A G)

How should we respond to it?

Treat

Terminate

Transfer

Tolerate

PROBABILITY

-

IMPACTMATRIX

3

HIGH

2

PROBABILITY

MEDIUM

1

LOW

2

1

3

MEDIUM

LOW

HIGH

IMPACT

Problems
summary
Process

Purpose

Parameters

People

Plan

Priority

Problems

Summary