Published on January 27, 2009
Project Management Skills Presented by Lisa Parsons Project Management
Training Agenda Introduction Project Steps Project Manager Traits Wrap 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? Project Management
Scoping your Project What is the end goal? (What are you trying to accomplish?) Project Management
Scoping your Project Determine the end goal by: Meeting with peers, managers, consultants, vendors and/or clients Gathering data Organizing ideas in your head On large projects, you can write specification documents to clearly define the scope. Project Management
Planning your Project Plan the various stages and activities of the project Focus on the project’s goal and work backwards List out all of the things you need to do in order to achieve your goal Make a list of “needs” vs. “wants” and rank them Be realistic - maybe you need a separate project to achieve all of the wants! Project Management
Planning your Project Conduct a critical path analysis exercise either in your mind or on paper, depending on the scale of your project Project Management
Launching your Project Get people excited at a kick-off meeting Set realistic expectations Set deadlines (large and small) Determine clear roles and responsibilities within the team Delegate tasks Execute the plan Put team members in the right roles, based on their strengths Project Management
Monitoring Progress Use a variety of tracking mechanisms to monitor your project’s progress. Smaller Projects: Telephone Emails Meeting Minutes Larger Projects: Excel Databases Microsoft 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! 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 language Use bullets Clearly state who has to do what and by when Note 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. Project Management
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 Project Management
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 Project Management
Managing the Project: Overcoming Obstacles Missed deadlines Difficult or negative team members Scope creep Reduced resources (i.e., people) Other unexpected curve balls or changes A successful project manager uses creativity to overcome some of these obstacles Project Management
Managing the Project: Rewards and Incentives Celebrate along the way! Keep the team excited and morale up Examples: Handwritten thank you notes Recognition during team meetings or other meetings Emails Dinners, sporting events, etc. Project Management
Wrapping up your project Create a punch list for remaining items Conduct an after action review (AAR) Get the team together to talk about what worked, didn’t work Take a step back to look at the big picture Make plans for the future to prevent mistakes from happening again Trainings SOPs and cheatsheets Emails Meetings Project Management
A Poor Project Manager… Isn't interested in the project and lets it show Doesn’t listen to the team’s ideas Is quick to criticize others Doesn’t ask for help when obstacles come up Changes the scope of the project without getting support of others Does not recognize a job well done Doesn’t share the vision of the project with the team Doesn’t follow up with others Doesn’t let the team members know what is expected of them Doesn’t wrap up the remaining loose ends Project Management
A Successful Project Manager… Can see the big picture Is organized and plans ahead with the resources at hand Can communicate and resolve conflicts Is not afraid to use innovative solutions Has a positive attitude Is decisive Listens to others Isn't afraid to get her hands dirty Doesn’t play the blame game Delegates certain tasks Is not afraid to make tough decisions Project Management
Questions? Several project management articles can be found here: G:TrainingSharePresentationsSoft Skill CoursesProject ManagementArticles Project Management
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