Project management tips & tricks - Pauwels Consulting Academy - Ann Claus

transcript

Project ManagementTips & Tricks

Ann Claus November 30th 2017

0 Agenda for today

• What's a project?

• What <-> How

• Failure due to lack of …

1. Clear project objectives translated into key deliverables for theproject team

2. An aligned and empowered team

3. Project lead skills

4. Communication

5. Transition to process owner(s) – formal closure

• Tips & tricks to avoid common pitfalls

• Wrap-up and closing

0 What’s in for you

• A couple of proven concepts that you can take with you and try in practice… all this to maximize your chances for success!

• An opportunity to enlarge your network of people with project management skills, ask questions, capture feedback and translate to yoursituation. Apply, learn and grow!

0 Presented by

“If you don’t climb the mountain, you can’t see the view”

A project (*)=

A temporary endeavor with a beginning and an end

Creates a unique product, service or result

A project (**) =

An organized effort with a definite beginning and end,

set up to achieve goals

under the contraints of time, budget and other resources.

(*) source PMI (**) source J&J project methodology

1 What’s a project?

2 What <-> How

InitiateDevelop project charter

Planning Define scope

Define & sequence activities

Estimate resources &

Plan communica

Identify risks

Execute Manage the team

Distribute information

Monitor & Control

Control scope

Control schedule

Monitor & control

Closing Close project

Clear accountability &

effective execution

Team alignment

Common objectives

1. Clear project objectives translated into key deliverables for the project team and detailed project planning

2. An aligned and empowered team

3. Project lead skills

4. Communication

5. Transition to process owner(s) – formal closure

3 Why do projects fail? Common pitfalls

How do you develop a realistic project plan for multidisciplinary teams ensuringyour team members have sufficient time to complete activities against the agreeddeadlines (also when the deadline is imposed by management)?

How to ensure collaboration in a multidisciplinary project team?

How to coop with all the different inputs and how to process this into the project planning?

4 From project case to action planningBasis for team alignment!

What’s the process you follow to get a project plan on the table?

Who’s owns the detailed action plans?

Project

Project Objectives

Key Deliverables

Action Plans

The primary responsibility

= the project case

≠ action plans

The project case = a story• Background

• Project description

• Milestone schedule

• Business objectives

• Scope definition

• Assumptions & financials

• Risks & challenges

• Other management expectations

4 From project case to action planningBasis for team alignment!

5 An aligned and empowered team

Any problems?

Project Lead

Finance

Procurement

Customer Service

Transportation

Operations

Planning

Packaging

Maintenance

Stakeholder Stakeholder

Stakeholder

Functionalmanager

FunctionalmanagerFunctional

manager

5 An aligned and empowered team

A more effective team structure

Core Team Members

Project Lead Core Team

Member

Extended team

member

Extended team

member

Extended team

member

Extended team

member

Core Team Member

Sponsor / Leadershipteam

5 An aligned and empowered teamFreedom box

5 An aligned and empowered teamHow to start and maintain?

1. KICK OFF

2. Regular team meetings

3. Regular periodic reviews with sponsor

4. One 2 one with each core team member

5. Minimize the change of core team member

6 Project Lead Skills

Prepare and present the project case

Align and motivate core team members to feel fully accountable

Lead through regular core team meetings

Identify and manage risk

Manage the relationship with sponsor

Remove barriers to success and be available to support team

Formally close and recognize success

6 Role of the project lead

1. Move out of your comfort zone

2. Encounter resistance

3. Become a change agent

4. Need to be persistent and rigourous

6 If you are a project lead then…

7 Communication

7 Communication Channels Example

A project with 1 project leader, 1 sponsor, 8 core team members (CTM), 24 extended team members (ETM) (3 per CTM), 9 functional managers (FM)

Without a communication plan

All 43 people talk to eachother.

1378 channels

With a communication plan

► PL <-> sponsor = 1

► CTM <-> CTM = 28

► CTM <-> ETM = 24

► CTM <-> FM = 9

62 channels

1. Between Project Lead and Sponsor

2. Between Core Team Members

3. Between Core Team and Extended Team members

4. Between Core Team and Functional Managers

5. Between Core Team and Key Stakeholders

7 Communication Process

202020

7 Communication Process

Core Team Members

Project Lead Core Team

Member

Extended team

member

Extended team

member

Extended team

member

Extended team

member

Core Team Member

Sponsor / Leadershipteam

Functional manager

1. Lessons learned

2. Formal hand-off with ongoing process owners

3. Final results review with Sponsor / Leadership team

4. Recognize core team members performance with functionalmanagers

5. Celebrate success

6. Release your resources

8 Transfer to process owner(s)

9 Wrap-up

►How

Clear accountability &

effective execution

Team alignment

Common objectives

10 Questions

Ann Claus

+32 (0) 479 65 94 57

Ann.claus@acconsultancy.be

Mix of

1. Project Management Methodology – PMI

https://www.pmi.org/

2. J&J project methodology (FPX)

3. Own experience

0 Sources