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Managing Projects:An Outline for Social Entrepreneurs
Rizwan Tayabali. 2009.
http://www.socialeffect.org | [email protected] | http://twitter.com/rizwantayabali
London +44 7932 884788
This session covers a broad view of the different aspects of managing projects
There are 2 basic approaches
Waterfall & Agile
Waterfall = Step by step to create one final delivery
Agile = Short cycles with lots of deliveries
You might find it easier to start with the Waterfall approach
The Project Life-Cycle
Project Elements
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Winning Pitches = Be selective. Don’t mass apply.
Do your research. Provide what’s asked for and not just what you have.
Project Brief = Summary of Key Information
Aims | Budget | Timeframe | Deliverables
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Deciding to Proceed = Be strategic. Don’t just chase money.
Use your mission and goals to see if the project fits.
Project Elements
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Deliverables = Agree outputs. Set expectations.
Produce sensible contracts.
Be realistic. Impress but don’t over-commit.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Estimation = Figure out the tasks, roles, materials, and
timeframes.
Estimation is guesswork. Plan to be wrong.
Contingency = Build in buffers
Estimate in real working hours i.e. 5 a day. & add 20% to your overall timeframe.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Structure = Assign the right team.
Define the roles needed, and clarify the hierarchy.
Resourcing = Involve the right people.
Avoid taking on projects you can’t deliver. Outsource for skills you don’t have.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Costing & Budgeting = Estimation + Expenses + Overheads.
Involve an accountant to ensure you’re getting it right.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Managing Teams =Have faith in others’ abilities.
Inspire. Communicate. Collaborate.
There are 4 types of teams, and each needs different forms of leadership.
Unwilling & Unable
Willing & Able
Unwilling & Unable
Willing & Able
Novice Teams need direction and telling
Experienced Teams can manage themselves
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Stakeholders = Any individual or group that impacts or is
impacted by your project.
For each one, identify 1) what you need from them
2) how important they are, and 3) what they need from you.
Create a schedule (communications plan) for engaging with your stakeholders.
It will help you manage expectations.
Finally, take time to build strong relationships with clients and funders.
Trust and goodwill make all the difference when things go wrong
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Managing Time = Break activity into tasks, and projects into
small milestones.
You can manage time through Gantt charts, but Microsoft Excel is
probably the easiest option.
Try and capture actual time spent on a task vs. the budgeted time for it.
It will help you get better at estimation.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Managing Profits = Track profit & loss on an ongoing basis.
Compare against estimated profits.
Avoid accommodating new outputs and activities without costing or charging for them.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Monitoring Outcomes = Set targets (KPIs). Track them faithfully.
Target outcomes that achieve both the client’s aims and also your long term
social strategy.
In the long run it is the overall social outcomes that will define the success of
your venture.
Managing Projects
Pitching / BriefGo/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & Budgeting
Team Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
Project Elements
Evaluating Projects = Run team and project reviews.
Be critical, but don’t point fingers.
Document what you’ve learnt and write up case studies. Get references if you can.
So to summarise…
Managing Projects
Pitching / Brief Go/No Go Decision
Deliverables & Expectations
Estimation & Contingency
Resourcing & Structure
Costing & BudgetingTeam
Management
Stakeholder Management
Time Management
Profit Margins
Monitoring Outcomes
Learning / Evaluating
ResearchMission & Strategy
Contracts
Buffers
3rd Parties / Outsourcing
Accounting
Leadership Theory
Comms Planning
Milestones & Feedback Cycles
Saying No
KPIs
Reviews
For more info…
Download this at http://www.slideshare.net/rizwantayabali
Visit my blog at http://www.socialeffect.orgor
Mail me at [email protected] or
Connect with me at http://twitter.com/rizwantayabali
Managing Projects:An Outline for Social Entrepreneurs
Rizwan Tayabali. 2009.
http://www.socialeffect.org | [email protected] | http://twitter.com/rizwantayabali
London +44 7932 884788