Date post: | 24-Apr-2015 |
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macegroup.com 1
What is Proactive Project Management?
Agenda
• Introduction
• Reactive VS Proactive
• What type of person are you?
• Last Planner
• Some Tips
• Q & A
What is Proactive Project Management? 2
Penny Hubbard-Brown
Deputy Regional Director APAC
Stephen Wong
Senior Project Manager
Introduction
3
Introduction
About Mace
What is Proactive Project Management? 4
Mace is an independent international consultancy and construction company,
offering highly integrated services across the
full property and infrastructure lifecycle.
HK $15.6bn
Both our consultancy and construction services span the entire property
life cycle to ensure that our clients can enjoy the benefits of the Mace
approach throughout their project or programme, wherever they are in
the world. This all-service approach is the key to our strength.
5
Introduction
Integrated Service Offer
What is Proactive Project Management?
Proactive VS Reactive
What is Proactive Project Management? 6
• Have you ever had the feeling that you are not in control of
your project?
• By 0930 you have 20 emails open and haven’t replied to any.
• You are awake at 4am!
• You generally feel a step or more behind!
• Short term busy periods happen but if this is the norm then
you will be in FIREFIGHTING MODE and only reacting to
present issues as opposed to long term planning.
What is Proactive Project Management? 7
Reactive versus Proactive Management
• Reactive Management – a situation which you can’t or don’t
plan ahead for.
• Many reasons for getting to this stage:
• A problem might have caused a quick change requirement.
• Your company might have pulled you onto a difficult project
to turn it around.
• You may just get a buzz out of working in this way.
• Even if you do enjoy working in this manner there are
issues with it for your team and the project:
What is Proactive Project Management? 8
Reactive versus Proactive Management
• Reactive teams are likely to deliver lower quality work.
• You will miss things.
• Your team members will be constantly moved from one
problem to the next causing morale issues.
• Less likely to spot strategic opportunities till its too late.
• You can get very stressed – particularly at 4am!
• So how do you move away from reactive into a more
proactive management approach?
What is Proactive Project Management? 9
Reactive versus Proactive Management
• TIME
– You need to create some urgently.
Create lists
Prioritise
Delegate
• PROCESSES
– Analyse information and communication flows
– What is taking so long?
– Can technology help?
What is Proactive Project Management? 10
Reactive versus Proactive Management
• Understand and Manage Risk
– Identify and prioritise each risk
– Look at mitigation measures – start with high probability
and high impact.
• Moral
– Understand your team – its never too late!
• Keep going
– Encourage suggestions for how to continually improve
processes
What is Proactive Project Management? 11
Reactive versus Proactive Management
• So what does Proactive Management look like?
• You are focusing your efforts and attention on long-term as
opposed to constantly being in the present moment.
• You work well with your teams and understand their
strengths and weaknesses.
• You constantly monitor the project risks and update and
alert key stakeholders and the team to potential changes.
• You carry out regular project reviews, ask for feedback and
investigate ways to optimise processes.
What is Proactive Project Management? 12
Reactive versus Proactive Management
What type of person are you?
What is Proactive Project Management? 13
To introduce a colourful model of human behaviours that
will allow you to:
• Understand behavioural differences and needs
• Think about how your team may help or hinder stakeholder
management
• Consider how this knowledge may be used to manage change more
effectively by obtaining buy-in and commitment from your
stakeholders
What is Proactive Project Management? 14
What type of person are you?
What is Proactive Project Management? 15
The Insights – Color Energies
1. Read all the
adjectives
2. Decide what colour
is most like you,
based on the
adjectives
3. Order the others until
least like you.
What is Proactive Project Management? 16
On a good day…..
• Knowledgeable
and detailed
• Has an air of
competence
• Asks lots of
questions
• Very thorough
right to the end
• Quick to build
relationships
• Friendly and sociable
• Adaptable,
imaginative
• Can see the big
picture
• Love challenges
• Want to get things
done
• Confident of their
ability
• Influence others
• Builds deep
relationships
• Natural listener
• Sincere and warm
• Patient
What is Proactive Project Management? 17
On a bad day…..
Stuffy
Indecisive
Suspicious
Cold
Reserved
Excitable
Frantic
Indiscreet
Flamboyant
Hasty
Aggressive
Controlling
Driving
Overbearing
Intolerant
Docile
Bland
Plodding
Reliant
Stubborn
• We are a combination of ALL four colour energies
• We will have a preference for one
• Each energy has both strengths and weaknesses
• No one colour energy is better or worse than another
• We sometimes find our opposites difficult
• We must value differences if we are to build more
effective relationships
• The colours DESCRIBE our behaviour –they don’t
DEFINE us
What is Proactive Project Management? 18
Four Colour Energies: Key Learning Points
Last Planner
What is Proactive Project Management? 19
The Lean Transformation
• The beginning
• The journey
• The pay-offs
What is Proactive Project Management? 20
A Lean Tool
• Last Planner System
What is it
Why are we using it
When to use it
Where to use it
How to get started
What is Proactive Project Management? 21
BA Terminal 5, UK
What is Proactive Project Management? 22
Client:
Heathrow Airport Limited
Value:
Confidential
Role:
Facilities Management, Workplace Co-
Ordination
Services Provided :
• Future planning and strategic planning;
• Resource reporting monitoring;
• Redesigning and retrofitting office
accommodation;
• Site-wide space planning 20,000 SQ.M
of project office space
• Graphic design
• Project interface to the FM team;
• Project management and moves
management;
• Maintaining up-to-date CAD plans of all
exisitng accommodation.
• Feasability studies on proposed new
office space.
Some Tips
23
Being responsible sometimes means
upsetting the apple cart
What is Proactive Project Management? 24
Successful execution relies on the ability to
communicate well, in good clear prose, with
good graphics and good data… this builds
confidence. A questionable story destroys
confidence
What is Proactive Project Management? 25
What is Proactive Project Management? 26
Don’t fight technology. Embrace it, learn to
use it and then you can take advantage of it
What is Proactive Project Management? 27
Don’t be afraid to challenge the experts, even
in their own back yard
What is Proactive Project Management? 28
Your company doesn't really accomplish
anything. Plans don't accomplish anything.
Theory, processes and systems don't either.
PEOPLE do. So get the best you can.
What is Proactive Project Management? 29
Perpetual optimism is a force multiplier.
What is Proactive Project Management? 30
Great Project Managers are almost always
great simplifiers, who can cut through
argument, debate and doubt, to offer a
solution that everybody can understand
What is Proactive Project Management? 31
Have fun! Don't always run at a breakneck
pace. Take leave when you've earned it. Work
hard and play hard
What is Proactive Project Management? 32
EVERY project needs a bit of this….
What is Proactive Project Management? 33
Q & A
34