GET MORE DONE! Effective Project and Team Management

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Transcript

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Slide Text

Slide Notes


GET MORE DONE

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WHO AM I

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WHATS IT ALL ABOUT

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EFFECTIVE PROJECT MANAGEMENT


Effective project management allows you to get more done.
Effective project management allows you to get more done.
It is project management that is Just Right.

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Classic Definition PROJECT MANAGEMENT


A discipline that plans, organizes and manages resources to bring about the successful completion of specific goals and objects.
A discipline that plans, organizes and manages resources to bring about the successful completion of specific goals and objects.

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Why does one need management


Constraints!
Constraints!
Scope
Cost
Schedule
All Centered Around Quality

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However


Project management itself often becomes a huge constraint and burden on management.
Project management itself often becomes a huge constraint and burden on management.
It believes it is an end to itself.

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So Lets Redefine It


Make it all about facilitating.
Make it all about facilitating.
And less about “the discipline.”

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Too Little Management


Waste
Waste
Resource Bloat
Silos
Obscurity
Frustrated Team

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Too Much Management


Increased Costs
Increased Costs
Multiplicity of dashboards
Multiplicity of politics
Silos
Obscurity
Inaction

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BE A FACILITATOR


HELP MAKE GOOD THINGS HAPPEN
HELP MAKE GOOD THINGS HAPPEN
“The only thing in abundance is mediocrity”
-Peter Drucker

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Slide 12


Solve Problems
Solve Problems
Build Solutions
Deploy Solutions
Support Solutions
HELP ACCOMPLISH GOALS

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With these glasses you are


Developer & member of a team.
Developer & member of a team.
You solve and facilitate solutions for your client.

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Slide 14


Manager who’s job is to get people of different skills and backgrounds to work together.
Manager who’s job is to get people of different skills and backgrounds to work together.
You are judged by the results you deliver for your client.

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NO MATTER WHO YOU ARE



ITS ALL ABOUT THE CLIENT.

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TIP NUMERO UNO



“The only results that matter are
EXTERNAL”


-Peter Drucker

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WHAT IS EFFECTIVE PROJECT MANAGEMENT


Effective Project Management
Effective Project Management
Is a set of habits for making the best use of
OTHER PEOPLE’S TIME
so that the team can
GET MORE DONE.

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Incidentally what is time management


Time Management
Time Management
Is a set of habits for making the best use of
YOUR OWN TIME
so that you can
GET MORE DONE.

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One Story

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PROJECT MANAGEMENT REDEFINED


COMMUNICATION
COMMUNICATION
EXPECTATIONS
ESTIMATES

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Slide 21



help your client

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Slide 22


COMMUNICATION
COMMUNICATION

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CONTEXT MATTERS


The only problem worth solving is the one the client defines.
The only problem worth solving is the one the client defines.
Let the client frame the problem and then solve that problem.

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TIP NUMERO DOS



Listen to your client

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GET MORE DONE


Your time and money will be spent most effectively if it is focused on solving your client’s problem.
Your time and money will be spent most effectively if it is focused on solving your client’s problem.
(and your client will happier)

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COMMUNICATE EFFECTIVELY


When you communicate, the only thing that matters is what is understood by either party.
When you communicate, the only thing that matters is what is understood by either party.

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Slide 27


When you are talking, it’s what the other person hears.
When you are talking, it’s what the other person hears.
When you are listening, it’s how much you understood.

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TIP NUMERO THREE


Cater Communication to Context
Cater Communication to Context

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EVERY PROJECT HAS 3 PHASES


PLANNING
PLANNING
ACTIVE
WAREHOUSE
Cater your communications to each phase.

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PLANNING PHASE


Is where you define a project’s goals, the time table, budgets, resource allocations and risks.
Is where you define a project’s goals, the time table, budgets, resource allocations and risks.

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SUPER GRANDE TIP NUMERO 4



DON’T EVER WRITE A SPEC FOR A CLIENT

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WHAT IS A SPEC


A spec document is an extremely useful document for your INTERNAL team.
A spec document is an extremely useful document for your INTERNAL team.
It is the wrong tool for a client.

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BULLET POINT SPEC


Tastes better.
Tastes better.
Less filling.
Exactly the right tool for the client.

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Slide 34


All bullet points.
All bullet points.
Only a few questions.
Answered in one or two sentences.

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Discussions


Consider them issues
Consider them issues
(not endless)
Threaded message board with due dates or an issue tracker
Meeting as a last resort -> only when necessary

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Slide 36


Project goals
Project goals
Time table
Budget & resource allocation
Risks

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Two Stories

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Slide 38


Your time and money will be spent most effectively if you are using the right tools with your client.
Your time and money will be spent most effectively if you are using the right tools with your client.

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Political Tip Set to Autopilot


Use the planning phase to get sign-off from higher-ups.
Use the planning phase to get sign-off from higher-ups.
OR
Use it to sign-off and empower the people who will run the project.

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ACTIVE PHASE


Is where the deliverables are worked on and the plan is put into action.
Is where the deliverables are worked on and the plan is put into action.

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Slide 41


Its where everything that can go wrong does.
Its where everything that can go wrong does.

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TIP NUMBER 5



Make Sure You Communicate.

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For Communication


Automatic emails when something changes.
Automatic emails when something changes.
Wiki, software, emails, message board, calls and even meetings.
How often? Depends on length of the project.

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What to Cover


Goals update
Goals update
Schedule
Budget
Need information?
Risks

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When Things Go Wrong


Don’t Hold Back
Don’t Hold Back

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OTRO SUPER GRANDE TIP NUMERO 6



>30% =bring it up as a risk
>70% =bring it up as a fact
=100% =too late
=death spiral of despair

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Slide 47


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WAREHOUSING PHASE


Is when the project moves to a different phase in the lifecycle. It is no longer being built but rather maintained, archived or shelved.
Is when the project moves to a different phase in the lifecycle. It is no longer being built but rather maintained, archived or shelved.

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Slide 49


Lessons learned and final comments.
Lessons learned and final comments.
Fresh, but not blaming.
Record immediately.
Wait two days to share them.

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Slide 50


COMMUNICATION
COMMUNICATION
EXPECTATIONS
ESTIMATES

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Expectations


Make a good project feel bad.
Make a good project feel bad.
Make a bad project feel even worse.
Or, a bad project can be a “learning experience”

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Here comes another tip 7


Manage expectations
Manage expectations
Manage expectations
Manage expectations

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You Are The Expert


Use that asymmetry.
Use that asymmetry.
Trust your expertise.

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The Master of Management

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Captain we have a problem


Is not a knock on you.
Is not a knock on you.
You are sharing your expertise.
You are helping your client.

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Slide 56


Your time and money will be spent most effectively if you communicate and change the plan to reflect how the client’s problem is being solved.
Your time and money will be spent most effectively if you communicate and change the plan to reflect how the client’s problem is being solved.

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Slide 57


COMMUNICATION
COMMUNICATION
EXPECTATIONS
ESTIMATES

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Let Experience Guide You


Estimates allow you to measure perception against reality so you can improve pricing, scheduling, expectations management and productivity.
Estimates allow you to measure perception against reality so you can improve pricing, scheduling, expectations management and productivity.

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TIP OCHO



“Everything measured improves”


-Dan Gilbert

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Where do good estimates come from



Tracking Time

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Dimensions in Time Tracking


Track time on tasks
Track time on tasks
Track against calendar dates
Compare estimates to actuals
Keep a record of the estimates

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Track Time on Tasks


Create a task list (doubles as spec).
Create a task list (doubles as spec).
Buckets of at least 20 hours.
Consistent descriptions and/or work types.

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Track Time Against Calendar Dates


Effort DOES NOT = Duration.
Effort DOES NOT = Duration.
Track start dates and end dates.
Learn what times are most productive for which activities.

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Rule of Thumb


Duration = 2x effort + (1 day/2 days of effort).
Duration = 2x effort + (1 day/2 days of effort).
or
Duration = 4 x Effort

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Always include management time


As a line item or
As a line item or
As additional hours or
As a proportionate increase in rate.

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Combo Rule of Thumb and Tip 9


1 hour of pm per 5 hours of production time.
1 hour of pm per 5 hours of production time.
1 hour of am per 7 hours of production time.

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Compare Estimates to Actuals


Monitor your time profitability.
Monitor your time profitability.
It’s a window into how long it really takes to do things.
It can be brutal.

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Keep a Record of Your Est amp Actuals


It is a goldmine of information for you or for any organization.
It is a goldmine of information for you or for any organization.
It is the key to visibility and process improvement.

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One Last Story

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Slide 70


Your time and money will be spent most effectively if you can learn how to solve your client’s problems better.
Your time and money will be spent most effectively if you can learn how to solve your client’s problems better.

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Slide 71


Results are on the outside
Results are on the outside
Listen to your client
Cater communications to context
DON’T EVER WRITE A SPEC
Communicate
Manage Expectations
TRACK YOUR TIME

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Slide 72



help your client

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EL ULTIMO TIP



Make it a habit.

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THANK YOU

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Other Tips



Use 1-2-3 to Prioritize Tasks

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Let Your People Know


Let your people know what it is they should be working on at any time and what tasks are more important than others.
Let your people know what it is they should be working on at any time and what tasks are more important than others.

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123 Method of Prioritization


When assigning out tasks via email or other tool preface the subject line with 1, 2 or 3.
When assigning out tasks via email or other tool preface the subject line with 1, 2 or 3.
1 –do it soon
3 –do it when you can
2 –do it before 3 and after 1

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Slide 78


Your resources are spent most effectively when they are working on the right things at the right time.
Your resources are spent most effectively when they are working on the right things at the right time.

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Another Other Tip



Use the Launch Countdown method

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MANAGE YOUR OWN PROCESS


To be effective you need to manage your own work.
To be effective you need to manage your own work.
That means using some structure to define how you produce creative deliverables.

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WHAT IS THE METHOD


The Launch Countdown Method is a simple naming convention to help you keep track of where you are on all your assets.
The Launch Countdown Method is a simple naming convention to help you keep track of where you are on all your assets.

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HOW IT WORKS


Every asset goes through three phases.
Every asset goes through three phases.
3 –needs to be started
2 –asset is in progress
1 –ready for launch

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Slide 83


Put the number 3, 2 or 1 ahead of every asset’s name.
Put the number 3, 2 or 1 ahead of every asset’s name.
You’ll know what stage its in.
You can juggle your work.
You can give information on its state. And it creates a super handy list on your computer’s file systems.

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Slide 84


Prioritize tasks
Prioritize tasks
Use Launch Countdown Method

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Slide 85

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WHAT ITS NOT

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