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Chapter 3
Project Management
What is Project Management? • Project management: – Is the coordination of your work and that of others such that organizational objectives can be achieved while meeting time, budget, and quality standards or expectations. – Is a systematic process through which almost all the steps involved in starting and completing a project are anticipated and outlined in advance. – Involves tracking a project from its inception to completion. 2
Why Project Management? • Encourages employees to be efficient in plotting their work flow, whether on independent or teambased projects. • Becomes essential as project managers attempt to adapt to changing technology, coordinate with multiple people and departments, meet financial goals, and manage business strategy while simultaneously monitoring multiple projects. • Complex projects require planning and coordination with other projects and activities, both personal and professional. 3
Benefits of Project Management • Resources such as time, money, and personnel are appropriately allocated to the organization’s numerous priorities and objectives. • Long-term objectives can be kept in mind while short-term objectives are being implemented. • Contingencies can be anticipated. • Project output is made more consistent. 4
Benefits of Project Management for Individuals • • • • •
Collegiality is enhanced Morale is enhanced Job satisfaction is increased Learning is enhanced Creativity and synergy are enhanced
5
Steps to Managing Projects 1. Define project objectives and scope. – Discuss the goals as a group. – Relate the project goals to overall organizational goals and strategy. – Clarify the scope of the project. – Clarify project objectives with the project manager or instructor to ensure everyone’s on the same page about the expected outcome.
6
Steps to Managing Projects 2. Determine project participants and stakeholders. – Assemble vital employees and teammates and ensure they are kept a part of the project. – Keep stakeholders involved and informed. – Create a master calendar on which members’ availability (or lack thereof) is noted. – Discuss what the group members’ interests are – their strengths and desired contributions to the project. – Consider the team members’ planning and organizing skills. 7
Steps to Managing Projects 3. Develop a time line or work plan. – Begin brainstorming all the steps required to complete the project. – Determine and specify the dependencies that exist between all the tasks, participants, and activities in the project plan. – As a group, clarify the objectives when specific tasks are assigned. – Build in time for the unexpected. – Be very flexible. 8
Steps to Managing Projects 4. Establish checkpoints and control mechanisms. – Evaluate your project for important steps or tasks to be completed and insert interim deadlines or checkpoints in the project plan. – Review and update the plan regularly.
9
Steps to Managing Projects 5. Identify and obtain necessary resources. – Review the tasks and objectives and discuss what will be required to complete the assignment. – Know when to let a project go or when to start over.
10
Steps to Managing Projects 6. Determine how project results will be measured. – Understand how the project will be evaluated and who will assess it. – Ensure that steps are built into the process to obtain the data needed to evaluate the success of the project.
11
Steps to Managing Projects 7. Set up an ongoing communication system. – Communicate with team members and stakeholders. – Start the project with face-to-face or telephone contact if possible. – Meet regularly (in person or virtually) to check on project status and progress. – Revisit initial decisions made by the group if they are not working. – Keep people informed by issuing progress reports.
12
Steps to Managing Projects 7. Set up an ongoing communication system. (continued) – Encourage a positive, open atmosphere. – Monitor performance and catch problems early on. – Give less experienced team members more initial attention and direction. – Develop records that document the group’s progress on the project.
13
Steps to Managing Projects 8. Debrief and evaluate the process and results at project end. – Discuss what worked well and what didn’t. – Discuss what everyone learned from the group’s mistakes and how similar mistakes can be prevented in future team projects.
14
Project Management Tools: Gantt Chart 1. Brainstorm all tasks necessary to complete the final project. 2. Reorganize this list in order from beginning to ending tasks. 3. Create a grid where columns represent time and the rows represent specific tasks. 4. List each task in order and estimate the time needed to complete each task. 5. Include two rows for each task (projected time and actual time). 15
Project Management Tools: PERT Chart 1. Define the project and all of its significant activities and tasks. 2. Develop the relationship among the activities. 3. Draw the network connecting all the activities. 4. Assign time and/or cost estimates to each activity. 5. Compute the longest time path through the network (the critical path). 6. Use the network to help plan, schedule, monitor, and control the project.
16
Summary • Company and individual success comes more readily to those who can do more with less while working smarter, not harder. • To make your projects a success, take time to: – – – – –
Clarify project expectations Determine contributors and stakeholders Establish specific objectives or milestones Create contingency plans Communicate regularly with stakeholders 17
Project Management
What is Project Management? • Project management: – Is the coordination of your work and that of others such that organizational objectives can be achieved while meeting time, budget, and quality standards or expectations. – Is a systematic process through which almost all the steps involved in starting and completing a project are anticipated and outlined in advance. – Involves tracking a project from its inception to completion. 2
Why Project Management? • Encourages employees to be efficient in plotting their work flow, whether on independent or teambased projects. • Becomes essential as project managers attempt to adapt to changing technology, coordinate with multiple people and departments, meet financial goals, and manage business strategy while simultaneously monitoring multiple projects. • Complex projects require planning and coordination with other projects and activities, both personal and professional. 3
Benefits of Project Management • Resources such as time, money, and personnel are appropriately allocated to the organization’s numerous priorities and objectives. • Long-term objectives can be kept in mind while short-term objectives are being implemented. • Contingencies can be anticipated. • Project output is made more consistent. 4
Benefits of Project Management for Individuals • • • • •
Collegiality is enhanced Morale is enhanced Job satisfaction is increased Learning is enhanced Creativity and synergy are enhanced
5
Steps to Managing Projects 1. Define project objectives and scope. – Discuss the goals as a group. – Relate the project goals to overall organizational goals and strategy. – Clarify the scope of the project. – Clarify project objectives with the project manager or instructor to ensure everyone’s on the same page about the expected outcome.
6
Steps to Managing Projects 2. Determine project participants and stakeholders. – Assemble vital employees and teammates and ensure they are kept a part of the project. – Keep stakeholders involved and informed. – Create a master calendar on which members’ availability (or lack thereof) is noted. – Discuss what the group members’ interests are – their strengths and desired contributions to the project. – Consider the team members’ planning and organizing skills. 7
Steps to Managing Projects 3. Develop a time line or work plan. – Begin brainstorming all the steps required to complete the project. – Determine and specify the dependencies that exist between all the tasks, participants, and activities in the project plan. – As a group, clarify the objectives when specific tasks are assigned. – Build in time for the unexpected. – Be very flexible. 8
Steps to Managing Projects 4. Establish checkpoints and control mechanisms. – Evaluate your project for important steps or tasks to be completed and insert interim deadlines or checkpoints in the project plan. – Review and update the plan regularly.
9
Steps to Managing Projects 5. Identify and obtain necessary resources. – Review the tasks and objectives and discuss what will be required to complete the assignment. – Know when to let a project go or when to start over.
10
Steps to Managing Projects 6. Determine how project results will be measured. – Understand how the project will be evaluated and who will assess it. – Ensure that steps are built into the process to obtain the data needed to evaluate the success of the project.
11
Steps to Managing Projects 7. Set up an ongoing communication system. – Communicate with team members and stakeholders. – Start the project with face-to-face or telephone contact if possible. – Meet regularly (in person or virtually) to check on project status and progress. – Revisit initial decisions made by the group if they are not working. – Keep people informed by issuing progress reports.
12
Steps to Managing Projects 7. Set up an ongoing communication system. (continued) – Encourage a positive, open atmosphere. – Monitor performance and catch problems early on. – Give less experienced team members more initial attention and direction. – Develop records that document the group’s progress on the project.
13
Steps to Managing Projects 8. Debrief and evaluate the process and results at project end. – Discuss what worked well and what didn’t. – Discuss what everyone learned from the group’s mistakes and how similar mistakes can be prevented in future team projects.
14
Project Management Tools: Gantt Chart 1. Brainstorm all tasks necessary to complete the final project. 2. Reorganize this list in order from beginning to ending tasks. 3. Create a grid where columns represent time and the rows represent specific tasks. 4. List each task in order and estimate the time needed to complete each task. 5. Include two rows for each task (projected time and actual time). 15
Project Management Tools: PERT Chart 1. Define the project and all of its significant activities and tasks. 2. Develop the relationship among the activities. 3. Draw the network connecting all the activities. 4. Assign time and/or cost estimates to each activity. 5. Compute the longest time path through the network (the critical path). 6. Use the network to help plan, schedule, monitor, and control the project.
16
Summary • Company and individual success comes more readily to those who can do more with less while working smarter, not harder. • To make your projects a success, take time to: – – – – –
Clarify project expectations Determine contributors and stakeholders Establish specific objectives or milestones Create contingency plans Communicate regularly with stakeholders 17
