Project Management

Sayed Project management

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Begin early: It is never too early to start. By starting early you have more time to finish the project, and you guarantee yourself adequate time to do a good job.

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Determine the time commitment. o Estimate long the project, presentation or paper will take to develop and complete o Determine how hard the material is to research o Set a mid-point to evaluat progress

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Break the project down into manageable sections. This table of tasks includes a column "done by" date to help you organize yourself and the project.

What

How

When:

Objectives should be SMART: Specific Summarize objectives

Measurable Attainable Relevant Trackable •

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project planning tools (Gantt, Critical Path, PERT) project production tools (word processing, demonstration software (PowerPoint), etc. stages of development

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critical sequencing (timeline)

• Determine process to achieve objectives

as often as necessary

Verify with instructor

Research

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text book research library research field research

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other:

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Analyze research/findings

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plan for gaps request assistance

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mid-stream check-in

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thesis statement

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individual topics

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opening paragraph body

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closing arguments/statement

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product

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process

Outline "product"

Write/Compile document/presentation

Document & create bibliography

Test

Review and evaluate

Summarize/digest

Rehearse (presentation)

Present final product

Celebrate

What: Case studies * • • •

are written summaries or syntheses of real-life cases based upon data and research require you to isolate and think through the key issues involved against both theory and the larger comparative environment identify appropriate strategies for the resolution of the 'case'

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weigh the pros and cons of the remedial options/strategies recommend and present a rationale for the best resolution

How: The process of developing a case study: • • • • • •

Define the objective of the case study Identify the important players within the organization, the "stakeholders" Identify other target groups of the organization, whether clients or suppliers State the official mission of the organization studied State the historical mission of the organization State the understood mission of the stakeholders in the organization

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Scale the importance of stakeholders, whether in decision-making or effect of consequences Outline the formal decision-making process Note informal decision-making processes Identify the process of production or service delivery Identify support mechanisms Identify competitors

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What is the organizational context of the profession or of competitors? • • • •

State State State State

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Identify Identify Identify Identify

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Define remedial options Compare options as regards pros and cons, theory, risk factors Make your recommendation and justify

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Write an executive summary focusing on key elements

the major problem subsequent problems and implications the role of management the role of production/service providers strategic issues decisions needed to be made risk factors historical precedents

Know the room. Be familiar with the place in which you will speak. Arrive early, walk around the speaking area and practice using the microphone and any visual aids. Know the audience. Greet some of the audience as they arrive. It's easier to speak to a group of friends than to a group of strangers. Know your material. Practice your speech and revise it if necessary. If you're not familiar with your material or are uncomfortable with it, your nervousness will increase.

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Sayed Relax. Ease tension by doing exercises. Visualize yourself giving your speech. Imagine yourself speaking, your voice loud, clear, and assured. When you visualize yourself as successful, you will be successful. Realize that people want you to succeed. They don't want you to fail. Audiences want you to be interesting, stimulating, informative, and entertaining. Don't apologize. If you mention your nervousness or apologize for any problems you think you have with your speech, you may be calling the audience's attention to something they hadn't noticed. Keep silent. Concentrate on the message -- not the medium. Focus your attention away from your own anxieties, and outwardly toward your message and your audience. Your nervousness will dissipate. Turn nervousness into positive energy. Harness your nervous energy and transform it into vitality and enthusiasm. Gain experience. Experience builds confidence, which is the key to effective speaking. A Toastmasters club can provide the experience you need. Basic content: • •

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Build your topic from a few main ideas State where you are going and what you will prove Know your audience: where are they coming from? Cover mutual ground as a starting point Use familiar vocabulary to begin; introduce and define new concepts gradually Adapt the presentation's goals with the interests of your audience Treat each audience as a unique group Convince them with facts and logic Demonstrate that you know what you are talking about, but on their level! Review and summarize in your conclusion Summarize what you've told them Check for comprehension Leave time for questions and discussion Follow up with options so audience can contact you

Practice by rehearsing the presentation, recording it, or reciting it to a few friends Techniques of delivery:

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Sayed • • • • • • • •

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Put your audience at ease with a relevant anecdote or joke, or get their attention with a dramatic gesture or event Use personal pronouns in your delivery Make eye contact with the audience Present your report with a conversational voice though vary it for emphasis Use transitions to signal the audience you're moving to a new idea Direct questions to your audience to get them more involved Conclude by summing up your main ideas, points, or arguments Leave time for questions, and invite feedback on o the content (un-addressed, related ideas) o the conclusions o your manner of presentation Leave your contact information (business card) for further questions

Using visual aids or media: • • • • • •

Call early and make sure hardware is compatible with your software; and software versions of your documents are compatible with versions of their software Have several versions of computerized files (on your hard drive, disk, web site, and overhead and/or paper(!) just in case Come early and make sure everything works and that any media (audio, visual, computer) can be seen, heard, understood by all Keep all visual materials simple in large text for visibility Have supportive materials for each idea Do not distribute handouts, even outlines, before your speech (or the audience will focus on the reading material instead of listening to you)

Managing by exception Work on those matters that are critical to you, and leave matters to others that are not. Strategizing and prioritizing Example: You tutor a child in math. You become aware that the family situation is troubled, but you haven't the skills to help. You inform the case manager for their action, but continue to focus on the supporting the child with his/her homework

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