GET R DONE PROJECT MANAGEMENT FOR TODAY September 19 th & 20th Fall Retreat - 2007 Public...

GET R DONE

PROJECT MANAGEMENT FOR TODAY

September 19th & 20th Fall Retreat - 2007 Public Library Section Kansas Library Association

My workshop goals

Identify how projects differ from regular library work

Define the elements of a project Explain the virtues of project

management Identify key project management tools and methods Connect these to practical library

operations

What is a project?

One time activity or job - unique

Has defined start & end dates - schedule

Clearly specified objective / scope of work

/ specifications / quality of work

Limited resources – budget, time & people

Temporary organization / structure for

managing & doing it

Common elements Unique Finite duration / schedule Specific goal Complexity requires structure &

communication Requires resources in addition to

normal operations

A degree of uniqueness

One-of-a-kind Filled with risk & uncertainty No single “right” answer Constant adjustment Requires degree of foresight Troubleshooting & problem

solving are constantly needed

Finite duration

Beginnings & endings

Temporary Schedules Timelines Completion

expected

Goal orientation & focus

Specific results expected Multilevels of achievement Cooperation throughout Mission statement to define goal Objectives to identify details

Complexity

Inter-related activities

A number of people System approach to

operations Holistic management Multiple time lines &

deadlines

Why Project Management?

Increase productivity Get done on time Stay on budget Reduce risks Provide appropriate degree of quality Provide constant information

Project management can help identify the right road to take

Especially when traveling fast & faced with a series of on and off ramps with various degrees of risk.

Project management is . . .

Problem solving on

a large scale

Incorporates 4 management areas

TimeMoneyPeopleInformation

Project life cycle

Define project Plan project Implement

Monitor Adjust Complete Evaluate Celebrate!

Defining the project

What is to be accomplished? What is the timeline? What resources are

available? Who is to manage it?

Defining project scope

1. Clarify project scope, goals, & priorities

with administration2. Decide who to involve in early

planning & project definition

3. Clearly define project objectives . . . what, when, who, how, why4. Decide how to communicate about

project & progress

Clearly defining the project leads to solutions . . .

What must be done -- Objectives & scope How it is to be done -- Strategies Who will do what -- Responsibilities When must it be done --

Timeline/schedule How much will it cost -- Resources/budget How good will it be -- Quality

What performance -- Training needs Identify weaknesses -- Compensate Identify obstacles -- Risk analysis Control & authority -- Who & how

Solutions, continued

Triangle of project objectives

Performance -Performance -Specifications / Specifications / ScopeScope

Cost -Cost -Budget - Budget - ResourcesResources

Time-Time-SchedulSchedulee

The variables are . . .

Time / Schedules

Budgets / Resources

Specifications / Quality

Project management . . .

Get the job done on time, within budget, & according to

specifications

Negotiate for clarity

In any given project, it is possible to get two of the three variables.

Clarify with administration which two of the three matter the most.

Ask questions to get clear answers & get them in writing if possible.

Time, resources, quality

Plan the project

1. Establish a timeline -- start & end dates2. Outline major stages or activities3. Decide what resources will be needed

(budget, people, other) & what you have4. Determine the specifications:

How good does it have to be? Perfect? 89%?

What are the standards?

What will success look like? Decide at the beginning . . .

How much must be finished to declare the project finished?

How well does it have to be done?

Don’t allow the perfect to become the enemy of the good..

Implement the project –

put the pieces together

Engage resources people funds equipment/supplies

Evaluate quality -- decide what is “good enough”

Use progressive

decision-making

Control & monitor the project

Track progress Keep everything in

sync Communicate with

& encourage team Be flexible Make timely

decisions

Be Flexible!Be Flexible!

Adjust, adjust, adjust . . .

Build in flexibility Look forward with concern &

prudence Do not loose sight of:

schedule resources quality

Learn lessons as you progress

What must be managed?

Scope -- objectives Time -- scheduling & controlling Costs -- resources, budget, people Communications -- information flow Human resources -- people Quality – what is “good enough” –

99.9% perfect & complete Less than 10% errors 97% accurate 92% of cases complete

Project management tools

Software Diagrams, graphs,

charts Literature Lists Experts Others with

experience

Be selective! Use what works for you

Simple calendar Timeline with intermediary targets Work Breakdown Structure Logical Task Flow Task Analysis GANTT Chart

Tools, continued

PERT -- Performance Evaluation Review Technique

CPM -- Critical Path Method

Flowchart Outline Lists Spreadsheets

Celebrate intermediate successes

Rejoice / publicize completion of each stage & progress towards goals

Acknowledge contributions of individuals, groups

Provide small rewards Keep a central graph Other ideas?

Celebrate the conclusion

Officially declare it done! Throw a party for participants Even a “hokey” ceremony brings

closure Make it an organizational celebration Write letters for personnel files for

stars Other ideas?

Roles to be filled . . .

Leader Cheerleader Whip Pressure valve Communicator Other?

Additional tools for success Laugh together – keep your sense of

humor Acknowledge the stress & frustration Remember this is not life or death Be realistic Remember to breath Do not take it home with you – leave it in the library Have a life

PROJECT MANAGEMENT

Conceptualize - imagine

Define - goals & objectives

Plan - schedule & resources

Implement - manage & control

Complete it - celebrate

Reflect & learn (Get better at it!)

Project management & its tools can help you GET R

DONE!

Dr. Mary C. Bushing2121 S. Tracy

AvenueBozeman, MT 59715(406) 587-4742marying@msn.com