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Project ManagementTips & Tricks
Ann Claus November 30th 2017
22
0 Agenda for today
• What's a project?
• What <-> How
• Failure due to lack of …
1. Clear project objectives translated into key deliverables for theproject team
2. An aligned and empowered team
3. Project lead skills
4. Communication
5. Transition to process owner(s) – formal closure
• Tips & tricks to avoid common pitfalls
• Wrap-up and closing
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0 What’s in for you
• A couple of proven concepts that you can take with you and try in practice… all this to maximize your chances for success!
• An opportunity to enlarge your network of people with project management skills, ask questions, capture feedback and translate to yoursituation. Apply, learn and grow!
4
0 Presented by
“If you don’t climb the mountain, you can’t see the view”
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A project (*)=
A temporary endeavor with a beginning and an end
Creates a unique product, service or result
A project (**) =
An organized effort with a definite beginning and end,
set up to achieve goals
under the contraints of time, budget and other resources.
(*) source PMI (**) source J&J project methodology
1 What’s a project?
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2 What <-> How
What
InitiateDevelop project charter
Planning Define scope
Define & sequence activities
Estimate resources &
cost
Plan communica
tions
Identify risks
Execute Manage the team
Distribute information
Monitor & Control
Control scope
Control schedule
Monitor & control
risks
Closing Close project
How
Clear accountability &
effective execution
Team alignment
Common objectives
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1. Clear project objectives translated into key deliverables for the project team and detailed project planning
2. An aligned and empowered team
3. Project lead skills
4. Communication
5. Transition to process owner(s) – formal closure
3 Why do projects fail? Common pitfalls
How do you develop a realistic project plan for multidisciplinary teams ensuringyour team members have sufficient time to complete activities against the agreeddeadlines (also when the deadline is imposed by management)?
How to ensure collaboration in a multidisciplinary project team?
How to coop with all the different inputs and how to process this into the project planning?
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4 From project case to action planningBasis for team alignment!
What’s the process you follow to get a project plan on the table?
Who’s owns the detailed action plans?
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Project
Case
Project Objectives
Key Deliverables
Action Plans
The primary responsibility
= the project case
≠ action plans
The project case = a story• Background
• Project description
• Milestone schedule
• Business objectives
• Scope definition
• Assumptions & financials
• Risks & challenges
• Other management expectations
4 From project case to action planningBasis for team alignment!
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5 An aligned and empowered team
Any problems?
Project Lead
Finance
EH&S
Procurement
Customer Service
Transportation
HR
IT
Operations
Planning
Packaging
Maintenance
Stakeholder Stakeholder
Stakeholder
Functionalmanager
FunctionalmanagerFunctional
manager
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5 An aligned and empowered team
A more effective team structure
Core Team Members
Project Lead Core Team
Member
Extended team
member
Extended team
member
Extended team
member
Extended team
member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Sponsor / Leadershipteam
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5 An aligned and empowered teamFreedom box
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5 An aligned and empowered teamHow to start and maintain?
1. KICK OFF
2. Regular team meetings
3. Regular periodic reviews with sponsor
4. One 2 one with each core team member
5. Minimize the change of core team member
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6 Project Lead Skills
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Prepare and present the project case
Align and motivate core team members to feel fully accountable
Lead through regular core team meetings
Identify and manage risk
Manage the relationship with sponsor
Remove barriers to success and be available to support team
Formally close and recognize success
6 Role of the project lead
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1. Move out of your comfort zone
2. Encounter resistance
3. Become a change agent
4. Need to be persistent and rigourous
6 If you are a project lead then…
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7 Communication
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7 Communication Channels Example
A project with 1 project leader, 1 sponsor, 8 core team members (CTM), 24 extended team members (ETM) (3 per CTM), 9 functional managers (FM)
Without a communication plan
All 43 people talk to eachother.
1378 channels
With a communication plan
► PL <-> sponsor = 1
► CTM <-> CTM = 28
► CTM <-> ETM = 24
► CTM <-> FM = 9
62 channels
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1. Between Project Lead and Sponsor
2. Between Core Team Members
3. Between Core Team and Extended Team members
4. Between Core Team and Functional Managers
5. Between Core Team and Key Stakeholders
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7 Communication Process
202020
7 Communication Process
Core Team Members
Project Lead Core Team
Member
Extended team
member
Extended team
member
Extended team
member
Extended team
member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Core Team Member
Sponsor / Leadershipteam
Functional manager
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1. Lessons learned
2. Formal hand-off with ongoing process owners
3. Final results review with Sponsor / Leadership team
4. Recognize core team members performance with functionalmanagers
5. Celebrate success
6. Release your resources
8 Transfer to process owner(s)
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9 Wrap-up
►How
Clear accountability &
effective execution
Team alignment
Common objectives
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Mix of
1. Project Management Methodology – PMI
https://www.pmi.org/
2. J&J project methodology (FPX)
3. Own experience
0 Sources
