Embed Size (px)
Citation preview
A Collaborative Approach
PLANNING TOGETHER
Amy Hutchins - PMO Manager
1. Project Set up
2. Project Planning (short exercise)
3. A Collaborative Approach to planning
(short exercise)
4. Turning Planning into Action
5. Summary
AGENDA
PROJECT
SET UP
SETTING UP YOUR PROJECT TO SUCCEED
• Business need identified
• Defined project aims and objectives
• Identified a core team to undertake the work
• Clearly defined project governance
• Patients, families, carers involved
– As part of stakeholder identification
• Effective communication
• Producing a good project plan
• Resource identified and allocated
Project governance is the management framework within
which project decisions are made.
Includes:
• Project structure
• Defining roles and responsibilities
• Clear escalation procedures
• Mechanism for ensuring risks and issues are identified and
managed
PROJECT GOVERNANCE
PROJECT GOVERNANCE
PROJECT PLANNING
PLANNING – KEY ACTIONS
• Planning – how to get from point A to point B • What has to be done?
• How are we going to do it?
• Who is going to do it?
• How long will it take?
• Provides clarity about the project and that expectations are
managed
• Determine inter-dependencies, critical path, issues, risks, and
resources
• Used throughout the project for monitoring and control
PLANNING – KEY ACTIONS
“If you don’t know where you are going, you are
likely to end up somewhere else! ” Yogi Berra
PLANNING – TOP TIPS
• Timescales need to be reliable and realistic
• but are often ‘estimates’ to begin with
• Start with the end in mind • Understand what you need to achieve
• Break the project down into detailed component tasks
• Estimate how long each task will take, allowing for: • Admin, meetings, quality assurance, training and documentation
• Unanticipated events such as sickness, equipment
• When planning order of activities: • See how tasks inter-relate and decide which need to be tackled first
• Agree start and end dates for each task
• Plan for it going wrong • Allow for all potential expected and unexpected delays and disruption
EXERCISE
REMODELLING A BATHROOM
Exercise: ‘Remodelling a bathroom’
Scenario: You’re the Project Manager and your going to put
together a high level project plan for remodelling a bathroom
Activity (10 mins)
• Use template provided
• Break down your deliverables into actions
• Areas to think about:
• Bathroom fixtures (toilet, sink etc.)
• Tiling
• Lighting
• Heating
REMODELLING A BATHROOM
• Easy / difficult?
• Any uncertainties?
• Time estimates?
HOW DID YOU FIND IT?
Jan Feb March
Activity
No.
Activity Name Time to
complete
activity
Who Wk
1
Wk
2
Wk
2
Wk
3
Wk
4
Wk
5
Wk
6
Wk
7
Wk
8
Wk
9
Wk
10
Wk
11
Wk
12
A001 Design Bathroom layout
1 week Project
Manager
A002 Order Bath, Sink and Toilet
4 weeks Project
Manager
A003 Take out existing bathroom
2 day Husband
A004 Move plumbing pipes 1 day Plumber
A005 Put in underfloor heating
and lights
1 day Electrician
A006 Put in toilet, sink and bath 2 days Plumber
A007 Tile walls and floor
2 days Tiler
A008 Paint
1 week Project
Manager
A009 Bathroom finished XX
SIMPLE GANTT CHART
A COLLABORATIVE APPROACH
• Getting the right people involved at the right
time
• Why get others involved?
“Alone we can do so little, but together we
can do so much.” Helen Keller
An Elephant in the Room
Reference: NHSIQ: First Steps towards quality improvement: A simple guide to improving services
NOW IMAGINE THE ELEPHANT
TO BE A PROJECT
An Elephant in the Room
REMODELLING A BATHROOM
A COLLABORATIVE APPROACH
• Activity: Re-do the project plan with your project team to produce a joint plan collaboratively
• Time: 15 mins
• Groups of 4
• Assign project roles
• Project Manager
• Plumber
• Electrician
• Tiler
THE TASK
• Shorter / longer?
• Comparison to when did it alone?
• Did you get consensus?
• Any other issues identified?
REFLECTIONS: HOW DID IT GO THIS TIME?
Jan Feb March
Activity
No.
Activity Name Time to
complete
activity
Who
Wk
1
Wk
2
Wk
2
Wk
3
Wk
4
Wk
5
Wk
6
Wk
7
Wk
8
Wk
9
Wk
10
W
k
11
W
k
12
A001 Design Bathroom layout
1 week Project
Manager
A002 Order Bath, Sink and Toilet 4 weeks Project
Manager
A003 Order taps 8 weeks Project
manager
A004 Order paint 1 day Project
Manager
A005 Take out existing bathroom 1 week Project
manager
A006 Move plumbing pipes** 1 day Plumber
A007 Put in toilet, sink, bath 3 days Plumber
A008 Put in underfloor heating and
lights
1 week Electrician
A009 Tile walls and floor 1 week Tiler
A010 Cannot use bathroom 1 week
A011 Put in taps and connect water 1 day Plumber
A012 Paint 1 week Project
Manager
Bathroom finished X
WITHOUT
BATHROOM
Constraint
PROJECT PLAN VERSION 2
TURNING PLANNING
INTO ACTION
• A communication tool with the team – Gives autonomy
– Involved in problem solving
– Included in goal setting
– Gives responsibility / ownership
• Allows you to monitor, control and manage
• ‘Live document’ – updating constantly throughout the project lifecycle
• Breaks the project into achievable, manageable steps – Identifying communication points
USING THE PROJECT PLAN
• Keeping profile of project in people’s mind
• Awareness of what’s coming next
• Celebrating achievements
• Phased approach
– Lessons learnt
– Re-planning
– what might be different in next phase
• Reminders : benefits of project / end goal
• Seek feedback
KEEPING STAKEHOLDERS ENGAGED
HOW TO COMMUNICATE
Offline • Face to face
• Meetings, work sessions, work groups, conferences
Online • Software and apps
• Social media groups, webinars, tele-seminars
• Electronic workspace online (Sharepoint, Wikis etc)
Who What When How Owner
Stakeholder /
Group Required Frequency Method Owner
Individual name
/ main contact
for group
Type of
information
required e.g.
progress reports,
ad hoc, marketing
information
How often contact /
information needs
to be provided e.g.
weekly / monthly
How will the information be
communicated e.g. email,
face to face, group email,
poster campaign, twitter etc.
Who will send out
the information
e.g. Project
Board
e.g. Progress
Update e.g. Monthly
e.g. Progress update in
Monthly Board meetings e.g. Project Manager
… … … … …
COMMUNICATION PLAN
• Spend time on Project Set up • Get the right people involved
• Right governance structure
• A good project planning is a key success factor for delivery • Use a collaborative approach
• Break down into manageable bite sized tasks
• Think about impact on patients / carers / families (better to have them as part of your team)
• Use as a Live Working document
• Communications • Use the project plan as a communication tool
• Get the right communication tool / method in place for all stakeholders
IN SUMMARY
