1HIGH PERFORMANCE MANAGEMENT CONFERENCE PROJECT MANAGEMENT Module: 1 hour 15 minutes• Define and describe common project management terminology, including the characteristics which distinguish a project from other organizational activities• Learn the five phases of the project management process• Discover the triple constraints of project management: Quality, Cost, and Time• Identify the behavioral skills necessary to lead teams and manage stakeholders interests more effectively
2What is a Project?A temporary endeavor undertaken to create a unique product, service, or result.Time: 3 minutesWe use the term project rather freely, and we can refer to many things as a project. Let’s be sure we are appropriately using the term. What is a Project?A key aspect of a project is that it is first and foremost, temporary. It has a distinct end point. The other aspect is that it is unique. It is not our everyday work. It is typically a one-time task.Let’s look at the characteristics in more detail.Source: Project Management Institute (PMI).
3What is a Project? Temporary Unique Team Has a definite beginning and ending pointUniqueIs not routine; the product or service is distinguishable in some way from other similar products or servicesTeamIs accomplished by a team of people assembled for the duration of project who don’t usually work togetherTime: 3 minutes (6)
4Staging Concert or Musical Implementing New Process or Software New Prescription DrugBuilding Home, Road, etc.Staging Concert or MusicalImplementing New Process or SoftwareTime: 2 minutes (8)Let’s look at some examples.Developing a new productEffecting a change in structure, staffing or style of an organizationDesigning a new transportation vehicleDeveloping or acquiring a new or modified information systemConstructing a building or facilityRunning a political campaignImplementing a new business procedure or process
5Almost 6.2 million U.S. jobs by 2020 Growing ProfessionPrior to 2010Aerospace & DefenseConstruction & EngineeringFinancial ServicesInformation TechnologyPharmaceuticalsTelecommunicationsUtilitiesWeb/Internet/Software2010 to 2020Business ServicesHealthcareManufacturingConstruction & EngineeringFinancial ServicesInformation TechnologyUtilitiesOil & GasAlmost 6.2 million U.S. jobs by 2020+12%Time: 2 minutes (10)
7Project Management…The application of knowledge, skills, and techniques to execute projects effectively and efficiently.Technical ManagementTime: 3 minutes (14)Project Management is defined as the application of knowledge, skills, and techniques. Let’s take a closer look at what those skills are…Change ManagementPeople Management
8Project Management Requires… All the skills of a High Performing Leader to complete tasks.Technical TasksTeam TasksOrganizational TasksEvaluate scope and requirementsCreate and maintain a project planCreate and manage a project budgetAssemble and motivate a project teamIdentify and set expectations with stakeholdersManage issues and risksIdentify and lead change effortsCommunicate internally and externallyTime: 3 minutes (17)
9Technical Management Initiating Define scope and timeline of project Set goalsDefine necessary resources/teamIdentify success criteriaInitiatingPlanningExecutingControllingClosingTime: 2 minutes (19)
10Technical Management Planning Assemble the team Determine roles and responsibilitiesSchedule tasksIdentify internal and external stakeholdersInitiatingPlanningExecutingControllingClosingTime: 2 minutes (21)
11Technical Management Executing Track progress against plan Manage the project constraints of quality, time, and costInitiatingPlanningExecutingControllingClosingTime: 2 minutes (23)
12Technical Management Controlling Monitor issues and risks Manage schedule and budgetPrevent scope creepInitiatingPlanningExecutingControllingClosingTime: 2 minutes (25)
13Technical Management Closing Assure proper implementation and closure Promote continuous learningIdentify best practicesInitiatingPlanningExecutingControllingClosingTime: 2 minutes (27)
14Best Practices of Technical Management Don’t underestimate the importance of planningManage the constraintsTime: 1 minutes (28)
15Spend 25% – 35% in the beginning, Planning Time: 2 minutes (30)Source: Project Management Institute (PMI).
16Pick Any Two… Time/ Schedule Quality Cost Time: 3 minutes (33) Project Management is often described as “managing the triple constraints of a project”. Let’s take a look at what this means.
17Pick Any Two… + = + = + = Faster Better More Expensive Time Cost QualityFasterCheaperLower Quality+=Time: 2 minutes (35)Let’s identify the trade-offs that you make as a Project Manager.BetterCheaperMore Time+=
18You can make some people happy, all of the time, or all of the people happy some of the time, but you can't make all the people happy, all the time.”Time: 1 minute (36)So our first rule – you can’t make all people happy all of the time!Jim Kouzes, co-author of The Leadership Challenge.
19Best Practices of Team Management Don’t underestimate the importance of building trustManage team performanceTime: 1 minutes (37)
20Trust Improves Performance Be honestTake responsibilityAdmit mistakesAcknowledge weaknessesFollow throughBe fairAsk for helpTap into others’ expertiseBe unguarded and genuineHigh Trust↑ 276%Time: 3 minutes (40)Companies that build high-trust organization make more money over time, pay fewer legal costs, and have more engaged employees and customers. Furthermore, organizations that have been tracking trust for 15 years and are using that data to improve outperform their counterparts by 276%!Source: Building the High-Trust Organization by Pamela S Shockley-Zalabak, Sherwyn Morreale, Michael Hackman
21If you don’t believe in the messenger, you won’t believe the message. ”Time: 1 minute (26)So our first rule – if our audience does not believe us, they will not believe anything we tell them or present.Jim Kouzes, co-author of The Leadership Challenge.
22Team Performance PROJECT COMPLETION Team Performance Time High Low Time: 3 minutes (43)The line here is a depiction of Bruce Tuckman’s stages of group performance Forming – Storming – Norming – Performing that was first proposed in Tuckman maintained that these phases are all necessary and inevitable in order for the team to grow, to face up to challenges, to tackle problems, to find solutions, to plan work, and to deliver results. This model has become the basis for subsequent models.In 1977, Tuckman, jointly with Mary Ann Jensen, added a fifth stage to the 4 stages: adjourning, that involves completing the task and breaking up the team. Others call it mourning or even re-forming as the team stays together and moves on to another task or project.Low
23Expected Team Performance HighDEADLINEPerformanceTimeTime: 1 minute (44)We often think that a team comes together to complete some task, and that over time the team should be steadily progressing towards the final goal.Low
24Actual Team Performance HighDEADLINEPerformanceTimeTime: 1 minute (45)What is more realistic is that at the beginning there is planning, which takes time. And there is work the team needs to establish norms and processes of working together to be effective so they can execute.Let’s take a closer look at how this happens over time so we understand typical team performance and then we’re going to discuss how this relates to this team.Low
25Team Performance 50% Complete DEADLINE Team Performance Time High Low Time: 5 minutes (50)When the team reaches the halfway mark, some expect that the work should be 50% complete.Is this realistic? No!On most projects teams are actually only 25 – 35% complete at the 50% mark. So what happens when we reach 50% and the project is not 50% completed?Low
26Best Practices of Organizational Management Don’t underestimate the need to communicateManage the change AND the projectTime: 1 minutes (51)
29Manage the Change! Start End Start End UNMANAGED CHANGE MANAGED CHANGE FunctionalStartEndUNMANAGED CHANGETime to AdaptDysfunctionalDysfunctionalFunctionalEndStartMANAGED CHANGETime to Adapt
30Skills for the Future Virtual teams – managing across distances Global teams – communicating with different cultures / languagesBusiness and strategy – aligning projects with strategy
31Application Activity Let’s look at the Project Management Planner Time: Whatever time is leftHave everyone take a few minutes and look at the Presentation Planner and discuss how they can use it. Or even provide your own guidance and coaching to the group with open Q&A.