Organizing, Managing and Leading A Project for Success PMI® Minnesota Breakfast Meeting July 12, 2016 Chuck Stakston, PMP

Organize, Manage, Lead The Project “Most experienced Project Management practitioners know there is no single way to manage a project. They apply project management knowledge, skill and required processes in a preferred order, with varying rigor, to achieve the desired project performance.*” * Project Management Institute, A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – 5 th Edition, Project Management Institute, Inc. 2013, Page 64

Organize, Manage, Lead The Project * Project Management Institute, A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – 5 th Edition, Project Management Institute, Inc. 2013, Page 64 There are many ways to run a project There are many ways to achieve success Success: Meeting Stakeholder Expectations!

Organize, Manage, Lead The Project Stakeholders will be judging you on how well you execute the project: Delivery: On Time, In Full Efficiency: Use of People, Time and Money Effectiveness: Satisfying the business case, creating value for the organization

Organize, Manage, Lead The Project We each have unique personalities and individual life experiences that will be reflected in our choice of: Processes Tools Techniques

Organize, Manage, Lead The Project Integrate your unique style as you develop your own Project Management Plan and define how you will: Organize Manage Lead

Organize, Manage, Lead The Project Your unique Project Management Plan will help you: Reduce Waste Increase Predictability (reduce variation, manage risks ) Continuously Improve Processes Achieve Success: Exceed Stakeholder Expectations Maximize Value to the Organization

Integration Scope Schedule Risk Quality Resources Comm.Procure Stake- holders Cost Organize, Manage, Lead The Project Knowledge Areas 1 – Integration 2 – Scope 3 – Schedule 4 – Cost 5 – Quality 6 – Resources 7 – Communications 8 – Risk 9 – Procurement 10 – Stakeholders

Project Management Plan Scope Mgmt Plan Schedule Mgmt Plan Risk Mgmt Plan Quality Mgmt Plan Resources Mgmt Plan Comm. Mgmt Plan Procure Mgmt Plan Stake- holders Mgmt Plan Cost Mgmt Plan Organize, Manage, Lead The Project The Project Management Plan pulls together all of the individual “plans” The Project Management Plan pulls together all of the individual “plans” You might also need these plans: Requirements Management Plan Change Management Plan Configuration Management Plan Performance Measurement Baseline Scope Baseline Schedule Baseline Cost Baseline Process Improvement Plan

Organize, Manage, Lead The Project The Project Management Plan documents: actions needed to define, prepare, integrate and coordinate the 10 Knowledge Area plans how the project will be executed, controlled and closed the “strategy” for tactical execution of project work

Organize, Manage, Lead The Project Apply your project management knowledge, skills, tools and techniques as you develop your unique Project Management Plan: Right amount of process, tools Used at the appropriate times Based on project complexity, risk

Organize, Manage, Lead The Project: Exercise

Write your “Project Manager” response on the Blue Post-it® Note Write your “Team Member” response on the Yellow Post-it® Note As Project ManagerAs Team Member Take about 1 minute for each role and identify the #1 Pain Point you experienced:

Organize, Manage, Lead The Project: Exercise 1.Take minutes to discuss each response with the people at your table. 2.Identify 1 (only 1) of the 10 Knowledge Areas that best fits each of your Pain Points. 3.When everyone at the table has marked each of their Pain Points, place them up on the wall next to the Knowledge Areas identified. Knowledge Area Categories 1 – Integration 2 – Scope 3 – Schedule 4 – Cost 5 – Quality 6 – Resources 7 – Communications 8 – Risk 9 – Procurement 10 – Stakeholders Discuss Your Observations with the group

Organize, Manage, Lead The Project: Exercise Project Managers: 1 – Scope 2 – Resources 3 – Schedule Project Managers: 1 – Scope 2 – Resources 3 – Schedule Organize, Manage, Lead The Project Team Members: 1 – Communications 2 – Scope 3 – Schedule Team Members: 1 – Communications 2 – Scope 3 – Schedule

Lack of transparency from Project Manager Organize, Manage, Lead The Project: Exercise Project Managers Team Members Not hearing about issues until they become problems Not showing up for meetings to communicate Not being honest, truthful Not efficient, effective with communications Number 1 Pain Point: Communications Lack of !!! Poor, Not clear! Attending meetings where I wasn’t needed Did not listen, disregard for my input, no respect, not taken seriously Team leader not influencing the global stakeholders

Organize, Manage, Lead The Project: Exercise Project Managers Team Members Number 1 Pain Point: Scope Unclear, Changing, Poorly defined, Too large, Creeping Proliferation of requirements No Alignment, No Buy-in, Lack of Clarity Budget defined before scope Changing, Too big, Unrealistic, Unclear, Creeping Lack of Focus No Alignment Vague, Unicorn Goals, Too much BS and not enough data Lack of Vision, End Goal

Team members too busy, on too many projects, multitasking Lack of cooperation, collaboration No sense of urgency, deadweight Organize, Manage, Lead The Project: Exercise Project Managers Team Members Number 1 Pain Point: Resources Lack of Accountability!!! Lack of focus, unclear roles Lack of, insufficient, Resources!!!! Resources leaving, team turnover, lack of resources Not able to make a decision as a team Meeting Management, wasted time Unreasonable, unrealistic expectations Dealing with “difficult” personalities, conflict Not a dedicated resource, too much multitasking PM was a slave to tools, not competent, poor leader Lack of organization, unclear roles Getting cooperation and collaboration

Not enough time !!! Managing day-to-day demands with project expectations Organize, Manage, Lead The Project: Exercise Project Managers Team Members Number 1 Pain Point: Schedule Convincing team to take time to plan the project Team members late, not timely, not completing, past due.. When given enough time! Getting, Having enough resources for the work effort needed Unanticipated technical challenges impacting timeline Meetings not starting on time, run inefficiently Unrealistic schedule from the start, defined by someone not on the team Poor coordination of the work causing delays Managing deliverables, expectations across multiple projects Unrealistic timeline, pushing to go faster without additional resources, external pressure... from stakeholders Inefficient use of time by team members

Organize, Manage, Lead The Project Organize the Project Team Team Structure Communications Meetings Ground Rules Decision Making Issue Resolution PM Tools & Techniques Organization Process Assets

Organize, Manage, Lead The Project Manage the Project Team Accountability Performance Tracking Performance Reporting Minimizing Waste Maximizing Economic Value Training & Development Team Building Facilitating Interactions Co-location / Virtual Teams / Collaboration

Organize, Manage, Lead The Project Lead the Project Team Inspire Motivate “Lead by Example” Influence all Stakeholders Meet Stakeholder Expectations Meet Team Member Expectations Provide Rewards & Recognition

Organize, Manage, Lead The Project “He who fails to plan is planning to fail.” Winston Churchill Prime Minister of England “Plans are worthless, but planning is everything.” Dwight D. Eisenhower 34 th President of US “There’s never enough time to do it right, but always time to do it over.” Jack Bergman, PhD

"For every minute spent organizing, an hour is earned." – Benjamin Franklin Organize, Manage, Lead The Project

Plan how you will organize, manage and lead A plan helps you be proactive not reactive A plan ensures you’re minimizing waste and maximizing efficiency A plan ensures high performance and a path to success A plan is something you can adjust, optimize as up go Organize, Manage, Lead The Project – Final Thoughts Plan Do Check Act