Why do Projects Fail?

Throw down single word / phrases why something doesn’t go to plan:

Second Page for ideas (just in case)

Here’s one I prepared earlier: Lack of commitment from senior mgmt & key individuals Lack of commitment over the life of the project Communication problems Not enough time allocated to the project No contingency plans Original Plan was incorrect! Not considering what might “go wrong” and the resulting effects

What methods could we use to help us think through what might go wrong?

Going back to the earlier list: Lack of commitment from senior mgmt & key individuals Lack of commitment over the life of the project Communication problems Not enough time allocated to the project No contingency plans Original Plan was incorrect! Not considering what might “go wrong” and the resulting effects Remember the “project initiation form”? Progress Reports & meetings? Communication is the base to everything – we’ll look at meetings in the minute Gantt Charts & Critical Path Analysis? Always allow planning time! We’ll look at this next!

“I’ve had a better idea – let’s not” Remember that NOT doing something is an option, and is often the best option. Isn’t this the base unit against which all other options should be measured? “One of the lessons of history is that nothing is often a good thing to do and always a clever thing to say.” (Will Durant, American historian)

Let’s go on to look at meetings How many meetings do you attend each month & what are they?

What are the different “elements” that make a meeting? – That is, what do you need to be able to call an event a “meeting”?

There is a “POPE” model, which suggests that the four elements of a meeting are – PEOPLE, OBJECTIVE, PROCESS & ENVIRONMENT. POPE MODEL - PEOPLE –Consider the meetings that you attend regularly – how does the way that different people act in a meeting effect the outcome of those meetings? “A meeting is an occasion when people get together, some to say what they do not think, and others not to say what they really do.” (Vladimir Voinovich, Russian writer)

POPE MODEL - OBJECTIVE In the meetings that you attend – are the objectives & expected outcomes of that meeting clearly defined from the outset? What are the advantages of doing this?

POPE MODEL - PROCESS In relation to the more “formal” meetings, what is the process that you use to set up and then to conduct that meeting?

POPE MODEL - ENVIRONMENT Where are the meetings held? What would you say are the issues that need to be addressed in relation to environment when setting up a meeting?

Send agenda and pre-reading at least 3 days in advance. Give appropriate notice of absence. Arrive punctually. Keep to agenda; items and timing. Avoid side conversations. Listen. Participate. Be open and encourage ideas. Be willing to reach consensus. Critique ideas, not persons. Remember that all are equal during the meeting. Summarise at the end; not longer than 5 minutes. Finish punctually. Distribute minutes within 2 days. Suggested Meetings Process Principles Prior During After

Meeting Management Goal What do you want to achieve? Roles Who will be Timekeeper, Scribe, and Facilitator? A meeting manager should have already arranged the meeting. Process How are you going to achieve your objectives? The last step of the agenda should be the meeting assessment.

Facilitator Reserve Views Give info where needed Set objectives Preparation Invite attendees Set time, date, venue Justify meeting Distribute pre-reading Arrange facilitator Manager Check people are not excluded Ensure process is maintained Check process is appropriate Check sequencing Contract setting Call for summary Identify group think

And where do communication skills come into all this?