GET R DONE PROJECT MANAGEMENT FOR TODAY September 19 th & 20th Fall Retreat Public Library Section Kansas Library Association

My workshop goals Identify how projects differ from regular library work Define the elements of a project Explain the virtues of project management Identify key project management tools and methods Connect these to practical library operations

What is a project? One time activity or job - unique Has defined start & end dates - schedule Clearly specified objective / scope of work / specifications / quality of work Limited resources – budget, time & people Temporary organization / structure for managing & doing it

Common elements Unique Finite duration / schedule Specific goal Complexity requires structure & communication Requires resources in addition to normal operations

A degree of uniqueness One-of-a-kind Filled with risk & uncertainty No single “right” answer Constant adjustment Requires degree of foresight Troubleshooting & problem solving are constantly needed

Finite duration Beginnings & endings Temporary Schedules Timelines Completion expected

Goal orientation & focus Specific results expected Multilevels of achievement Cooperation throughout Mission statement to define goal Objectives to identify details

Complexity Inter-related activities A number of people System approach to operations Holistic management Multiple time lines & deadlines

Why Project Management? Increase productivity Get done on time Stay on budget Reduce risks Provide appropriate degree of quality Provide constant information

Project management can help identify the right road to take Especially when traveling fast & faced with a series of on and off ramps with various degrees of risk.

Project management is... Problem solving on a large scale

Incorporates 4 management areas Time Money People Information

Project life cycle Define project Plan project Implement Monitor  Adjust Complete Evaluate Celebrate!

Defining the project What is to be accomplished? What is the timeline? What resources are available? Who is to manage it?

Defining project scope 1. Clarify project scope, goals, & priorities with administration 2. Decide who to involve in early planning & project definition 3. Clearly define project objectives... what, when, who, how, why 4. Decide how to communicate about project & progress

Clearly defining the project leads to solutions... What must be done -- Objectives & scope How it is to be done -- Strategies Who will do what -- Responsibilities When must it be done -- Timeline/schedule How much will it cost -- Resources/budget How good will it be -- Quality

What performance -- Training needs Identify weaknesses -- Compensate Identify obstacles -- Risk analysis Control & authority -- Who & how Solutions, continued

Triangle of project objectives Performance - Specifications / Scope Cost - Budget - Resources Time- Schedule

The variables are... Time / Schedules Budgets / Resources Specifications / Quality

Project management... Get the job done on time, within budget, & according to specifications

Negotiate for clarity In any given project, it is possible to get two of the three variables. Clarify with administration which two of the three matter the most. Ask questions to get clear answers & get them in writing if possible. Time, resources, quality

Plan the project 1. Establish a timeline -- start & end dates 2. Outline major stages or activities 3. Decide what resources will be needed (budget, people, other) & what you have 4. Determine the specifications: How good does it have to be? Perfect? 89%? What are the standards?

What will success look like? Decide at the beginning... How much must be finished to declare the project finished? How well does it have to be done?. Don’t allow the perfect to become the enemy of the good.

Implement the project – put the pieces together Engage resources people funds equipment/supplies Evaluate quality -- decide what is “good enough” Use progressive decision- making

Control & monitor the project Track progress Keep everything in sync Communicate with & encourage team Be flexible Make timely decisions Be Flexible!

Adjust, adjust, adjust... Build in flexibility Look forward with concern & prudence Do not loose sight of: schedule resources quality Learn lessons as you progress

What must be managed? Scope -- objectives Time -- scheduling & controlling Costs -- resources, budget, people Communications -- information flow Human resources -- people Quality – what is “good enough” – 99.9% perfect & complete Less than 10% errors 97% accurate 92% of cases complete

Project management tools Software Diagrams, graphs, charts Literature Lists Experts Others with experience

Be selective! Use what works for you  Simple calendar  Timeline with intermediary targets  Work Breakdown Structure  Logical Task Flow  Task Analysis  GANTT Chart

Tools, continued  PERT -- Performance Evaluation Review Technique  CPM -- Critical Path Method  Flowchart  Outline  Lists  Spreadsheets

Celebrate intermediate successes Rejoice / publicize completion of each stage & progress towards goals Acknowledge contributions of individuals, groups Provide small rewards Keep a central graph Other ideas?

Celebrate the conclusion Officially declare it done! Throw a party for participants Even a “hokey” ceremony brings closure Make it an organizational celebration Write letters for personnel files for stars Other ideas?

Roles to be filled... Leader Cheerleader Whip Pressure valve Communicator Other?

Additional tools for success Laugh together – keep your sense of humor Acknowledge the stress & frustration Remember this is not life or death Be realistic Remember to breath Do not take it home with you – leave it in the library Have a life

PROJECT MANAGEMENT Conceptualize - imagine Define - goals & objectives Plan - schedule & resources Implement - manage & control Complete it - celebrate Reflect & learn (Get better at it!)

Project management & its tools can help you GET R DONE! Dr. Mary C. Bushing 2121 S. Tracy Avenue Bozeman, MT (406)