Speaking Teaching Tools Training Consulting 10 Steps to Successful Project Management Lou Russell Russell Martin & Associates 6326 Rucker Road * Suite E Indianapolis, IN (317) A presentation for HDI NE Indiana Chapter

2 Presentation Contents Step 1: Is it a project? Step 2: Why do it? Step 3: Establishing Scope Step 4: Risk Mitigation Step 5: Seek First to Collaborate Step 6: Build a Schedule Step 7: Monitoring the Project Step 8: Negotiation and Conflict Step 9: Ending Well Step 10: Review and Learn

3 Steps to Great Projects Dare to Properly Manage Resources! Define Plan ManageReview END START 1.Establish project scope 2.Set initial objectives 3.List risks/constraints 4. Document assumptions 5.Evaluate alternatives 6.Choose a course of action 7. Establish change management plan 8. Plan communications 1.Create schedule 2.Assign resources 3.Create budget 1.Control work in progress 2.Provide feedback 3.Negotiate for resources 4.Resolve differences 1.Turn over deliverables 2.Hold Project Review 3.Release resources 4.Document successes and failures 5. Celebrate accomplishments

4 Step 1: Is it a project? Answer the following questions: 1.Can you complete the activity in one sitting? 2.Can you do the activity without anyone else’s help? 3.Can you complete the activity in less than four hours? 4.Has the activity been on your to-do list for less than a month? 5.Can you clearly define how you will measure that the task is done?

5 Try it out… Respond to a sales inquiry Develop a one hour speech Organize a baby shower Flip your house Move to a new building Promote a staff member Do yearly reviews Facilitate a planning session

6 Step 2: Why do it? Business Objective IRACIS The museum will have increased attendance and donations through this exhibit.

7 What is your role? Project Manager P lans, O rganizes and C ontrols the Project STEWARD

8 Step 3: Establishing Scope

9 DEFINE: Establish Project Scope Student Facilitator SME Course / learning draft materials learning objectives Need to Know, standards environment teaching notes Intro to Project Mgmt

10 Set Initial Objectives Project Objective The attendees (AUDIENCE) will create a Project Plan (BEHAVIOR) before they start a project (CONDITION). A B C

11 Step 4: Risk Mitigation

12 Document Risk Overall Project Risk Average: Size Size - How “big” is this project or how long will it take relative to others you have done? What is its impact on the organization? Rated 1(small) - 10(large) Structure Structure - How stable are the requirements? Has this been done before? Rated 1(fixed) - 10(undefined) Technology Technology - How understood is the technology? Rated 1(old) - 10(new)

13 Document Risk Risk FactorsLikelihoodImpactAction People resources not available Plan meetings for backup to PM LH H=High M=Medium L=Low Detailed Project Risk Project Manager gets transferred Prioritize activities to cut if insufficient resources MH

14 Document Constraints TIME COST QUALITY # 1 # 2 # 3

15 Step 7: Monitoring the Project

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17 Manage Manage ProjectTaskProject Manager Task Owner HelpersDueCommentsComplete ASTDBuild Master LouMargieCarol2/1/066 sessions total X ASTDShip supplies LouCarol2/21/06Small boxes ASTDSessionsLouMargie3/11/063 day per conf, 3 session ASTDFollowupLou Margie3/21/06 ASTDPrint certificates LouCarol3/21/06Cancelled – done by ASTD X

18 The Five Deadly Sins of Project Management 1.Seek first to blame. 2.I’m busy, I must be making progress. 3.We can do that. 4.That will just take a minute. 5.All projects are the same.

19 The Five Deadly Sins of Project Management (cont.) 1.Seek first to blame collaborate. 2.I’m busy on the things that are I must be making progress. 3.We can do that for a price. 4.That will just take some planning a minute. 5.All projects are the same unique.

20 Cliff Notes Step 1: Is it a task or a project? Step 2: Why is the sponsor doing this project? Step 3: Do we have a shared understanding of the Scope? Step 4: How can we anticipate and mitigate risk? Step 5: How can I model collaboration EVERY MOMENT and demand it of my team? Step 6: Do I have a schedule and does every stakeholder know what it is? Step 7: How will I monitor the project with flexibility and structure? Step 8: How can I more effectively reduce conflict through negotiation Step 9: How will all the stakeholders measure ‘the end’? Step 10: What have I learned from this project which will help me in the next?

21 Thank You! Visit our Web Page for more Project Management stuff or to order books. Send an to to receive our monthly ”Learning Flash” Books by Lou Russell: The Accelerated Learning FieldbookThe Accelerated Learning Fieldbook Project Management for TrainersProject Management for Trainers IT Leadership AlchemyIT Leadership Alchemy Infoline on LeadershipInfoline on Leadership Leadership TrainingLeadership Training Training Triage: Performance-based Solutions Amid Chaos, Confusion and ChangeTraining Triage: Performance-based Solutions Amid Chaos, Confusion and Change 10 Steps to Successful Project Management10 Steps to Successful Project Management