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KEEP ITSIMPLEPROJEC        TMANAGEMENWHITEPAPER
Project management is essentialfor many industries but manyorganizations avoid applying itclaiming the complexity of itspr...
Project management is essential           for many industries but many           organizations avoid applying it          ...
OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several p...
OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several p...
OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several p...
Just keep it simple!               let’s get started
Here, you will find somebasic steps to start with.
Here, you will find somebasic steps to start with.
Here, you will find somebasic steps to start with.Ps. This is just a whitepaper!Keep reading books, magazines, web sites,b...
Here, you will find somebasic steps to start with.Ps. This is just a whitepaper!Keep reading books, magazines, web sites,b...
Just got the job?Congratulations!
Just got the job?Congratulations!    The contract has been signed,    meaning that you have agreed      to deliver the pro...
Just got the job?Congratulations!    The contract has been signed,    meaning that you have agreed      to deliver the pro...
Start workingthe project of course!
Start workingthe project of course!
Start workingthe project of course!   This is the first and most    common mistake that   many small companies and        ...
Think first,act later
1   preparation    Projects, consists of people brought together to develop    and create a service or a product to be use...
1   preparation    Projects, consists of people brought together to develop    and create a service or a product to be use...
2          planning           Save efforts and money.Provide all information required toyour project team. They need tokno...
2          planning           Save efforts and money.Provide all information required toyour project team. They need to   ...
2   planning    Save efforts and money.                              Develop a basic plan -a graph- of the                ...
2     planning      Save efforts and money.                                Develop a basic plan -a graph- of the          ...
2Questions:          planning           Save efforts and money. Is the plan realistic in terms of availability, skills, ex...
2Questions:          planning           Save efforts and money. Is the plan realistic in terms of availability, skills, ex...
2   planning    Save efforts and money.                              The key to planning is to make sure                  ...
2    planning     Save efforts and money.                               The key to planning is to make sure               ...
2         planning           Save efforts and money.Before starting to work decide howyou will track progress.How often, d...
2         planning          Save efforts and money.Before starting to work decide howyou will track progress.How often, da...
2   planning    Save efforts and money.                              How will you receive actual data,                    ...
2    planning     Save efforts and money.Create a simple                How will you receive actual data,standardized,    ...
start working,3        at last (executing)Keep your team connected.A daily 15 or 30 minutes briefing todiscuss about progr...
start working,3        at last (executing)Keep your team connected.A daily 15 or 30 minutes briefing to   Project manageme...
start working,3   at last (executing)             You may want to use a whiteboard             easily accessible by everyo...
start working,3   at last (executing)                You may want to use a whiteboard                easily accessible by ...
4           controllingControl the project periodically.A weekly progress control is great.Is everything going as planned?...
4           controllingControl the project periodically.A weekly progress control is great.Is everything going as planned?...
4   controlling          Project controlling is a repetitive          process. Gathering actual data          during execu...
5         closingClosing the project requires to finish all thelast details and get the final approval by thecustomer.Don’...
5         closingClosing the project requires to finish all thelast details and get the final approval by thecustomer.Don’...
Who is responsible?    The role of the project manager,     the person that will manage and coordinate the efforts, is rec...
project required?          What is manager                role requirementsCommon acceptance, knowledge                   ...
project required?        What is manager              role requirementsYou don’t have to assign all the projects to a sing...
0project management   is a team play
Keep it simple      think first, act later       1 prepare       2 plan       3 execute       4 control       5 close     ...
downloadshare               Denise
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Project Management - Keep it simple

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This whitepaper is for those who believe that project management should be a complicated discipline. I hope you find it useful! -Denise

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Transcript of "Project Management - Keep it simple"

  1. 1. KEEP ITSIMPLEPROJEC TMANAGEMENWHITEPAPER
  2. 2. Project management is essentialfor many industries but manyorganizations avoid applying itclaiming the complexity of itsprocesses and the increaseddemand for continuous tracking.
  3. 3. Project management is essential for many industries but many organizations avoid applying it claiming the complexity of its processes and the increased demand for continuous tracking.Most of the projects running everyday worldwide have ashort duration, small budget and limited resources thatoften work for more than one project at the same time.
  4. 4. OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several people,while leaving other tasks behind.This is the begging of confusion!
  5. 5. OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several people,while leaving other tasks behind.This is the begging of confusion! USE PROJECT MANAGEMENT PROCESSES More stressing conditions: Implementing project management in detail may also be confusing, if applying more processes and tools than you probably really need.
  6. 6. OPTIONS YOU HAVE:NOT TO USE PROJECTMANAGEMENT PROCESSESStressing conditions: Doing the samejob more than once by several people,while leaving other tasks behind.This is the begging of confusion! USE PROJECT MANAGEMENT PROCESSES More stressing conditions: Implementing project management in detail may also be confusing, if applying more processes and tools than you probably really need.
  7. 7. Just keep it simple! let’s get started
  8. 8. Here, you will find somebasic steps to start with.
  9. 9. Here, you will find somebasic steps to start with.
  10. 10. Here, you will find somebasic steps to start with.Ps. This is just a whitepaper!Keep reading books, magazines, web sites,blogs, take a seminar… anything that will helpyou improve your knowledge and experience.
  11. 11. Here, you will find somebasic steps to start with.Ps. This is just a whitepaper!Keep reading books, magazines, web sites,blogs, take a seminar… anything that will helpyou improve your knowledge and experience. NOW START
  12. 12. Just got the job?Congratulations!
  13. 13. Just got the job?Congratulations! The contract has been signed, meaning that you have agreed to deliver the project within specific time frame and budget (at the same time…)
  14. 14. Just got the job?Congratulations! The contract has been signed, meaning that you have agreed to deliver the project within specific time frame and budget (at the same time…)
  15. 15. Start workingthe project of course!
  16. 16. Start workingthe project of course!
  17. 17. Start workingthe project of course! This is the first and most common mistake that many small companies and freelancers do.
  18. 18. Think first,act later
  19. 19. 1 preparation Projects, consists of people brought together to develop and create a service or a product to be used by people. The first thing to do, is to decide and select the people that will work for the project; and ensure their availability. Are they working on something else already? Probably yes, but do they have available time, or do you have to release them from what they’re doing and engage them to the new project? It’s time for a meeting!
  20. 20. 1 preparation Projects, consists of people brought together to develop and create a service or a product to be used by people. The first thing to do, is to decide andTeam selection select the people that will work for thebasic criteria project; and ensure their availability.SkillsAvailability Are they working on something elseDiversity already? Probably yes, but do theyTeamwork have available time, or do you have toExperience release them from what they’re doing and engage them to the new project? It’s time for a meeting!
  21. 21. 2 planning Save efforts and money.Provide all information required toyour project team. They need toknow exactly what they have to do,when and why. Get the team togetherand start project planning.Set the objectives:the most important tasks andmilestone dates of the project like thefinal and intermediate deadlines andmeetings with the customer.
  22. 22. 2 planning Save efforts and money.Provide all information required toyour project team. They need to Plan the scope ofknow exactly what they have to do, the project.when and why. Get the team together Create the basicand start project planning. structure (WBS) for further planning.Set the objectives:the most important tasks andmilestone dates of the project like thefinal and intermediate deadlines andmeetings with the customer.
  23. 23. 2 planning Save efforts and money. Develop a basic plan -a graph- of the tasks to be done. A detailed time schedule isn’t always the right solution. Focus on the sequence of the tasks and the persons that will carry out each one of them. Set small goals for everyone in the team if possible.
  24. 24. 2 planning Save efforts and money. Develop a basic plan -a graph- of the tasks to be done.Plan in detail what is A detailed time schedule isn’t alwaysreally needed, not the right solution.more and never less. Focus on the sequence of the tasksMotivate your team, and the persons that will carry outset goals. each one of them. Set small goals for everyone in the team if possible.
  25. 25. 2Questions: planning Save efforts and money. Is the plan realistic in terms of availability, skills, experience andwork distribution? How long will it take for each task to be completed? Are there any prerequisites before the begging of any task? How the team members have to collaborate to meet their goals?
  26. 26. 2Questions: planning Save efforts and money. Is the plan realistic in terms of availability, skills, experience andwork distribution? How long will it take for each task to be completed? Are there any prerequisites before the begging of any task? How the team members have to collaborate to meet their goals? If you can answer the questions, then you have set the basic structure of the project plan.
  27. 27. 2 planning Save efforts and money. The key to planning is to make sure that you haven’t forgotten anything might cause changes and re- planning in the future. Actually, there’s always something missing and if you don’t notice it, the customer will. Just accept it and get prepared; sent the customer the project plan for approval.
  28. 28. 2 planning Save efforts and money. The key to planning is to make sure that you haven’t forgotten anythingChanges are the might cause changes and re-only sure thing thatyou will face when planning in the future.running a project. Actually, there’s always somethingMake your best not missing and if you don’t notice it, theto come from you customer will.and your team! Just accept it and get prepared; sent the customer the project plan for approval.
  29. 29. 2 planning Save efforts and money.Before starting to work decide howyou will track progress.How often, daily or weekly?You also need to know the amount ofwork completed so far and what’s leftto be done.A simple method is to focus on thetime (hours or days) planned foreach task.Just calculate progress based on theworking hours completed andcompare against the planned.
  30. 30. 2 planning Save efforts and money.Before starting to work decide howyou will track progress.How often, daily or weekly? Spend some time to planYou also need to know the amount of on how the project will be managed.work completed so far and what’s leftto be done. How will you measureA simple method is to focus on the the progress?time (hours or days) planned for The team’s performance?each task.Just calculate progress based on theworking hours completed andcompare against the planned.
  31. 31. 2 planning Save efforts and money. How will you receive actual data, sending emails, completing forms? Select a method that fits better to your team and engage them not to forget updating their progress.
  32. 32. 2 planning Save efforts and money.Create a simple How will you receive actual data,standardized, sending emails, completing forms?communication plan. Select a method that fits better toYou will find it atleast helpful. your team and engage them not toYou may also use it forget updating their progress.for communicatingwith the customer.
  33. 33. start working,3 at last (executing)Keep your team connected.A daily 15 or 30 minutes briefing todiscuss about progress, problems orchanges keeps the team in touch withthe big picture of the project.Daily meetings help everyone to stayconsistent, while realizing theimportance of the process for theproject’s success.
  34. 34. start working,3 at last (executing)Keep your team connected.A daily 15 or 30 minutes briefing to Project managementdiscuss about progress, problems or is about people.changes keeps the team in touch with Listen to them and bethe big picture of the project. honest. This is theDaily meetings help everyone to stay best way to enhanceconsistent, while realizing the performance.importance of the process for theproject’s success.
  35. 35. start working,3 at last (executing) You may want to use a whiteboard easily accessible by everyone, writing down everyday’s tasks, notes and goals achieved! Continuous interaction helps the team to avoid future conflicts and misunderstanding.
  36. 36. start working,3 at last (executing) You may want to use a whiteboard easily accessible by everyone,Visibility writing down everyday’s tasks, notes and goals achieved!Communication Continuous interaction helps theClarity team to avoid future conflicts and misunderstanding.
  37. 37. 4 controllingControl the project periodically.A weekly progress control is great.Is everything going as planned?Probably not, but don’t worry!This can happen to everyone!Underestimated amount of work orlimited availability by a team membermay cause delays. Focus on thevariances from the initial plan andcheck with your team for solutions toget back on schedule.
  38. 38. 4 controllingControl the project periodically.A weekly progress control is great.Is everything going as planned?Probably not, but don’t worry! Set up standardThis can happen to everyone! updating periods.Underestimated amount of work or Compare the resultslimited availability by a team member and find solutions the soonest possible.may cause delays. Focus on thevariances from the initial plan andcheck with your team for solutions toget back on schedule.
  39. 39. 4 controlling Project controlling is a repetitive process. Gathering actual data during execution and comparing the actual versus the planned work is the key factor that will help you meet your goals.
  40. 40. 5 closingClosing the project requires to finish all thelast details and get the final approval by thecustomer.Don’t forget to add value to your companyby sharing knowledge.A closing meeting to discuss the lessonslearned from the project is priceless!Communicate the experience gained andimprove your future performance bycreating a historical database for reference.
  41. 41. 5 closingClosing the project requires to finish all thelast details and get the final approval by thecustomer.Don’t forget to add value to your company Never forget toby sharing knowledge. celebrate when aA closing meeting to discuss the lessons project is over!learned from the project is priceless!Communicate the experience gained andimprove your future performance bycreating a historical database for reference.
  42. 42. Who is responsible? The role of the project manager, the person that will manage and coordinate the efforts, is recommended to be authorized by the organization. In small organizations, it is related with a senior manager’s job title, although it’s not always required.
  43. 43. project required? What is manager role requirementsCommon acceptance, knowledge It doesn’t have to be a full timeand managing skills are some of the job; a few hours per week aremost important factors to consider enough for managing small,when assigning the project simple projects.manager’s role to a person.
  44. 44. project required? What is manager role requirementsYou don’t have to assign all the projects to a single person; rolechanging enhances responsibility and understanding amongthe team members, helping to create a common organizationalculture in managing projects.
  45. 45. 0project management is a team play
  46. 46. Keep it simple think first, act later 1 prepare 2 plan 3 execute 4 control 5 close work together
  47. 47. downloadshare Denise
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