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Project Management Scott Foley
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Project Management Scott Foley



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  • Can be overwhelming to know where to start Establish the objectives of the project –clarify your goals as a group What are you being asked to do What are you trying to achieve Organise a Charity Raffle –what are the deliverables or outcomes what will you have achieved as a result of the project How much do you hope to raise Tempting to rush this bit – don’t! Project element of this course you will complete a project contract which will give you a structure to do this
  • Goals need to be SMART – Sell tickets for the Charity Ball by Christmas Is this SMART? Sell 150 tickets for Charity Ball by 20 December
  • Decided what you are going to do – need to decide how you will do it Once the scope of the project has been agreed organisation of the project has to be decided. Need to divide the project into tasks in order to put together an outline plan. Identify milestones and key deliverables – separate deadline for each part of the project Identify strengths interests – brainstorm Break down tasks into manageable chunks Charity Raffle Write to local employers for gifts Speak to family and friends Produce publicity Buy raffle tickets Organise stall in Arts Foyer to sell tickets Link in to existing student night and sell tickets there Things always go wrong – need to build into contingencies – some slack for example printing a leaflet – never plan for the leaflet to be printed during last week before course ends plan for it to be produced beforehand – if something goes wrong you will have some slack Keep a record – crucial record what has been agreed, good evidence for peer assessment
  • Review or Progress meetings key element – need to know asap if things are going wrong – don’t bury your head Projects often split up into separate parts which people work on – element of trust here need to know how they are progressing – need regular review session to monitor and also to motivate Refine May need to revise project plan – last year group agreed to do 10 holidays need to let me know about this Project not set in stone will alter
  • Project contracts


  • 1. Project Management Scott Foley & Chris Hughes Careers Service
  • 2. On Today’s Menu…
    • What is Project Management?
    • Stages in Project Management
    • Project Management tools
    • Creating effective meetings
    • Advice from other students
    • Choosing project
  • 3. What is Project Management?
    • Management of the activities to deliver a result:
      • With the expected result
      • Within required timescale
      • Within budget
      • To the agreed quality
  • 4. Stages in Project Management 1. Definition 2. Implementation 3. Review 4. Refine
  • 5. Stages in Project Management
    • 1. Definition
      • Clear objectives/goals
      • Identify resources (finance & people)
      • What are the success criteria?
      • Scoping: what is the project? - why is it being done?
  • 6. Stages in Project Management
    • 1. Definition - Defining goals
    • SMART
      • S pecific: detailed, particular, focused
      • M easurable: quantifiable
      • A ction-oriented: produce results
      • R ealistic: practical, achievable
      • T imed: deadline
  • 7. Stages in Project Management
    • 2. Implementation - Planning
      • Identify strengths/interests
      • Breakdown of tasks required
      • Prioritising
      • Contingencies
      • Key milestones
  • 8. Stages in Project Management
    • 3. Review
      • Build in monitoring systems
      • Communication and feedback on progress
      • Timescales
    • 4. Refine
      • Changing whenever appropriate (fluidity)
      • Not a sign of failure!
  • 9. Project Management Tools
    • Action Planning
    • Sequential and Parallel Activities
    • Critical Path Scheduling
    • GANTT Charts
  • 10. Project Management Tools
    • Action plan: 1
    • Brief list / breakdown of tasks that you have to carry out to achieve an objective. Allows you to work out:
        • The stages of your project
        • Who needs to do what
        • When tasks need to be completed
    • TIP: Start your plan from the deadline and work backwards
  • 11. Project Management Tools
    • Action plan: 2
    • Prioritise
    • Set realistic times for completing tasks
    • Check availability of resources / people (including your own group!)
    • Plan for times when you know you can’t work on project (e.g. holiday, other course deadline etc)
    • Ensure others know too!
  • 12. Project Management Tools
    • Sequential and parallel activities
    • Sequential activities:
      • Need to be completed in a sequence, with each activity being completed before the next can begin.
    • Parallel activities:
      • Not dependent on completion of any other tasks
      • Or, may be done at any time before or after a particular stage is reached.
  • 13. Project Management Tools
    • Critical Path Scheduling
    • Focusing on the essential tasks / activities – identify them on your gantt chart
    • Good for monitoring your progress
    • Helps you adapt plans if you overrun on time
  • 14. Project Management Tools
    • Gantt Charts
    • Visual representation of tasks involved
    • You can see what each person is supposed to be doing, when and how long for
    • Key milestones are clearly identified
    • You have a chart against which to plot progress
  • 15. Project Management Tools Example: making a cup of tea
  • 16. Project Management Tools
    • Project planning example:
    • Plan to travel round the world
    • Breaks down into smaller tasks
    • You have 10 minutes to rank the tasks in order and create a Gantt chart
  • 17. Safety on projects
    • Whilst conducting work off campus, important to consider safety for:
    • Yourself
    • Your Group
    • Your Host Organisation
    • Members of public/people at your event
    • Read your safety info pack
    • Contact your tutor if you have any problems
  • 18. Advice from last semester’s students
    • Do as much as you can at the beginning of the project as you’ll definitely run out of time at the end
    • Produce minutes as you go along rather than making them up at the end!
    • Make sure you know where you are going!
    • Don’t waste time being overly polite to each other you need to get on with the project – arguments can help get things moving
  • 19. Advice from last semesters students
    • Don’t rely on email
    • Arrange a definite meeting time and place and make sure every one attends
    • Get everyone to write down major course work hand-ins, field work etc. before you start so that you can work around this
    • Be realistic about what you are going to achieve or your team will feel de-motivated
  • 20. Things to think about at your first meeting
    • Who will contact the employer?
    • When (and where) can you all meet
    • What strengths/experiences do you have
    • What can you realistically achieve
  • 21. Creating Effective Meetings
    • Who’s in charge?
    • What are we doing today ?
    • When does it end ?
    • What did we decide last time?
    • Who was supposed to have done what ?
    The Process