Project Management Basics for Small Businesses

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Overview of the key elements of effective project management as it applies to small service businesses like consultants and creative agencies.

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  • Project Management Basics for Small Businesses

    1. 1. The least you need to know aboutProject Management by Dave Churchville Founder, ClientSpot http://www.myclientspot.com
    2. 2. What is Project Management (and why do you care?)Two definitions (glass half full or half empty)
    3. 3. What is Project Management (and why do you care?)Two definitions (glass half full or half empty) a system for delivering RESULTS in a specific timeframe and budget
    4. 4. What is Project Management (and why do you care?)Two definitions (glass half full or half empty) a system for delivering RESULTS in a specific timeframe and budget a system for managing the RISK of project failures
    5. 5. What is Project Management (and why do you care?)Why you might care
    6. 6. What is Project Management (and why do you care?)Why you might care Keeping clients long term
    7. 7. What is Project Management (and why do you care?)Why you might care Keeping clients long term Happy, low stress work
    8. 8. What is Project Management (and why do you care?)Why you might care Keeping clients long term Happy, low stress work Higher profitability
    9. 9. What is Project Management (and why do you care?)Why you might care Keeping clients long term Happy, low stress work Higher profitability Sustainable growth
    10. 10. ScheduleScope Resources “The Iron Triangle”
    11. 11. Fixed date... ASAP!!! Flexible (when it’s ready) Schedule 4Scope Resources
    12. 12. ScheduleScope Resources $$ Materials Labor Money
    13. 13. Schedule Scope ResourcesHow much/manyHow detailedLevel of Quality
    14. 14. Pick any two Schedule Scope Resources
    15. 15. Pick any two Schedule Scope Resources
    16. 16. Client concerns: - How long it takes youHourly Billing - What your hourly rate is Schedule Your possible concerns: - Accurate tracking - Inconsistent revenue Scope Resources
    17. 17. Client concerns: - Wasting hours - What your hourly rate isRetainer Your possible concerns: Schedule - Over-committing hours - Complex tracking (overages) Scope Resources
    18. 18. Client concerns: - What’s in scope??Project-based - When will you be done?? pricing Your possible concerns: Schedule - Under-pricing - Scope creep - Staying on schedule Scope Resources
    19. 19. Client concerns: - What if I need more?Package/service - I don’t need *everything* pricing Your possible concerns: Schedule - Under-pricing - Making desirable packages Scope Resources
    20. 20. Top 5 Time Wasters
    21. 21. Top 5 Time Wasters5. “No, I wanted it like THIS”
    22. 22. Top 5 Time Wasters4. “Who’s doing what, by when?”5. “No, I wanted it like THIS”
    23. 23. Top 5 Time Wasters3. “Is it done yet? How about now?”4. “Who’s doing what, by when?”5. “No, I wanted it like THIS”
    24. 24. Top 5 Time Wasters2. “How much time did we spend?”3. “Is it done yet? How about now?”4. “Who’s doing what, by when?”5. “No, I wanted it like THIS”
    25. 25. Top 5 Time Wasters1. “Where did I put that file??”2. “How much time did we spend?”3. “Is it done yet? How about now?”4. “Who’s doing what, by when?”5. “No, I wanted it like THIS”
    26. 26. How do we fix these??1. “Where did I put that file??”2. “How much time did we spend?”3. “Is it done yet? How about now?”4. “Who’s doing what, by when?”5. “No, I wanted it like THIS”
    27. 27. 1. “Where did I put that file??” Central file storageNot to mention backups,versioning, client access
    28. 28. 2. “How much time did we spend?” Time tracking / reportingMany people don’t bothertracking time for small things,or wait until later to note it.Task switching also costs time(minimum increments)
    29. 29. 3. “Is it done yet? How about now?” Status updates (internal, external)This is where a lot of clientcommunication breakdownshappen.Sometimes no news = bad news.
    30. 30. 4. “Who’s doing what, by when?” Task scheduling, assignments, due dates, reminders, AAAH!!!Gets harder with a teamof people, especially withsubcontractors
    31. 31. 5. “No, I wanted it like THIS” Client and team communicationWritten record of whatwas agreed to.Pictures are nice too.
    32. 32. Biggest Reason for Losing Clients Mismatched expectations They thought you would do X, by Y, in a certain Z kind of way
    33. 33. Biggest Reason for Losing Clients Mismatched expectations They thought you would do X, by Y, in a certain Z kind of way Whether they’re right or wrong, you lose
    34. 34. Biggest Reason for Losing Clients Regular, pro-active communication is the key to maintaining client and partner relationship
    35. 35. Biggest Reason for Losing Clients Communicate: What you’ll do
    36. 36. Biggest Reason for Losing Clients Communicate: What you’ll do By when you’ll do it
    37. 37. Biggest Reason for Losing Clients Communicate: What you’ll do By when you’ll do it Then tell them that you did it!
    38. 38. Biggest Reason for Losing Clients Communicate: What you’ll do By when you’ll do it Then tell them that you did it! What you’re doing next, and by when
    39. 39. Biggest Reason for Losing Clients Communicate: What you’ll do By when you’ll do it Then tell them that you did it! What you’re doing next, and by when Over and over and over
    40. 40. An Effective Format for Reporting Overall progress towards major goals Major work completed this week Issues outstanding (need client input) Planned work for next week

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