Mental Rehearsal

Project Management Facilitating Projects and Processes: Enhance Team Interaction for better results

MISSION
To create a team cooperation –
understand each other job
To increase efficiency
Of the steps of the event
Physical Rehearsal
Prepare you mentally for
many conditions
“ What if”

Objectives:
Objective
Evaluate previous project
Reduce mistake and conflict
Enhance coordination
Achieve excellent results
Build a superb team

Success Stories
JMI Renovation Plan
A&P Opening Ceremony
Recruitment Team of Outstation Recruitment
Organizing of a Business Conference
Organizing of Student Camp

Pitfall of Project Management
Everyone doing their own things
No coordination
No group discussion of
individual activities
No brainstorming
Finger Pointing
No physical rehearsal

Steps
Evaluation Dialogue
Zero Based Planning
Job Function Rehearsal
Event Flow Rehearsal
Physical Rehearsal
Post Mortem

Evaluation Dialogue Check your status

Evaluation Dialogue
What has happened?
How do you feel?
What is the area you team do well?
What area need to improve?
What is your prioritize action plan?

Preparation Mindset

Concept of Effectiveness
Adopt effective ideas
Manpower, money,
time, equipment

Concept of Idea Adoption
Improve ideas
(strengthen weak-
nesses)
Focus on strong points

Concept of Wholesome Exploration
Explore different dimension of an event together to enhance understanding
See things together will reduce conflict
Plus/Minus/Interesting
Fact/Plus/Minus/
Creative/Emotion/Summary

Concept of Improvement
What went right?
What do we learn?
What would I do if I have to do it again?
What is my next action plan?

Zero Based Planning All things created twice

Concept of Improvement
What went right?
What do we learn?
What would I do if I have to do it again?
What is my next action plan?

Zero Based Thinking
Think everything from ground zero
Do not bound by traditions
Justify every old activities with reasons

Future Visioning
What is the vision of the team?
How do you want to be “different” and to go beyond?

Responsibilities Matrix
Who do what
Who are in the team

Timeline and Activities Matrix
Define the activities and leader
Decide the deadline
Decide the team members

Job Function Rehearsal Know and Improve Each Other Job

Job Function
What do you do?
What are your challenges?
Who is your customers?
Can then group help the
person to make the job better?

Event Flow Rehearsal Know the flow of events

Event Flow
Who do what and where
Coordination with each other
Nothing is too small to look into

Physical Rehearsal Know the flow of events

Physical Rehearsal
Stretch your imagination
Prepare paper. Masking tape, pen and chair
Run through the actual event
Evaluation – roles, steps, coordination
Rehearsal again

Actual Event Action Time

Preparation
Check equipment
Final Meeting: check roles, readiness
Briefing to helpers:
a. Objective
b. Group Rules
c. Leader
d. Time Frame

Ground Rules
Follow the leader
Communicate constant
Ask for help and extend help
Talk to your leader; no complaint

Evaluation Check and balance

Post Mortem
Feelings
Feedback from people
Praise team members
What we have done well?
What we could improve?
Action Plan – what, who, when

Mental Rehearsal
Go through the next day activities
Reconfirm who, when and what
Physical rehearsal if necessary
Incorporate today’s evaluation results

Concluding
Summary points
Tomorrow challenges and goals
Express our faith of their abilities
Thank the team
Adjourn in positive note

Mental Rehearsal

by Laurence Yap on May 12, 2007

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