Technical Briefing Speech #1 Advanced Communications Manual – Technical Presentations Karen A. Threlkeld, PMP, CC, CL Toastmasters Power Speakers Club

What is Project Management and why do we need it?

What is a Project? It has a beginning and end Produces a unique product or service Results may be tangible or intangible Examples: Manufacturing engineers document their processes to attain ISO certification A software company works on a new version of a company application Constructing a house, building, or bridge From A Guide to the Project Management Body of Knowledge (PMBOK ® Guide) – 2000 Edition

It has a beginning and end

Produces a unique product or service

Results may be tangible or intangible

Examples:

Manufacturing engineers document their processes to attain ISO certification

A software company works on a new version of a company application

Constructing a house, building, or bridge

What is Project Management? Application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Project Management is accomplished through the use of processes such as Initiating, Planning, Executing, Controlling, and Closing Projects. From A Guide to the Project Management Body of Knowledge (PMBOK ® Guide) – 2000 Edition

Application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

Project Management is accomplished through the use of processes such as Initiating, Planning, Executing, Controlling, and Closing Projects.

Lots of people are PMs! (or at least perform some Project Management) Event Planner Wedding City Stages Golf Tournament Staff Meeting Construction Contractor Manager / Secretary / Analyst

Event Planner

Wedding

City Stages

Golf Tournament

Staff Meeting

Construction Contractor

Manager / Secretary / Analyst

Why Use Project Management? Disciplined project management provides: Focal point for effective communications, coordination and control A plan to assess progress Emphasis on time and cost performance Project management provides the framework for methods, processes, monitoring and change control.

Disciplined project management provides:

Focal point for effective communications, coordination and control

A plan to assess progress

Emphasis on time and cost performance

Project management provides the framework for methods, processes, monitoring and change control.

How Project Management Benefits the Organization Improves monitoring and control (providing consistent method for tracking tasks and milestones) Expands communication among participants Refines projections of resource requirements Provides a mechanism for performance measurement Increases stakeholder trust and confidence Continuously improves projects Control Change management Improved project success

Improves monitoring and control (providing consistent method for tracking tasks and milestones)

Expands communication among participants

Refines projections of resource requirements

Provides a mechanism for performance measurement

Increases stakeholder trust and confidence

Continuously improves projects

Control

Change management

Improved project success

More Ways Project Management Benefits the Organization Identifies problem areas early Clarifies project goals and project scope Quantifies project risk Identifies resource requirements

Identifies problem areas early

Clarifies project goals and project scope

Quantifies project risk

Identifies resource requirements

2 Project Scenarios Skilled PM Clarifies goals/scope Gets resource commitments Identifies & manages risk Establishes procedures & methods for team communications Keeps project sponsor informed Probably won’t commit to schedule or cost until more information is provided and/or team meetings are held Unskilled PM May not realize he needs to ask questions or doesn’t know what questions to ask about scope clarification May not recognize dependencies or resource issues May not manage risk properly May not communicate with all stakeholders adequately May rush to accept unrealistic schedule and/or cost constraints

Skilled PM

Clarifies goals/scope

Gets resource commitments

Identifies & manages risk

Establishes procedures & methods for team communications

Keeps project sponsor informed

Probably won’t commit to schedule or cost until more information is provided and/or team meetings are held

Unskilled PM

May not realize he needs to ask questions or doesn’t know what questions to ask about scope clarification

May not recognize dependencies or resource issues

May not manage risk properly

May not communicate with all stakeholders adequately

May rush to accept unrealistic schedule and/or cost constraints

2 Project Scenarios Skilled PM Clarifies goals/scope Gets resource commitments Identifies & manages risk Establishes procedures & methods for team communications Keeps project sponsor informed Probably won’t commit to schedule or cost until more information is provided and/or team meetings are held Unskilled PM May not realize he needs to ask questions or doesn’t know what questions to ask about scope clarification May not recognize dependencies or resource issues May not manage risk properly May not communicate with all stakeholders adequately May rush to accept unrealistic schedule and/or cost constraints More efficient & effective way to manage expectations and execute the project. Project may get completed but not without heartburn!

Skilled PM

Clarifies goals/scope

Gets resource commitments

Identifies & manages risk

Establishes procedures & methods for team communications

Keeps project sponsor informed

Probably won’t commit to schedule or cost until more information is provided and/or team meetings are held

Unskilled PM

May not realize he needs to ask questions or doesn’t know what questions to ask about scope clarification

May not recognize dependencies or resource issues

May not manage risk properly

May not communicate with all stakeholders adequately

May rush to accept unrealistic schedule and/or cost constraints

What Next? Identify if you work with projects If so, get training and assistance! Numerous training classes are available Partner with an experienced PM Project Management Institute offers numerous resources Attend local PMI meetings Learn about PM certifications Network with other PMs in our area

Identify if you work with projects

If so, get training and assistance!

Numerous training classes are available

Partner with an experienced PM

Project Management Institute offers numerous resources

Attend local PMI meetings

Learn about PM certifications

Network with other PMs in our area