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http://dempseymarketing.com/events/project-management-made-simpler/ - In this webinar you will learn how to plan and execute a simple method of project management so you spend more time producing and ...

http://dempseymarketing.com/events/project-management-made-simpler/ - In this webinar you will learn how to plan and execute a simple method of project management so you spend more time producing and less time managing. No fluff or jargon, just real tactics, tips and secrets from a highly-experienced certified project mangement professional.

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Project management made simpler Presentation Transcript

  • 1. Project Management… …Made Easier Ricardo F. Garcia President, Success Systems Global Hosted by
  • 2. PROJECT MANAGEMENT MADE SIMPLER Today’s Agenda The Basics – What is a Project?, What is Project Management? & What are its Phases? Initiation – What to know and do before starting a project. Planning – How to plan your project for ultimate success. Design – How to structure your project for maximum productivity. Execution – How to achieve maximum desired results by executing your plan Closing – What to do once your project is complete. Q&A – Questions Thank You Bonus! Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 3. PROJECT MANAGEMENT MADE SIMPLER About Me Ricardo is founder and president of Success Systems Global, an entity dedicated to bring tools, technology and processes used by big players in industry and make them available for the use of entrepreneurs & small businesses. He has degrees in computer & system’s engineering; certifications in Project Management (PMP) & Quality (Lean Sigma – CSSGB) among others. As a program manager Ricardo has delivered multi-million dollar technology projects for corporations and government organizations that have transformed business operations, reduced operating costs and increased customer satisfaction. Ricardo has intricate knowledge on software, systems and technology and the personal skills that enable him to understand customer’s challenges and inspire people to build solutions to address them. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 4. PROJECT MANAGEMENT MADE SIMPLER “First, we had to get the basics in place.” Dave Swartz THE BASICS Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 5. PROJECT MANAGEMENT MADE SIMPLER The Basics What is a Project? 1) From a business perspective, a project is a collaborative enterprise, carefully planned to achieve a particular aim. 2) From a project management perspective, a project is a temporary endeavor (with a defined beginning and end) undertaken to create a unique product, service or result. [MED] 3) From a Getting Things Done® perspective, a project is any commitment that takes more than one step to complete. [SMALL] Simply said, a project… - Achieves an aim. - Is temporary. - Takes several steps to complete. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 6. PROJECT MANAGEMENT MADE SIMPLER The Basics What is Project Management? • Project Management is the discipline of planning, organizing, motivating, and controlling resources to achieve specific goals. Simply said, project management… • Is a methodology to define, execute and control the actions required to produce the results of a project. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 7. PROJECT MANAGEMENT MADE SIMPLER The Basics What are the phases of a project? 1) Projects go through different phases: 1) Beginning: Initiation and Planning 2) Middle: Execution, Monitoring and Controlling 3) End: Closing Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 8. PROJECT MANAGEMENT MADE SIMPLER "Where there is no vision, the people perish" Proverbs 29:18 (KJV) INITIATION Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 9. PROJECT MANAGEMENT MADE SIMPLER What you need to know before starting a project. 1) What are you trying to accomplish? a) What is the problem you are trying to solve? b) What are the result(s) that this project will deliver? 2) Why are you trying to accomplishing it? a) Is it for profit, for personal satisfaction, for others’ benefit? 3) Who will benefit from the result(s) delivered by this project? a) Is it me, my team, my company, or my customers? 4) How will you accomplish it? a) Who is going to deliver this project: me or internal resources, external resources, combination of the previous? b) Who will be your project team? c) How much is this going to cost? Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 10. Answering the question:PROJECT MANAGEMENT MADE SIMPLER What are you Trying to Accomplish? There are at least three ways to go about this… Brainstorming It! a) Brain “dumping” – write about it b) Mind mapping – expand your idea thinking in parallel Prototyping It! a) Build a model (Lego?) Describing It! a) Visual: Draw it. b) Auditory: Talk about it. Make a story about it. c) Kinetic: Act it. Feel it. Sense it. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 11. PROJECT MANAGEMENT MADE SIMPLER What you need to do before starting a project… 1) Get Clear… Define the ultimate outcome for your project. Use the SMART model: a) Specific (Absolute clarity) b) Measurable (progress, completion) c) Achievable (possible) d) Realistic (given reasonable constraints) e) Time-Bound (has a beginning and an end-date) 2) Plan It… Lay down the foundation for your project success… Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 12. PROJECT MANAGEMENT MADE SIMPLER “Proper planning and preparation prevent a particularly poor performance…” US Army PLANNING Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 13. PROJECT MANAGEMENT MADE SIMPLER How to plan your project for ultimate success… 1) Document It! Create a project charter and a project management plan. a) The project charter should contain information about what you are trying to accomplish… in essence, the answers to these questions: a) What are the result(s) that this project will deliver? b) Who will benefit from the result(s) delivered by this project? c) By when am I looking to accomplish it? d) How are you going to do it? b) The project plan should contain information about how you are going to carry out execute the project. In should contain: a) The resources needed (people & tools). b) A schedule containing: a list of tasks (including duration, owner and dependencies). c) The major milestones: intermediate goals to be accomplished in the project. d) A budget: how much is this going to cost Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 14. PROJECT MANAGEMENT MADE SIMPLER How to plan your project for ultimate success… 2) Plan It! There at least three ways to plan a project: - Left to right - Right to left - Top Down Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 15. PROJECT MANAGEMENT MADE SIMPLER How to plan your project for ultimate success… 1) Left to Right Planning: 1. Start at the left (from the project’s start date) and plan to the right over a time horizon. i.e. first do this, then do that, … keep going all the way until you get to the last task that will deliver the result. 2. This approach will help you answer the questions “what do I need to do and in what order to get it done?” Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 16. PROJECT MANAGEMENT MADE SIMPLER How to plan your project for ultimate success… 2) Right to Left Planning: a) Start at the right with the end in mind (goal, deadline, or finished product; from the project’s end date) and work your way backwards until project’s start date. b) This approach will help you answer the questions “what do I need to do, in what order, to finish by this date?” Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 17. PROJECT MANAGEMENT MADE SIMPLER How to plan your project for ultimate success… 3) Top-Down Planning: a) Start at the top with the top key areas that make up your end-goal result and break them down until you end up with the actions needed to accomplish them. b) This approach will help you answer the questions “what needs to be done to complete this project?, and which parts (activities) do I need to eliminate or delegate in order to be successful?” Delicious Cake Baking Baking Ingredients Equipment Process Flour Sugar Oven Pans Mixing Baking Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 18. PROJECT MANAGEMENT MADE SIMPLER “[There are] unseen objects that await us, if we as architects begin to think about designing not the object, but a process to generate objects.” Michael Hansmeyer DESIGN Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 19. PROJECT MANAGEMENT MADE SIMPLER How to structure your project for maximum productivity The structure for your project will depend on its scope and the type of delivery organization. A. If you are contracting out your project (using an external delivery organization), then it’s a lot simpler… all you need to do is • Define a contract (or statement of work) defining the expected results (what and when). • Hire (or become) a project manager who will ensure results are delivered as expected and communicate progress regularly. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 20. PROJECT MANAGEMENT MADE SIMPLER How to structure your project for maximum productivity B. If you are doing your project internally (or subcontracting parts of it) then you need to do a few more things… 1. Define your project team: a) Sponsor(s): the guy(s) or gal(s) paying for the project b) Project Manager(s): the guys that make stuff happen. c) Project Team: the guys delivering the project. a) Technical leads: know their stuff b) Technicians: do the stuff 2. State the team members’ roles and responsibilities – using a RACI chart. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 21. PROJECT MANAGEMENT MADE SIMPLER “A really great talent finds its happiness in execution.” Johann Wolfgang von Goethe EXECUTION Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 22. PROJECT MANAGEMENT MADE SIMPLER How to achieve maximum desired results by executing your project plan. • Your (or your project manager) should conduct frequent status reviews with the project team to ensure that things are according to the project plan and that progress is being made. • How frequent? (depends on the size and urgency of the project… • Guiding questions: • How are we doing? • What are we doing next? • The truth is that in projects, things not always go according to plan, that’s why project management is important! • When things don’t go according to plan, identify contingencies and execute them to bring the project back on track. • Guiding questions: • What is the problem? • What are we going to do next to resolve it • When can you provide an update? • The project schedule will need to be updated to reflect the impact of any delay(s) and any deviations should be communicated to the people affected. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 23. PROJECT MANAGEMENT MADE SIMPLER “A project is complete when it starts working for you, rather than you working for it.” Scott Allen CLOSING Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 24. PROJECT MANAGEMENT MADE SIMPLER What to do once your project is complete • If everything goes according to plan (and obstacles are overcome) your project will have a happy ending  • The main thing to do after completing a project is to review the lessons learned and document them. • This will help keep you from making the same mistakes again. Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 25. PROJECT MANAGEMENT MADE SIMPLER “A project is complete when it starts working for you, rather than you working for it.” Scott Allen Q&A Ricardo F. Garcia | ricardo@successsystemsglobal.com
  • 26. PROJECT MANAGEMENT MADE SIMPLER YOUR THANK YOU BONUS!!! Contact me at ricardo@successsystemsglobal.com for a complementary project evaluation. Ricardo F. Garcia | ricardo@successsystemsglobal.com