Project Planning Basics - Everything you need to start managing a project


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This deck covers the basics of managing projects & project teams. Discusses scope, scheduling, issues/risks, templates, planning and recommended details. Everything is covered that would prepare the reader for effectively managing a project.

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Project Planning Basics - Everything you need to start managing a project

  1. 1. Project Planning - The Basics Presented By Keely Killpack, PhD Killpack Group, LLC [email_address] <ul><li>Content: </li></ul><ul><li>Outline of Basics </li></ul><ul><li>Planning </li></ul><ul><li>Deliverables </li></ul><ul><li>Functioning </li></ul>
  2. 2. Effective Project Managers maintain documents that lead the project, track critical deliverables and keep the team informed. They include: Project Plan Outline <ul><li>Project Description </li></ul><ul><li>Team & Contact Information </li></ul><ul><li>Schedule </li></ul><ul><li>Budget </li></ul><ul><li>Risk & Issue Management </li></ul><ul><li>Team Communications </li></ul><ul><li>Approvals </li></ul>Want More? Just ask! I’ve got templates and experiences to share! [email_address]
  3. 3. The Project Description has 3 parts and is typically defined once, documented and then shared with all team members. Project Description <ul><li>Purpose and Scope </li></ul><ul><ul><li>Statement of Purpose (Why are we doing this project, benefits, etc) </li></ul></ul><ul><ul><li>Scope can be defined in various ways (organization structure, departments, geography, process, etc) </li></ul></ul><ul><ul><li>Specific “out-of-scope vs. in-scope” items (define the project limitations and what is not included up front) </li></ul></ul><ul><li>Goals and Objectives </li></ul><ul><ul><li>What defines a successful project? </li></ul></ul><ul><ul><li>Measures (How will you know you achieved success?) </li></ul></ul><ul><ul><li>Critical success factors (document the influences or barriers to success) </li></ul></ul><ul><li>Assumptions, Dependencies & Constraints </li></ul><ul><ul><li>Assumptions: factors considered true or certain (Person X will lead the team, Exec has approved $$$ for project, etc) </li></ul></ul><ul><ul><li>Dependencies on other departments, team or projects </li></ul></ul><ul><ul><li>Constraints: factors that will limit the team’s options (have $$$ allocated for this project, 6 month window for project, etc) </li></ul></ul>
  4. 4. Always maintain a current list of all team members and their contact info. This is best done in a spreadsheet that everyone on the team can access, filter/sort and update individually. Categories could include: Team & Contacts <ul><li>Project Leadership </li></ul><ul><li>Project Sponsor(s) </li></ul><ul><li>Project Stakeholders - People who could be impacted by the outcome of the project (employees, suppliers, etc) </li></ul><ul><li>Project Team Members – include their roles & responsibilities (job title, role function) </li></ul><ul><li>Subject Matter Experts – people leveraged from the organization that are not necessarily project team members (identify this as their role & responsibility) </li></ul><ul><li>Email & Phone Numbers for each person </li></ul>Want More? Just ask!
  5. 5. The Schedule is a living document that constantly changes and manages the work effort of everyone on the team. Effective Project Managers “Plan the work and then work the plan” Project Schedule <ul><li>File Type - Use a spreadsheet or project management software (MS Excel & MS Project are common & effective) </li></ul><ul><li>Task list and timeline </li></ul><ul><ul><li>Breakdown of Work (Phases, activities, tasks) </li></ul></ul><ul><ul><li>Resources assigned to tasks </li></ul></ul><ul><ul><li>Start and end dates for tasks (time to complete each task) </li></ul></ul><ul><li>Deliverables </li></ul><ul><ul><li>Describe the key deliverable(s) for the project </li></ul></ul><ul><ul><li>Define where project schedule will be stored and managed, process for updating & version control. </li></ul></ul>
  6. 6. Budgets are typically maintained in a separate and confidential file. This file tracks actual costs & resource hours against estimates and allocated budget. Project Budget <ul><li>Create file – use spreadsheet or similar software </li></ul><ul><li>Use an easy format for sharing with leadership & sponsors </li></ul><ul><li>Use Estimates to identify costs for resources / time / deliverables </li></ul><ul><li>Track & record actual costs/hours against estimates </li></ul>Want More? Just ask!
  7. 7. Risks & Issues are inevitable in projects and it is critical to keep tracking documents current and available to the team. Risk & Issues Management <ul><li>Use spreadsheets that includes categories/types, name of accountable person, short & long descriptions of issue/risk, notes area for tracking progress toward resolution and dates. </li></ul><ul><li>Risk Log </li></ul><ul><ul><li>Identify software limitations or other critical elements that threaten the success of the project </li></ul></ul><ul><li>Issues Log </li></ul><ul><ul><li>Details snags, hardships, problems that impede the project schedule or performance. </li></ul></ul><ul><li>Team leads work issues & risks during meetings and keep focused on resolving them. Tracking resolution or next steps (in both logs) is a critical function of the Project Manager </li></ul>
  8. 8. Effective Project Managers lead the team’s internal communication effort. Decide how members access documents, interact with each other and keep informed of progress and deliverable completion. Team Communications <ul><li>Team Document Access – SharePoint, a shared network drive or other common platform where all team members access current versions of project documents </li></ul><ul><ul><li>Include key documents (like Project Plans, Schedule, Team Contacts, sub-team folders for work in progress & deliverables) </li></ul></ul><ul><li>Status Reports – create template with required fields of information and set expectation of when they are due (weekly) </li></ul><ul><li>Project Team Meetings – lead team in discussing status, issues/risks, mitigation, leadership/stakeholder input, etc (weekly) </li></ul><ul><li>Sponsor/Stakeholder Updates – Inform key people outside the project on actions, progress & relevant information (week/month) </li></ul><ul><li>Knowledge Transfer – define how new team members are oriented & those leaving will document knowledge to remain in their absence </li></ul>
  9. 9. All projects require approvals along the way. Documenting those items that require approval will help you keep on track and maintain communication with project authority or corporate leadership. Approvals <ul><li>File Type - Use a spreadsheet or project management software (MS Excel & MS Project are common & effective) </li></ul><ul><li>List of Items that require approval: </li></ul><ul><ul><li>What it is </li></ul></ul><ul><ul><li>Who approves / approved it </li></ul></ul><ul><ul><li>Finalized Version that was approved </li></ul></ul><ul><ul><li>Date it was approved </li></ul></ul>Want More? Just ask!
  10. 10. About Keely Killpack, PhD <ul><li>PhD in Industrial & Organizational Psychology – study of people behaviors in the workplace, and work systems involved in employee performance, behavior management, change and coaching </li></ul><ul><li>Specialty in Work Motivation – leverage these techniques into all team management, change initiatives and implementing employee adoption </li></ul><ul><li>Project Management – Decade of consulting experience, managing technical, professional, leadership & subordinate teams through projects </li></ul><ul><li>Global consulting experiences - Learned worldwide views and diverse business cultures to leverage with new clients </li></ul><ul><li>Strong talent in maximizing value – helping leaders with project management, change strategy, team & leadership development, process redesign and employee transformation </li></ul><ul><li>Proven track record of successful results – client & leadership references available </li></ul><ul><li>Killpack Group Management Consulting - </li></ul><ul><li>Leadership & Team Development </li></ul><ul><li>Project Planning & Management </li></ul><ul><li>Change Strategy & Employee Change Management </li></ul><ul><li>Sustainable Strategies & Implementation </li></ul>