Are we there yet? Rev up your productivity with project management tools


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Pre-Conference Workshop at the CARL 2014 Conference, San Jose, CA, April 4, 2014.

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Are we there yet? Rev up your productivity with project management tools

  1. 1. Are we there yet? Rev up your productivity with project management tools! Margot Hanson, California Maritime Academy Andrew Tweet,William Jessup University Kevin Pischke, William Jessup University Annis Lee Adams, Golden Gate University CARL Conference Pre-Conference Workshop April 4, 2014
  2. 2. Schedule of Events 1:00-1:20: Introduction & Project Management case studies 1:20-1:50: Project Management theory and best practices 1:50-2:00: Break 2:00-3:00: Workshop with pencils and paper: plan your own project 3:00-3:10: Break 3:10-3:55: Project Management Software Survey 3:55-4:05: Break 4:05-5:00: Software Showroom & Test Drive
  3. 3. What project(s) did you have in mind to work on today? Why did you decide to attend this session? What’s Your Name & Institution?
  4. 4. Project Management Road Rally
  5. 5. Case Study “No one should ever have a question about where a project stands” --Kevin Pischke
  6. 6. Accelerate cautiously ● Our Evergreen consultant introduced us to Trello during an ILS upgrade for testing and bug tracking ● Started to use for idea gathering in planning events ● Not committed and little buy-in from stakeholders
  7. 7. Put the pedal down! ● We started to use Trello as a PM tool when we had 7 different technology projects to implement at the same time. (EBSCO Discovery Service, Camino, Libguides, EBSCO Academic Ebooks, EBSCO LinkSource, EBL patron driven loans/acquisitions, GetItNow) ● Developed workflow on projects & operations ● Assigned Directly Responsible Individual (DRI) to tasks
  8. 8. Case Study Test drive a variety -- you probably won’t drive the first one off the lot. So, jump in and get going! --Margot & Lee
  9. 9. Test drives
  10. 10. Our first road trip ● BaseCamp - Website redesign project ● Trello, Asana, Podio: - e-resource troubleshooting; presentation coordination
  11. 11. ... What’s Your Project Management Experience?
  12. 12. Project Management Principles & Best Practices ● A project is work that has a defined beginning, end, and goals. ● Project management is a set of tools to help allocate and track resources so that a project can be completed successfully, on time, and on budget. ● Project management is in contrast to operations management which has defined goals, but does not have a defined term.
  13. 13. Clarifying the Project ● Define the project scope in a written charter ○ Define success with goals & stakeholders ○ Define deadline in relative or calendar terms ○ Define resources (budget, personnel, equipment) ○ Define what happens to the resources and deliverables when the project is over ● If any one of these parameters changes, then the others must adjust to compensate. ● Defining the scope will help prevent misunderstandings between stakeholders and scope creep.
  14. 14. Look at your Project Charter Worksheet
  15. 15. Sample Project Charter Mission • To improve the user experience of the GGU University Library website Goals • Make it easier for patrons to find content with fewer clicks • Clarify headings/tabs • Add content that is missing, and that patrons ask for in our patron survey • Remove content that is unnecessary and too wordy, that’s not valued by our patron survey feedback
  16. 16. Sample Project Charter cont’d Scope • Content that is located on the server • Edit content under each heading/tab Methods • Regular meetings of the team to provide progress updates • Create timeline for project sections using project management software • Prioritize sections to edit using data from IM stats, Google analytics pageviews, and patron survey responses • Check in with patrons on each section using brief usability questionnaires: what would they expect/want to see in each content area, and do our wireframes or suggested edits make sense?
  17. 17. Fill out your Project Charter Worksheet
  18. 18. Pit Stop!
  19. 19. Allocating the Resources A. Three types of resources, many techniques a. Time (storyboards, weekly meetings, cascade chart) b. Personnel (kickoff/closing meetings, debriefs, monitoring reports, task allocation, flow charts) c. Money (budget, release points, or other accountability measures)
  20. 20. Project management phases 1. Planning a. Project scope defined and written up as charter 2. Build-up a. Allocation of needed resources, training, team building, etc 3. Implementation a. Carrying out the plan b. Modifying scope and resources as needed c. Regular progress updates 4. Closeout a. Handing over deliverables, making the site live, debriefing and reporting to stakeholders
  21. 21. Fill out your Task Breakdown Worksheet
  22. 22. Variations by industry Each industry typically has its own tools and charts that are their standard, but there is a lot of spillover between industries. ● Gantt Chart ● Sequence chart (flow, PERT, CPM) ● Punchlist (construction, Real Estate) ● Storyboards (video, events)
  23. 23. Sample Gantt Chart
  24. 24. Sample PERT Chart
  25. 25. Pit Stop!
  26. 26. How well did it work for your project? If so, which software? Have you used any project management software for library projects?
  27. 27. Project Management Software Adoption Survey ● Survey ran from Aug 23 - Sept 13, 2013 ● Distributed on CALIX, CALIBACA, ERIL, BayNet, New-Lib, Web4LIB, CODE4LIB, ILI, SCELC, CCCU ● 205 Respondents
  28. 28. Respondents’ Library Type Academic Public Special
  29. 29. Staffing Levels at Respondents’ Libraries 1-9 FTE 10-24 FTE 25-49 FTE 50-99 FTE 100+ FTE
  30. 30. 69% have not used software Has your library used software that is designed specifically for project management? No Yes Don’t Know
  31. 31. Dominant Themes ● Librarians (survey respondents) see a need for project management, but not sure where to go ● Missing base knowledge on project management ● Not sure which program will work best with their library workflow (or won’t get adopted)
  32. 32. Top 4 Responses What project management software has your library used? MS Project Basecamp Jira Trello
  33. 33. How well did the software work for your library’s project(s)? MS Project Basecamp Jira Trello
  34. 34. Survey Follow-up: 10,000 Feet/Fabulously Q: Why did you choose this particular software? A: My boss (the Director of Instructional Design) chose this software, [because] it is cloud-based, simple to use, and not overly-granular (like Basecamp). [We] use Google Drive in conjunction with this software for sharing documents and folders, etc.
  35. 35. Survey Follow-up: 10,000 Feet/Fabulously Q: Can you tell us about one excellent experience you have had using this software to manage a project? A: [I] have an excellent experience tracking my time spent on different projects with this software. [It] increases the transparency of where we are as a department in terms of planning for the future by estimating the time it will take for different projects vs. the hours in a day or week. This forces us to be realistic about completion times and workload.
  36. 36. Survey Follow-up: 10,000 Feet/Fabulously Q: . Can you tell us about one poor experience you have had using this software to manage a project? A: Initially the software can be a bit confusing when estimating time tables with various team members being added, and adding sub-categories to projects (phases). There is a learning curve, but it's not necessarily a poor experience, it just requires a bit of training and/or leg work. It's worth it in the end.
  37. 37. Survey Follow-up: Asana/Fabulously Q: Why did you choose this particular software? A: Intuitive and user friendly; web-based; free for small groups.
  38. 38. Survey Follow-up: Asana/Fabulously Q: Can you tell us about one excellent experience you have had using this software to manage a project? A: This works really well for our small projects: ● New patron workflow. It worked like clockwork! ● Events. We were able to break out a workflow and assign portions of the process to the appropriate person. We created a template for future events.
  39. 39. Survey Follow-up: Asana/Fabulously Q: . Can you tell us about one poor experience you have had using this software to manage a project? A: You only get out of it what you put into it. ...It was easy to get sidetracked & not update the project. Some staff were not using the features as intended. It was more of a training issue than a software issue. We will continue to use it, but will explore ways to make the software easier for staff to access by creating a dashboard page… & offer refreshers on using the software.
  40. 40. Dominant Themes ● Libraries are currently successful with a wide variety of project management software ● Adoption and buy-in is critical for continued success ● Incorporating project management software into daily workflow increases likelihood of adoption Any questions about the survey?
  41. 41. Pit Stop!
  42. 42. Let’s shift gears & talk about the software!
  43. 43. Vehicle #1: Limousine
  44. 44. Pricing: $33-58 Per user/month or institutional purchase Free trial: No Max projects: ∞ Max users: ∞ Max file storage: ∞ Cloud based & Local Calendar integration: Yes* App: SharePoint Apps *With 365 subscription or local install of SharePoint
  45. 45. ● Already in use with your organization ● PMP on staff ● You need a high level, complex tool ● Required to manage time, money, and personnel Limousine: requires a chauffeur
  46. 46. Try Lyft or Uber? ● Steep learning curve ● Too feature rich ● Difficult to share progress and updates ● “all noise no light”
  47. 47. Vehicle #2: Family Minivan
  48. 48. Pricing: $20, $50, $100/mo Free trial: 60 days Max projects: 10, 40, 100 Max users: ∞ Max file storage: 3, 15, 40 GB Cloud based: Yes Calendar integration: iCal App: iOS & Android
  49. 49. Family Minivan: Keeps everyone together ● You’re looking for something to manage your task- intensive, short-term projects (IT projects, event planning) ● You need a low barrier for adoption ● You have a little money to spend ● You want to keep everyone in the loop, share files, and track timelines
  50. 50. Family Minivan: Loud & Crowded ● “Basecamp timelines are not tied to resource allocations.” ● “Basecamp is a messy interface. Doesn't facilitate visually the organization of multiple projects very well.”
  51. 51. Vehicle #3: Minimalist Sports Car
  52. 52. Pricing: $10, $50, $100/mo Free trial: Yes Max projects: N/A Max users: 10, 15, 50 Max file storage: N/A Cloud based: or local host Calendar integration: Yes App: iOS & Android
  53. 53. Minimalist Sports Car: Technical and Focused ● You want to track issues/bugs ● You have an IT/tech/digitization/web design project ● You want to set up multiple workflows ● You want a very flexible/customizable program ● You have a little money to spend
  54. 54. Minimalist Sports Car: Doesn’t fit your lifestyle? JIRA has a high learning curve for changes, i.e. it is very flexible, but therefore has many configuration options
  55. 55. Vehicle #4: Econobox
  56. 56. Pricing: Free, $5, $50/mo Free trial: Yes Max projects: ∞ Max users: ∞ Max file storage: 10MB, 10MB, 250MB Cloud based: Yes Calendar integration: iCal App: iOS & Android
  57. 57. Econobox: Cheap and simple ● You have a team of 5 or fewer individuals ● You primarily need task management not time or budget management ● You need an easy, shared tool in the cloud ● You have $0 budget, and don’t need frills ● You need easy file attachments, checklists, assignment of DRI’s, mobile app
  58. 58. Baby makes three? ● It doesn’t scale up for big projects ● You have to make it fit into your workflow or get a 3rd party app to integrate it into email and calendar ● You don’t have to assign DRI’s or due dates so things can slip through the cracks if you don’t monitor your boards
  59. 59. Software selection worksheet Delete? improve? this slide Fill out your Software Selection Worksheet
  60. 60. Project Management Software Showroom ● Trello ● Podio ● Asana ● Basecamp
  61. 61. *Professional Driver on a closed course
  62. 62. Hop in… And away we go!
  63. 63. Finish Line! What was useful today?
  64. 64. Recommended reading on project management HBR's 10 must reads on collaboration. (2013). Boston, Mass: Harvard Business Review Press. HBR's guide to project management. (2013). Boston: Harvard Business Review Press. Managing projects: Expert solutions to everyday challenges. (2006). Boston, Mass: Harvard Business School Press. PMP (Project Management Professional) study guides (via Ebrary and Ebsco).
  65. 65. Photo credits Speedomoter: License plate: Courtesy of Rick Burke, SCELC Executive Director VW Vanagon: VW Beetle: Road Trip: Clipart Pit Stop: Pit Stop: Limousine: Minivan: Minimalist Sports Car: Econobox: Pit Stop: Showroom: Race Track: Duck Tours: Checkered Flag:
  66. 66. Thank You! Handouts & Slides: