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Plan for tomorrow, tech comm and project management

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Video: https://youtu.be/dqJYS_vbBlY

Writers are involved in project management. From the smallest piece of content (maybe just a review of a letter) to the most complex content going (documenting an airplane, drug, electric car, government policy, software manual, medical device, or any other information) we manage scope, schedule, budget, quality, risk, stakeholder input, and so much more. Isn’t it about time we leveraged the best practices of project management to deliver the best documentation we can? Learn to manage projects better by knowing more about the core components of a project. Identify what these mean for tech comm. Leave with a key list of 10 knowledge areas, and an understanding of how they relate to every single tech comm project we work on. Better documentation through better management of our work. Sounds easy, right? Show up, learn how, show immediate value when you return to work.

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Plan for tomorrow, tech comm and project management

  1. 1. Project Management and TC Fundamentals Bernard Aschwanden www.publishingsmarter.com Plan for Tomorrow 12:39 1 @aschwanden4stc
  2. 2. The next hour or so… 12:39@aschwanden4stc 2  Writers are involved in project management  From the smallest piece of content to the most complex content going we manage scope, schedule, budget, quality, risk, stakeholder input, and much more  We can leveraged the best practices of project management to deliver the best documentation  Learn to manage projects better by knowing more about the core components of a project  Identify what these mean for tech comm  Leave with a key list of 10 knowledge areas, and an understanding of how they relate to every single tech comm project we work on  Better documentation through better management of our work  Learn how, show immediate value when you return to work
  3. 3. Who The Heck Am I? 12:39@aschwanden4stc 3  Bernard Aschwanden  A past President of www.stc.org and founder of Publishing Smarter  Helps teams make the case that content is the key business asset with a focus on how creating, managing, planning, and sharing content makes or breaks a relationship
  4. 4. These lead to project success 1. Integration Mgmt 2. Scope Mgmt 3. Time Mgmt 4. Cost Mgmt 5. Quality Mgmt 6. Human Resource Mgmt 7. Communications Mgmt 8. Risk Mgmt 9. Procurement Mgmt 10. Stakeholder Mgmt 4 10 Knowledge Areas, by order in the PMBOK® Guide 12:39@aschwanden4stc
  5. 5. Annual global survey of project, program and portfolio managers charting major trends in project management @aschwanden4stc 12:39 5 PMI Pulse of the Profession https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/ thought-leadership/pulse/pulse-of-the-profession-2018.pdf
  6. 6. Summary of Success 12:39@aschwanden4stc 6  Champion organizations see 80%+ of projects delivered on time, on budget, and meeting business intents by managing time/resources well  Continue to mature project talent, capabilities, and culture  Higher project success rates (92 percent versus 32 percent for underperformers), more successful business outcomes and waste significantly less money due to poor project performance  No single factor is driving success  Smart organizations understand that proven PM practices lead to greater success and less waste  In technical communication, let’s borrow their ideas and successes
  7. 7. 12:39@aschwanden4stc 7
  8. 8. Key phrases in the report that stood out 12:39@aschwanden4stc 8  Part of being a great project leader is being an actively engaged sponsor as it helps ensure stakeholders are aligned and the vision is communicated effectively—Tony Meggs, Chief Executive, Infrastructure and Projects Authority (IPA)  The PMO directors and executive leaders interviewed have seen the role of the project manager is expanding to:  Communicator: is always clear and concise—no matter the audience  PMOs are being leveraged in improving communication or interaction between the organization and customers
  9. 9. More phrases 12:39@aschwanden4stc 9  Over half of champions feel:  digital transformation will have a major impact on work  one in four mentioned the ability to learn, understand, apply, and keep up with technology as the most-needed skill  Other skills include  communication (22%)  leadership and management skills (18%)  change management, adaptability, and flexibility (12%).  4/5 respondents report that soft skills, such as communications, leadership, and negotiation, are more important today than they were just five years ago  Effective project sponsors use their influence to actively overcome challenges by communicating the project’s alignment to strategy, removing roadblocks, and driving organizational change
  10. 10. And finally… 12:39@aschwanden4stc 10  An organization should understands the link between projects and strategy and has a culture that supports project management  That includes emphasizing communication and knowledge transfer
  11. 11. As defined by PMI and what your job should be to achieve success @aschwanden4stc 12:39 11 10 Knowledge Areas
  12. 12. Integration Management 12  … is primarily concerned with “making choices about where to concentrate resources and effort on any given day, anticipating potential issues, dealing with these issues before they become critical, and coordinating work for the overall project good”  Your Job: Pulling together the activities from all the other knowledge areas to make the project a success 12:39@aschwanden4stc
  13. 13. Scope Management 13  … is primarily concerned with “defining and controlling what is and is not included in the project”  Your Job: Ensure that the project includes all the work required, and only the work required, to complete the project successfully 12:39@aschwanden4stc
  14. 14. Time/Schedule Management 14  … is primarily concerned with accomplishing “timely completion of the project”  Your Job: Identify activities, sequence them, estimate resources required to complete them, estimate time requirements, and schedule them 12:39@aschwanden4stc
  15. 15. Cost Management 15  … is primarily concerned with “planning, estimating, budgeting, and controlling costs so that the project can be completed within the approved budget”  Your Job: Estimate cost of resources for project, budget these across activities/work packages, and influence those factors that create cost variances/budget changes 12:39@aschwanden4stc
  16. 16. Quality Management 16  … is primarily concerned with the project satisfying “the needs for which it was undertaken”  Your Job: Identify which quality standards are relevant to your project, apply them, and monitor project results for compliance 12:39@aschwanden4stc
  17. 17. Human Resource Management 17  … is primarily concerned with “processes that organize and manage the project team”  Your Job: Ensure early involvement during the planning process, identify project roles and responsibilities, clarify reporting structure, find bodies to do the work, build/improve on existing skill sets (provide training), track performance 12:39@aschwanden4stc
  18. 18. Communication Management 18  … is primarily concerned with ensuring the “timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information”  Your Job: Determine who is a stakeholder and what info they need, distribute required information to stakeholders, report on status and performance, resolve any stakeholder issues 12:39@aschwanden4stc
  19. 19. Risk Management 19  … is primarily concerned with risk “identification, analysis, responses, and monitoring and control on a project”  Your Job: Determine which risks might affect the project, prioritize them based on probability and impact, analyze their effect, develop options and actions if they occur, monitor them, and execute response plans if required 12:39@aschwanden4stc
  20. 20. Procurement Management 20  … is primarily concerned with the purchase or acquisition of “products, services, or results needed from outside the project team to perform the work”  Your Job: Determine what tools or training to purchase, what additional hardware is needed, and whether a consultant is needed and who to hire; determine timing; follow-up after delivery 12:39@aschwanden4stc
  21. 21. Stakeholder Management 21  … is “a strategic discipline that successful project managers use to win and sustain support for their projects from others, both internal and external to their project and to the project's organization.”  Your Job: Ensure you know who is impacted, within and outside your company, and keep them “looped in” on what is happening in all areas. Read more: https://www.pmi.org/learning/library/stakeholder- management-plan-6090 12:39@aschwanden4stc
  22. 22. 12:39@aschwanden4stc 22 Integration Scope Time Cost Quality HR Communication Risk Procurement Stakeholder
  23. 23. BTW, Certification in PM is huge 12:39@aschwanden4stc 23  72% of PMO leaders feel certification is very relevant for mid-career project managers  Certifications typically require ongoing professional development, allowing project managers to evolve, enhance, and grow a variety of skills, including technical, leadership, and digital skills  Sound familiar?  It should. STC has certification and as it grows this will become crucial to project success.  Current certification is ideal for newer to TC and mid level, but more is being developed
  24. 24. www.publishingsmarter.com 12:39@aschwanden4stc 24

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