In our original webinar ‘An Introduction to Project Management’ we looked at the four key stages of a project: Define, Plan, Manage & Review. In this follow-on webinar we will be focussing in on the third stage of ‘Managing a Project’. In this recorded webinar Jayne McPhillimy will include practical ideas and information about: Monitoring the Plan Managing Work Streams Running Project Meetings Managing Stakeholders Project Reporting This event promises to be an engaging and interactive session where you will learn some valuable tips to help you improve your project management skills. This webinar is aimed at HR Managers, Senior Business Leaders and Managers.

1. Project Management – Part 2
By: Jayne McPhillimy
On: 19th January 2016 @ 13:00
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4. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
An Introduction to
Project Management – Part 2
Jayne McPhillimy

5. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
JEM Coaching Limited
Jayne McPhillimy
Qualified Leadership Coach
Qualified Programme Manager
Experienced Project & Programme Manager
Specialising in:
• Developing Project Managers
• Leadership Development Programmes
• Leadership Coaching
• Interim L&D / Project Roles

6. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
An Introduction to Project Management – Part 2
 Introduction to Project Management (Part 1) looked at the 4 key stages in a project
 Define
 Plan
 Manage
 Review
This webinar is going to look in more detail at the 3rd phase

7. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124JEM Coaching Limited Jayne@JEM4Coaching.c 0797 419 5124
In this Webinar we will look at:
Managing the Project
 Monitoring the Plan
 Managing Workstreams
 Project Meetings
 Managing Stakeholders
 Project Reporting

8. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Quick Poll
How involved are you with a Project at the moment?
1. I’m not at all involved with or impacted by any project
2. I’m impacted by projects, but don’t deliver them myself
3. I’m working on a project that someone else is leading
4. I’m leading a project for my business

9. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Monitoring the Plan
In our example – the plan has been developed and is underway.
Lots of effort usually goes into creating a plan – however, don’t assume
its right! Or be disappointed that it needs to change.
Ensure that everyone has had input and opportunity to add their
thoughts to the planning process.
Think of the Project Plan as constantly evolving .. Rather than being
static. (although some of the key deliveries may be static)
Keep people involved with the plan – add tasks in as they are identified
Regular meetings with workstream owners are key to understanding
what Is really going on.
Confirm that tasks have been completed – ask to see the output

10. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Monitoring the Plan
Task Mon Tues Weds Thurs Fri Mon Tues Weds
Develop outline content
Design Slides template
Input Content
Animate Slides
Shorebird upload slides
Write facilitation notes
Slide Set Complete
Deliver Webinar
Simple Example
This is for one deliverable on a project
Take a ‘problem
solving approach’

11. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Workstreams
 A Project usually has a number of Workstreams:
 Workstreams will vary depending on the type of project
 For an HR Change Project – what workstreams might you see?
 Process Development
Communication
Collateral Development
Training
System Development
Testing
 Each workstream should have an ‘Owner’ – someone who is looking
after the tasks in that workstream.

12. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Workstreams
Meet with Workstream Leaders regularly – build a strong, supporting relationship
with these people
Record their progress on the overall Project Plan
Discuss Risks, Assumptions, Issues and Dependencies
 Understand how the project is going from their point of view – get
early insight into where problems may be ‘brewing’
 Recognise their progress / contributions / challenges

13. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Project Meetings
Keeping the overall Project Goal in mind
◦ Helping people to understand how their work fits in the bigger picture
Keeping everyone up to date with the overall progress of the
Project
◦ Are there any changes to timings or deliverables
◦ Are there any changes to scope
◦ Are there any changes to project structure / personnel
Recognising key milestones – as they are delivered (on time!)
Demonstrates your approach
◦ Being organised
◦ Sharing information
◦ Supporting all workstreams

14. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Project Meetings
Agenda
Project Manager’s Update
Workstream Leaders - 1 Minute Update
Looking forward
◦ What have we done so far?
◦ What’s coming up? What’s next?
◦ Is it on track?
RAID Log
◦ Risks, Assumptions, Issues & Dependencies
◦ Latest updates
 Featured Discussion
Keep positive
If there are
problems – ask for
ideas
The project will take
its lead from you!

15. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Stakeholders
Identify the groups of people impacted by your project
Think about them in terms of:
A) How much power / influence do they have over the success of your
project?
B) How interested are the in the project OR
To what extent will they be impacted by your project.

16. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact
Low High
Power/Influence
High
Low
Low Influence
/ Low Interest
Low Influence
/ High Interest
High Influence
/ High Interest
High Influence
/ Low Interest
Identify who is
impacted by your
Project
Decide which area
they mostly sit in

17. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact
Low High
Power/Influence
High
Low
Monitor
Keep
Informed
Manage
Closely
Keep
Satisfied

18. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Managing Stakeholders
Stakeholder Map
Interest / Impact
Low High
Power/Influence
High
Low
General / Public
Comms
Specific Comms
Answering their
concerns
Regular Updates
Regular Meetings to
discuss progress
Regular Reports
Involve in RAID
Involve in Project
Planning & Meetings
Regular Reports &
Updates on
Progress
Highlight key
issues

19. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Project Reporting
Have a regular format for all Workstream to use – that translates easily into an
overall report. Here’s one example:
Project Name
Workstream Name
Key Deliverables
Date Due Status
Risks
Date Due Status
Issues
Date Due StatusDescription Actions
ActionsDescription
Task Name

20. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Project Reporting
Project Name
Workstream Name
Key Deliverables
Date Due Status
31.1.16
28.2.16
28.2.16
31.3.16
Risks
Date Due Status
7.2.16
28.2.16
15.2.16
Issues
Date Due Status
31.1.16
System has a fault that requires workaround Workaround Developed
Description Actions
More training resource is required Request Trainers
Training Activity Completed
Description Actions
System not available in time for design Use Testing System
People cannot be released for training Liase with Resourcing
Sample Project
Training
Task Name
Training Needs Analysis Complete
Training Material Design Complete
Training Activity Scheduled

21. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Any Questions?

22. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
What Next?
Want to know more?
 Leading a Project in your business?
 Looking to develop some Project Management skills in your business?
​
Jayne McPhillimy
M: 0797 419 5124
E: Jayne@JEM4Coaching.com
Twitter: @JayneMcPhillimy
LinkedIn: http://uk.linkedin.com/in/jem4coaching/

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