Lead the Horse to Water, And Make                         Damn Sure It Drinks: How to Lead                         Success...
#MMP9                             @alanarileyFriday, October 28, 11Session Hashtag: #MMP9 + Twitter: @alanariley
“DON’T HAVE PM PROCESS”                          “TOUGH TO IMPLEMENT”                                                     ...
CANNOT AFFORD NOT TO.                                                                                                     ...
it will HURT YOU,                         YOUR STAFF + YOUR ORG.                                                          ...
project management | alana rileyFriday, October 28, 11We’ve all heard the horror stories of projects coming in grossly ove...
project management | alana rileyFriday, October 28, 11Without leadership, management, accountability, tracking and plannin...
project management | alana rileyFriday, October 28, 11Your top three goals should be to complete your project on time, in ...
THINK ABOUT ONE AREA                         THAT NEEDS IMPROVEMENT                                                       ...
Friday, October 28, 11                                                       3                                            ...
people                              DOCS            TOOLS                                                                 ...
PEOPLE                         HEALTHY // happy // productive                                                             ...
docs                         charter // wbs // network diagram                                                            ...
tools                     basecamp // screenflow // wunderlist                                                     project...
BONUS!                                          RESOURCE PACK                                                             ...
BERKLEE PROCESS                                                                                                           ...
PPC                                                                                                             project ma...
collaborateS with DEPARTMENTS to propose,                 charter, schedule, manage and review                      projec...
Every Department is represented and each                  Division has ONE TO THREE representatives                       ...
PROTECTS RESOURCES  HELPS DEPARTMENTS GET WHAT THEY NEED                                               ORGANIZED          ...
project management | alana rileyFriday, October 28, 11This flow chart illustrates the process by which all projects requiri...
project management | alana rileyFriday, October 28, 11When initially proposing a project, the first step is simple and easy...
project management | alana rileyFriday, October 28, 11Question number two specifically asks if the project supports one of ...
project management | alana rileyFriday, October 28, 11The PPC also provides a resource library to assist the Berklee commu...
project management | alana rileyFriday, October 28, 11Once a project is approved and becomes active, anyone can see the st...
project management | alana rileyFriday, October 28, 11A separate view lists the priority of each project, as determined by...
ONE-on-one                                                          WEEKLY team leads                         MEETINGS    ...
LET’s TALK ABOUT                            WHAT YOU CAN DO.                                                         proje...
PEOPLE                         HEALTHY // happy // productive                                                             ...
POSITIVE PSYCHOLOGY                                                                                                       ...
DID YOU KNOW?                                                                                                        proje...
DID YOU KNOW?                                                                                                        proje...
FACT.            BEING OF A POSITIVE MINDSET CAN          CHANGE THE OUTCOME OF A SITUATION.                              ...
17 :1                                                                                                              project...
WAR                                                                      TERRORISM                                        ...
HOW can YOU MANAGE PEOPLE                     WITH SO MUCH GOING ON IN THEIR LIVES?                                       ...
BEFORE YOU CAN MANAGE PEOPLE,                          YOU NEED TO MANAGE YOURSELF.                                       ...
EXERCISE.              WRITE DOWN THREE POSITIVE THINGS                 EACH MORNING OR EVENING.                          ...
YOU CAN LEAD A PROJECT IF NEGATIVE.          YOU WILL LEAD IT BETTER IF YOU’RE POSITIVE.                                  ...
TWO                                                STORIES                                                                ...
project management | alana rileyFriday, October 28, 11Story One: A group of people boarded a flight, only to find out it had...
FRUSTRATION                               ANGER                         PRODUCTIVITY                                      ...
FRUSTRATION + ANGER     STRONG NEGATIVE EMOTIONS THAT WILL IMPACT               EVERYONE IN ITS PATH.                     ...
THE                         LESSON                                  project management | alana rileyFriday, October 28, 11
COMMUNICATION                         YOU NEED GOOD                             MANAGEMENT                                ...
project management | alana rileyFriday, October 28, 11Story Two - An Experiment: A group of people were asked if they want...
project management | alana rileyFriday, October 28, 11Completed robots in Group A were put safely in boxes off to the side...
project management | alana rileyFriday, October 28, 11Completed robots in Group A were put safely in boxes off to the side...
THE                                                LESSON                                                                 ...
it doesn’t take much to                         make someone feel appreciated.                                            ...
it doesn’t take much to                         make someone feel unappreciated.                                          ...
docs                         charter // wbs // network diagram                                                        proj...
CHARTER                                                                                                           project ...
SCOPE                                              BUSINESS CASE                                     ASSUMPTIONS, RISKS + ...
Friday, October 28, 11Berklee Charter: Scope, Business Case, Assumptions, Constraints, Risks + Dependencies
Friday, October 28, 11Berklee Charter: Core Project Team
Friday, October 28, 11Berklee Charter: Misc. Project Teams
Friday, October 28, 11Berklee Charter: Milestones + Phases
project management | alana rileyFriday, October 28, 11Berklee Charter: Change Control Process
Friday, October 28, 11Berklee Charter: Managers of anyone involved in the project SIGNS the Charter! They basically say, “...
Every task                         WBS                          every person                                              ...
project management | alana rileyFriday, October 28, 11Screenshot of WBS: Primary task on the top followed by Sub-tasks.
Every task                         NETWORK                          every person                         DIAGRAM          ...
project management | alana rileyFriday, October 28, 11Screenshot of Network Diagram: Structure tasks in the order which th...
project management | alana rileyFriday, October 28, 11Berklee is a Mac shop, so we don’t use Microsoft products, but if bl...
tools                     basecamp // screenflow // wunderlist                                                     project...
basecamp online project management tool                                  project management | alana rileyFriday, October 2...
project management | alana rileyFriday, October 28, 11Basecamp is a great Online Project Management tool, and the best new...
screenflow screen capture software                                         project management | alana rileyFriday, October...
project management | alana rileyFriday, October 28, 11Screenflow is perfect for recording usability tests or vendor demos. ...
WUNDERLIST   TASK MANAGER                                                 project management | alana rileyFriday, October ...
project management | alana rileyFriday, October 28, 11Wunderlist! I love Wunderlist. It’s a very sleek task management app...
project management | alana rileyFriday, October 28, 11It’s available for just about any platform, so whether you’re an iPh...
project management | alana rileyFriday, October 28, 11Wunderlist syncs your tasks so whatever client or app you use your t...
Takeaways                                                                                                              pro...
structured pM in place                         positive staff = productive staff                                   communi...
make it fun.                                        project management | alana rileyFriday, October 28, 11
BONUS!                         RESOURCE PACK                                         project management | alana rileyFrida...
gim.ie/bQm0                                                                              project management | alana rileyF...
project management | alana rileyFriday, October 28, 11When you visit my Gimme Bar bookmarking site, this is what you’ll se...
project management | alana rileyFriday, October 28, 11Instead of clicking the image, click the URL circled above. That wil...
THANK YOU                                       ALANA RILEY                                 BERKLEE COLLEGE OF MUSIC      ...
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Lead the Horse to Water, And Make Damn Sure It Drinks: How to Lead Successful + Transparent Projects

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When it's your job to be sure a project gets done and gets done right, there is limited room for error. You need to lead your team to the finish line on-time and on-budget or face the music. Join me as I share with you my project experiences, show off some great tools you can put to work right away, and provide tips on how to lead your team of 5 or 50 or 500+ on down to the watering hole!
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Keynote presented by Alana Riley at the HighEdWeb 2011 conference in Austin, TX.
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NOTE: Since my slides are more visual than text, I've included notes about each slide to help you along.

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Lead the Horse to Water, And Make Damn Sure It Drinks: How to Lead Successful + Transparent Projects

  1. 1. Lead the Horse to Water, And Make Damn Sure It Drinks: How to Lead Successful AND Transparent Projects ALANA RILEY BERKLEE COLLEGE OF MUSICFriday, October 28, 11Presented at the HighEdWeb 2011 conference in Austin, TX | http://goo.gl/l94c7
  2. 2. #MMP9 @alanarileyFriday, October 28, 11Session Hashtag: #MMP9 + Twitter: @alanariley
  3. 3. “DON’T HAVE PM PROCESS” “TOUGH TO IMPLEMENT” project management | alana rileyFriday, October 28, 11A lot of people I speak with in Higher Ed tell me they don’t have the time or resources to implement Project Management.
  4. 4. CANNOT AFFORD NOT TO. project management | alana rileyFriday, October 28, 11Don’t be one of those people. Stop making excuses and jump on the wagon. You absolutely 110% need some form of ProjectManagement in place.
  5. 5. it will HURT YOU, YOUR STAFF + YOUR ORG. project management | alana rileyFriday, October 28, 11Not having structured Project Management will hurt you, your staff and your organization.
  6. 6. project management | alana rileyFriday, October 28, 11We’ve all heard the horror stories of projects coming in grossly over budget or extremely late. Recently I heard a story about aweb project in Higher Ed that went more than $300k over budget with nothing tangible to show for it. It wasn’t managed, itwasn’t tracked, and as a result, nothing was accomplished and jobs were lost (yes, that does happen in Higher Ed; you are notexempt).
  7. 7. project management | alana rileyFriday, October 28, 11Without leadership, management, accountability, tracking and planning your project will end up in the trash. Or the recycle bin ifyou’re eco-friendly. But wherever it goes, you certainly won’t be hearing from it again.
  8. 8. project management | alana rileyFriday, October 28, 11Your top three goals should be to complete your project on time, in scope + within budget.
  9. 9. THINK ABOUT ONE AREA THAT NEEDS IMPROVEMENT project management | alana rileyFriday, October 28, 11During this presentation, think about one thing or area you could improve upon to make project management at your institutionbetter. And if you don’t have any project management in place, think about how you can start implementing it - in baby steps.You don’t have to do everything at once, but you do need to do something; you need to start somewhere. Follow your gut andstart with what you feel is most important; the one thing that will help your team the most.
  10. 10. Friday, October 28, 11 3 project management | alana rileyWe could fill an entire day or week discussing project management, but we only have 45 minutes. So for the next 45 minutes “3”is our magic number. We’re going to focus on three areas of project management, each of which contain three sub-topics.
  11. 11. people DOCS TOOLS project management | alana rileyFriday, October 28, 11We’re going to focus on People, Project Documents + Project Tools.
  12. 12. PEOPLE HEALTHY // happy // productive project management | alana rileyFriday, October 28, 11People: How to keep them mentally healthy, happy + productive at work.
  13. 13. docs charter // wbs // network diagram project management | alana rileyFriday, October 28, 11Project Documents: Charter, WBS (Work Breakdown Structure) + Network Diagram
  14. 14. tools basecamp // screenflow // wunderlist project management | alana rileyFriday, October 28, 11Tools: Basecamp, Screenflow + Wunderlist
  15. 15. BONUS! RESOURCE PACK project management | alana rileyFriday, October 28, 11As a bonus, I’ve assembled a Resource Pack for the HighEdWeb group. The Resource Pack contains project document templatesand links to books, products + people mentioned in this presentation.
  16. 16. BERKLEE PROCESS project management | alana rileyFriday, October 28, 11Before we get to our “Magic 3” I’m going to tell you a bit about the Berklee project management process. I should mention thisprocess is only applicable to projects requiring IT resources. There are still many departments at Berklee who do not have anofficial, documented project management process in place.
  17. 17. PPC project management | alana rileyFriday, October 28, 11Within the Berklee IT department (technically we’re called “Technology Resources”, but just to keep things simple I’m going tosay IT. If you’re curious about our “real” structure, I’d be happy to chat with you about it) we have a Business Process + SystemsAnalysis group. The Associate Director of that group has helped to establish the PPC - the Project Portfolio Committee. Thiscommittee is responsible for regulating the process by which technical projects get approved or denied.
  18. 18. collaborateS with DEPARTMENTS to propose, charter, schedule, manage and review projects THAT INVOLE IT STAFF project management | alana rileyFriday, October 28, 11The PPC collaborates with departments across campus to help them propose, charter, schedule, manage and review projectsrequiring our resources.
  19. 19. Every Department is represented and each Division has ONE TO THREE representatives project management | alana rileyFriday, October 28, 11Every department at Berklee is represented on the PPC, and each division must have at least one but no more than threerepresentatives.
  20. 20. PROTECTS RESOURCES HELPS DEPARTMENTS GET WHAT THEY NEED ORGANIZED project management | alana rileyFriday, October 28, 11The PPC protects IT resources (staff + hardware), helps departments get what they need to do business, and puts structure andorganization to what could easily become a hectic process.
  21. 21. project management | alana rileyFriday, October 28, 11This flow chart illustrates the process by which all projects requiring technical resources MUST follow, divided by project roleand/or department. Notice the step in the middle which says, “Confirms workplan for semester”. Each project that is approvedgets scheduled to begin in one of three 4-month blocks throughout the year. The project can take as long as it needs to; it’s notlimited to 4-months, but it does need to begin within a pre-determined 4-month block.
  22. 22. project management | alana rileyFriday, October 28, 11When initially proposing a project, the first step is simple and easy: A department member must fill out a short online form togive the PPC a snapshot of the project.
  23. 23. project management | alana rileyFriday, October 28, 11Question number two specifically asks if the project supports one of Berklee’s strategic initiatives, a department goal, will cutcosts or improve efficiency, is related to legal matters, or “Other”.
  24. 24. project management | alana rileyFriday, October 28, 11The PPC also provides a resource library to assist the Berklee community with project planning and general business processes.Included are checklists, templates, how to guides, training documents and examples.
  25. 25. project management | alana rileyFriday, October 28, 11Once a project is approved and becomes active, anyone can see the status of the project at any time. Users can view whichdivision and department the project is for, who the project sponsor and manager are, the phase the project is in, and if any itemscan be downloaded to further explain the project. Most commonly this is the project charter (notice the paper clip indicating anattachment).
  26. 26. project management | alana rileyFriday, October 28, 11A separate view lists the priority of each project, as determined by Berklee’s strategic goals.
  27. 27. ONE-on-one WEEKLY team leads MEETINGS MONTHLY full team DAILY HOT TOPICS project management | alana rileyFriday, October 28, 11To wrap-up this section I’m going to talk about meetings. I’m currently involved in a project to implement a new web portal, andthere are 4 types of meetings we hold regularly. One-on-One: Project members meet with the project manager to discuss theirprogress, concerns, etc. Weekly Team Leads: We have 6 sub-teams working on various aspects of the portal implementationprocess (Technical, Taxonomy, Training, etc) and the team leads meet weekly to discuss the progress of their groups. MonthlyFull Team: Once a month the full teams, including their leads and the project manager, meet to provide updates and haveworking meetings. Hot Topics: When it’s down to the wire, get together often! Our core team meets once a day for 20-30minutes to provide one another with updates on ‘hot issues’ requiring immediate attention. We keep a running list of theseissues, and remove them from the list when they’re no longer a threat to the project milestone, phase or deadline.
  28. 28. LET’s TALK ABOUT WHAT YOU CAN DO. project management | alana rileyFriday, October 28, 11Now to the fun part! Let’s talk about what YOU can do.
  29. 29. PEOPLE HEALTHY // happy // productive project management | alana rileyFriday, October 28, 11Let’s begin with people, because it’s people who make projects happen.
  30. 30. POSITIVE PSYCHOLOGY project management | alana rileyFriday, October 28, 11There is a book called “The Happiness Advantage” by Shawn Anchor. Some of the items discussed in this section are from hisbook. Others are from studies conducted by Dan Ariely, who focusses on behavioral economics. If you’re from MIT or Duke youmay be familiar with him. I’m sure you can guess by this slide we’re going to start by talking about Positive Psychology.
  31. 31. DID YOU KNOW? project management | alana rileyFriday, October 28, 11So, here’s something shocking. Did you know our brains perform better when we’re happy? Crazy, I know. It’s been proven thatour brains are physically hard-wired to work at optimal performance when we have a positive mindset.
  32. 32. DID YOU KNOW? project management | alana rileyFriday, October 28, 11So, here’s something shocking. Did you know our brains perform better when we’re happy? Crazy, I know. It’s been proven thatour brains are physically hard-wired to work at optimal performance when we have a positive mindset.
  33. 33. FACT. BEING OF A POSITIVE MINDSET CAN CHANGE THE OUTCOME OF A SITUATION. project management | alana rileyFriday, October 28, 11So much so that being of a positive mindset can actually CHANGE the outcome of a situation, not just make it better along theway. I’ll give you three examples: Students who were primed to be happy before taking a test outperformed those who were not.Doctors who were primed to be happy before diagnosing a patient came up with more creative, innovative methods of treatmentthan those who were not. Salespeople who were primed to be happy before making a sale outperformed salespeople who werenot. Now think about your project team: How can you as a project manager ensure you’re doing all you can to keep your teamhappy? If happiness and positivity equals productivity + innovation, then you need Positive Psychology tucked in your projectmanagement tool-belt at all times.
  34. 34. 17 :1 project management | alana rileyFriday, October 28, 11Here’s the tough thing about that. This is a statistic from 1998, and there is a reason it’s from 1998, so hang tight. As a society,we know very well how to be unwell. According to research [done in 1998] for every one study done on happiness, seventeenwere done on depression. Now let’s fast-forward to 2011.
  35. 35. WAR TERRORISM RECESSION COMMON TERMS UNEMPLOYMENT FORECLOSURE HOMELESSNESS project management | alana rileyFriday, October 28, 11What are some common, household terms that have become part of our daily life? By no means are these terms new to the world,but they’re coming towards our generation faster than they ever have before. War, terrorism, recession, unemployment,foreclosure, homelessness. Chances are one of us knows someone who has lost their job, or is fighting overseas, or is on theverge of losing their home or already has. With so much going on effecting just about everyone, how can you positively influenceyour team to do great things while fighting the reality of life?
  36. 36. HOW can YOU MANAGE PEOPLE WITH SO MUCH GOING ON IN THEIR LIVES? project management | alana rileyFriday, October 28, 11Let’s start with this: How many times have you come into work in a bad mood, but managed to pull yourself together, only tohave someone say something to you in an agitating tone that sent you right back into that bad mood? As a project manager, youdo NOT want to be that person. You want to be the exact opposite. You want to be the person that pulls your team out of thehole when they’ve managed to find themselves in it; you always be aware of how you act, and how your actions effect your team.But... there is one prerequisite you need to complete first.
  37. 37. BEFORE YOU CAN MANAGE PEOPLE, YOU NEED TO MANAGE YOURSELF. project management | alana rileyFriday, October 28, 11Before you manage your team, you need to manage yourself. Forget about going to management seminars or reading books onhow to be a great leader. If you’re not happy, there is no way you’re going to be able to positively influence anyone else. You willcome off fake and your team will see right through you. Part of being a good manager + leader is enjoying what you do, caringabout the people you work with, and having an honest dedication to seeing something succeed. Keep in mind when I talk aboutbeing “happy” and “positive” I’m not just talking about smiles and rainbows. I’m talking about a way of life; feeling as though youhave purpose; feeling fulfilled. As hard as you try, you’ll always have bad days, and that’s okay. It’s how you get through thosebad days, and how you lead your team through those bad days, that will matter in the end.
  38. 38. EXERCISE. WRITE DOWN THREE POSITIVE THINGS EACH MORNING OR EVENING. project management | alana rileyFriday, October 28, 11If you find yourself in the category of, “I’m happy but not very positive”, then start doing little things to train your brain tobecome more positive. One simple thing you can do is write down three positive things each morning or evening that occurredover the past 24 hours. This will train your brain to focus on the positive parts of your day, not the negative parts.
  39. 39. YOU CAN LEAD A PROJECT IF NEGATIVE. YOU WILL LEAD IT BETTER IF YOU’RE POSITIVE. project management | alana rileyFriday, October 28, 11Devils Advocate: Can you lead a project if you’re not 100% happy or positive? Of course you can. But just as Students, Doctors +Salespeople did better when they were happy, the same is true of your and your team. Don’t aim to just get a project done, aimto make it better than anyone thought it could be.
  40. 40. TWO STORIES project management | alana rileyFriday, October 28, 11I’m going to tell you two stores before moving on to Project Documents.
  41. 41. project management | alana rileyFriday, October 28, 11Story One: A group of people boarded a flight, only to find out it had mechanical issues and would be delayed. Every 15-20minutes flight attendants would update passengers keeping them in the loop. After 40-60 minutes of being on the flight, thecaptain came on the speaker and told the passengers he did not feel comfortable flying the plane in its current condition. Heassured everyone that once off the plane, the gate agent would have updated information for them. When the passengers arrivedat the gate attendants post, she had no information. She became visibly irritated the more people asked her questions. Shebegan to announce the right flight but the wrong gate; the right gate but the wrong time. Eventually she told people if they didnot stop asking her questions she would call the police. Shortly thereafter she abandoned her post.
  42. 42. FRUSTRATION ANGER PRODUCTIVITY project management | alana rileyFriday, October 28, 11What went wrong? The gate attendant became frustrated because she was not properly informed as to what was happening, andfelt inadequate because she could not provide her customers with the right information. Having no information led to frustration,which led to anger, and once she was angry there was no chance of being productive. She jumped ship. Could the gate agenthave picked up the phone and called someone? Could she have told the passengers to hang on a moment until she had moreinformation? Absolutely. But in stressful situations, people don’t always think clearly, and that’s why management andcommunication are so very important to any business or business process. Don’t think your team is above reacting negatively instressful situations; be prepared and ready to lead, and have a plan in place.
  43. 43. FRUSTRATION + ANGER STRONG NEGATIVE EMOTIONS THAT WILL IMPACT EVERYONE IN ITS PATH. project management | alana rileyFriday, October 28, 11Remind yourself: Frustration + anger are strong negative emotions that will impact everyone it its path, including yourcustomers, your users and your employees.
  44. 44. THE LESSON project management | alana rileyFriday, October 28, 11
  45. 45. COMMUNICATION YOU NEED GOOD MANAGEMENT LEADERSHIP project management | alana rileyFriday, October 28, 11Had there been a better communication plan in place, and better management and leadership over the situation, the gateattendant may have had all the information she needed to calmly inform passengers what the next steps were. Sadly, she wasn’tinformed and crumbled under the pressure. There was no management, and no leadership. It made for a negative experience allaround.
  46. 46. project management | alana rileyFriday, October 28, 11Story Two - An Experiment: A group of people were asked if they wanted to build lego robots for a small financial reward. Thewere split into two groups - A and B. When both groups were done building their first robot, they were asked if they wanted tobuild a second.
  47. 47. project management | alana rileyFriday, October 28, 11Completed robots in Group A were put safely in boxes off to the side. The team was then given a new set of legos to beginbuilding their second robot. Completed robots in Group B were not put in boxes, but instead dismantled in front of the buildersand the same pieces given back to build their second robot with. What would you think if you were in these groups? If you werein group A, you would probably think, “That was fun! I’m going to make this better than before. I know I can make ABC partseven better than last time!”. But if you were in group B, you would probably think, “Wow. I just worked really hard to build thatand now they just destroyed it. And I have to do it again?!”.
  48. 48. project management | alana rileyFriday, October 28, 11Completed robots in Group A were put safely in boxes off to the side. The team was then given a new set of legos to beginbuilding their second robot. Completed robots in Group B were not put in boxes, but instead dismantled in front of the buildersand the same pieces given back to build their second robot with. What would you think if you were in these groups? If you werein group A, you would probably think, “That was fun! I’m going to make this better than before. I know I can make ABC partseven better than last time!”. But if you were in group B, you would probably think, “Wow. I just worked really hard to build thatand now they just destroyed it. And I have to do it again?!”.
  49. 49. THE LESSON project management | alana rileyFriday, October 28, 11It’s all in the perception. The act of putting finished robots in a box made people feel as though their work was appreciated,while destroying the robots in front of the people who made them lowered morale. Group A looked at building their second robotas exciting and challenging, while Group B looked it as doing the same thing all over again again, and chances are with thatmentality you’re going to end up with a lesser quality product than you previously developed. Their creative inspiration wastaken away in the blink of an eye.
  50. 50. it doesn’t take much to make someone feel appreciated. project management | alana rileyFriday, October 28, 11So remember -- It doesn’t take much to make someone feel appreciated.
  51. 51. it doesn’t take much to make someone feel unappreciated. project management | alana rileyFriday, October 28, 11But it also doesn’t take much to make someone feel unappreciated.
  52. 52. docs charter // wbs // network diagram project management | alana rileyFriday, October 28, 11
  53. 53. CHARTER project management | alana rileyFriday, October 28, 11The Charter is your license to do business. If you don’t have a Charter, you shouldn’t be doing a project. Why? Because you don’treally know what you should be doing, nor does anyone else. If it’s not thought out, documented and discussed, you’re not readyto begin.
  54. 54. SCOPE BUSINESS CASE ASSUMPTIONS, RISKS + DEPENDENCIES CHARTER PROJECT TEAM DELIVERABLES MILESTONES + PHASES CHANGE CONTROL PROCESS project management | alana rileyFriday, October 28, 11The Charter is your license to do business. If you don’t have a Charter, you shouldn’t be doing a project. Why? Because you don’treally know what you should be doing, nor does anyone else. If it’s not thought out, documented and discussed, you’re not readyto begin.
  55. 55. Friday, October 28, 11Berklee Charter: Scope, Business Case, Assumptions, Constraints, Risks + Dependencies
  56. 56. Friday, October 28, 11Berklee Charter: Core Project Team
  57. 57. Friday, October 28, 11Berklee Charter: Misc. Project Teams
  58. 58. Friday, October 28, 11Berklee Charter: Milestones + Phases
  59. 59. project management | alana rileyFriday, October 28, 11Berklee Charter: Change Control Process
  60. 60. Friday, October 28, 11Berklee Charter: Managers of anyone involved in the project SIGNS the Charter! They basically say, “I agree to this project, andacknowledge that my staff will need to spend X amount of time on this project on ABC dates.”
  61. 61. Every task WBS every person every time estimate project management | alana rileyFriday, October 28, 11Work Breakdown Structure: After the Charter, begin your WBS. List every task, every person, and every time estimate. The ProjectManager should meet with the project team to establish who needs to do what, and how long it will take. DO NOT GUESS howlong it will take Sam to setup the servers, or Jane to configure the database; get the facts from the people doing the work. Nowcan they guess? Sure, they will of course have to estimate how long it will take them. As a general rule, ask them to over-estimate a bit. For instance, if something is going to take 10 hours, have them estimate 12-15 on the WBS; build-in a buffer incase something goes wrong. What if they’re sick and out for a week? What if the wrong servers are shipped and need to be sentback? It’s inevitable that something will go wrong, so build that into your plan and estimates.
  62. 62. project management | alana rileyFriday, October 28, 11Screenshot of WBS: Primary task on the top followed by Sub-tasks.
  63. 63. Every task NETWORK every person DIAGRAM every time estimate CRITICAL PATH project management | alana rileyFriday, October 28, 11Network Diagram: After the WBS, it’s time to put things in order. Take what’s on the WBS and move it to a timeline.
  64. 64. project management | alana rileyFriday, October 28, 11Screenshot of Network Diagram: Structure tasks in the order which they must be completed. Example) 2.3, 2.4 and 2.5 can bedone at the same time, but 3.2 and 3.1 can only be completed after 2.3, and will take 1 month. Task 4.1 can only be completedafter 2.5, and will take 6 months. This gives you and your team a nice timeline of what’s going to happen when, and who isgoing to be involved in each task.
  65. 65. project management | alana rileyFriday, October 28, 11Berklee is a Mac shop, so we don’t use Microsoft products, but if blocks aren’t your thing (the pervious slides were made inOmniGraffle) you can use something like Microsoft Project.
  66. 66. tools basecamp // screenflow // wunderlist project management | alana rileyFriday, October 28, 11
  67. 67. basecamp online project management tool project management | alana rileyFriday, October 28, 11
  68. 68. project management | alana rileyFriday, October 28, 11Basecamp is a great Online Project Management tool, and the best news, it’s FREE! Well, free for you to try. You can signup for anaccount and manage 1 project. If you’d like to use this within your entire organization, you can signup for projects that allow forUnlimited Plans. If you do this, you can dump everyone from your organization into Basecamp, and then Admins of projects canusers as needed to their project. You can easily track Calendar Events, Milestones, Phases, Tasks and To-Do’s, and Basecamp hasa spot to upload files and collaborate on documents. It’s also mobile friendly, and there are iPhone apps available.
  69. 69. screenflow screen capture software project management | alana rileyFriday, October 28, 11
  70. 70. project management | alana rileyFriday, October 28, 11Screenflow is perfect for recording usability tests or vendor demos. Last Fall, I recorded web portal vendor demos, exported thefiles to .mov’s, and uploaded them to a secure storage area for any project team member to access. Screenflow is primary forMacs, I believe, but there are a ton of similar tools available for PC users as well.
  71. 71. WUNDERLIST TASK MANAGER project management | alana rileyFriday, October 28, 11
  72. 72. project management | alana rileyFriday, October 28, 11Wunderlist! I love Wunderlist. It’s a very sleek task management application.
  73. 73. project management | alana rileyFriday, October 28, 11It’s available for just about any platform, so whether you’re an iPhone, iPad, Android, Mac, PC, Linux user or Web guru,Wunderlist has you covered.
  74. 74. project management | alana rileyFriday, October 28, 11Wunderlist syncs your tasks so whatever client or app you use your tasks will be there. You can share lists with people, printtasks and email tasks with the click of a button. You can also customize the look and feel of the app to add a personal touch.
  75. 75. Takeaways project management | alana rileyFriday, October 28, 11As I said in the beginning, it’s hard to cover everything within 45 minutes, but the things we’ve talked about so far - People,Docs + Tools - give you a great platform to get started.
  76. 76. structured pM in place positive staff = productive staff communicate document everything use innovative tools project management | alana rileyFriday, October 28, 11
  77. 77. make it fun. project management | alana rileyFriday, October 28, 11
  78. 78. BONUS! RESOURCE PACK project management | alana rileyFriday, October 28, 11
  79. 79. gim.ie/bQm0 project management | alana rileyFriday, October 28, 11Resource Pack via Gimme Bar. NOTE: The last character in the URL is a ZERO!
  80. 80. project management | alana rileyFriday, October 28, 11When you visit my Gimme Bar bookmarking site, this is what you’ll see - a lot of blocks. Click on one of the blocks.
  81. 81. project management | alana rileyFriday, October 28, 11Instead of clicking the image, click the URL circled above. That will take you where I’m trying to get you to go.
  82. 82. THANK YOU ALANA RILEY BERKLEE COLLEGE OF MUSIC ariley@berklee.edu project management | alana rileyFriday, October 28, 11Questions? Drop me a line! I’d be happy to talk with you :)

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