1 min Welcome to Project Management = Part 3 in the College Pro Skill Series (year II for this session). 1 – Goal Setting & Review 2 – Coaching 3 – Project Management This is just one more skill you get to develop as a member of a SIFE team which help you with success in your SIFE projects as well as your future.
1 min Explain the purpose of the next 40-50min quickly Basically, you will cover key themes of Project Management *In the SIFE world; this is a skill that comes into play in almost all team endeavours as the SIFE year is effectively a series of projects used to impact communities and achieve the focus criteria at SIFE: Entrepreneurship Financial Literacy Environment Fundraising
2 mins Get some people to share their experiences with Project Management – or their perspective on the relevance of this subject. Try to get some people in the room engaged and speaking in a SIFE context. Why? It one of many skills to use to get people over a line to get results. At SIFE your year is a series of projects – the better you know how to Run/Manage those projects the more success you’ll achieve If you’re highly organized and a very strong leader – Project Management will come naturally... If not, it requires real focus and discipline This skill adds huge value to your skill set as you enter the job market If you can run a project, manage people and hit a goal – you’ll be fast tracked past an entry level job.
2 min The 3 P’s of Project Management Product = Goal, Outcome, Needs – where the Project Plan starts Plan = Categories & Components, Executing the Plan, Tracking, People = Stakeholders, Delegation, Accountability, Alignment
5 mins Have a conversation about what this might look like in their world. College Pro Goals (Eg.): Participants rate event at least a 4/5 Budget for event/project is hit 85% success of participants SIFE Project Goals (Eg.): Pull from the crowd 1) 2) 3) Image: Summary of goals from one of my [Erin] conference plans.
3 min Time Phased : Focuses on milestone dates/events that must happen. Considers actual time to accomplish tasks Other Priorities : Plan must be built into array of “other” life activities What ifs : What could happen to your plan? What external factors should be considered? Big Rocks : Biggest/top items planned first, smaller/lesser items fit in around = to get more done (to fit more in).
5 min Roadmap toward your goals Breaking goal into components is an effective skill to help hit the goal Schedule it in – think about the when/how. Consider actual time it takes to do things. Consider WHO is involved when planning the WHEN Plans Change – use scheduling tools with flexibility (ie. Use pencil in your planner) Check back & update
3 min There is no “BEST” tool for Planning and Project Management. There are best tools for you: Use what you’re comfortable with Make sure the tool suits you Use it/them consistently Avoid using every gimmick going
3 min Check with the group first – where do they stumble? Go through each point, quick discussion: How does this resonate with them? Have they experienced this? Any questions/tips? Image = Joke... Obviously this is NOT good project management (with respect to the group).
5 min Who are the Stakeholders that SIFE teams deal with: Team members Project Participants – community members Partners Faculty Advisors Picture = 2011 SIFE National Champions, Memorial University
5 min You cannot delegate to someone with NO skill or experience. They need coaching first. Watch for “halo effect” – because someone is good at A does not mean they are good at B. Think about the skills/talents of people on your team – what tasks can you have them look after? Once you have delegated, you must be willing to live with that person’s decisions. If you’re not willing to do this, then don’t give over the task Once you have delegated – DO NOT step in, this shows a lack of trust. EFFECTIVE DELEGATION = Strong move for team sustainability. Giving someone ownership for tasks and results increases their investment in the team, and promotes advancement.
3 min All stakeholders and project managers need to be on the same page regarding the goal, the plan, and the timelines If someone is not committed to the project, and details thereof – things will get dropped
3 min Is someone bought-in? Do they see the purpose behind what they’re doing? Look to past behaviour: Does someone have a history of being accountable? Hitting deadlines Showing up for meetings Following through on commitments they make
5 min Additional slide to accompany overall Project Management – Program Development staff indicated this an another area SIFE students struggle Often there will be a series of meetings among the group running the project: Meetings to decide on the preliminary goals Meetings to brain dump categories & criteria Meetings to brain dump all stakeholders Meetings to get alignment on plan & timelines Meetings to follow up on delegated tasks
1 min Just read this.
Final Slide – 1 min We want more opportunities to interact with SIFE students. We have some funding available for SIFE Teams ($100-$500 range for projects). We will not give $$$ passively, there needs to be involvement with teams/students. We want to engage with teams who share our entrepreneurial spirit and work on projects that line up with our Vision & Values. We also have a Development fee - $500 Networking Fee ($250 to team, $250 to individual) for referrals of signed Franchisees.
Project Management 2011
PROJECT MANAGEMENT James Dale Vice President, College Pro – Western Canada
Purpose To introduce SIFE teams to the key concepts of Project Management. To share some tools to help plan and execute successful projects. To increase the skill of Project Management with SIFE teams.
Why is Project ManagementImportant? To ensure project needs/goals are hit. To incorporate all stakeholders. To foster sustainability through team involvement and engagement.
Key Project ManagementConcepts The 3 Ps of Project Management:
(1) PRODUCTProject Planning starts with the GOAL/NEED/OUTCOME Identify the Goals/Needs or your project Know your timeline to hit the goals Determine how success will be measured Decide how you will capture learning and improvements to carry forward.SIFE Goal – Develop projects to hit the needs of your communities.
(2) PLANEffective Project Management requires a good Project Plan.Your plan needs to: Be time phased Considers other priorities School Social Job Sports Take stock of What Ifs ‘Big Rocks’ first
How to build the PLAN1) Break out the Categories & Components Participants Venue Budget Who Find Space Print Materials Invitations Space booked Travel Logistics Space set-up Refreshments Transportation A/V equipment *Brain Dump Exercise6) Backward Scheduling a. Define milestones/key deadlines that are unmovable b. Prioritize Components and schedule sequentially c. Big/Major items first7) Schedule it in8) Check back & Update the plan ongoing
PLANNING - ToolsNote: Make sure the tool(s) workfor you, and use them consistently.
PLANNING - Pitfalls Team leader does it all (“god complex”) Think about output: 7 people @ 70% > 1 person @ 100% Too many planning tools are used, none well Plan is back heavy – I’m looking at you procrastinators Delegated tasks not followed-up on
(3) PEOPLE ..............Stakeholders – Project Stakeholder –A person, group or organization with an interest in a project OR who affects and can be affected by a team’s actions. 2Stakeholders: Who are they? Brain Dump What is their role in the overall project?
(3) PEOPLE ..........................DelegationDelegation: Relies on Skill/Experience Who “owns” what? Agree on responsibilities and timelines for delegated tasks Follow-up*Once Delegated – you’ve given over responsibility... Avoid stepping in.Think About:Sustainability – How can you get members of your team engaged in leading parts of the project? How could this impact their role next year on the SIFE team?
(3) PEOPLE ........................Alignment – Alignment – The integration or of goals, practices, etc. within a group.Alignment: Stakeholders are clear on goals/needs of project Share key plan & timelines Meeting Conference Call Web Share Get agreement with stakeholders on plan and deadlines
(3) PEOPLE ...............Accountability – Accountability –An individual or teams responsibility to someone or for some activity. Accountability: Follow-up on delegated items Know key dates and deadlines Address hit & missed commitments Recognize commitments that are hit Have a Conflict around missed commitments Skill or Commitment
Meeting Management Agenda – send out prior to meeting Items to cover Time allotment/item Drivers – who will lead? Outcomes – identified @ meeting start Desired work product Decisions to be made *An effective meeting arrives at decisions being made and actionable steps to follow-up on.
Summary PRODUCT Start with the Goal PLAN Schedule it out – Big to small PEOPLEKnow your key people – hold them to their tasks
College Pro Support Our MissionTo provide exceptional management and leadership training to you entrepreneurs through real-world business experience. We want to support individual SIFE teams. We can offer skill, advisory and/or financial support. We want to connect with students who share the entrepreneurial spirit. so... If you think there’s a good fit for College Pro and your team/project, email Erin at firstname.lastname@example.org