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Operationalizing Project Management - UNYSLA2019

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4/12/2019 presentation at the SLA Upstate New York Chapter (UNYSLA) Spring Conference

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Operationalizing Project Management - UNYSLA2019

  1. 1. OPERATIONALIZING PROJECT MANAGEMENT Emily Clasper MLIS, PMP University of Rochester
  2. 2. 2 Photo by Alex Harvey on Unsplash
  3. 3. 3Photo by MOHD AZRIEN AWANG BESAR on Unsplash
  4. 4. 4 Photo by Wynand Uys on Unsplash Photo by Vittorio Zamboni on Unsplash Photo by James Sutton on Unsplash Photo by James Barker on Unsplash
  5. 5. 5 Photo by Peter Lloyd on Unsplash Photo by Mathew MacQuarrie on Unsplash Photo by Amanda Kerr on Unsplash Photo by David Dibert on Unsplash
  6. 6. 6Photo by chuttersnap on Unsplash LET’S DO PROJECT MANAGEMENT!
  7. 7. THE FLY What problems are we trying to solve? 7 Photo by Sian Cooper on Unsplash
  8. 8. THE FLY ◈ Need to Focus on Strategic Goals ◈ Work is Not Done Efficiently ◈ Resources are Scarce! ◈ Slow Pace of Change ◈ No Pathway to Cross-Functional Work 8
  9. 9. PROJECT MANAGEMENT BENEFITS ◈ Focused on Strategic Goals ◈ Clear Objectives ◈ Efficient Use of Resources ◈ Faster Progress ◈ Risk Management ◈ Communication Tools 9
  10. 10. CHANGING OUR APPROACH… 10 Photo by Ryan Hyde on Flickr licensed under CC BY 2.0
  11. 11. CHALLENGES TO ADDRESS ◈ Misunderstanding Project Management ◈ Confusion with Reporting & Authority ◈ Communication Complexity ◈ Cross-Departmental Resource Management ◈ Change Management ◈ Career Development 11
  12. 12. MISUNDERSTANDING PROJECT MANAGEMENT Photo by Wynand Uys on Unsplash
  13. 13. WHAT IS PROJECT MANAGEMENT? NOT: ◈ A tool ◈ A set of documents ◈ A task list ◈ A Gantt Chart ◈ A single method 13 Photo by Daria Nepriakhina on Unsplash
  14. 14. WHAT IS PROJECT MANAGEMENT? 14 Project Management is a discipline Defining and reaching specific goals while staying within constraints of Time, Resources, and Budget
  15. 15. Project • Temporary • Unique • Goal Driven • Cooperative* PROJECT WORK VS. OPERATIONAL WORK Operational • Ongoing • Permanent • Repetitive Output 15 Managing and Performing these types of work requires different expertise & techniques
  16. 16. 16Photo by Francisco Arnela on Unsplash
  17. 17. TOWARDS A BETTER UNDERSANDING OF PM ◈ Learn about the scope of the discipline ◈ Think carefully about what qualifies as a project in your organization ◈ Communicate the distinction between project and operational work 17
  18. 18. CONFUSION WITH REPORTING AND AUTHORITY Photo by Vittorio Zamboni on Unsplash
  19. 19. 19 FUNCTIONAL STRUCTURE https://www.pmdrill.com/understanding-organizational-structures/7
  20. 20. 20 PROJECTIZED STRUCTURE https://www.pmdrill.com/understanding-organizational-structures/7
  21. 21. MATRIX STRUCTURE ◈ Blend of Functional and Projectized ◈ Weak, Strong, Balanced ◈ Encourage collaboration between PMs and Functional Mangers 21
  22. 22. Strong Matrix 22 MATRIX STRUCTURE https://www.pmdrill.com/understanding-organizational-structures/7
  23. 23. Weak Matrix 23 MATRIX STRUCTURE https://www.pmdrill.com/understanding-organizational-structures/7
  24. 24. Balanced Matrix 24 MATRIX STRUCTURE https://www.pmdrill.com/understanding-organizational-structures/7
  25. 25. 25 Photo by Ariana Prestes on Unsplash
  26. 26. SORTING OUT ORGANIZATIONAL CONFUSION ◈ Discuss assignment of authority ◈ Communicate the role of project groups in your organization ◈ Encourage collaboration between PMs and Functional Mangers 26
  27. 27. COMMUNICATION COMPLEXITY Photo by James Sutton on Unsplash
  28. 28. COMMUNICATION PATHS 28 2 people 1 path 3 people 3 paths 4 people 6 paths 5 people 10 paths N(N-1)/2 N= Number of People
  29. 29. COMMUNICATION PATHS 29 10 people 45 paths
  30. 30. 31
  31. 31. 32
  32. 32. MANAGING COMPLEX COMMUNICATION ◈ Prioritize strong communication plan within projects ◈ Consider communication structures between projects ◈ Where is your hub? 33
  33. 33. CROSS DEPARTMENTAL RESOURCE MANAGEMNT Photo by James Barker on Unsplash
  34. 34. RESOURCES SPEAD THIN 3535 90% 5% 10% 10% 5%
  35. 35. MANAGING SHARED RESOURCES ◈ Methods for tracking project work ◈ Project Communication ◈ Program Management ◈ Creating Project Portfolios 36
  36. 36. CHANGE MANAGEMENT Photo by Amanda Kerr on Unsplash
  37. 37. 38Photo by Daniele Levis Pelusi on Unsplash
  38. 38. KEEPING UP WITH A FASTER PACE ◈ Communication Plans ◈ Documentation ◈ Staff Development & Support ◈ Clear Roadmap Accessible to All 39
  39. 39. CAREER DEVELOPMENT Photo by David Dibert on Unsplash
  40. 40. 41Photo by Jason Wong on Unsplash
  41. 41. PROVIDING PATHS FOR CAREER DEVELOPMENT ◈ Frame project work as “real” ◈ Developing leadership skills at all levels ◈ Documentation of achievements ◈ Recognition of contributions 42
  42. 42. 43
  43. 43. MINDFULNESS IN IMPLEMENTING PM SOLUTIONS ◈ Practice Risk Management ◈ Project Management as a Discipline ◈ Focus on Organizational Strategic Aims ◈ Communicate the process ◈ Take it slow 44
  44. 44. “We always hope for the easy fix: the one simple change that will erase a problem in a stroke. But few things in life work this way. Instead, success requires making a hundred small steps go right - one after the other, no slipups, no goofs, everyone pitching in. ― Atul Gawande, Better: A Surgeon's Notes on Performance 45
  45. 45. 46Photo by sydney Rae on Unsplash
  46. 46. 47 THANKS! Any questions? Slides: http://bit.ly/UNYSLA19 Find me at @eclasper Emily Clasper MLIS, PMP University of Rochester
  47. 47. CREDITS Special thanks to all the people who made and released these awesome resources for free: ◈ Presentation template by SlidesCarnival ◈ Photographs by Unsplash 48

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