This document provides an introduction to technical communication and project management. It discusses communicating effectively to customers and teams. It also introduces basic project management principles like defining objectives, tasks, schedules, and managing resources. Specific techniques covered include work breakdown structures, Gantt charts, and network diagrams. The document emphasizes that planning is important to stay on track and avoid risks, but also acknowledges that research projects require flexibility. Overall it presents project management as a helpful framework but also an "art" that depends on understanding people and goals.

1. Introduction to
Tech Communication &
Project Management
Arthur C.M. Chen
617 253-7312, Rm 38-460
acmchen@alum.mit.edu

2. Motivation
• Technical Leadership
– “Guiding head of a technical group”
• Two essential tools
– Communicate to customer and to your team
– Organize, plan and manage the technical project
Introduction:
• Simple advice on presentation
• Introduction to project management
Introduction:
• Simple advice on presentation
• Introduction to project management

3. Think Before You Present
• Who are your audience, why are they
listening?
• What is one or two messages you want to
leave with your audience?
– What is the message for each slide

4. Communicate the Essence
• Who & where
– Technology and research group of interest
– Specific Professor or research staff
• What
– Specific thesis project idea – some details
• Why
– Personal interest, Future opportunities, Financial support
• When
– Progress and plan – this term and beyond
News story outlineNews story outline

5. Why Project Management
• Diverse career opportunities
– Leadership role
• Most future activities are team and/or multi-
organization oriented
– How to help teams to work together
– Startup business plans
• MEng Thesis Project
– Good learning vehicle

6. Project
• Project: “an organized undertaking”
– Master of Engineering Thesis Project
– Finding a job
– Building a porch
– Buying a house
– …
– Design and manufacture a car (Large Program)
– Put a man on the moon (Huge Program)
Project management: a discipline
“Art and Science”
Project management: a discipline
“Art and Science”

7. Project Management Objective
• Achieve the project goal
– Do a great thesis – on time
• Keep customers (e.g., Professors) happy
• Keep the team focus on the goal
• Make sure that team members work well
• Everyone shares the load
• …
Scope, Resources, Schedule & CustomersScope, Resources, Schedule & Customers

8. Concerns about Project Management
• My work is research so that I can’t plan it
• How can I commit to a schedule if I don’t know
how it will work out
• I don’t have time to plan – got to get it done
• Project plan is a map and a guide
- No map, most likely to get lost
- Plan: understand risks and trade-offs
- Basis for systematic plan modification
- Mechanism for efficient communications

9. Framework: Project Cycle
Thesis ideas Thesis Proposal Thesis Completed
Concept
System Design
(Architecture)
Detailed design/
Implementation
Demo/test/
Documentation
• Tech. Foundation
• Capabilities
• Goal
• Systems analysis/
Synthesis
• Project planning
• Thesis proposal
• Project tracking
• Plan modification
• Communicate
• Thesis submission

10. Product Development Lifecycle
Prototype
• Product Spec.
• Marketing
• Manufacturing
New Product
Product II
• New Spec.
• Marketing
• New Technology
Similar FrameworkSimilar Framework

11. Project Management Process
• Planning
– Project Definition, Scope, Buy-ins
• Mechanics of putting together a plan
– Tools: Work Breakdown Structure (WBS)
– GANTT, PERT, etc. charts - computerized
• Tracking plan progress
– Communicate and follow-up
• Complete project
– Managing and control

12. Project Management
Scope, Resources, Schedule & CustomersScope, Resources, Schedule & Customers
Project Management
Project Planning
• Define objective
• Define work/tasks
• Identify resources
• Plan schedule
• Iterate
• Plan modification
Execution Management
• Get objective signed-off
• Track plan progress
• Communicate within team
• Customer communications
• Secure resources
• Project discipline
Technical People

13. How to Get Started
• Start with the essence of what you are trying to do
• Draw a block diagram of your system
– “Architecture”
• Do a high level flow chart of your software
– Identify modules
• Postulate the end result of your prototype
– User interface, typical use scenarios
• List all possible tasks that needed to be done
– Organize tasks
• Do some or all of above

14. Mechanism of Planning
• Define project objective
• Define work breakdown structure (WBS)
– Identify tasks and subtasks -- deliverables
– Lowest element – stand alone work package
• Identify tasks relationship
• Identify possible risks
• Estimate work packages (people, time, etc.)
• Create initial schedule
• Iterate plan
• Document

15. Ex: WBS - Buy A House
Top Down Decomposition, Elemental TasksTop Down Decomposition, Elemental Tasks
` BUY A HOUSE
LOCATION FINANCING
FIND
HOUSE
1 - Criteria 3
- Determine
affordability
6
- Type of
House
2
- Visit
Locations
4
- Determine
mortgage
provider
7
- Find Real
Estate
Agent
5
- Lockup
mortgage
commitment
8
- Look for
House
9
- Make
Offer, P&S
Agreem't
10 - Closing

16. Network Diagrams
Scheduling Techniques
• PERT – Program Evaluation and Review techniques
• CPM – Critical Path Method
Scheduling Techniques
• PERT – Program Evaluation and Review techniques
• CPM – Critical Path Method
TASK PREDECESSOR
1-criteria 3
2-visit loc. 1
3-affordability
4-mortgage co 3
5-mortg lock 4
6-type of hse 1
7-real est agent 2, 6
8-look for hse 7
9-offer, P&S 5, 8
10-closing 9
1
2
3
4
5
6
7
8
9
10

17. Buy a House
Simple Gantt Chart ViewSimple Gantt Chart View
ID Task Name
1 BUY HOUSE
2 LOCATION
3 Determine location criteria
4 Visit key locations
5 FINANCING
6 Determine affordability
7 Assess Mortagg Provider
8 Secure Mortagg Commitmt
9 FIND HOUSE
10 Type of House
11 Find RealEstate Agent
12 Look for House
13 Make Offer, P&S Agreement
14 Closing
2/5
2/5
2/5
2/14
2/5
2/24
M T W T F S S M T W T F S S M T W T F S S M T W T
ek 1 Week 2 Week 3 Week 4

18. Possible Application
• Understand the scope
of your goal
• Define your objective
• Define tasks and work
breakdown structure
• Develop project plan
• Review plan, iterate
• Document –> thesis
proposal
Thesis ideas Thesis Proposal
Concept
System Design
(Architecture)
• Tech. Foundation
• Capabilities
• Goal
• Systems analysis/
Synthesis
• Project planning
• Thesis proposal
(May 10)

19. Some Estimation Considerations
• Completeness in definition of tasks and interfaces
• Time for meetings and communications
• The range of abilities of team members
• Experience with similar job/ tasks
• Learning time for new equipment or software
• Availability of special facilities
• Earlier identification of unknowns or risks
• A priori calculations –concerns but may not be a
show stopper (especially in R&D)
• Earlier identification of unknowns or risks
• A priori calculations –concerns but may not be a
show stopper (especially in R&D)

20. Closing Summary
• Project Management – Lead an endeavor
• Planning is a map, a guide, especially for a team
– Relatively simple and helpful techniques
• Management is mostly about people
– Goal, discipline, communicate
• Risks are inevitable, planning helps to avoid
stupid ones
• Experience counts
– Assessing the scope of work, timing, risks
Risks are Essential in Achievements
Luck is an Element of Success
Risks are Essential in Achievements
Luck is an Element of Success

21. Historical Perspective
1960-1970 Traditional Project
Management
Construction,
Aerospace,
Defense
Technology and
schedule driven
1970-1985 Focused Project
Management
High tech
businesses, multi-
discipline
developments
Software
engineering,
matrix
management
1985-1993 Renaissance of
Project
Management
All organizations,
developing formal
methods
Total quality
management,
concurrent
engineering
1993- present Modern Project
Management
Accept by top
management,
Recognize as a
discipline
System
engineering,
change and risk
management
Phases Use Methods