The document discusses project management techniques for completing projects on time and on budget. It recommends managing culture by creating consensus among stakeholders and incentives for teams. Key tasks include defining milestones, prioritizing work, setting timelines, tracking progress in meetings, and reporting status. Issues and risks should be logged and monitored. Expectations should be managed by communicating plans and providing regular updates. Costs, including development, overhead, and commissions, should be tracked against revenue to ensure profitability.

1. Art of Project Management
Make Things Done On Time
Calvin Chan
Email: calvinbiz0514@gmail.com

2. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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3. Why project management?
What’s the key objective?
Is it helpful?
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4. The key objective
Make things done on time,
earn and pass the credit!
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5. Why projects fail?
 Changing scope
 Insufficient planning
 No risk or issues management
 Poor communication
 Lack of commitment and responsibility by
stakeholders
 No accountability at all
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6. How project management help you?
• Optimize the outcome
• Align the right people
• Minimize the timeline
• Control the cost
• Manage the change
• Prevent the risk
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7. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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8. Culture management
How to create consensus?
How to create incentive?
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9. How to create consensus?
1. Make clear communication
- Define the key objective
- Define the expectations of outcome
2. Create task force team
- Pick right people from other teams
- Define role, responsibility and
decision point for each stakeholder
- Make each other recognize and
respect each professionalism
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10. How to create incentive?
1. Make everyone love the project
- Make everyone participate
- Keep them informed
- Create win-win situation
2. Assign credits to each team (Accountability)
- Recognize their efforts
- Make boss know their credits
- Create awards
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11. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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12. Define the process first
Post
Initiation Detailed Tracking & Status
Project
Plan Plan Review Report
Review
Report
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13. Scheduling, Tracking and Control
 How about learning curve of the teams?
 Weekly team meetings
 Detail planning in 1-2 month
 Define and manage “critical path”
– First critical
– Prioritize
– Who, what, when
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14. Set milestone and break down the job
1. Define scope
2. Define the key stages of process as milestones
3. Break down each milestone into tasks
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15. Set priority
Value to client
Top Profit?
Priority
Edge? Ignore
Technical difficulties
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16. Set your timeline
Remind
 First thing first
 Leave buffer (holidays, annual leaves)
General items
 UI design & approval
 R&D development time
 UAT + Regression Time
 Marketing preparation
 Sales promotion period
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17. Assign and track the tasks
Regular meeting
 Arrange regular meeting to communicate
the tasks and track the status
 Provide recap of meeting each time
Action Items
 List of tasks for each team to do
 To track the status of each task regularly
by email, phone conversation and
meeting
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18. Status Reporting
 3 key items to report to stakeholders
– Things done
– Things to proceed
– Outstanding things to discuss and solve
 Report details
– Team
– Task items
– Who responsible
– Result
– Complete date
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19. Issues management
Raised-Up issues log
 Raised from Who, Which team, Raised-up
date
 Category of issues, issue items and
description
 Status of the issues: Open, Work-In-
Progress, Done or Closed
 Close date of the issues and how it is done
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20. Risk management
 Identify which factor will cause the project
to go off track.
 Set expectation and communicate with
each team early.
 Develop risk / contingency plan early.
 Monitor the status and the risk plan
regularly.
 Early response is the key!
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21. Manage Expectations
 Communication Plan
 Make major policy decisions up front
 Don’t make promises to users up front
 Monthly status report and review
 Monthly / bi-monthly presentations
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22. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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23. Types of cost
• Development cost
• Research cost
• R&D development cost / Vendor cost
• Additional system / software cost
• Regular overhead cost
• Monthly overhead cost in technical / operations
• Monthly G&A (general and administrative overhead
cost)
• Monthly support fee in system or licensing
• Sales / Partner Commission
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24. Cost Benefit Analysis
Monthly Total revenue
= Total accumulate client x price
Monthly Total cost
= Initial development cost + monthly running
cost + G&A + Commission
Profit
= Cum revenue – Cum cost
When profit > 0 => Break even
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25. Golden thumb of rules
• Make yourself love your projects no matter it is
your final idea or not.
• Believe your project work till the end.
• Don’t bad month what you are in charge.
• Keep each party communicated regularly.
• Well understand every task you assigned to each
team.
• Don’t provide any tasks you don’t know how to
handle.
• Your “how to” need not be the best but at least
make profit.
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26. Golden thumb of rules
• Keep record to any issues raised up and be
responsive to the top priority one.
• Keep responsive to sensitive problems early.
• Don’t push if other teams resource have
already been in baseline. Step back and think
work around.
• Keep detail thinking on every possible area.
• Keep everyone know your timeline.
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27. Calvin Chan
Email: calvinbiz0514@gmail.com
Masters in
Information System Management
Quantitative Analysis for Business
Media, Information & Technology Industry
with expertise in
Product Management
Project Management
Online Products Development
User Research
Business Quantitative Analysis
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