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Right-Sized
Project
Management
How Much Planning Is Enough
Who The Heck Are You?
Jean Tagliamonte, CAPM
Interim Project Manager
Vassar College
Computing
& Information Services
What Qualifies You To
Tell Us About The Right
Amount of Project
Management?
Absolutely Nothing.
Only YOU can figure out the right
level of project management for
your department or institution.
How Did We Get Started?
How Did We Get Started?
Hired a Pro!
Identified others with interest
or innate skills for Project
Management
How Did We Get Started?
Assembled a Project Management
Governance Team
The Team
Studied basics of Project Management
Decided to create guidelines for
Life-cycle
of a project
Individual
project management
Idea to Service
Before PM Governance Recommendations
Something was requested.
Who was asking?
Was there money?
Implemented request.
What’s the need?
Does it fit in with our other priorities?
For other departments, does the senior leadership know about
and/or support the request?
Do we have the financial and human resources?
How does this fit into our existing service offering?
Does this project support our IT strategy
and the strategy of the college?
If we decide to do it, do we need to do it now?
Project Life-Cycle
With this in mind, the PM Governance team
created a project life-cycle.
IT’S ME!
IT’S ME!
IT’S ME!
IT’S ME!
IT’S ME!
IT’S ME!
IT’S ME!
IT’S ME!
Presentations, regular update posts, educational
videos
Understanding and Communication
Not quite.
Success?
Team Development
We want to be better a project management and
here’s how we are going to begin.
Direction
Tricky concept for a small word.
Trust
You won’t get it right
the first time.
Process
Worst.
Hulk.
Ever.
The prize at the
bottom of the box of
cereal!
Results
Requirements for
Individual Project Management
a.k.a. The instruction manual
Project Planning Guidelines
Project Planning Guidelines
Small
Medium
Large
Project Planning Guidelines
If it’s optional, it’s probably not necessary.
Simplify. Simplify. Then simplify again.
Project Planning Guidelines
Small projects start
at 10 hours. What
about projects
smaller than 10
hours?
What about large?
Important Things To Note
Document Templates
Lightweight PM Scheduling
Central Location
Training
Tools
SmartSheet
Lightweight Tool
Shared Google Drive
We created a shared
Google Drive to house
and be the repository
for all these
documents.
We provided hands on training during which
everyone created a sample project.
Training
So...
Right about now you are probably thinking...
Stuck with it for 6 months.
What did we do?
Share the plan
Collect feedback
Make sure
everyone feels heard
But Collect Feedback
What Did We Do Differently?
Let’s Play A Game
I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!!
What did we change?
Life-Cycle
Idea Stage went from 6 steps to 3
Proposed Stage stayed the same
Planning Stage went from 5 steps to 3
Project Stage stayed the same
Removed complexity of different rules
for under 10 hours
Simplified Life-Cycle
What did we change?
Requirements
What did we change?
Requirements
What did we change?
Templates
Kept most of the templates
Built a Proposal / Charter form in
our Service Management Tool
Changed the Communications
Plan to a set of guidelines
Templates
What did we change?
Lightweight Tool
Nothing!
Lightweight Tool
What did we change?
Training
First time, full hands on training
This time, 15-minute presentation
Training
Other Things We Changed
IT’S ME AGAIN!
Encouraged Lessons Learned
Met individually with groups
who had trouble with or
avoided the process before
Created a PMO
One PMP, One CAPM
More Lessons Learned
What Else Did We
Learn Along The Way?
Don’t use words like “enforcing” or “policing”
Be realistic
Strive for “encouraging” and “assisting”
Be Positive
Lightweight is good but make sure you aren’t
just going through the motions
Have people who can focus on the big picture
Be Careful
Communicate early and often
Be open to the notion that you maybe weren’t
as clear as you thought you were
Be open-minded
Be Clear
The End
 almost
You See...
I Have A Secret
What’s Project Management
Really About?
I’ll Give You a Hint
It’s Not About Projects
People
Culture
Communications
Situational Management
Customer Satisfaction
It’s Not About Projects
Don’t be this guy!
People
Communication
Be truthful, be honest, speak up and listen!
Is this everyone on your team?
Culture
Be flexible.
Situational Management
What we all are striving for.
Customer Satisfaction
DiSC Profile
Avengers Style
Driving Director:
Tony Stark / Ironman
Objective: Get it done
Traits: Efficiency, self-motivation, independence
Strengths: Command, leadership
Decision-Making: Quick with little information
Motivators: Achievement, challenge
Comfortable: Structured, formal environments
Uncomfortable: Dependence on others,
Unable to directly resolve a problem
Negotiation: Suggestions (power strategy)
Interacting Communicator:
Steve Rogers / Captain America
Objective: Get together
Traits: Friendliness, enthusiasm,
self-confidence
Strengths: Drive home a point of view
with the ability to understand other
perspectives and adapt
Decision-Making: After soliciting input
Motivators: Communication, relationships
Comfortable: Social environments
Uncomfortable: Independent situations
Negotiation: Benefits to others (people strategy)
PeopleOriented
Conscientious Thinker:
Bruce Banner / Hulk
Objective: Get it right
Traits: Logic, structure, accuracy
Strengths: Self-reliant, organizing facts,
working with precise details or complex systems
Decision-Making: After research
Motivators: Facts, certainty
Comfortable: Sure of their position,
clear expectations
Uncomfortable: Risk
Negotiation: Evidence (proof strategy)
TaskOriented
Steady Relater:
Agent Coulson
Objective: Get along
Traits: Patience, thoughtfulness, persistence
Strengths: Dependable, loyal, listening,
counseling, and able to work steadily at a
task until it is achieved
Decision-Making: After planning
Motivators: Time, support
Comfortable: Status quo
Uncomfortable: Change, distractions,
interruptions
Negotiation: Time to reach decisions
(promise strategy)
Faster Paced, Direct, Extrovert
Slower Paced, Indirect, Introvert
I hope we’ve established 3 things:
A good foundation for a Project Management
Process
Your personality type
And that, if nothing else, I’m good at finding
Avengers Memes on the internet
The Real End
Have a Happy Thorsday!
All files you might want:
goo.gl/lMALkh
Thank You

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Right-Sized Project Management

  • 2. Who The Heck Are You? Jean Tagliamonte, CAPM Interim Project Manager Vassar College Computing & Information Services
  • 3. What Qualifies You To Tell Us About The Right Amount of Project Management? Absolutely Nothing. Only YOU can figure out the right level of project management for your department or institution.
  • 4. How Did We Get Started?
  • 5. How Did We Get Started? Hired a Pro! Identified others with interest or innate skills for Project Management
  • 6. How Did We Get Started? Assembled a Project Management Governance Team
  • 7. The Team Studied basics of Project Management Decided to create guidelines for Life-cycle of a project Individual project management
  • 8. Idea to Service Before PM Governance Recommendations Something was requested. Who was asking? Was there money? Implemented request.
  • 9.
  • 10. What’s the need? Does it fit in with our other priorities? For other departments, does the senior leadership know about and/or support the request? Do we have the financial and human resources? How does this fit into our existing service offering? Does this project support our IT strategy and the strategy of the college? If we decide to do it, do we need to do it now?
  • 11. Project Life-Cycle With this in mind, the PM Governance team created a project life-cycle.
  • 12. IT’S ME! IT’S ME! IT’S ME! IT’S ME! IT’S ME! IT’S ME! IT’S ME! IT’S ME!
  • 13.
  • 14. Presentations, regular update posts, educational videos Understanding and Communication
  • 17. We want to be better a project management and here’s how we are going to begin. Direction
  • 18. Tricky concept for a small word. Trust
  • 19. You won’t get it right the first time. Process Worst. Hulk. Ever.
  • 20. The prize at the bottom of the box of cereal! Results
  • 21. Requirements for Individual Project Management a.k.a. The instruction manual Project Planning Guidelines
  • 24. If it’s optional, it’s probably not necessary. Simplify. Simplify. Then simplify again. Project Planning Guidelines
  • 25.
  • 26. Small projects start at 10 hours. What about projects smaller than 10 hours? What about large? Important Things To Note
  • 27. Document Templates Lightweight PM Scheduling Central Location Training Tools
  • 28.
  • 30. Shared Google Drive We created a shared Google Drive to house and be the repository for all these documents.
  • 31. We provided hands on training during which everyone created a sample project. Training
  • 32. So... Right about now you are probably thinking...
  • 33. Stuck with it for 6 months. What did we do?
  • 34. Share the plan Collect feedback Make sure everyone feels heard But Collect Feedback
  • 35. What Did We Do Differently? Let’s Play A Game I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!! I have prizes!!!
  • 36. What did we change? Life-Cycle
  • 37. Idea Stage went from 6 steps to 3 Proposed Stage stayed the same Planning Stage went from 5 steps to 3 Project Stage stayed the same Removed complexity of different rules for under 10 hours Simplified Life-Cycle
  • 38. What did we change? Requirements
  • 39. What did we change? Requirements
  • 40. What did we change? Templates
  • 41. Kept most of the templates Built a Proposal / Charter form in our Service Management Tool Changed the Communications Plan to a set of guidelines Templates
  • 42. What did we change? Lightweight Tool
  • 44. What did we change? Training
  • 45. First time, full hands on training This time, 15-minute presentation Training
  • 46. Other Things We Changed IT’S ME AGAIN! Encouraged Lessons Learned Met individually with groups who had trouble with or avoided the process before Created a PMO One PMP, One CAPM
  • 47. More Lessons Learned What Else Did We Learn Along The Way?
  • 48. Don’t use words like “enforcing” or “policing” Be realistic Strive for “encouraging” and “assisting” Be Positive
  • 49. Lightweight is good but make sure you aren’t just going through the motions Have people who can focus on the big picture Be Careful
  • 50. Communicate early and often Be open to the notion that you maybe weren’t as clear as you thought you were Be open-minded Be Clear
  • 52. You See... I Have A Secret What’s Project Management Really About?
  • 53. I’ll Give You a Hint It’s Not About Projects
  • 55. Don’t be this guy! People
  • 56. Communication Be truthful, be honest, speak up and listen!
  • 57. Is this everyone on your team? Culture
  • 59. What we all are striving for. Customer Satisfaction
  • 61. Driving Director: Tony Stark / Ironman Objective: Get it done Traits: Efficiency, self-motivation, independence Strengths: Command, leadership Decision-Making: Quick with little information Motivators: Achievement, challenge Comfortable: Structured, formal environments Uncomfortable: Dependence on others, Unable to directly resolve a problem Negotiation: Suggestions (power strategy) Interacting Communicator: Steve Rogers / Captain America Objective: Get together Traits: Friendliness, enthusiasm, self-confidence Strengths: Drive home a point of view with the ability to understand other perspectives and adapt Decision-Making: After soliciting input Motivators: Communication, relationships Comfortable: Social environments Uncomfortable: Independent situations Negotiation: Benefits to others (people strategy) PeopleOriented Conscientious Thinker: Bruce Banner / Hulk Objective: Get it right Traits: Logic, structure, accuracy Strengths: Self-reliant, organizing facts, working with precise details or complex systems Decision-Making: After research Motivators: Facts, certainty Comfortable: Sure of their position, clear expectations Uncomfortable: Risk Negotiation: Evidence (proof strategy) TaskOriented Steady Relater: Agent Coulson Objective: Get along Traits: Patience, thoughtfulness, persistence Strengths: Dependable, loyal, listening, counseling, and able to work steadily at a task until it is achieved Decision-Making: After planning Motivators: Time, support Comfortable: Status quo Uncomfortable: Change, distractions, interruptions Negotiation: Time to reach decisions (promise strategy) Faster Paced, Direct, Extrovert Slower Paced, Indirect, Introvert
  • 62. I hope we’ve established 3 things: A good foundation for a Project Management Process Your personality type And that, if nothing else, I’m good at finding Avengers Memes on the internet The Real End
  • 63. Have a Happy Thorsday!
  • 64. All files you might want: goo.gl/lMALkh Thank You