LSC Technology Initiative Grant Conference 2015 | Session Materials - TIG 2015 Fast and Forward
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LSC Technology Initiative Grant Conference 2015 | Session Materials - TIG 2015 Fast and Forward
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LSC Technology Initiative Grant Conference 2015 | Session Materials - TIG 2015 Fast and Forward
- 1. Fast and Forward A look at project management TIG Conference, 2015
- 2. Agenda and Presenters Agenda ● Backwards Planning ● Gearing Up ● Meetings and Implementation ● Sharing Results ● Managing Sideways Presenters Anna Hienline Technology Coordinator, Legal Assistance of Western New York, ahienline@LawNY.org Jessie Posilkin, Training & Implementation Specialist, Legal Services Corporation, posilkinj@lsc.gov Xander Karsten, LawHelp Program Coordinator, Pro Bono Net XKarsten@probono.net
- 4. How can you get where you want, if you don’t know where you’re going?
- 5. Starting from the end • Many project plans start on the date you want to get started. Instead, start on the date you want things done by. • Using your tool of choice, figure out what you want done, and by when. • Then start planning.
- 8. My TIG Internal Contracts Milestones Proj. Mgmt. P1 P2 P3 Budget Create Your Workspace
- 9. Take the time for a thorough initial setup ➔Templates ➔Naming Conventions ➔Directories Don’t Reinvent the Wheel
- 10. ➔Milestone/Deliverable Tracker ➔Administrative Plan ➔Budget Worksheet ➔Contracts ➔Issue Log ➔Meeting Minutes/Notes ➔Project Plan Gather and Create Documentation
- 11. Issue Log Project Plan Documentation Tips and Tricks
- 12. Milestone Tracker ➔ List the milestones in each period ➔ Reverse chronological order ➔ As you work toward completion, make a note! Budget Worksheet ➔ Track hours each milestone period ➔ Track money in/out period ➔ Include LSC final budget template Documentation Tips and Tricks
- 13. Project Management Tools Choose wisely, commit and train!
- 14. Grant Partners and Contacts ➔Share email address and phone numbers ➔Who to contact if I REALLY need someone ➔Initial setup ◆ Share collaborative workspace ◆ Do any partners need training on tools? Grant Partners and Contacts
- 15. Jessie Posilkin Quick Chats, Standing Meetings, Working Meetings.
- 16. Grant Partners and Contacts If we all hate meetings, why do we still have them?
- 17. Grant Partners and Contacts 1. Have an agenda. (You laugh.) Or, know why you’re having the meeting. 2. Don’t be afraid to end them early. 3. If you have a chatty group, schedule them for the shortest possible time you’ll need. 4. Make sure people know their role. How to keep meetings effective
- 18. Grant Partners and Contacts 1. Can you see it coming? Don’t be afraid to draft an agenda. 1. There’s no framing. 1. You didn’t do the pre-work. 1. There’s no buffer. Why bad meetings happen to good people:
- 19. Grant Partners and Contacts ● Assumptions going in: you’ve had an inclusive process for selecting your new tool, or the project partners are bought in already ● Weekly or bi-weekly check-in Sample set of meetings for project implementation
- 20. Grant Partners and Contacts ● A clear set of deliverables in a shared place. (GoogleDocs, Box, Shared Desktop, Trello) ● If people don’t want to buy into a system, then a weekly (or more) meeting is critical. “Meeting” can include a ten minute call “Hey, on our docket for this week is…. How’s that going?” ● Daily Standups via email Tracking activities across partners
- 22. Webinars
- 23. Captures ● Project components ● Background & results ● Replicable aspects Example: SMS Toolkit Collect information early & often! Toolkits
- 24. Social Media "Social Media Platforms” by U.S. Department of Agriculture is licensed under CC by 2.0.
- 25. New Tool? Great! Use it! Emerging Tools or Formats
- 27. Grant Partners and Contacts ➔Preparing for staff transition ◆ Create transferable systems ◆ Loop in other staff ◆ Ensure all project partners are on the same page Project Transition
- 28. Grant Partners and Contacts ➔Taking over a project mid-stream ◆ Review grant application documents ◆ Reach out to project partners ◆ Review milestones and evaluation plans ● Is everything still on target? ◆ Check in with TIG staff Project Transition
- 30. Grant Partners and Contacts What is “Managing Sideways”? influencing the performance of people who don’t report to you Managing Sideways- Getting Things Done Without Authority, Alison Green, The Fast Track, 4/8/14
- 31. Grant Partners and Contacts Four Keys ● Be transparent ● Act with confidence (or fake it) ● Ask Ask Ask! ● Know your grant
- 32. ● Plan Plan Plan ● Know the grant ● Communication- clear, concise and short Take Aways...
- 33. Anna Hienline, Technology Coordinator, Legal Assistance of Western New York, ahienline@LawNY.org Jessie Posilkin, Training & Implementation Specialist, Legal Services Corporation, posilkinj@lsc.gov Xander Karsten, LawHelp Program Coordinator, Pro Bono Net XKarsten@probono.net Thank you for attending!
Editor's Notes
- “Salesforce Implementation” isn’t a good goal. What’s a better goal?
- We all know. In person conversations provide space to get on the same page. The relational piece of hearing things in person* instead of over email is actually important for a cohesive team.
- 1. I have a weekly meeting with a vendor for a product we are implementing. Sometimes we (as the customer) didn’t have an agenda, but we knew that the vendor was in charge of asking important implementation questions. Othertimes it is a placeholder, and we’ve canceled it. I would suggest never canceling more than two in a row - even if the answer is “we’re working on it”, it’s a useful time to say “well, how much longer? What are the holdups?” 4. Sometimes someone might just need to know what’s going on, and the best way to get their attention is to have them in person. But make sure they know that. “Hey Joe. I want you to start helping us on this project in May when Joe takes his sabbatical. There’s nothing you have to do, but I think it would be good for you to get to know the team and hear how things are going by coming to our weekly meeting.” Or, make sure YOU know why people are in the meeting.
- Don’t be afraid to draft an agenda, even if you aren’t in charge. While ideally you’d send that out in advance, it can be fine to walk in and say “well, I was really hoping we’d answer these 3 questions so that I can move forward.” “We’re here today to talk about making a website” - but no one knows why you’re building a website, or there isn’t consensus on what the website goals should be. Make sure you’ve asked this question before the meeting, and that someone starts with why you’re here.
- Be transparent Context What are the roles? Clarity about hard deadlines & important aspects Act with confidence (or fake it) Ask Ask Ask! Know all the parts of the grant your deliverables