purposefully managing projects€¦ · -pmi activity. -thirds participate in --44% 40% 28% 25% 16%...
TRANSCRIPT
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Purposefully Managing Projects
Rebecca Moore, CAE
Debbie O’Bray
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Today’s TopicsToday’s Topics
l Introductions l Background on PMI l What is Project Management? l Checkpoint Q&A l Getting Started – PM Essentialsl Checkpoint Q&A l Projects with Volunteers l Checkpoint Q&Al Overcoming Obstaclesl Best Practices
l Introductions l Background on PMI l What is Project Management? l Checkpoint Q&A l Getting Started – PM Essentialsl Checkpoint Q&A l Projects with Volunteers l Checkpoint Q&Al Overcoming Obstaclesl Best Practices
Project Management InstituteProject Management Institute
l Global Advocacy Organization
l Standards
l Research
l Knowledge Delivery
l Professional Development
l Certification
l Global Advocacy Organization
l Standards
l Research
l Knowledge Delivery
l Professional Development
l Certification
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Project Management InstituteProject Management Institute
l 165,000 Members Globally
l 110,000 PMP’s Globally
l 270 Components
l 6,000 Active Volunteers
— 30 teams currently active at PMI
l 165,000 Members Globally
l 110,000 PMP’s Globally
l 270 Components
l 6,000 Active Volunteers
— 30 teams currently active at PMI
What is Project Management?What is Project Management?
l Organizations undertake “initiatives” or projects in pursuit of their strategic objectives.
l Projects create change. l Project Management is a structured
approach to implementing change.
l Organizations undertake “initiatives” or projects in pursuit of their strategic objectives.
l Projects create change. l Project Management is a structured
approach to implementing change.
Our OrgToday
Our OrgTomorrow
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Optimize Limited ResourcesOptimize Limited Resources
Project Management contributes to organizational success by:
1- Helping organizations make wise decisions about where to expend limited resources
2- Implementing those decisions efficiently, eliminating waste or duplication of effort
Project Management contributes to organizational success by:
1- Helping organizations make wise decisions about where to expend limited resources
2- Implementing those decisions efficiently, eliminating waste or duplication of effort
Enter Project ManagementEnter Project Management
Said another way, Project Management is about helping organizations to:
l Do the "right" things
l Do them "right"
Said another way, Project Management is about helping organizations to:
l Do the "right" things
l Do them "right"
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Do the Right ThingsDo the Right Things
Project Management provides a structured approach for resolving complex organizational challenges:
ü Alignment of activities throughout the organization
ü Implement change at a rate that is consistent with corporate capacity for change
ü Establish corporate priorities
Project Management provides a structured approach for resolving complex organizational challenges:
ü Alignment of activities throughout the organization
ü Implement change at a rate that is consistent with corporate capacity for change
ü Establish corporate priorities
Do them RightDo them Right
The ability to execute is essential. Good project management:
ü Helps decision makers understand the implications of potential decisions
ü Strikes an appropriate balance among the competing objectives of time/cost/quality
ü Eliminates waste by "getting it right the first time"
The ability to execute is essential. Good project management:
ü Helps decision makers understand the implications of potential decisions
ü Strikes an appropriate balance among the competing objectives of time/cost/quality
ü Eliminates waste by "getting it right the first time"
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What Project Management is not….What Project Management is not….
l Strategic Planning
l Overhead
l A silver bullet
l Optional
l Strategic Planning
l Overhead
l A silver bullet
l Optional
Benefits of Project ManagementBenefits of Project Management
ü Organizational focus
ü Improved decision making
ü Better coordination & alignment
ü Enhanced employee morale
ü Achievement of strategy
ü Organizational focus
ü Improved decision making
ü Better coordination & alignment
ü Enhanced employee morale
ü Achievement of strategy
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Benefits to the Association WorldBenefits to the Association World
ü Maximize limited resources –do the “right” things and do them “right” the first time
ü Coordinate the activities of staff & volunteers
ü Implement repeatable processes that enable new teams to come together and be productively quickly
ü Maximize limited resources –do the “right” things and do them “right” the first time
ü Coordinate the activities of staff & volunteers
ü Implement repeatable processes that enable new teams to come together and be productively quickly
Project Management EssentialsProject Management Essentials
Well Begun is Half Done !Well Begun is Half Done !
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Aligned Expectations Aligned Expectations
A project charter ensures alignment between the project stakeholders and the project team
1. Problem Stmt – Answers the Q “Why?”2. Product Summary – Answers the Q “What?”3. Key Deliverables – Defines “Done”4. Success Measures – Process/Product5. Planning Assumptions – Process/Product6. Constraints – Non-negotiables7. Exclusions – The fine print…..
A project charter ensures alignment between the project stakeholders and the project team
1. Problem Stmt – Answers the Q “Why?”2. Product Summary – Answers the Q “What?”3. Key Deliverables – Defines “Done”4. Success Measures – Process/Product5. Planning Assumptions – Process/Product6. Constraints – Non-negotiables7. Exclusions – The fine print…..
A Well Conceived PlanA Well Conceived Plan
ü What’s the work?ü In what order?ü How much will it cost?ü How long will it take? ü What can go wrong?ü Who does what?ü Who makes which
decisions?
ü What’s the work?ü In what order?ü How much will it cost?ü How long will it take? ü What can go wrong?ü Who does what?ü Who makes which
decisions?
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Tips & Tricks Tips & Tricks
Be clear about purpose: l A project to understand a
problem?l A project to identify
alternatives & choose a solution?
l A project to implement a solution?
Be clear about purpose: l A project to understand a
problem?l A project to identify
alternatives & choose a solution?
l A project to implement a solution?
Importance of VolunteersImportance of Volunteers
lAmbassadors
lContent Experts
lOwners of Final Product
lEyes and Ears
l Inexpensive Labor
lAmbassadors
lContent Experts
lOwners of Final Product
lEyes and Ears
l Inexpensive Labor
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MethodologyMethodology
l Web-based survey sent to 3,465 volunteers in December of 2004.— 584 returned as non-deliverable,
net sample size was 2,881.l A total of 845 completed surveys.l Multiple surveys completed by those
with multiple volunteer roles.
l Web-based survey sent to 3,465 volunteers in December of 2004.— 584 returned as non-deliverable,
net sample size was 2,881.l A total of 845 completed surveys.l Multiple surveys completed by those
with multiple volunteer roles.
Motivations for VolunteeringMotivations for Volunteering
l Summary of comments:— Desire to assist a local chapter— Strong interest in the topic area— PDUs— Networking— Contribute the the profession/PMI— Learning opportunity— Opportunity to hone leadership/mentor skills
l Summary of comments:— Desire to assist a local chapter— Strong interest in the topic area— PDUs— Networking— Contribute the the profession/PMI— Learning opportunity— Opportunity to hone leadership/mentor skills
A combination of altruism and professional growth…
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Other Volunteer ActivitiesOther Volunteer Activities
l 87% of respondents volunteer in at least one other Non-PMI activity. Two-thirds participate in at least two other activities.
l Furthermore, only 9% are given employer-authorized time for volunteering.
l This could help explain time constraint and on-time delivery issues.
l 87% of respondents volunteer in at least one other Non-PMI activity. Two-thirds participate in at least two other activities.
l Furthermore, only 9% are given employer-authorized time for volunteering.
l This could help explain time constraint and on-time delivery issues.
44%
40%
28%
25%
16%
5%
22%
Community
Othr.Professional
Education
Religious
Recreation
Political
Other
In what other types of volunteer work do you participate?
Recognition of VolunteersRecognition of Volunteers
l Award more PDUs
l Components should/do recognize their own volunteers
l Letter of thanks/just say “thank you”
l Discount duesl Discount congress
l Letter of thanks to employer
l Recognition is not needed
l Award more PDUs
l Components should/do recognize their own volunteers
l Letter of thanks/just say “thank you”
l Discount duesl Discount congress
l Letter of thanks to employer
l Recognition is not needed
The majority of Volunteers prefer token gestures of recognition.
68%
61%
20%
37%
Print namein a PMI
publication
Provide acertificate
Donation toa charity
Volunteerrecognition
dinner
Additional Comments
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Expectations and Experience of VolunteersExpectations and Experience of Volunteers
Expectations ExperienceHad expectations when entering into experience
Enhance professional growth opportunities
Through your volunteerism in 2004, did you:
Enhance personal growth opportunities
Develop portable project management, leadership and governance skills/experience
Build reputation, networks and long-termrelationships with others committed to advancing the profession
Yes: 85%
No: 15%
Yes: 84%
No: 16%
Yes: 69%
No: 31%
Yes: 91%
No: 9%
Yes: 81%No: 19%Yes: 28%No: 72%
Yes: 85%No: 15%Yes: 28%No: 72%
Yes: 86%No: 14%Yes: 34%No: 66%Yes: 83%No: 17%Yes: 27%No: 73%
A self-fulfilling prophecy…
Making Volunteer ManagementWork for You
Making Volunteer ManagementWork for You
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Essentials of Good Volunteer ManagementEssentials of Good Volunteer Management
l Team Tools
— Volunteer Management System
— Conference calls
— Collaboration software
— Web-net meetings
l Team Tools
— Volunteer Management System
— Conference calls
— Collaboration software
— Web-net meetings
Essentials of Good Volunteer ManagementEssentials of Good Volunteer Management
lConflict of Interest
lConfidentiality
lCopyright Assignment
lConflict of Interest
lConfidentiality
lCopyright Assignment
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Effective Volunteer TeamsEffective Volunteer Teams
l Assign a Volunteer project managerl Share Goals l Define each persons role and
responsibilityl Plan for regular communication l Establish proceduresl Build a communityl Check in Frequentlyl Praise often
l Assign a Volunteer project managerl Share Goals l Define each persons role and
responsibilityl Plan for regular communication l Establish proceduresl Build a communityl Check in Frequentlyl Praise often
Essentials of Good Volunteer ManagementEssentials of Good Volunteer Management
l Meeting Preparation
— Purposeful meetings
— Well organized agenda
— Essential attendees
— Send materials in advance
l Meeting Preparation
— Purposeful meetings
— Well organized agenda
— Essential attendees
— Send materials in advance
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Overcoming ObstaclesOvercoming Obstacles
l Implementing a more defined process to get work done through volunteers?
l Top 3 challenges you anticipate….
l Strategies to overcome???
l Implementing a more defined process to get work done through volunteers?
l Top 3 challenges you anticipate….
l Strategies to overcome???
Best PracticesBest Practices
l Engage in the team in upfront project definition.
l Regular and ongoing communication
l Lessons learned at the end of every project.
l Volunteer recognition!
l Engage in the team in upfront project definition.
l Regular and ongoing communication
l Lessons learned at the end of every project.
l Volunteer recognition!
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QUESTIONS?QUESTIONS?