get r done project management for today september 19 th & 20th fall retreat - 2007 public...
TRANSCRIPT
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GET R DONE
PROJECT MANAGEMENT FOR TODAY
September 19th & 20th Fall Retreat - 2007 Public Library Section Kansas Library Association
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My workshop goals
Identify how projects differ from regular library work
Define the elements of a project Explain the virtues of project
management Identify key project management tools and methods Connect these to practical library
operations
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What is a project?
One time activity or job - unique
Has defined start & end dates - schedule
Clearly specified objective / scope of work
/ specifications / quality of work
Limited resources – budget, time & people
Temporary organization / structure for
managing & doing it
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Common elements Unique Finite duration / schedule Specific goal Complexity requires structure &
communication Requires resources in addition to
normal operations
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A degree of uniqueness
One-of-a-kind Filled with risk & uncertainty No single “right” answer Constant adjustment Requires degree of foresight Troubleshooting & problem
solving are constantly needed
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Finite duration
Beginnings & endings
Temporary Schedules Timelines Completion
expected
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Goal orientation & focus
Specific results expected Multilevels of achievement Cooperation throughout Mission statement to define goal Objectives to identify details
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Complexity
Inter-related activities
A number of people System approach to
operations Holistic management Multiple time lines &
deadlines
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Why Project Management?
Increase productivity Get done on time Stay on budget Reduce risks Provide appropriate degree of quality Provide constant information
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Project management can help identify the right road to take
Especially when traveling fast & faced with a series of on and off ramps with various degrees of risk.
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Project management is . . .
Problem solving on
a large scale
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Incorporates 4 management areas
TimeMoneyPeopleInformation
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Project life cycle
Define project Plan project Implement
Monitor Adjust Complete Evaluate Celebrate!
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Defining the project
What is to be accomplished? What is the timeline? What resources are
available? Who is to manage it?
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Defining project scope
1. Clarify project scope, goals, & priorities
with administration2. Decide who to involve in early
planning & project definition
3. Clearly define project objectives . . . what, when, who, how, why4. Decide how to communicate about
project & progress
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Clearly defining the project leads to solutions . . .
What must be done -- Objectives & scope How it is to be done -- Strategies Who will do what -- Responsibilities When must it be done --
Timeline/schedule How much will it cost -- Resources/budget How good will it be -- Quality
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What performance -- Training needs Identify weaknesses -- Compensate Identify obstacles -- Risk analysis Control & authority -- Who & how
Solutions, continued
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Triangle of project objectives
Performance -Performance -Specifications / Specifications / ScopeScope
Cost -Cost -Budget - Budget - ResourcesResources
Time-Time-SchedulSchedulee
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The variables are . . .
Time / Schedules
Budgets / Resources
Specifications / Quality
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Project management . . .
Get the job done on time, within budget, & according to
specifications
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Negotiate for clarity
In any given project, it is possible to get two of the three variables.
Clarify with administration which two of the three matter the most.
Ask questions to get clear answers & get them in writing if possible.
Time, resources, quality
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Plan the project
1. Establish a timeline -- start & end dates2. Outline major stages or activities3. Decide what resources will be needed
(budget, people, other) & what you have4. Determine the specifications:
How good does it have to be? Perfect? 89%?
What are the standards?
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What will success look like? Decide at the beginning . . .
How much must be finished to declare the project finished?
How well does it have to be done?
Don’t allow the perfect to become the enemy of the good..
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Implement the project –
put the pieces together
Engage resources people funds equipment/supplies
Evaluate quality -- decide what is “good enough”
Use progressive
decision-making
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Control & monitor the project
Track progress Keep everything in
sync Communicate with
& encourage team Be flexible Make timely
decisions
Be Flexible!Be Flexible!
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Adjust, adjust, adjust . . .
Build in flexibility Look forward with concern &
prudence Do not loose sight of:
schedule resources quality
Learn lessons as you progress
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What must be managed?
Scope -- objectives Time -- scheduling & controlling Costs -- resources, budget, people Communications -- information flow Human resources -- people Quality – what is “good enough” –
99.9% perfect & complete Less than 10% errors 97% accurate 92% of cases complete
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Project management tools
Software Diagrams, graphs,
charts Literature Lists Experts Others with
experience
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Be selective! Use what works for you
Simple calendar Timeline with intermediary targets Work Breakdown Structure Logical Task Flow Task Analysis GANTT Chart
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Tools, continued
PERT -- Performance Evaluation Review Technique
CPM -- Critical Path Method
Flowchart Outline Lists Spreadsheets
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Celebrate intermediate successes
Rejoice / publicize completion of each stage & progress towards goals
Acknowledge contributions of individuals, groups
Provide small rewards Keep a central graph Other ideas?
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Celebrate the conclusion
Officially declare it done! Throw a party for participants Even a “hokey” ceremony brings
closure Make it an organizational celebration Write letters for personnel files for
stars Other ideas?
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Roles to be filled . . .
Leader Cheerleader Whip Pressure valve Communicator Other?
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Additional tools for success Laugh together – keep your sense of
humor Acknowledge the stress & frustration Remember this is not life or death Be realistic Remember to breath Do not take it home with you – leave it in the library Have a life
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PROJECT MANAGEMENT
Conceptualize - imagine
Define - goals & objectives
Plan - schedule & resources
Implement - manage & control
Complete it - celebrate
Reflect & learn (Get better at it!)
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Project management & its tools can help you GET R
DONE!
Dr. Mary C. Bushing2121 S. Tracy
AvenueBozeman, MT 59715(406) [email protected]