mseca quarterly conference indianapolis, in may 7, 2014fundamentals of successful project manager...
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FUNDAMENTALS OF SUCCESSFUL PROJECT MANAGER
Richard Christensen, LPG, PhD
MSECA Quarterly Conference
Indianapolis, IN
May 7, 2014
What Is Project Management?
“Project management is the application
of knowledge, skills, tools, and
techniques to project activities in order
to meet or exceed stakeholder needs
and expectations.”
Source: Project Management Institute
Project Management is Super Serious!
…And complicated
What Is a Project?
“A project is a
temporary endeavor
undertaken to create a
unique product or
service.” (Source: PMI)
• So….A project:
– Has a unique purpose.
– Is temporary.
– Is developed using progressive elaboration.
– Requires resources, often from various areas.
– Should have a primary customer.
• The project customer usually provides the direction
and funding for the project.
– Involves uncertainty. (Source: Information Technology Project Management, Fourth Edition)
But, what actually is a
Project Manager?
Project Manager
“The person who is
responsible for the
project and will be held
accountable for its
success or failure.”
(Source: PMI)
Here’s the Problem…
• Chemistry Majors
• Geology Majors
• Biology Majors
• Environmental Management Majors
• Physics Majors
• Math Majors
HOW MANY BUSINESS MAJORS?
ALL OUR PM CREDENTIALS & ACRONYMS?
• Certified Associate in PM (CAPM)
• Project Management Professional (PMP)
• CAPM- Project +
• Master Project Management (MPM)
• Certified Project Manager (CPM)
Or most likely…
CONGRATULATIONS, YOU’RE A PROJECT MGR
Hmmm….
15 Roles of a Project Manager…
1. Defines scope of project.
2. Identifies stakeholders & decision-makers.
3. Develops detailed task list (work breakdown
structures--WBS).
4. Estimates time requirements.
5. Develops initial project management flow chart.
6. Identifies required resources and budget.
Source: Northwest Center for Emerging Technologies, “Building a Foundation for
Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.
15 Roles of a Project Manager…
7. Evaluates project requirements.
8. Identifies and evaluate risks.
9. Prepares contingency plan(s).
10.Identifies interdependencies.
11.Identifies and tracks critical milestones.
12.Participates in project reviews.
13.Secures needed resources.
14.Manages the change order processes.
15.Reports project status.
Source: Northwest Center for Emerging Technologies, “Building a Foundation for
Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.
Difference
Project Success?
The Project
Manager
YOUR TYPICAL
ENVIRONMENTAL PROJECTS
• Phase I or II Investigations
• Further Site Investigations
• Emergency Response
• Remediation or Corrective Actions
• Environmental Compliance
All have commonality --
1. Management of SCOPE: What work will
be done?
2. Management of TIME: How long should it
take to complete?
3. Management of COST: What should it
cost?
It is the project manager’s duty to balance
these three often-competing goals.
AKA THE “IRON TRIANGLE”
SACRIFICE ONE WHEN YOU
PICK ANY TWO….
THE PROJECT LIFE CYCLE
• Identify project goal (RFP ≠ Project Goal)
• Determine the scope of work - Defining
• Establish scope, time and cost
• Procure the client
• Identify the Project Manager
• Communicate with client
Project Initiation Phase
• Evaluate and organize staffing
• Cement (rubber) project schedule
• Coordinate subcontractors
• Review project objectives
• Communicate with Client
• Communicate with Agency
Project Planning Phase
• Execute the Project Plan
• Manage the Project Plan
• Communicate with Staff
• WATCH that budget!
• Evaluate the project’s results
• Compare to objectives
• Communicate with Client
Project Execution
Project Close Out
• After-implementation internal review
• Document the lessons learned
• Provide feedback to staff… subs?
• Complete admin close-out
• Communicate with Client
PMI Survey Results of US
Projects…
• Close to half of the projects started
were never finished.
• 30% were completed but took at least
twice as long as expected, some took 5
times as long.
• Only 10% of the projects were finished
on time.
Source: “Teamwork and Project Management”, Karl Smith, University of MN, 2008
1. Failure to properly define the project at the onset.
2. The project is based upon insufficient data.
3. There is no one leading the project.
4. Time and resource estimates are guess-timates.
5. Resource planning was inadequate
10 DEADLY PROJECT SINS!
10 DEADLY PROJECT SINS!
6. The project team doesn’t see itself as a team.
7. People are routinely pulled from the project team.
8. People lose sight of the original goal of the project.
9. Risks or bottlenecks are not considered at onset.
10.The project lead is a techie and not a leader.
Don’t let your project be a bad
DIRECTV Commercial Parody
10 Things Effective Project
Managers Do
#1 – CLEARLY DEFINES THE PROJECT
• Knows the objective
• Considers the ultimate outcome
• Understands the client’s needs
AN EFFECTIVE PROJECT MANAGER…
#2 – PLANS THE ENTIRE PROJECT
Develops a project plan that includes: • Objectives
• Scope
• Schedule
• Labor
• Costs
• Key deliverables
AN EFFECTIVE PROJECT MANAGER…
#3 – HAS A PROJECT KICKOFF MEETING
Communicates with (not to) team: • Objectives, Milestones, Resources
• Tasks, Costs & Key deliverables
AN EFFECTIVE PROJECT MANAGER…
#4 – COMMUNICATES
Provides structure for communication with
project team • Project Status Meetings
• Keeps pulse on staff’s comments
Provides structure for communication with
client • Project Status Updates
• Nurtures trust and confidence
AN EFFECTIVE PROJECT MANAGER…
Importance of Communication and PM
Communication skills (84% of the
75,000 respondents listed it)
• Listening
• Persuading
Organizational skills (75%)
• Planning
• Goal-setting
• Analyzing
Team Building Skills (72%)
• Empathy
• Motivation
Leadership Skills (68%)
• Sets Example, Energetic
• Vision (big picture)
• Delegates and is positive
Coping Skills (59%)
• Flexibility and creativity
• Patience
• Persistence
• Technological Skills (46%)
• Experience
• Project Knowledge
Source: “The Leadership Challenge”. Barry Posner and James Kouzes, 1987
#5 – KEEPS A FIRM GRIP ON BUDGET
Should review weekly:
– Expenses Charged
– Time spent vs Time budgeted
– Subcontractor status
Greatly assists in develop of Invoice Docs.
AN EFFECTIVE PROJECT MANAGER…
#6 –ADJUSTS PROJECT AS NEEDED
A project is dynamic and evolves
– Re-evaluate scope as new data comes in
– Alter scope to keep objective a priority
– Update Client of key discoveries
OBJECTIVE ONLY CHANGED BY CLIENT
AN EFFECTIVE PROJECT MANAGER…
#7 – HAS A QA PROSESS ASTABLISHED
– Do you trust you’re data tables?
– Our all the appropriate items on figures?
– Have you ignored those “squiggly” lines?
– Is Appendix A…. Actually Appendices A?
– Was the dater collected properly?
AN EFFECTIVE PROJECT MANAGER…
#8 – ACTS LIKE A LEADER AND MANAGER
By Example you are:
– A motivator
– A coach
– A cheerleader
– A peacemaker
– A conflict resolver
AN EFFECTIVE PROJECT MANAGER…
#9 – ASKS THE “WHAT-IF” QUESTIONS
– Think outside the box
– Do not get comfortable in project
– Listen to what is communicated by staff
– Critically think and problem solve
AN EFFECTIVE PROJECT MANAGER…
#10 – WILL ABOVE ALL…..
– Plans
– Plans
– Plans
– Plans
– Plans
– Plans… then listen to staff &
AN EFFECTIVE PROJECT MANAGER…
Setting an example is not the main means of
influencing others, it is the only means.
Albert Einstein
QUESTIONS?