5 keys to delivering successful projects - people fund · 2017-11-01 · tm 24902 miles for good ()...

Instructor: Tarik Aossey

5 Keys to Delivering

Successful Projects

24902Miles.com

TM 24902 Miles for Good (www.24902miles.com)

Introductions

Session Leader: Tarik Aossey, PMP

- Project management training and mentoring serving organizations and businesses

delivering Social Good and Environment Sustainability initiatives.

- Visit us @ www.24902miles.com and www.connecther.org.

• Master Project and Program Manager with 20+ years of experience across diverse

industries and organizations. Sr. Program Director at Visa.

• Project Management Institute (PMI) Certified Project Manager and Trainer. ScrumAlliance

certified Agile Scrum Master (CSM).

• Founder 24902 Miles for Good.

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• Name

• Company or Non-Profit Organization

• Running any projects now?

http://www.24902miles.com/

http://www.connecther.org/


What Is …

… Project Management?

… a Project?

An effort undertaken with a clear timeline and budget to create a

specifically defined product, service or result.

As fundamental as the building of an important website or critical new

business process; to initiatives such as the creation of a microloan service,

the deployment of a solar collection site, the installation of a village

water well and irrigation system, or a retraining program for the

unemployed.

A disciplined approach to manage the delivery of a project to achieve the

highest quality results, in the shortest amount of time and at the lowest

cost.

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What do you think constitutes a ‘project’? How is a ‘project’

different from day-to-day operations?


Why is Effective Project Management Important?

According to a recent Standish Group Study, 7 out of 10 critical projects

become distressed or fail, largely due to ineffective project management

resulting in:

• Wasted financial and human resources

• Delivering a product or service that does not meet expectations or where

perceived value is sub-par

• Delivering a product or service that exceeds schedule and/or budget

• Being reactive to critical risks and issues, often at high impact to the

project, organization and other stakeholders

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Organizations usually don’t seek help with their critical project needs

until they are in a distressed or failed situation, or never at all.


The 5 W’s – 3 Best Practices

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Whatever your project, follow the 5 W’s:

What are you striving to deliver?

Start with a 1 – 3 sentence Vision Statement for your initiative.

Then summarize the work components in a Work Breakdown Structure (WBS).

- The WBS is independent of schedule, budget, resources and interdependencies - These

items will be considered in the Project Schedule.

…with the WBS ready, build your Project Schedule – the ‘How’:

What tasks should be done to deliver the WBS?

When should the tasks occur – the start and finish dates for each?

Who should complete the tasks – the Owners?

Where should those tasks occur – functionally, geographically?


Vision & WBS Example:

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Vision: Fire up Austin with a world class, 1 day social good event: awesome speakers and panels, cool booths, delicious local snacks, interesting stuff, funded with partner sponsorships.

1 Day Social Good Event

Events / Activities

Booths Audio / Visual

Location Schedule

Comms Partners Speakers Panels

Break- outs

Social Media

Social Biz/Orgs

Biz Services

Green Biz/Orgs

Visual & Lighting

Speakers Panels

Booths

Email

Promotion / Sponsors

Logistics

Audio

Record- ing

Local Snacks

Live Stream

1.

2.

3.


Another WBS View: 1 Day Social Good Event

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Vision: Fire up Austin with a world class, 1 day social good event: Awesome speakers and panels, cool start ups, delicious local snacks, interesting stuff, funded with partner sponsorships.

WBS # Level 1 Level 2 Level 3 Comments 1 Logistics 1.1 Schedule of Activities 1.1.1 Panels 1.1.2 Speakers 1.1.3 Booths 1.2 Book Location Align with SXSW?

2 Audio / Visual 2.1 Audio 2.2 Visual & Lighting 2.3 Recording 2.4 Live Stream 3 Events / Activities 3.1 Panels 3.2 Speakers 3.3 Breakouts 4 Booths 4.1 Social Good Biz & Orgs 4.2 Green Biz & Orgs 4.3 Local Food Providers Wholefoods 4.4 Biz Services Capital Factory, Incubator 5 Promotion / Sponsors 5.1 Partners/Sponsors 5.2 Communications 5.2.1 Social Media 5.2.2 Emails

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Create Your Own WBS! Vision:


The Project Schedule: Defining the ‘How’

Build a Project Schedule based off of your WBS: Task Description, Task

Owner, Start Date, Finish Date and any Dependencies between tasks.

• You can add other columns also: task % complete, budget, notes, etc.

• Regularly review and confirm Task Status with the Owners. No surprises!

Task # Task Description Start Finish Depends Owner Social Good Conference 9/1/13 1/15/14

1. Logistics 9/1/13 9/26/13

1.1 Confirm Event Date & Time 9/1/13 9/21/13 Al

1.2 Short List & Book Location 9/1/13 9/21/13 1.1 Al

1.3 Build & Baseline Event Itinerary 9/1/13 9/21/13 Al

1.4 Short List & Invite Panelists 9/5/13 9/26/13 1.1 Terri

1.5 Short List & Invite Speakers 9/5/13 9/26/13 1.1 Terri

1.6 Short List & Invite Booths 9/5/13 9/26/13 1.1 Jack

2. Events & Activities 10/1/13 11/1/13

2.1 Confirm Panel Topics (update Itinerary) 10/1/13 11/1/13 1.3, 1.4 Terri

2.2 Confirm Speaker Topics (update Itinerary) 10/1/13 11/1/13 1.3, 1.5 Terri

2.3 Confirm Breakout Sessions (update Itinerary) 10/1/13 11/1/13 1.3, 1.4, 1.5 Jack

3. Promotion / Sponsors 9/1/13 1/15/14

3.1 Short List & Close Partners 9/1/13 11/1/13 Anne

3.2 Draft & Schedule Email Promotions 10/1/13 11/1/13 1.1, 1.2, 3.1 Reynaldo

3.3 Draft & Schedule Social Media Promotions 10/1/13 11/1/13 1.1, 1.2, 3.1 Reynaldo

3.4 Send & Post Promotions (per Schedules) 11/5/13 1/15/14 3.2, 3.3 Reynaldo

4. Etc.

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Risk & Issue Management – 4th Best Practice Understanding and managing risks and issues could be the difference

between project success and failure!

• Risk: something negative that could happen to your project

• Issue: something negative that is happening to your project

• Mitigations: actions taken to ensure risks do not become issues, or to

minimize any impacts

• Severity represents the liklihood of the Risk occurring and impact if it does.

• Regularly review and manage Risks & Issues with your team.

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Risk/Issue Name Description Severity Type Mitigations

RISK: Difficulty closing

funding sponsorships.

Risk of not closing location, A/V, food

vendor, etc. sponsorships on schedule. High

Schedule,

Quality

Solid short list of providers for

back up, stress promotional

opportunities, in kind donations

RISK: Speaker

cancelations or

changes.

Risk of speakers canceling or running into

schedule changes. Medium

Scope,

Quality

Ability to add sessions and

panels for existing speakers;

agile itinerary mgt by project

leader

RISK: Visual

Presentation issues.

Risk of speaker and panel presentations not

working as needed Low Quality

Back up laptop with all

presentations; dry run


Lessons Learned: Work Smarter! – 5th Best Practice

• What went right, what didn’t? Capture Lessons Learned at the end of your

project … processes, team, technology and vendors

• Also, as you close your project, plan for ongoing needs, such as:

- Operational, staffing or financial considerations

- Updated customer service organization and support processes

- Future website functionality

- Future financial and/or human resource needs

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In Summary … 5 Best Practices

1. Start with a project Vision.

2. Define your work areas with a Work Breakdown Structure (WBS).

3. Build your Project Schedule based off of the WBS.

• Continuously review and manage the Schedule with your team.

4. Actively use Risk & Issue Management to help ensure success.

• Continuously review and manage Risks & Issues with your team.

5. Capture Lessons Learned to work smarter in the future.

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Suggested Online Project Mgt App’s

• Basecamp – www.basecamp.com

• Zoho (Free) - www.zoho.com

• Ace Project (Free) – www.aceproject.com

• Asana – www.asana.com

• Clarizen - www.clarizen.com

• Intuit Quickbase - http://quickbase.intuit.com

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http://www.basecamp.com/

http://www.zoho.com/

http://www.aceproject.com/

http://www.asana.com/

http://www.clarizen.com/

http://quickbase.intuit.com/

5 keys to delivering successful projects - people fund · 2017-11-01 · tm 24902 miles for good ()...

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