2013

[GRADUATION PROJECT] By: Nourhan Hassan

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Table of Contents What is a project? ......................................................................................................................................... 2

What are the project characteristics?........................................................................................................... 2

Projects’ properties: ...................................................................................................................................... 2

Difference between Process and Project: ..................................................................................................... 3

Why projects are important? ........................................................................................................................ 3

What is Project Life Cycle? ............................................................................................................................ 3

How to determine project success? ............................................................................................................. 4

Project planning ............................................................................................................................................ 4

How to design teamwork tasks: .................................................................................................................... 5

Distinguish between tasks that require: ....................................................................................................... 5

NOTE: ............................................................................................................................................................ 5

What is Communication? .............................................................................................................................. 5

3 Fundamental Techniques in Handling People............................................................................................ 6

6 ways to make people like you .................................................................................................................... 6

Preparing your presentation ......................................................................................................................... 7

Structuring you presentation ........................................................................................................................ 7

Making the presentation .............................................................................................................................. 8

PAMPERS Technique ..................................................................................................................................... 8

Facilitating Discussion ................................................................................................................................... 8

SOCRATIC DIRECTION: .............................................................................................................................. 8

Challenging Participants................................................................................................................................ 9

How to read your audience? ....................................................................................................................... 10

FLICK ............................................................................................................................................................ 11

Murphy’s Law .............................................................................................................................................. 12

Remember .................................................................................................................................................. 12

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Project Management

Projects are one of the principles means by which we change the world.

Project Management has become one of the most popular tools for organizations, both public

and private, to improve internal operations, respond rapidly to external opportunities, achieve

technological breakthroughs, streamline new product developments, and more robustly

manage the challenges arising from their business environment.

What is a project? o A project is temporary in that it has a defined beginning and end in time, and therefore

defined scope and resources to create a UNIQUE product or service.

What are the project characteristics? o Specific Objective

o Defined start and end dates

o Have funding limits (if applicable)

o Consume human and non-human resources

o Multifunctional

Projects’ properties: o Ad hoc endeavors with a clear life cycle.

o Building blocks in the design & execution of organizational strategies.

o Responsible for the newest and most improved products, services, and organizational

processes.

o Provide a philosophy & strategy for the management of change.

o Entails crossing functional & organizational boundaries.

o The principle outcomes are customer satisfaction.

o Apply planning, organizing, motivation, directing, and control.

o Terminated upon the successful completion of performance objectives.

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Difference between Process and Project:

Why projects are important? o Shortened project life cycle

o Narrow product launch windows

o Increasingly complex and technical products

o Emergence of global markets

o An economic period marked by low inflation

What is Project Life Cycle? o Refers to the stages in a project’s development.

1- Conceptualization

Refers to the development of the initial goal and technical specifications for a project.

2- Planning

The stage in which all detailed specifications,

schematics, schedules and other plans are developed.

The individual pieces of the project, often called work

packages, are broken down, individual assignments

made, and the process for completion clearly

delineated.

3- Execution

The actual work of the project is performed, the

system developed, or the product created and

fabricated.

4- Termination

This occurs when the completed project is transferred

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to the customer, its resources are reassigned, and the project formally closed out.

How to determine project success?

o Project efficiency

Meeting budget and schedule expectations.

o Impact in customer

Meeting technical specifications, addressing customer needs, and creating a project that

satisfies the client’s needs.

o Business success

Determining whether the project achieved significant commercial success.

o Future potential

Determining whether the project opened new markets or new product lines or helped to

develop new technology.

Project planning o Select a team

o Develop Project Objective and a plan for execution

o Risk Management activities

o Cost estimate and budgeting

o Scheduling

o Managing resources

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Team work and communication skills

Teamwork skills include the mix of interactive, interpersonal, problem solving and communication skills

needed by a group of people working on a common task, in complementary roles, towards a common

goal whose outcomes are greater than those possible by any one person working independently.

How to design teamwork tasks: o Clearly defined learning outcomes

which include teamwork skill

outcomes such as negotiation,

communication and interpersonal

skills;

o Criteria against which outcomes will

be assessed - either by an assessor or

in conjunction with the students;

o A variety of roles and responsibilities;

o Scope for creativity;

o A group ‘product’ that can be assessed collectively; and

o A requirement for high level cooperation.

Distinguish between tasks that require: o Cooperation - each team member can produce a part of the whole independently; and

o Collaboration - the end result or product represents the work of the team as a whole.

NOTE: o You can’t choose your team members in real life.

o Diversity in team membership is a positive.

o Team members must have mutual goals and shared commitment.

o Everyone is accountable for achieving the task and managing the process.

o There needs to be a workable balance between the task and the process.

What is Communication? o Process by which a source sends a message to a receiver by means of a channel to produce a

response.

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3 Fundamental Techniques in Handling People o Don’t criticize, condemn or complain.

o Give honest and sincere appreciation.

o Arouse in the other person an eager want.

6 ways to make people like you o Become genuinely interested in other people.

o Smile.

o Remember that a person’s name is to that person the sweetest and most important sound

in any language.

o Be a good listener and Encourage others to talk about themselves.

o Talk in terms of the other person’s interests.

o Make the other person feel important and do it sincerely.

How to pick a leader

• A leader should understand his or her own needs and characteristics.

• A leader should understand the needs and characteristics of each participant of the group.

• This understanding helps in planning the program and in getting things done.

• This understanding creates trust and builds confidence among group participants.

• Knowing and using the resources of the team.

• Good planner.

• Has good Communication:

o To improve your skills in getting information:

• Pay attention and listen carefully.

• Make notes and sketches.

• Ask questions and repeat your understanding of what was said.

o To improve your skills in giving information:

• Be sure others are listening before you speak.

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• Speak slowly and clearly.

• Draw diagrams, if needed. Ask those receiving information to take notes.

• Have the listeners repeat their understanding of what was said. Encourage questions.

Your supervisor!

• His major is compatible to your topic.

• Supportive and willing to give you enough time.

• Willing to learn and walk the road with you.

• Give you constant feedback and follow up on your actions.

• Make sure the whole team is participating.

Presentation Skills

Preparing your presentation Why?

Why am I giving this presentation?

What?

What is your key message?

Who?

Who are the participants? Levels? Backgrounds?

Structuring you presentation Start with a BANG.

o You don’t have to be a clown

o Start with a bang that suits your personality

Key points.

o 1-5 points

o Ask yourself WIFT?

o When in doubt cut it out

o Include only key points which support your main message and think, ‘What would I need

to hear if I were in their shoes?’

Timing.

o Rehearse it

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o Time it

o Cut it by half

Examples

Recap

End with a BANG!

Making the presentation 1- Prepare

2- Practice

3- Perform

PAMPERS Technique Projection

Articulation: Don’t swallow

Modulation: Pitch and tone

Pronunciation: Watch tone, strong words

Enunciation: Emphasize words

Repetition

Speed

Facilitating Discussion

SOCRATIC DIRECTION:

KOPSA

Know the answers you want but know that you don’t know everything!

Open with open questions

Paraphrase participants' answers

Summarize contributions

Add your own points

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Challenging Participants 1. The Heckler

• Probably insecure

• Aggressive and argumentative

What to do:

Never get upset

Find agreement on something, move on

Wait for a misstatement of fact and then throw it out to the group for correction

2. The Talker/Know All

• An 'eager beaver'/chatterbox

• A show-off

• Well-informed and anxious to show it

What to do:

Wait until he/she takes a breath, thank, refocus and move on

Slow him/her down with a tough question

Jump in and ask group to comment

Use as a 'co-presenter

3. The Griper

• Feels 'hard done by‘

What to do:

Get him/her to be specific

Show that the purpose of your presentation is to be positive and constructive

Use peer pressure

4. The Whisperers

• Don't understand what's going on

• Sharing anecdotes triggered by your presentation

• Bored, mischievous or hypercritical

What to do:

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Stop talking, wait for them to look up and 'non-verbally' ask for their permission to continue

How to read your audience?

Holding back a negative attitude

Confident or ‘know it all’ attitude

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I won’t say it I don’t believe it It’s not true

I’m bored I’m thinking about it I’m not sure

FLICK Frame

Letters

Images

Color

KISS

o Keep it short and simple!

o 1 topic

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o Six lines maximum

o Six words per line maximum

Murphy’s Law

'If something can go wrong – it will!'

Remember

You can’t do what you think you can’t do but

you can do when you BELIEVE that you can do.

It’s the power of belief!