Express Yourself

YOU HAVE JUST PARTICIPATED IN AN IMPORTANT MEETING WITH YOUR SUPERVISOR. HOW WILL YOU ENSURE THAT EVERY PART OF THE INSTRUCTIONS YOU RECEIVED WILL PROPERLY REACH ALL SUBORDINATES, SUPPLIERS AND CLIENTS, LOCATED IN DIFFERENT PARTS OF THE WORLD ?

Plan of actions

Introduction

I. Clarifying the meeting and a. What – The objectivesb. Who – Defining the roles c. When – The project’s timeline

II. Manage the projecta. Standardize and facilitate communicationb. Centralize data and resourcesc. Contingency planning

IntroductionKey factors to consider before a project

Schedule

Optimisation

Players Objectives

I. Set up the strategic plan

What - Articulate the expectations

Subordinates

Team-specific tasks

Suppliers

Purpose of their contribution

Resources required

Team-specific tasks

Resources required

Purpose of their contribution

Clients

Team-specific tasks

Resources required

Purpose of their contribution

Define the project’s objectives

In order to clearly define what is expected from each team they need to understand two things:

1. Which are the tools needed to perform their tasks ?2. Why their own and other teams’ contributions are essential to the project ?

Who – Defining the roles

Interaction

Optimal communication between teams

Suppliers

Clients

Subordinates

Define roles and responsibilities• Identify the structure (flat, vertical) of each

team• Create a small circle with managing people• Identify spoke-persons

Set up an organization chart with photographs• Divide your organization chart in teams• Include information such as contact

details, time zone, geographical area • An excel doc seems to be the fastest way to

do that

When – Establish a clear scheduleUsing milestones to manage your project

1 PREPARE A GANTT DIAGRAM FOR EACH TEAM

2 COMBINE THE PERT(1) AND CPM(2) TECHNIQUES TO GET A VISUAL OF THE

WHOLE PROJECT

1.Program Evaluation & Review Technique2. Critical Path Method

Gantt diagrams are very useful to track and manage small scale projects

Reporting is essential to give managers an idea of each one’s punctuality

Calculation of the critical path method is essential to prepare a contingency plan

Teams are more concerned with the work when they understand how sub-activities are intertwined

II. Monitoring of the project

A unique platform to facilitate communication

Set up a singleHosting p latform

For communication

.

.STANDARDISE PROCESSUS

FACILITATE HORIZONTAL COMMUNICATION .FACILITATE VERTICAL

COMMUNICATION

• Finding files is more convenient• Ability to automate work • Necessity for global project management

• Easier cooperation between departments

• Within similar teams but from different countries

• Top-down / bottom-up communication :• Within teams• In the global organization

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Include training programs and guidelines in the platform

Management should provide necessary tools and resources to help employees become more efficient

Organize workshops in each teams and countries. Encourage discussion through conference calls and business trips.

Have video tutorials accessible at any time on the internet

Establish a list of important memos and good habits to take

Promote communication

Adopt time-saving measures

Experts and more senior people should contribute the most

Audio Video Words

Employees should provide feedback on a regular basis to help improve existing processes

Contingency Planning

Execution

Worst case scenarios

How do you communicate internally and externally to avoid panic

How do you respond ? • Step by step plan of actions• Resources required

Finding the critical path

Set up regular meeting to discuss potential threats

Assign a team in charge of taking care of the contingency plan

Assess early and regularly inherent risks Articulate a plan of actions

Conclusion

1

2

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Roadmap

Manage the project

Contingency plan

Clearly define the objectives

Know the teams you are working with

Thank you

Martin Fontaine