Practical Project Planning Practical Project Planning and Management for and Management for

LibrariesLibraries

Instructor:Instructor:

Gail McPartlandGail McPartlandmcpartland@plsinfo.orgmcpartland@plsinfo.org

An Infopeople WorkshopAn Infopeople Workshop

Spring 2005Spring 2005

This Workshop Is Brought to You By the This Workshop Is Brought to You By the Infopeople ProjectInfopeople Project

Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis.

For a complete list of workshops, and for other information about the Project, go to the Infopeople Web site at infopeople.org.

Workshop OverviewWorkshop Overview

Project Management Project Management IntroductionIntroduction

Creating the Project PlanCreating the Project Plan Managing the ProjectManaging the Project Evaluation and Ongoing Evaluation and Ongoing

SupportSupport

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Project Management Project Management IntroductionIntroduction

A project differs from “regular A project differs from “regular work” work”

Creating a project planCreating a project plan• MindmappingMindmapping• Project Planning WorksheetProject Planning Worksheet

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A Project Differs from A Project Differs from “Regular Work”“Regular Work”

Nonrecurring, a ‘one shot deal’ Nonrecurring, a ‘one shot deal’ Complex Complex

• never been donenever been done• often crossing departmental linesoften crossing departmental lines

Time-specific Time-specific Special budgetSpecial budget

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MindmappingMindmapping

Brainstorming Brainstorming • ideasideas• possibilitiespossibilities

Organizes thoughts and ideasOrganizes thoughts and ideas• identifies caution areas identifies caution areas

Does not organize the projectDoes not organize the project

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Creating the Project PlanCreating the Project Plan

Project goal Project goal Intended audienceIntended audience Stakeholders Stakeholders Project teamProject team Timeline and milestonesTimeline and milestones Marketing and communicationsMarketing and communications DeliverablesDeliverables BudgetBudget

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Project Goal Project Goal and Intended Audienceand Intended Audience

What will be achieved?What will be achieved? Who will benefit? Who will benefit? Example: “Example: “Students in Mytown Students in Mytown

will be able to conduct will be able to conduct research on their homework research on their homework topics through a library topics through a library homework centerhomework center.”.”

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StakeholdersStakeholders

Vested interest in successVested interest in success• decision-makersdecision-makers• elected officialselected officials• community groupscommunity groups• managersmanagers

Want to look goodWant to look good

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Project TeamProject Team

Skills appropriate to the Skills appropriate to the projectproject

Might includeMight include• immediate co-workers immediate co-workers • other library departmentsother library departments• other external departmentsother external departments

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Timeline and MilestonesTimeline and Milestones

Significant datesSignificant dates ContingenciesContingencies DependenciesDependencies DeadlinesDeadlines Decision-pointsDecision-points

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The Communications PlanThe Communications PlanInternal MarketingInternal Marketing

Communicate with staffCommunicate with staff Create excitementCreate excitement Create buy-inCreate buy-in Listen to feedbackListen to feedback Respond to concernsRespond to concerns

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Internal Marketing ToolsInternal Marketing Tools

Face-to-face interactionsFace-to-face interactions Meetings Meetings Email and listservsEmail and listservs NewslettersNewsletters Training and documentationTraining and documentation

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The Communications PlanThe Communications PlanExternal MarketingExternal Marketing

Public launchPublic launch Engage the public Engage the public Demonstrate commitment to Demonstrate commitment to

successsuccess Demonstrate success to Demonstrate success to

stakeholdersstakeholders

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External Marketing ToolsExternal Marketing Tools

Newspaper articlesNewspaper articles Invitations to local mediaInvitations to local media ““Collateral” – balloons, pencils, Collateral” – balloons, pencils,

t-shirts, bookmarks, trips, cars…t-shirts, bookmarks, trips, cars… Hire marketing/graphic Hire marketing/graphic

consultants for a professional consultants for a professional finishfinish

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DeliverablesDeliverables

What is to be produced, What is to be produced, created, or madecreated, or made• physical spacephysical space• program materials createdprogram materials created• trainingtraining• marketing materialsmarketing materials

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BudgetBudget

Staff resourcesStaff resources Cost of deliverablesCost of deliverables Any materialsAny materials One-time v. ongoing costsOne-time v. ongoing costs

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Managing the ProjectManaging the Project

FlowchartingFlowcharting Project Manager Project Manager

• rolesroles• skillsskills

Staying On-Track Staying On-Track

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Flowcharting to Organize a ProjectFlowcharting to Organize a Project

Flowcharts should include… Flowcharts should include… • all major project elementsall major project elements• decision pointsdecision points• deliverablesdeliverables• dependenciesdependencies• contingenciescontingencies

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Role of the Project ManagerRole of the Project ManagerIs to Keep the… Is to Keep the…

Goal in sight Goal in sight Project on-timeProject on-time Project on-budgetProject on-budget Project team moving forwardProject team moving forward Stakeholders, staff, and others Stakeholders, staff, and others

informed of project statusinformed of project status

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The Project ManagerThe Project ManagerMust Be Able to…Must Be Able to…

Anticipate what comes next Anticipate what comes next Solve problems Solve problems Provide leadership and Provide leadership and

decision-makingdecision-making Stay flexibleStay flexible Keep a positive attitudeKeep a positive attitude

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The Project Manager HelpsThe Project Manager Helpsthe Project Teamthe Project Team

““Day job” v. project tasksDay job” v. project tasks Diffuse conflictDiffuse conflict

• between team and other between team and other departmentsdepartments

• among the teamamong the team Confront problems, not peopleConfront problems, not people

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Staying On-TrackStaying On-Track

Goals changeGoals change Stakeholders no Stakeholders no

longer have buy-inlonger have buy-in Project team in Project team in

troubletrouble Timelines slipTimelines slip Budget changesBudget changes

Stay flexibleStay flexible Have a Have a

contingency plancontingency plan Be upfront in Be upfront in

communicating communicating changeschanges

Act with integrityAct with integrity

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Tools For StayingTools For Stayingon Trackon Track

Microsoft Project Microsoft Project www.microsoft.comwww.microsoft.com

Project KickstartProject Kickstartwww.projectkickstart.comwww.projectkickstart.com

Mindmanager X5Mindmanager X5www.mindjet.comwww.mindjet.com

Microsoft VisioMicrosoft Visiowww.microsoft.comwww.microsoft.com

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Ready, Set, Launch!Ready, Set, Launch!

““Opening Day” Opening Day” External communication planExternal communication plan Transition to “ongoing” statusTransition to “ongoing” status

• regular staffregular staff• regular budgetregular budget• ongoing schedulingongoing scheduling

Evaluate successEvaluate success

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Project EvaluationProject Evaluation

Review project goalReview project goal Review the project planReview the project plan

• tie-up loose endstie-up loose ends Report to stakeholdersReport to stakeholders Report to Project TeamReport to Project Team

• excuse the teamexcuse the team• thank the teamthank the team

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Celebrate Success!!Celebrate Success!!