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Practical Tips & Applications of our Favorite PMBOK Tools

& Techniques

Darryl Agee, PMP, PMI-ACP

So there I was…

Who am I?o I have been project managing

for a lot of years!

o I have been teaching PM for

over half of those years.

o You learn something new with

every job, class and

encounter.

o I’ve grown to appreciate the

practices defined in the

PMBOK – they really work!

Some of the victims…

Interpersonal & Team Skills1

Managing Your Team2

Stakeholder Analysis3

Interpersonal

& Team Skills1

So There I was…

Your Mission

• Manage a big task

• Facilitate a meeting to get a decision

• You REALLY need to get “this thing” done –completed

Your Problem

• The team doesn’t get along

• There’s going to be clashing points of view

• Two team members don’t get along – openly or worse –behind each other’s back

• Represented groups are going to be “digging in” for their group’s best interest/to make sure their group/boss wins this one

PMBOK SOLUTION

This is a mix of knowledge areas and processes and their tools and techniques – a couple to highlight are:

• Integration Management – Direct and Manage Work - Meetings

• Stakeholder Engagement –Manage Stakeholder Engagement

Integration Management- Inputs and Outputs

Inputs Tools/Techniques Outputs

Direct and Manage Project Execution

Project Management Plan Expert Judgment DeliverablesWork Performance dataIssue Log

Project documentsChange LogLessons learned registerMilestone listProject communicationsProject ScheduleRequirements traceability matrixRisk registerRisk reportApproved Change Requests

Enterprise Environmental Factors

Project Management Information System

Meetings

Change RequestsCorrective actionPreventive actionDefect repairUpdates

Project Management Plan Updates

Project Document UpdatesActivity List, Assumption Log, Lessons Learned register, Requirements documentation, Risk register, Stakeholder register

Organizational Process Assets Organizational Process Assets Updates

January 31, 2019 11PMP Prep - Class 2


Manage Stakeholder Engagement

Project Management PlanCommunication Management PlanRisk Management PlanStakeholder Engagement PlanChange Management Plan

Expert Judgment Change Requests

Project DocumentsChange LogIssue LogLesson learned registerStakeholder Register

Communication Skills

Interpersonal and Team SkillsConflict ManagementCultural AwarenessNegotiationObservation/conversationPolitical Awareness

Project Management Plan UpdatesCommunications Management PlanStakeholder Engagement Plan


Organizational Process Assets

Ground Rules

Meetings

Project Documents UpdatesChange LogIssue LogLessons Learned RegisterStakeholder Register

PMP Prep Class 9 - Project Stakeholder Mgmt

12March 28, 2019

PMBOK SOLUTIONBe Proactive • 1 on 1’s• Phone Calls• Prep WorkBe ready for the meeting• Invite / Telegraph the Purpose / State the

Purpose• Start the meeting on time• Agenda driven meeting• Send the message that you mean

business • Do NOT relent your power to the group • If you’re not comfortable / dreading this

meeting – don’t make your fears self-fulfilling prophecies

PMBOK SOLUTIONConflict Resolution

• If there’s an elephant in the room, don’t be afraid to call it out

• Deal with it once and move on

• Document it / Formalize it / Publish it – let there be no doubt / finish this thing off - - document how we’re going to address the elephant

PMBOK SOLUTIONNote your role and the importance of it:

• Your responsibility to facilitate these situations – is the only way to get to project success in some situation

• If you don’t control – it/they will result in extended/wasted time before you reach project goals

• Your responsibility is to not let this happen

Managing

Your Team2

So There I was…

Your Mission

• Productive team

• Preventing Monday morning lag

• Making team accountable and self-driven

Your Problem

• Organizational Structure

• Culture

• Distracted

• Over allocated

Integration Management- Inputs and Outputs


Monitor and Control Project Work

Project Management Plan Expert Judgment Work Performance Reports

Project documents Data analysisAlternative AnalysisCost/Benefit AnalysisEarned Value AnalysisRoot Cause AnalysisTrend AnalysisVariance Analysis

Change Requests

Work performance information Decision making Project Management Plan Updates

Agreements Meetings Project Document Updates



January 31, 2019 20PMP Prep - Class 2

PMBOK SOLUTION

Start with a well defined plan

• Detailed assignments & due dates

• Published and public

• Critical tasks identified

• Milestones

PMBOK SOLUTIONMonitor and Control Project WorkVariance Analysis - Manage the Exceptions• Have ways to know when the plan is

not being followed

• Cherry pick from Agile

• When short cycles show missed deliverables, look for the cause

• React and Restore to the plan

• Be vigilant to the plan

Stakeholder

Analysis3

So There I was…

Your Mission• Identify All Stakeholders

• Capture other information • Email • Interest and Influence • Group & Role

• Use the stakeholder analysis to help control the project

• “The process is performed periodically throughout the project as needed.”


Identify Stakeholders

Project Charter Expert Judgment Stakeholder Register

Business DocumentsBusiness CaseBenefits Management Plan

Data GatheringQuestionnaires and surveysBrainstormingStakeholder analysisDocument analysis

Project Document UpdatesProject ScheduleStakeholder Register

Project Management PlanCommunication Management PlanStakeholder Engagement Plan

Data RepresentationPower/Interest grid, power/influence grid or impact/influence gridStakeholder cube

Change Requests

Project DocumentsChange LogIssue LogRequirements DocumentationAgreements

Salience modelDirections of InfluencePrioritization

Project Management Plan UpdatesRequirements Management PlanCommunications Management PlanRisk Management PlanStakeholder Engagement Plan



Meetings Project Documents UpdatesAssumption LogIssue LogRisk Register

PMP Prep Class 9 - Project Stakeholder Mgmt

26March 28, 2019

Your Problem

• Not completing the stakeholder analysis, or…

• Just completing a stakeholder register, or…

• Just doing it as a “one time” Initiation process, or…

• Missing the “predictive analysis” that comes from the stakeholder analysis.

PMBOK SOLUTION

Perform Stakeholder AnalysisTypical Steps:1. Open template2. Fill out with all the important

people3. Add email addresses4. Stakeholder Register Complete5. Make sure they all are identified &

included in the kick-off meeting

Would this satisfy the requirement?

What’s the real point?

PMBOK SOLUTIONStakeholder AnalysisLet’s look at the Power (Influence) / Interest

Grid Matrix

Be WiseAsk for feedback. If you didn’t get it, worry

They made the list. Why?

Leverage Potential untapped resource

Implementation Framework Remote Micro Sponsor

New Stakeholder

PMBOK SOLUTION

Conclusion

• It’s more than a spreadsheet/artifact

• You may have to adapt (tailor) it to your type of project(s) / framework

• It’s a living document, managed through integrated change control (ICC)

So There You Are…

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(540) 520 - 3371

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