project management strategies for the environmental leader
DESCRIPTION
Do you feel like you have a million projects going on at your organization? Are you having a difficult time keeping track of and managing these projects? This webinar will discuss best practices for developing project management systems that optimize communication and effectively achieve short and long term project goals. The purpose of the presentation is to provide environmental leaders with a tool box of technical solutions to help organize the multitude of projects while preventing burn out and maintaining sanity. Mieko Ozeki is the Sustainability Projects Coordinator at the University of Vermont and is a Senior Fellow of the Environmental Leadership Program.TRANSCRIPT
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M I E K O A . O Z E K I E L P S E N I O R F E L L O W
Project Management Strategies for the Environmental Leader: Organizational
Toolkit for Long-Term Sanity
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Presenter
Projects Coordinator at the University of Vermont’s Office of Sustainability since 2008.
Worked for non-profit organizations and schools, coordinating programs and managing data systems.
Manage and support a portfolio of projects and programs to meet our department’s mission to “foster sustainable development and promote environmental responsibility at the University of Vermont by strategically bridging the academic activities of teaching, research, and outreach with the operations of the University.”
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“Our culture celebrates the idea of the workaholic. We hear about the people burning the midnight oil. They pull all-nighters and sleep at the office. It’s considered a badge of honor to kill yourself over a project. No amount of work is too much work. Not only is workaholism unnecessary, it’s stupid. Working more doesn’t mean you care more or get more done. It just means you work more.” - Excerpt from Rework (2010) by Jason Fried and David Heinemeir Hansson, cofounders of 37Signals.
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Premise
Life Work Work
Work
Work
Life
Image Source: www.zentofitness.com
Challenging to balance life and work. Challenging to stay focused.
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Does managing projects and programs look like this for you?
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Or does the digital version look like this?
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“The Scream” by Edvard Munch
Do you start to feel like screaming when your work gets out of hand?
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Image source: www.lacelesteblog.com
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Presentation Overview
Project Management Framework What is a project? What does managing a project involve? What is the difference between managing a project, program,
and/or portfolio?
Sane Management Tips on how to develop a work plan and set boundaries on your
work time.
Project Management System Finding a system that fits you and your team.
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Project Management Framework
What is project management (PM)? The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.* *As defined by the Project Management Institute’s 2008 Project Management Body of Knowledge (PMBOK® Guide)
PM involves balancing competing demands, including: project scope, schedule, budget, quality, resources, risks, stakeholder needs and expectations.
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Definitions
Portfolio
A collection of projects and programs and other work that are grouped together to facilitate effective management to meet strategic objectives. Projects and programs not necessarily interdependent or directly related.
Program
A group of related projects managed in a coordinated way to obtain benefits and control not available from managing them individually.
Project
A temporary endeavor undertaken to create unique product, service, or result.
*As defined in PMBOK Guide and Standards (2008)
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Operations Management
Operations management is similar to project management, whereby the work is planned, executed, and controlled; performed by people and resource constrained. The difference is: the purpose of operations is to sustain the organization; it occurs in an on-going process, no definite beginning and
end points; the outcome is a non-unique product, service, or result; functional teams generally aligned with organizational
structure.
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5 Processes of Project Management* Management
Initiating
• Identify needs, key resources, and needs
• Establish • Goals &
objectives • Business case • Key stakeholders • Major risks • Implementation
strategy • Prepare a project
charter. • Stakeholders
analysis.
Planning
• Identify project requirements • Requirements
documentation • Requirements
management plan.
• Requirements Traceability Matrix
• Work Breakdown Structure (WBS)
• Project Schedule • Budget • Risk Analysis • Stakeholder
communications Communication Management Plan
• RACI chart
Executing
• Performance reporting includes: • Project plan as
baseline to assess project performance
• Work results the actual results, fully or partially complete deliverables
• Variance analysis • Projections • Variance Analysis
Monitoring and Controlling
• Risk monitoring and control • Executing risk
plans • Risk Review
Risk Register
Closing
• Document project closeout
• Close procurements
• Administrative closeout
• Project acceptance form signing off upon completion of project
• Complete closeout checkout
*As defined in PMBOK Guide and Standards (2008)
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Key Points about Project Management
Documentation throughout the life cycle of a project. Offers clear communication about the project scope and objectives. Helps reduce any potential “scope creeping” and project bloating.
Understanding whether you are managing a project,
program, or portfolio. And understanding the % of time you manage projects/programs/
portfolios vs. general operations management.
Opportunity to become a certified project manager through the Project Management Institute. But this is not a necessary step Develop a project management
protocol that fits your work environment.
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Sane Project Management Begins with You
Image source: Ebaum’s World
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Look at your work from 30,000+ feet
Develop a work plan that captures the areas you’ll address during a week, month, quarter, or year.
Align your work plan with your organization’s strategic goals. Use your work plan as an evaluation tool to identify skills/knowledge areas to improve on and/or learn.
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From brain dump… To mind mapping
From 30,000+ Feet
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Individual Group
Work Plan
Make your work plan public
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It’s OK to say “no” than to regret saying “yes”.
Designate time to work alone and in a place where you can get work done.
Maintaining Sanity on a Project
Image Sources: www.huffingtonpost.com and www.stockphoto.com
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Get to Know Your Team
Try the Marshmallow Challenge! www.marshmallowchallenge.com
TED2010 Talk by Tom Wujec http://tinyurl.com/TEDwujec
An exercise that encourages teams to collaborate, innovate, and be creative as well as opportunity to see the group’s dynamics on a project. The objective: Construct the tallest free-standing structure in 18 minutes from: • 20 sticks of spaghetti • 1 yd. of tape • 1 yd. of string • 1 marshmallow, which needs to
be at the top of the structure. Image Source: http://marshmallowchallenge.com
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Understand your work environment
Image Sources: http://my-fashion-school.blogspot.com/ and http://www.home-designing.com/
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Find a Project Management System that work for you (and your team)
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When selecting a PM tool
It should be:
Accessible
Web-based
Cloud-based
Image Source: http://jeannekolenda.com
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Function and makes sense to you and your team
Easy to use
Accommodates internal & external collaborators
External Partners
Internal Partners
Core Users
• Who are your external partners?
• How do they work? • What is the group
culture?
• Who are your internal partners?
• How do they work? • What is the group
culture? • Who is your core
group? • How do they work? • What is the group
culture?
When selecting a PM tool
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Make sure the service can accommodate “x” of current and future projects.
Online storage size is sufficient and secure for your organization.
When selecting a PM tool
Image source: www.askbobrankin.com
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It should not break the bank.
Monthly or annual costs should be low, preferably free!
Try the free or trial service before making a $ commitment.
Image source: www.shutterstock.com
When selecting a PM tool
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Project Management Software & Services
Starter list of PM software and online services from Wikipedia
http://tinyurl.com/projmgmtools
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Once you select the tool…
Give your PM tool a test drive for at least a month.
Customize the PM tool to your group’s management needs.
Take the time to train collaborators and/or your staff on how to use the tool.
If the system you select doesn’t work for your group, shop around till you find something that fits.
Image source: www.thedailygreen.com
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UVM’s Office of Sustainability Project Management System: 37 signals® Suite
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Basecamp™
http://basecamphq.com/
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Questions
What systems do you have in place to manage your projects, programs, and portfolios? Is it well-organized and manageable? Are you able to collaborate with internal and external partners with the system you have set-up? Does the PM system give you a 30,000 foot view of you (and your team’s) projects and progress?
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Resource Page
http://tinyurl.com/ELP111
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If you enjoyed the webinar, please consider donating $10 or any amount of your choosing to the Environmental Leadership Program at:
www.elpnet.org/donate Upcoming webinars: 1/25/12: “Carbon Offsets from Residential Energy Efficiency” presented by ELP Senior Fellow Stephen Erario, Carbon Quantification Project Coordinator at Maine State Housing Authority. Register at: www.elpnet.org/events-all
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Thank you!
Mieko A. Ozeki Sustainability Projects Coordinator
www.uvm.edu/sustainability
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Have more questions?
To continue the conversation, please find us on Facebook at:
www.facebook.com/ELPnet