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Ranganathan S
                   Executive Coach & Corporate Mentor
                   SymIndia Training & Consultancy Pvt. Ltd.
                   Email: ranga@symindia.com
                   Cell: +91‐98450 21702




www.symindia.com                                               1
Agenda

                   Goals of Productive PM
                   Events in Projects and its Impact
                   Role of a Project Manager
                   Practical Tips for Productive PM
                   Practical Tips for Productive PM




              Goals of Productive PM 
               Optimum Time, Cost, Quality
               Resources “loaded” and NOT “pressured”
               Peace during Crisis
               Positive Learning Experience
               No Shocks to Stake‐holders
               N Sh k       S k h ld
               Growth (Client, Company, Resources, Self)




www.symindia.com                                           2
Resources

                                               Customer
                   Enterprise


                                  Project
                                  Projects
                                Management

                                                   Risks
                   Global


                                 Environment




              Role of a PM




www.symindia.com                                           3
Productivity

                                   Old adage…

                           “A stitch in time saves nine”

                                 Productivity is…

                   A set of small things done at the right time, 
                                   consistently




                                How Practical
                                  Are these
                                    Tips?




www.symindia.com                                                    4
Mindsets
                                   It is too early to plan
                                   Plan is not a Deliverable
                                   Why Plan… anyway, things 
                     Conquer       change frequently
                     Mindsets
                        In         Nobody reads my plan
                     Planning      Nobody takes Plan Seriously 
                                   (reviews?)
                                   Where is the Time?
                                   Why should “I” be the Only One?




              Rules of Engagement (ROE) 
                                    It is never too early
                                    Draw it together; Encourage 
                                    disagreements
                                    Write it down
                      Set ROE
                      with all      Revisit and Keep Enhancing
                   Stake-holders    Make it Visible
                                    Make it Specific and 
                                    Measurable 
                                    Politely remind when deviated… 
                                    Escalate, if necessary




www.symindia.com                                                      5
Example ‐ ROE
              All of us will, at all times:
                   Send reports/reviews without reminders
                   State facts in reports
                   Raise early flags, however negative
                   Check every input and output
                   State assumptions explicitly
                   Present solutions with problems
                   Be on time for meetings
                   Be on time for meetings
                   Adhere to process and standards; communicate deviations
                   … … … … …




              Work Breakdown Structure 
                                                Levels of Depth of WBS
                                                Full Grasp of “Task”
                                                Task Completion Criteria
                       Focus on                 Task Notes
                         WBS                    Defining Task Types
                      Extensively               Including PM and Risk Tasks
                                                Analyzing Dependencies Deeply
                                                Analyzing Dependencies Deeply
                                                Defining Dependency Types 
                                                Rightly




www.symindia.com                                                                6
Basic Framework – DDE ☺

                   DEFINE


                     DO


                   ENSURE




              Basic Framework

                   DEFINE


                      Delegate      DO


                   ENSURE




www.symindia.com                         7
Basic Framework
                                        •   2 Way
                    DEFINE              •   Questioning
                                        •   Specific & Measurable
                                        •   Identify…
                                              Show Stoppers
                                              Critical
                                        • Completion Criteria
                                        • Alerts Process
                                        • Written




              Example ‐ Coding
                   Algorithm Finalized                        50%
                   Code Written
                   Code Written                               60%
                   Unit Tested as per UTP (Coder)             70%
                   Unit Tested by IQA                         75%
                   Code Walkthru Done                         85%
                   Code Documentation + Standards             95%
                   Registered with Version Control            100%




www.symindia.com                                                     8
Basic Framework

                   • Plan and Act
                   • Proactive & Early Alerts
                   • Focus on …
                       Show Stoppers
                       Critical
                                                            DO
                   • Create Evidence
                       Effort
                       Completion




              Basic Framework

                                       • Vary Tracking
                                            Frequency
                                            Intensity
                                       • Align with “Define”
                                       • Check Evidence
                                       • Focus on …
                                            Show Stoppers
                                            Critical

                     ENSURE            • Formal and Informal




www.symindia.com                                                 9
Flags

                   Raise Flags Early and in a Proactive Mode

                      Create System for Early Alerts

                      Encourage Early Alerts

                      Encourage Proactive Alerts, particularly Bad news

                      Make Everyone Understand and Respect “Critical Chain”
                        k             d      d d           “       l h ”




              Assumptions 
                                                  State them explicitly 

                                                  St t th      h ti l
                                                  State them exhaustively

                                                  Word them rightly
                          Treat
                      Assumptions                 State Impact of Assumptions 
                        Seriously
                                                  too (is it like risks?)

                                                  Generate throughout planning




www.symindia.com                                                                 10
Competence Assessment 
                                   Competence assessment vs. 
                                   Performance assessment
                                   Revisiting assessment for newer 
                     Assess        roles/responsibilities
                   Competence
                   “Objectively”   Unaware of Resource’s 
                                   Constraints
                                   Who and then What?
                                   Assessing Motivational Levels 
                                   Periodically




              Client Education 

                                   Is it my job?


                     Educate       Do I have the Data?
                        the
                      Clients
                                   Fear of Interaction/Impact




www.symindia.com                                                      11
Tools 
                                     Knowledge Enhancement

                                     Skills Enhancement
                       Invest
                   Planned Time      Customizations – Fast Access 
                         in
                     Tool Skills     Templates

                                     Simple Automations




              Culture 
                                     Align with Company Culture 
                                     only for Positives
                                        y
                                     Persuade and Create a Culture 
                      “Create”
                   Project-Culture   for Project
                      (specific      Develop Appropriate “Rewards 
                     behaviors)      and Penalties”
                                     Build Credibility for Yourself
                                     Influence to Spread Culture




www.symindia.com                                                      12
Communication
                                        Make it Frequent and Useful 
                                        Encourage Responsible 
                                        Encourage Responsible
                                        Escalations
                    You CANNOT          Build a Positive Feedback 
                        Not
                   Communicate!!        Climate
                                        Practise Effective Articulation
                                        Convey Feelings too!!




              Interesting Thought ☺

                           Everyone wants
                          To go to Heaven…
                                    But,
                             No one wants
                             No one wants
                                   to Die!!




www.symindia.com                                                          13
Summary
                   Goals of Productive PM
                   Events in Projects and its Impact
                   Events in Projects and its Impact
                   Role of a Project Manager
                   Practical Tips for Productive PM
                     Mindsets, ROE, WBS, DDE, Flags, Assumptions, 
                     Competence Assessment, Tools  Culture…




              Questions and Answers

                                            We will take ALL questions at
                                            We will take ALL questions at 
                                            the End of the Day
                     FULL SESSION           Chits are being Distributed
                      At the End            Pass it on to our Volunteers
                                            Help us to Structure the 
                                            Responses




www.symindia.com                                                             14
Ranganathan S
                   Executive Coach & Corporate Mentor
                   SymIndia Training & Consultancy Pvt. Ltd.
                   Email: ranga@symindia.com
                   Cell: +91‐98450 21702




www.symindia.com                                               15
Ranganathan S
                   Executive Coach & Corporate Mentor
                   SymIndia Training & Consultancy Pvt. Ltd.
                   Email: ranga@symindia.com
                   Cell: +91‐98450 21702




                   Ranganathan S
                   Executive Coach & Corporate Mentor
                   SymIndia Training & Consultancy Pvt. Ltd.
                   Email: ranga@symindia.com
                   Cell: +91‐98450 21702




www.symindia.com                                               16
Ranganathan S
                                                                                    Executive Coach & Corporate Mentor
                                                                                    SymIndia Training & Consultancy Pvt. Ltd.
                                                                                    Email: ranga@symindia.com
                                                                                    Cell: +91‐98450 21702




                              © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
                   The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation.  Because Microsoft must respond to changing market conditions, it should 
                    not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.  MICROSOFT MAKES NO WARRANTIES, EXPRESS, 
                                                                                              IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.




www.symindia.com                                                                                                                                                                                                                                       17

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Tech Ed 2009 Practical Tips To Manage Projects Productively

  • 1. Ranganathan S Executive Coach & Corporate Mentor SymIndia Training & Consultancy Pvt. Ltd. Email: ranga@symindia.com Cell: +91‐98450 21702 www.symindia.com 1
  • 2. Agenda Goals of Productive PM Events in Projects and its Impact Role of a Project Manager Practical Tips for Productive PM Practical Tips for Productive PM Goals of Productive PM  Optimum Time, Cost, Quality Resources “loaded” and NOT “pressured” Peace during Crisis Positive Learning Experience No Shocks to Stake‐holders N Sh k S k h ld Growth (Client, Company, Resources, Self) www.symindia.com 2
  • 3. Resources Customer Enterprise Project Projects Management Risks Global Environment Role of a PM www.symindia.com 3
  • 4. Productivity Old adage… “A stitch in time saves nine” Productivity is… A set of small things done at the right time,  consistently How Practical Are these Tips? www.symindia.com 4
  • 5. Mindsets It is too early to plan Plan is not a Deliverable Why Plan… anyway, things  Conquer change frequently Mindsets In Nobody reads my plan Planning Nobody takes Plan Seriously  (reviews?) Where is the Time? Why should “I” be the Only One? Rules of Engagement (ROE)  It is never too early Draw it together; Encourage  disagreements Write it down Set ROE with all Revisit and Keep Enhancing Stake-holders Make it Visible Make it Specific and  Measurable  Politely remind when deviated…  Escalate, if necessary www.symindia.com 5
  • 6. Example ‐ ROE All of us will, at all times: Send reports/reviews without reminders State facts in reports Raise early flags, however negative Check every input and output State assumptions explicitly Present solutions with problems Be on time for meetings Be on time for meetings Adhere to process and standards; communicate deviations … … … … … Work Breakdown Structure  Levels of Depth of WBS Full Grasp of “Task” Task Completion Criteria Focus on Task Notes WBS Defining Task Types Extensively Including PM and Risk Tasks Analyzing Dependencies Deeply Analyzing Dependencies Deeply Defining Dependency Types  Rightly www.symindia.com 6
  • 7. Basic Framework – DDE ☺ DEFINE DO ENSURE Basic Framework DEFINE Delegate DO ENSURE www.symindia.com 7
  • 8. Basic Framework • 2 Way DEFINE • Questioning • Specific & Measurable • Identify… Show Stoppers Critical • Completion Criteria • Alerts Process • Written Example ‐ Coding Algorithm Finalized 50% Code Written Code Written 60% Unit Tested as per UTP (Coder) 70% Unit Tested by IQA 75% Code Walkthru Done 85% Code Documentation + Standards 95% Registered with Version Control 100% www.symindia.com 8
  • 9. Basic Framework • Plan and Act • Proactive & Early Alerts • Focus on … Show Stoppers Critical DO • Create Evidence Effort Completion Basic Framework • Vary Tracking Frequency Intensity • Align with “Define” • Check Evidence • Focus on … Show Stoppers Critical ENSURE • Formal and Informal www.symindia.com 9
  • 10. Flags Raise Flags Early and in a Proactive Mode Create System for Early Alerts Encourage Early Alerts Encourage Proactive Alerts, particularly Bad news Make Everyone Understand and Respect “Critical Chain” k d d d “ l h ” Assumptions  State them explicitly  St t th h ti l State them exhaustively Word them rightly Treat Assumptions State Impact of Assumptions  Seriously too (is it like risks?) Generate throughout planning www.symindia.com 10
  • 11. Competence Assessment  Competence assessment vs.  Performance assessment Revisiting assessment for newer  Assess roles/responsibilities Competence “Objectively” Unaware of Resource’s  Constraints Who and then What? Assessing Motivational Levels  Periodically Client Education  Is it my job? Educate Do I have the Data? the Clients Fear of Interaction/Impact www.symindia.com 11
  • 12. Tools  Knowledge Enhancement Skills Enhancement Invest Planned Time Customizations – Fast Access  in Tool Skills Templates Simple Automations Culture  Align with Company Culture  only for Positives y Persuade and Create a Culture  “Create” Project-Culture for Project (specific Develop Appropriate “Rewards  behaviors) and Penalties” Build Credibility for Yourself Influence to Spread Culture www.symindia.com 12
  • 13. Communication Make it Frequent and Useful  Encourage Responsible  Encourage Responsible Escalations You CANNOT Build a Positive Feedback  Not Communicate!! Climate Practise Effective Articulation Convey Feelings too!! Interesting Thought ☺ Everyone wants To go to Heaven… But, No one wants No one wants to Die!! www.symindia.com 13
  • 14. Summary Goals of Productive PM Events in Projects and its Impact Events in Projects and its Impact Role of a Project Manager Practical Tips for Productive PM Mindsets, ROE, WBS, DDE, Flags, Assumptions,  Competence Assessment, Tools  Culture… Questions and Answers We will take ALL questions at We will take ALL questions at  the End of the Day FULL SESSION Chits are being Distributed At the End Pass it on to our Volunteers Help us to Structure the  Responses www.symindia.com 14
  • 15. Ranganathan S Executive Coach & Corporate Mentor SymIndia Training & Consultancy Pvt. Ltd. Email: ranga@symindia.com Cell: +91‐98450 21702 www.symindia.com 15
  • 16. Ranganathan S Executive Coach & Corporate Mentor SymIndia Training & Consultancy Pvt. Ltd. Email: ranga@symindia.com Cell: +91‐98450 21702 Ranganathan S Executive Coach & Corporate Mentor SymIndia Training & Consultancy Pvt. Ltd. Email: ranga@symindia.com Cell: +91‐98450 21702 www.symindia.com 16
  • 17. Ranganathan S Executive Coach & Corporate Mentor SymIndia Training & Consultancy Pvt. Ltd. Email: ranga@symindia.com Cell: +91‐98450 21702 © 2009 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation.  Because Microsoft must respond to changing market conditions, it should  not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.  MICROSOFT MAKES NO WARRANTIES, EXPRESS,  IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. www.symindia.com 17