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Managing Projects in 7 Basic Steps
- 1. Managing Projects In 7 Basic Steps Karen Dooley Department of Health
- 3. Step 1: Define the Aims And Objectives
- 5. Step 2: Identify your key stakeholders
- 6. Step 3: Define the Work
- 7. Step 4: Create the Schedule
- 8. Boil kettle (plug in – turn on etc) Pour water Take teabag out Add teabag Get cup Add sugar Add milk Fill kettle MAKING A CUP OF TEA
- 10. Step 5: Monitor the Progress
- 12. Step 7: Close it Out
Hinweis der Redaktion
- In the next 30 minutes, I’ll be taking you through some top tips on managing successful projects. I will also explain and take you through a couple of tools and techniques that you might find useful in helping you prepare for “Spirit Alive”
- First, we all need to agree on what a project is and isn’t. A project begins and ends. A project produces something new and unique. One off tasks are not projects A project is different from an day to day task that is performed the same way over and over, day in-day out. A project includes lots of individual tasks that get to a final goal. People often do small projects in their everyday lives. Eg. Going on holiday is a sort of project (at least it is for the person arranging it). They don’t just wake up one day and find themselves on holiday they need to undertake several different tasks to enable them to get to that point. Creating and running Spirit Alive is definitely a project, so I think it will be helpful for you to have some tips on managing it as a project.
- Step 1: In running a project is that you need to be really clear what you are trying to achieve and what success will look like when you get there. A lot of projects go wrong when people are not clear about where their project begins and ends, and what work is covered by the project and just as importantly, what isn’t. We do that by defining the Aims and Objectives: The Aim is what we are trying to achieve, our overall goal Objectives the things we will do that will help us get there
- Here is an example of what the aims and objectives might look like for the Sporting Village element of Spirit alive
- Step 2: Next you need to identify the people or organisations with an interest in Spirt Alive, those who could affect it and those it will affect. Those who have a vested interest in how it works out and those whose help and support you need to make it happen. These people are known as “stakeholders”. They might be: People you need to agree your plans for the day People you are relying on for things or help – local supermarket, catering staff, admin staff, caretaker, IT support etc People who might need to publicise it - publicity People who may attend it, your audience People who will take part People who will fund it 2 minutes lets try capture who some of your stakeholders might be: (use flipchart) Now the reason we identify our stakeholders is so we can then decide how much and when we need to involve them in the project as we take it forward. Those stakeholders with a high interest in how the Spirit Alive event runs and with a lot of power to help you deliver it re those you should work most closely with to make sure they are on board throughout. For you that might include your …….. (refer to the stakeholder brainstorm and choose a stakeholder)
- Okay, So you know what you are trying to achieve overall, but how do you get there? You need to dig a big deeper and get more detail around what you are delivering. When I do this with my team I usually get them, together and create what is called a mind map. Show them the version we are using. It looks messy and basic but it works! Here’s one I completed earlier taking the going on holiday example. See how I have broken down the various key things someone would need to do to organise a holiday then put beneath those the tasks what individual tasks might be involved and who might do them. (Show Flipchart) Let have a quick stab at this doing this with an example from Spirit Alive. Our objective is “To agree the sporting events to include in Spirit Alive” (This to be on flipchart with post it ready) How might we break that down into a smaller chunks? (Get suggestions from pupils and capture on flip chart – delve deeper into bigger tasks to break up) Eg. Research sporting events used by other schools; Survey pupils on what sports they would like to see; Put to planning committee; Find costs of sporting events Try where possible to put timings on these
- In Step 3 we defined “What” needs to be done. Now we need to create a schedule and decide when we do those tasks; how long they will take and who will do them. Again, best to get your team together when working all this out. Lets practice it with a simple example: Our task is to “make a cup of tea” – sounds simple but even making a cup of tea involves several smaller task. What are they? (Flipchart – brainstorm tasks involved in with ready written out post-its)
- So there are all our tasks – now we need to create our schedule. Which task do we need to do first? (Timeline already on flipchart – add post-its already completed) For arguments sake let say – filling the kettle takes 30 seconds. What next? Boil the kettle takes 3mins so it goes here. What next? Where can that go. Now ask students if it could be done quicker, eg. If 2 people were doing it - Show them the critical path Whenever I do this I use a spreadsheet (or microsoft project) – I decide on all the tasks, when they need to be done, who will do them, then I put them all together on a what is called a Gantt chart, like this one.
- You can see each of the bigger tasks has lots of little tasks underneath it. Across the top I have the days. I have then decided how long each task will take, and then those tasks will take place and plotted them against the days. I have assigned a team member to each of the tasks and given them a colour code so I can see easily which tasks belong to which person. At quick glance we can now see which are the busiest days and which people are particularly busy on certain days. I can then decide whether or not I need to jiggle the tasks round a bit so people have a manageable workload. Doing this can take a bit of time but it is really helpful as it makes it much easier to see where bottlenecks might occur and which tasks must be delivered on time if they are not to affect overall delivery of the project
- Now, everyone know what they are doing. As project managers your role is to monitor progress (and probably do some tasks yourself.) Monitoring is: Letting your team know when you expect status updates Asking “Is the task done – yes or no?” If not, asking “will you deliver on time?” if not “What help do you need?” Regular catch up meetings help, so everyone is aware what everyone else is doing, they also help when people are struggling so other team members can chip in and offer their help. Make sure your team all know that they must inform you straight away if they are have problems with their task or if it won’t deliver on time. Don’t wait until your catch up meetings.
- Step 5 is Communication, but it not just one step, but takes place throughout the project lifecycle. As a PM, you need to know: To whom do you need to communicate? Usually your stakeholders and your team What do they need to know? If you don’t know, ask the How often do they need to know it? Daily, weekly, bi-weekly, as needed How do they want to get it? Email, text, blog, phone, meeting, facebook, posters etc. A blog might be okay for people with a passing interest in the project, but not the best way of keeping in touch with your project team. Emails may be okay but not when something needs dealing with there and then. Consider three things: Who are you communicating with? What are you communicating? How are you communciating?
- And Finally, Know when done is done. This is what you decided in Step 1 – it’s 10 July, you have met your aims and objectives, you are looking forward to a nice weekend, when you get back find a little time to get together and review how the project went. What worked well and what didn’t and what lessons can be learned for next time. Take time to recognize and reward the team for a job well-done. Any questions (if time)