This document provides an overview of an introduction to project management webinar presented by Jayne McPhillimy. The webinar covers the key stages of a project including definition, planning, management, and review. It provides examples and polls questions. Contact information is included to learn more about project management skills training.

1. Introduction to Project Management
By: Jayne McPhillimy
On: 11th November 2015 @ 13:00
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4. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
An Introduction to
Project Management
Jayne McPhillimy

5. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
JEM Coaching Limited
Jayne McPhillimy
Qualified Leadership Coach
Qualified Programme Manager
Experienced Project & Programme Manager
Specialising in:
• Developing Project Managers
• Leadership Development Programmes
• Leadership Coaching
• Interim L&D / Project Roles

6. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
An Introduction to Project Management
 ‘Change’ is a key element of many successful businesses
 Managers, Team Leaders can be required to run ‘Projects’
 Project management skills can help ensure you reach your goals on time, within
budget and with no ‘surprises’!
 Project management skills are a great way to help people understand what is
involved in a project – and ensure everyone’s expectations are realistic.

7. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124JEM Coaching Limited Jayne@JEM4Coaching.c 0797 419 5124
In this Webinar we will look at:
The key stages in any project
Building a detailed plan
Monitoring progress and reporting
Completing the project

8. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Quick Poll
How involved are you with a Project at the moment?
1. I’m not at all involved with or impacted by any project
2. I’m impacted by projects, but don’t deliver them myself
3. I’m working on a project that someone else is leading
4. I’m leading a project for my business

9. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
The Key Stages in a Project
 Define
 Plan
 Manage
 Review

10. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 1 – Project Definition
Projects have certain features:
‘Start’ and ‘Finish’ dates
Specific Goals and Targets to achieve
Sponsor / Dedicated Team
Projects are:
Distinct from the everyday ongoing work (BAU – Business as Usual)
Introduce something ‘new’
Have a definite finish and ‘close’

11. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Quick Poll
How many of you are in businesses that recognise projects in this way?
1. Yes
2. No

12. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 1 - Project Definition
This project phase is about ensuring that there is a common understanding
around the project before it starts.
Project Name?
Obvious or
Obscure?
Key Questions are:
What are the objectives of the project?
What will the project deliver?
What information will we need to gather? Or Review?
What will the benefits be?
What resources will be required to support the project?
Who will be impacted by the project? Who are the stakeholders?
How will we know it has been successful?

13. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Project Definition

14. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 1 - Project Definition
Once all the questions have been asked ..
A ‘Project Definition Report’ can be produced
Recommendation
 A ‘walk-through’ with all key stakeholders
 A formal sign-off process
These two steps help prevent ‘Scope Creep’ later

15. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Worked Example - Project Beachduck
Project Beachduck – Project Definition Report
Goal To develop and deliver a webinar at Shorebird which gives people a high
level introduction to the concepts of Project Management
Objectives The session is interesting and informative covering the 4 key stages in a
project.
The session includes a Q&A.
The session incorporates a worked example
Deliverables
Resources Myself Lis Shorebird
PC Powerpoint Project Mgt Info
Benefits Highlight project management as a skillset to Shorebird clients & contacts
Enhance the skills and awareness of clients around Project Management
Success Criteria Webinar achieves 50+ attendees
Webinar achieves positive feedback from 75% attendees

16. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Worked Example - Project Beachduck
Project Beachduck – Project Definition Report
Goal To develop and deliver a webinar at Shorebird which gives people a high
level introduction to the concepts of Project Management
Objectives The session is interesting and informative covering the 4 key stages in a
project.
The session includes a Q&A.
The session incorporates a worked example
Deliverables Briefing Document Slide Set Facilitator Notes
Feedback Opportunity Polls & Questions Webinar Set Up
Resources Myself Lis Shorebird
PC Powerpoint Project Mgt Info
Benefits Highlight project management as a skillset to Shorebird clients & contacts
Enhance the skills and awareness of clients around Project Management
Success Criteria Webinar achieves 50+ attendees
Webinar achieves positive feedback from 75% attendees
Timescales – an
idea of timings might
be included in here,
but more planning is
needed before they
can be confirmed.

17. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 2 - Plan !
Time spent in planning builds understanding around what the
project ‘will really involve’
Work from your list of deliverables
For each deliverable – develop a list of the tasks needed to
complete it!
Engage people who understand what work will be involved
Expect to find things no-one had thought about!

18. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Worked Example - Project Beachduck
Task Time to complete Resource
Develop outline content 2 hours Jayne
Design Slides template 1 hour Jayne
Input Content 4 hours Jayne
Animate Slides 1 hr Chris
Upload Slides to Shorebird 1 hr Lis
Write facilitation notes 2 hours Jayne
Slide Set Complete
Deliverable: Develop Slide Set
Complete this for every deliverable on your Project

19. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Worked Example - Project Beachduck
Task Mon Tues Weds Thurs Fri Mon Tues Weds
Develop outline content
Design Slides template
Input Content
Animate Slides
Shorebird upload slides
Write facilitation notes
Slide Set Complete
Deliver Webinar
Now you can start to Schedule!
Complete this for every deliverable on your Project

20. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Worked Example - Project Beachduck
Once you have this view you can then start to look at:
What’s the Earliest date/time you can start each task?
What’s the Latest date/time you could finish a task?
Would more resource make it quicker?
Where are the dependencies?

21. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project
As the Project Plan builds up:
You can see at a glance the task due for
completion each day / week / month
You can quickly see how a delay in
completing one task will impact the later
phases of a project
This helps reporting on Progress.
Tasks Complete
% Tasks Complete
Tasks Late
Risks & Issues

22. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project
RAID Logs
A key element of running a project is to be on the ‘look out’ for what might or
has gone wrong.
RAID LOG
Risks Things that might happen that would impact on the completion of the
project e.g. there’s a risk that I might be unwell on the day of the
Webinar
Assumptions Things that you have assumed are correct – e.g. I’ve assumed that the
Shorebird software will be working correctly on the day.
Issues Things that have actually happened – e.g. perhaps there was no
parking space for me today.
Decisions Decisions we have already made – e.g. we are giving an overview of
project management today and will ask the audience what they would
like in Part 2.

23. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project
RAID Logs – Allow you to rate Risks & Issues
As well as Identifying and Recording the Risk, Assumption, Issue or Decision
they also put actions in place to mitigate.
Risks Poss Impact Score Actions Impact
Jayne
Unwell
2 4 8 Ring Jayne the day before
Jayne to run Webinar from home
Re-schedule Webinar
Moderate
Slides
not
loading
2 5 10 Upload day before event
Upload from another PC
Re-schedule Webinar
High
Sample
Scoring
1-5 1-5 PxI 1-5 = Low
6-15 = Mod
16+ = High

24. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project
When Projects are not delivering to schedule – this can be due to several issues,
For Example:
Scope ‘creep’ - go back to the Project Definition Report and review
If a project is not on track, and you need to bring it back to meet its delivery
dates – there are three elements to review:
1. Time
2. Quality
3. Resource (cost)

25. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project
Time – can you allow more time
for tasks to be completed?
Can the project run for longer to
keep it on budget and delivering
to quality?
Quality - Can you reduce the
quality requirements without
impacting the overall delivery
to delivery on time and to
budget?
Cost (resource) – Can you
afford some additional costs to
ensure the project delivers on
time & to quality?
Which is most important for your project? Deliver on time, deliver on cost, deliver on quality?

26. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Phase 3 – Manage Project

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Phase 4 - Review
Reviewing the Project
Handing over to the ‘Business as Usual’ Processes
Monitor the Success of the Project over a longer period
Hold a ‘Lessons Learnt’ Session with all participants
What went well?
What could we have done better?
What do we need to put in place for next time?
Is there anything outstanding / not yet resolved?
What’s the next project?

28. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Overview – Project Management
Focus Area Key Steps
Project Definition Agree the Goals, Objectives & Benefits
Identify the ‘Deliverables’ & Resources
Project Planning Identify the tasks and timings for each deliverable
Recognise Risks, Assumptions, Issues & Dependencies
Manage Project Keeping tasks on track
Managing the RAID log
Reporting on Progress
Celebrating the Project End
Review Project Post Project Review
Monitoring in BAU

29. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
Any Questions?

30. JEM Coaching Limited Jayne@JEM4Coaching.com 0797 419 5124
What Next?
Want to know more?
 Leading a Project in your business?
 Looking to develop some Project Management skills in your business?
​
Jayne McPhillimy
M: 0797 419 5124
E: Jayne@JEM4Coaching.com
Twitter: @JayneMcPhillimy
LinkedIn: http://uk.linkedin.com/in/jem4coaching/

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