IE

1. Express Yourself
YOU HAVE JUST PARTICIPATED IN AN IMPORTANT MEETING WITH YOUR SUPERVISOR. HOW
WILL YOU ENSURE THAT EVERY PART OF THE INSTRUCTIONS YOU RECEIVED WILL
PROPERLY REACH ALL SUBORDINATES, SUPPLIERS AND CLIENTS, LOCATED IN DIFFERENT
PARTS OF THE WORLD ?

2. Plan of actions
Introduction
I. Set up the strategic plan
a. What – The objectives
b. Who – Defining the roles
c. When – The project’s timeline
II. Manage the project
a. Standardize and facilitate communication
b. Centralize data and resources
c. Contingency planning

3. Introduction
Key factors to consider before a project
SCHEDULE
Optimisation
PLAYERS OBJECTIVES

4. I. Set up the strategic plan

5. What - Articulate the expectations
Subordinates
Team-specific tasks
Suppliers
Purpose of their contribution
Resources required
Team-specific tasks
Resources required
Purpose of their contribution
Clients
Team-specific tasks
Resources required
Purpose of their contribution
Define the project’s objectives
In order to clearly define what is expected from each team they need to understand two things:
1. Which are the tools needed to perform their tasks ?
2. Why their own and other teams’ contributions are essential to the project ?

6. Who – Defining the roles
Interaction
Optimal communication between teams
Suppliers
Clients
Subordinates
Define roles and responsibilities
• Identify the structure (flat, vertical) of each team
• Create a small circle with managing people
• Identify spoke-persons
Set up an organization chart with photographs
• Divide your organization chart in teams
• Include information such as contact details, time zone,
geographical area
• An excel doc seems to be the fastest way to do that

7. When – Establish a clear schedule
Using milestones to manage your project
1 PREPARE A GANTT DIAGRAM FOR EACH TEAM 2 COMBINE THE PERT(1) AND CPM(2) TECHNIQUES TO
GET A VISUAL OF THE WHOLE PROJECT
1.Program Evaluation & Review Technique
2. Critical Path Method
Gantt diagrams are very useful to track and manage
small scale projects
Reporting is essential to give managers an idea of
each one’s punctuality
Calculation of the critical path method is essential to
prepare a contingency plan
Teams are more concerned with the work when they
understand how sub-activities are intertwined

8. II. Monitoring of the project

9. A unique platform to facilitate communication
SET UP A SINGLE
HOSTING PLATFORM
FOR COMMUNICATION
.
STANDARDISE PROCESSUS
FACILITATE HORIZONTAL
COMMUNICATION
FACILITATE VERTICAL
COMMUNICATION
• Finding files is more convenient
• Ability to automate work
• Necessity for global project management
• Easier cooperation between departments
• Within similar teams but from different
countries
• Top-down / bottom-up communication :
• Within teams
• In the global organization
.
.

10. 321
Include training programs and guidelines in the platform
Management should provide necessary tools and resources to help employees become more efficient
Organize workshops in
each teams and countries.
Encourage discussion
through conference calls
and business trips.
Have video tutorials
accessible at any time on
the internet
Establish a list of important
memos and good habits to
take
 Promote communication
 Adopt time-saving measures
 Experts and more senior people should contribute the most
Audio Video Words
Employees should provide feedback on a regular basis to help improve existing processes

11. Contingency Planning
Execution
Worst case scenarios
How do you communicate internally
and externally to avoid panic
How do you respond ?
• Step by step plan of actions
• Resources required
Finding the critical path
Set up regular meeting to discuss
potential threats
Assign a team in charge of taking care of the contingency plan
Assess early and regularly
inherent risks
Articulate a plan of actions

12. 1
2
3
4
Roadmap
Manage the
project
Contingency plan
Clearly define the
objectives
Know the teams
you are working
with
Conclusion

13. Thank you
Martin Fontaine