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Six common project management mistakes

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Avoid these known problems to help make your project management run on time, on budget and in full. For more useful advice on acheiving success with projects visit http://www.systemsthinkingmethod.com/project-onbudget.html

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Six common project management mistakes

  1. 1. 6<br />biggest project management mistakes <br />How to avoid them and deliver projects <br />on time, in full and on budget. <br />
  2. 2. Reasons for staying awake<br />3 Common problems<br />6 Reasons why projects fail (and what to do instead.)<br />5 practical steps to perfect projects<br />www.systemsthinkingmethod.com<br />
  3. 3. 3<br />Problems that affect most projects<br />
  4. 4. Common problems<br />Failure in content<br />www.systemsthinkingmethod.com<br />
  5. 5. Common problems<br />Go over budget<br />www.systemsthinkingmethod.com<br />
  6. 6. Common problems<br />Don’t come in on time <br />www.systemsthinkingmethod.com<br />
  7. 7. 6<br />reasons why projects fail & what to do instead<br />
  8. 8. Mistakes during execution <br />Working to due dates<br />Did you hand your essays in on time?<br />This ruins most product launches<br />www.systemsthinkingmethod.com<br />
  9. 9. Mistakes during execution <br />Bad multi-tasking-break this rule for success<br />Something every man needs to know about housework <br />About your road... <br />www.systemsthinkingmethod.com<br />
  10. 10. 4<br />Shortcuts to avoid multi-tasking & due date problems<br />#1: No due dates <br />#2: Choke release <br />#3: Freeze <br />#4: Accelerate <br />www.systemsthinkingmethod.com<br />
  11. 11. Biggestmistakes during<br />planning<br />Why planning goes wrong<br />Too low level<br />Plumbers know how to fit a sink<br />Here’s an example of a deliverable...<br />No understanding of dependencies<br />Decorate a room, can decorate without taking the furniture out you will make a mess or take more time. <br />www.systemsthinkingmethod.com<br />
  12. 12. Exercise <br />Building Networks<br />Necessity <br />Understanding the connection between the dependencies <br />Sufficiency <br />Understanding whether the dependencies are enough<br />www.systemsthinkingmethod.com<br />
  13. 13. Biggestmistakes during<br />planning<br />Why planning goes wrong <br />Missing deliverables<br />Why I shouldn’t go to M&S<br />The fastest way to stop a project <br />www.systemsthinkingmethod.com<br />
  14. 14. Biggestmistakes during<br />planning<br />Why planning goes wrong <br />Why nothing gets delivered-too many open projects<br />More is NOT better <br />www.systemsthinkingmethod.com<br />
  15. 15. Secrets of planning<br />Create better networks<br />Check for necessity <br />Check for sufficiency<br />Create a list<br />Create a priority rule <br />Create templates<br />www.systemsthinkingmethod.com<br />
  16. 16. Something every manager needs to know<br />Asking the wrong question<br />www.systemsthinkingmethod.com<br />
  17. 17. Mistakesin management <br />Asking the wrong questions <br />Using the wrong measures <br />Typically <br />measures percent complete<br />Task due performance<br />Burn rate <br />Will make things worse<br />www.systemsthinkingmethod.com<br />
  18. 18. Solutions for management <br />Ask a simple question<br />What’s your remaining duration?<br />www.systemsthinkingmethod.com<br />
  19. 19. 5<br />practical steps to perfect projects<br />
  20. 20. 5<br />practical steps to perfect projects<br />Assign tasks without due dates<br />www.systemsthinkingmethod.com<br />
  21. 21. 5<br />practical steps to perfect projects<br />2. Restrict the number of open projects<br />www.systemsthinkingmethod.com<br />
  22. 22. 5<br />practical steps to perfect projects<br />3. Limit the release of work <br /><ul><li>First three give more time to plan</li></ul>www.systemsthinkingmethod.com<br />
  23. 23. 5<br />practical steps to perfect projects<br />Take more time to plan<br />www.systemsthinkingmethod.com<br />
  24. 24. 5<br />practical steps to perfect projects<br />5. Check remaining duration<br />www.systemsthinkingmethod.com<br />
  25. 25. 5<br />practical steps to perfect projects<br />Assign tasks without due dates<br />Restrict the number of open projects<br />Limit the release of work <br /><ul><li>First three give more time to plan</li></ul>Take more time to plan <br />Check remaining duration <br />www.systemsthinkingmethod.com<br />
  26. 26. Building an ambitious plan<br />Why<br /><ul><li> Teams can get de-motivated at the enormity of the change
  27. 27. A method is needed that allows a team to verbalise boththeir concerns about potential obstacles and negative consequences of the plan
  28. 28. The facilitator needs a method that ensures that all the actions required for delivering the change are captured
  29. 29. An escalation process is needed to ensure the plan stays on track</li></li></ul><li>What if I don’t have buy in?<br />Allow people to be NEGATIVE!<br />www.systemsthinkingmethod.com<br />
  30. 30. Build and manage an ambitious plan<br />1<br />Build a 3-column table in Word or Excel. Label the first column ‘obstacle’, the second ‘action’, and the third ‘objective’.<br />Against each flow capture all the obstacles to implementing the new flow.<br />2<br />Against each obstacle, write the detailed actions required to remove the obstacle.<br />3<br />4<br />Use sufficiency logic to ensure that there are sufficient actions to remove the obstacle. (If complete, X & Y & Z is it sufficient to remove this obstacle.<br />5<br />Re-write the obstacles as present tense objectives<br />Write out large post-it notes for each objective and smaller ones for the actions<br />6<br />
  31. 31.
  32. 32. Build and manage an ambitious plan<br />1<br />Build a 3-column table in Word or Excel. Label the first column ‘obstacle’, the second ‘action’, and the third ‘objective’.<br />Against each flow capture all the obstacles to implementing the new flow.<br />2<br />Against each obstacle, write the detailed actions required to remove the obstacle.<br />3<br />4<br />Use sufficiency logic to ensure that there are sufficient actions to remove the obstacle. (If complete, X & Y & Z is it sufficient to remove this obstacle.<br />5<br />Re-write the obstacles as present tense objectives<br />Write out large post-it notes for each objective and smaller ones for the actions<br />6<br />
  33. 33.
  34. 34. Build and manage an ambitious plan<br />1<br />Build a 3-column table in Word or Excel. Label the first column ‘obstacle’, the second ‘action’, and the third ‘objective’.<br />Against each flow capture all the obstacles to implementing the new flow.<br />2<br />Against each obstacle, write the detailed actions required to remove the obstacle.<br />3<br />4<br />Use sufficiency logic to ensure that there are sufficient actions to remove the obstacle. (If complete, X & Y & Z is it sufficient to remove this obstacle.<br />5<br />Re-write the obstacles as present tense objectives<br />Write out large post-it notes for each objective and smaller ones for the actions<br />6<br />
  35. 35.
  36. 36. Build and manage an ambitious plan<br />1<br />Build a 3-column table in Word or Excel. Label the first column ‘obstacle’, the second ‘action’, and the third ‘objective’.<br />Against each flow capture all the obstacles to implementing the new flow.<br />2<br />Against each obstacle, write the detailed actions required to remove the obstacle.<br />3<br />4<br />Use sufficiency logic to ensure that there are sufficient actions to remove the obstacle. (If complete, X & Y & Z is it sufficient to remove this obstacle.<br />5<br />Re-write the obstacles as present tense objectives<br />Write out large post-it notes for each objective and smaller ones for the actions<br />6<br />
  37. 37.
  38. 38. Build and manage an ambitious plan<br />1<br />Build a 3-column table in Word or Excel. Label the first column ‘obstacle’, the second ‘action’, and the third ‘objective’.<br />Against each flow capture all the obstacles to implementing the new flow.<br />2<br />Against each obstacle, write the detailed actions required to remove the obstacle.<br />3<br />4<br />Use sufficiency logic to ensure that there are sufficient actions to remove the obstacle. (If complete, X & Y & Z is it sufficient to remove this obstacle.<br />5<br />Re-write the obstacles as present tense objectives<br />Write out large post-it notes for each objective and smaller ones for the actions<br />6<br />
  39. 39. Build and manage an ambitious plan<br />7<br />Sequence the objectives from right to left, using necessity logic. (in order to complete ‘X’ must we first complete ‘Y’)<br />Assign the elapse time to each task<br />8<br />9<br />Assign the resources to each task<br />10<br />Assign a portfolio manager, a project manager and a task manager<br />11<br />Have an escalation process in order to recover task slippage<br />
  40. 40.
  41. 41. Starting with obstacles allows people to verbalise their concerns and makes the plan more robust<br />
  42. 42. Questions and Discussion <br />
  43. 43. For more information go to <br />http://www.systemsthinkingmethod.com/project-onbudget.html<br />www.systemsthinkingmethod.com<br />

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