Enumclaw Leadership. Making Schedules Schedules: Purpose One The first is to make commitments about when things will be done. Its almost a contract between.

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Project ManagementEnumclaw LeadershipMaking Schedules

Schedules: Purpose OneThe first is to make commitments about when things will be done. Its almost a contract between the members of the work team. In business, they are used externally to close a deal.Often a customer is paying for a timeline (thing Fed Ex. Or UPS)Schedules: Purpose TwoEncourage everyone whos contributing to a project to see their efforts as part of a whole.Until there is a draft schedule suggesting specific dates and times for when things will be done, its unlikely that connections and dependencies across teams will be scrutinized.Psychological power in a schedule that externalizes and amplifies the commitment that is being made.

Forcing FunctionPsychological or pressure shift.Naturally forces a change in perspective, attitude, or behavior.Schedules: Third PurposeTool to track progress and break work into manageable chucks.Breaking things down into one or two day sizes actually helps people understand what the work is that they need to do. House in 120 days???

Size of ProjectThe larger and more complex a project, the more important a schedule becomes. First game is September 4th.Three weeks of practiceOffense, defense, kickingWho starts, second teamGame situational prepRule of ThirdsDesign figuring out what should be done. Planning the assembly or dance.Implementing actually doing it.Testing analyzing.Divide and ConquerOne big project means many little schedules.Phase OnePhase ThreeDesign ImplementationTesting Design ImplementationTesting Design ImplementationTesting Phase TwoEstimatesAll estimates are probabilities. A detailed and thorough analysis can yield 90%Press people on estimating with confidence.Estimates depend on the understanding of the projects goals. Previous performanceSophomore Class Game NightDate: May 20thTeam members: Brooke, Bailey, Zoey, Keelie, Jake, Isaiah, and Ariel. Vision: To create an activity to raise money for the sophomore class.Goal 1: raise $500.00Goal 2:Goal 3:Special Needs Bracelet ProjectDate: ongoingTeam members: Ariely and JamieVision: To raise money and exposure for the high needs students at Enumclaw.Goal 1: To raise $_______Goal 2: To provide opportunities for these students to run a business on campus.Goal 3: to provide a community service project.Sock and Clothing DriveDate: May 11th 14thTeam members: Rechelle, Seth, Morgan, Savannah, Lauren, Eric, Trent, PeytonVision: To raise $500.00 to donate to global cause.Goal 1:Goal 2:Goal 3:Senior Class Talent ShowDate: April 16thTeam members: Katie, Rob, Alyssa, KeylaVision: To create a talent show which will raise $500.00 for the Senior ClassGoal 1:Goal 2:Roadside Litter ProjectDate: May 2ndTeam members: Nikole, Taylor, Griffin, Sam, and CarsonVision: successfully clean Veasey Cumberland Highway assigned to EHS.Goal 1:Goal 2:Assignment #1Using Fridays assignment as a starting point, brainstorm all tasks that need to be completed to reach your goals. Group all the activities into categories.Assign team members to activity groups. Produce a wall chart showing tasks, names, completion dates.What Must Happen for Schedules to Work?Milestone length should match project volatility.Be optimistic in the vision and skeptical in the schedule. (Murphy's Law when the computer locks up)Plan checkpoints for add/cut discussions.Gauge the teams experience with the problem space. Sams experience planning assemblies. The more change that is expected, the shorter the milestones should be. Small milestones set the team up for mid-game adjustments. Management has shorter intervals between reviews.

Point 3: schdules should include short periods of review where leaders can review current progress and account for new information and feedback. 17Project Planning What is it we need to do? This is usually called requirements gathering.How will we do it? Designing or specifying.Go slow to go fastAbe Lincoln said, if I had six hours to cut down a tree, Id spend four hours sharpening the axe and two hours cutting down the tree. Plans and PerspectivesBusiness perspective includes profit, sales, expenses, competition and costs. Who is the customer and what do they want?Technology perspective focuses on how things are built and how they will work. Customer perspective is the most important of the three. What do the students want in an assembly?

Student bodyperspectiveLeadership perspectiveFaculty perspectiveSweet SpotAsking the Right QuestionsWhat does the Enumclaw community want in an assembly?Do we have the technology to satisfy the needs of our customers? Screens, cordless mics. Computers. How do we prepare and practice without missing classes?

Common Bad Ways to DecideBad WayExampleWhyProblemDo it like last timeThis assembly will be like last yearsNot the desire to go back and do new researchSchool expects more.We will build what is hot and trendyWe will use the newest Disney MoviePeople get excited about trends b/c they are fun to follow.Customer requirement should trump fads.If we build it, they will come. Assembly X will be the best everBy distracting everyone to the building, they forget the reason for building.Does the world need a better mousetrap? Kids will come b/c it was cool. The Daily WorkThe most important part of the process is the roles that people are expected to playEveryone should know what the milestones reports, presentations, documents are.There should be frequent meetings where each perspective is discussed. 23Planning Involves The most powerful way to plan a project involves three equal perspectives: student body, leadership, and adults.

Creating a Vision

VisionThe value of writing things down like to recipe for that cake. What all are doingWhat some are doingWhat Im doingWriting things down makes it possible to define engineering work, or capture the overall for the entires only once. In this example, We are all planning the homecoming assembly. Some are making the decorations and Janet is making the arch. 26Vision, goals A strong vision statement of the assembly: The spring sports pep assembly will recognize all athletes while entertaining the student-body and faculty. Can the vision be drawn? Goals: students would still attend if they were not required to go. Where Ideas Come FromOutside the box thinking. Tools for Ideas

T ChartParetoVennaffinityUsing a Pareto Chart in PlanningSuggestions to improve assemblies from BOC meetings.Rank them in orderPlace on a bar chart from most to leastIdeasFollowing brainstorming look for ways to group ideas into like categories. Three to five alternatives.Two choices investigate, research, prototype, and question.One design investigate, research, prototype, and question the final choice.SpecificationsRequirements we must live up to. Feature. A feature specification describes the what the customer receives from our product. Work breakdown structure which is all the small details. Ex. Write the request to purchase, Natasha types up PO, Natasha sends to Tim at district, Tim assigns a # and returns, we can order. ASB ProcessesPurchase Order ProcessFacilities ProcessPromotion ProcessSecurity ProcessStaff Communication ProcessCommunicationProjects are only as good as people on the team. How to facilitate meetings. Direct conversationEnd the conversationMake historyMeetingsFacilitators roleAre the right people in the room?Sit or standPrepareGadgetsBeing on timeEnd with clear steps and ownersHow to Make Things HappenPriorities make things happen.Common ordered listsProject Management the most common types of ordered lists are project goals, features, and work items. Know the Critical PathThe shortest sequence of work that can complete the project. Diagram or flow chart.Show where bottlenecks will be If features A, B, and C are cant be completed until D is done, D must be on the critical path. Emotional ToolkitPressure: a compelling, constraining influence or force. A constraint cant be moved. The assembly is this day.Stephen Coveys 4 quadrantsThe Four ColorsPut the right people on the bus and get them in the correct seat. The Middle Game StrategyTactical (daily) questions. Looking at the goals everyday. Is what your doing today contributing to the big picture?Weekly questionsWhats the probability for hitting target?What adjustments

End Game StrategyBig deadlines are a set of small deadlines.Define exit criteria at the beginning.The end-of-game is a slow, mind-numbing process. The challenge is to narrow the scope of changes until a satisfactory release remains.Evaluate what worked, what didnt and what to change.