Simple Project Management Christin Nevins, Catalyst OC.

Simple Project ManagementChristin Nevins, Catalyst OC

Conflict of Interest Disclosures

None

Objectives

Summary: Too many projects flounder or stall due to weak project management. Many tools and resources on the market are cumbersome and require special training. This presentation offers simple templates, practical processes, and relationship-centered principles that get results and empower participants to quickly add value to any project.

Objectives: Participants will understand how to start, manage, and end a project with

clear metrics and a focus on relational health . Participants will practice using 4 simple project management tools:

Project Template Project Spider RACI Project Plan Status Meeting Template

Agenda

Topic Duration

Welcome :5 Fundamentals :15 Starting Well :45 Ongoing Project Management :20 Finishing Well :20 Wrap Up :10 Q & A :5

Expectations

Brisk paceYou likely won’t finish any exerciseUse it within a week after the workshop (or

lose it)

Two Requests

Pick a Project

Please pick a project to use for activities during this workshop. Characteristics of a good choice:

It is work-related, and it is happening now or soon.

Success or failure matters.It is challenging to manage.

Is It a Project?

Project Task ProcessDuratio

nFinite, longer

Finite, shorter

Ongoing

People Involved

Many 1 or few Depends

Goals Often competin

g

Simple Depends

Fundamentals

“I’m all alone and fully responsible.”

Project Sponsor role: • Definer of success• Liberator of resources• “Organizational Enzyme”

Project Manager role: • Steward of budget, scope, schedule

Fundamentals

Clearing the Head Trash

Fundamentals

“I’m all alone and fully responsible.”

Project Sponsor role: • Definer of success• Liberator of resources• “Organizational Enzyme”

Project Manager role: • Steward of budget, scope, schedule

Fundamentals

“I’m not a real project manager.”

Fundamentals

The Iron Triangle

schedule

scope / quality

budgetfastcheap

good

Simple Project Management

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time

Project Performance Measurement

Individual Evaluations

Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Project Charter

Project Spider

RACI Project Plan


Project Charter

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Starting Well: Project Charter

Project Charter

project charter - the first project document, intended to clarify project purpose & scope

The importance? It helps the project get a running start, instead of limping off the starting line


Project Charter - TemplateProject Name:

Objective:

Sponsor: PM:

Value Drivers Success Metrics

In-Scope Out-of-Scope


Project Objective

project objective: a short description of what the project will attempt to accomplish

The importance? Helps people quickly understand what the project is


Project Objective - Example

“To provide a healthy meal for the team, to increase productivity & morale today”


Value Drivers

value driver: the must-have elements of the project that significantly contribute to its value

value = [ benefits • P(benefits) ] - [ costs ]

The importance? People wander. They lose sight of what must happen to capture the full value of the project.

focused team

employee satisfaction

employee health

quality food

fast delivery

clear timeline communication

food

tip

consumables


Value Drivers - Example

benefits • P(benefits) - costs

The key? Regular, public review

The importance? Success metrics align actions and communicate priorities.


Success Metrics

Future-State - varies by project

Change Mgt - engagement - commitment - understanding - retention - satisfaction

Project - schedule - scope - budget


Success Metrics - Example

Project Team eating by 11:45am Total project cost <$115

Change Management Nobody quits today 100% of team members get some choice

Future State Team rates food quality >4 out of 5 (avg) RDA saturated fat <40% for each employee


Scope

in-scope: the work that must be delivered for the project to achieve its objective

out-of-scope: work that will intentionally not be done on the project

The importance? Just because you can do it, doesn’t mean you should.


Scope Example

In-Scope Research Deciding on Restaurant Ordering Food Setting Table Distribution of Food

Out-of-Scope Drinks (BYO) Dessert Plan for leftovers


Project Charter - ExampleProject Name: Operation GoodMeal

Objective: To provide a healthy meal for the team, to increase productivity & morale

Sponsor: Boss Hog PM: Christin

Value Drivers Success Metrics

In-Scope Research, Deciding on Restaurant, Ordering Food, Setting Table, Distribution of Food

Out-of-Scope Drinks (BYO), Dessert, Plan for leftovers

B: focused team, employee…P(b): quality food, fast delivery…C: food, tip, consumables

P: Team eating by 11:45am, …CM: Nobody quits today, …FS: Team rates food quality >4 …


So… what do I do with it?

Align with the Project Sponsor on all its elements & get Project Sponsor approval

Show it to all new project team members

Use it as the starting point for negotiating scope changes


Key Take-Aways

Focus on value drivers; all else is a distraction

Publicize success metrics regularlyNarrow the scope to focus on value

driversTake the Charter for a walk to

increase engagement

Activity Purpose: To get a head start on chartering (or re-chartering) your project.

1. Fill out the worksheet. 2. Pair up and debrief.

Charter Worksheet


Activity

Project Charter

Project Spider

RACI Project Plan


Project Spider

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Starting Well: The Project Spider

The Project Spider

Project Spider: a tool for visually communicating the stakeholders, deliverables, and scope of the project

deliverable: work product created during the project

The importance? People pay more attention to a drawing; they engage with it.

stakeholder

stakeholder

stakeholder

stakeholder

stakeholder

project

project objective


A Generic Project Spider


Example


Benefits

Communicates the big pictureDemonstrates complexity and

magnitude to the Project SponsorSparks discussion and engagementHelps set up future work:

Communication PlanTasks for the Project Plan


How To Use It

Hand draw it on (big) paper and take it for a walk (show it to stakeholders to get their feedback)

Update it whenever necessaryWhen scope changes, use it to

negotiate for resources or time


Key Take-Aways

Building a Spider is hard work; but worth it

Take the Project Spider for a walk to quickly increase engagement and commitment


Activity

Activity Purpose: to practice building your Spider

1. Start the worksheet 2. Group debrief

Build-A-Spider

Project Charter

Project Spider

RACI Project Plan


RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Starting Well: RACI Project Plan

The RACI Model

Action How Many in this Role?

R Responsible Do the task Usually one (but sometimes a few)

A Approver Say it’s good enough One

C Consulted Provide input to Approver Varies (0 to many)

I Informed Get Told about task completion Varies (0 to many)


ExampleTask Responsible Approver Consulted Informed Due

Select restaurant

Christin Christin Team, Boss H

9am

Gather indiv food orders

Christin Christin 10am

Allocate budget

Christin Boss Hogg

10am

Set table Jane Christin 11am

Accept food delivery

Christin Christin Team 1130am


Benefits

Clarity on roles, deliverables, and deadlines

Serves as the “flexible backbone” of ongoing project management efforts & project status communication


How to Use It

Use the Project Spider to generate a reasonable number of tasks & stakeholder roles for those tasks.

Put 1 name only in each “Approver” bucket.

Align with stakeholders on your initial Project Plan.

Track progress weekly, at minimum send a “cut & paste” version via email to the team.


Extra Credit (yeah!)

Task R A C I DueFeb Mar Apr

3 10

17

24

3 10

17

24

31

7 14

21

[Task 1] Christin Christin 2/27

[Task 2] Christin Christin Jane 3/6

[Task 3] ChristinBoss Hogg 3/6

[Task 4] Christin Christin 3/28

[Task 5] Jane ChristinOffice Mgr 4/4

…


Key Take-Aways

Single ApproversThe Project Plan is the primary tool

for ongoing PM communicationsComplexity will paralyze the PM


Activity

Activity Purpose: to get a start on your RACI Project Plan

1. Start filling out the worksheet. 2. Pair up and debrief.

RACI Project Plan Worksheet

Simple Project Management Ongoing Project Management

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Ongoing Project Management: Status Meetings

Status Meetings

status meeting: a regular meeting/call led by the PM, intended to align and engage project team members

The importance? Team members can see the big picture and resolve problems quickly with all key players together.


Effective Status Meetings

Regularly ScheduledShort (stand-up)Focused Agenda

New Issues New Risks Old Issues Old Risks Update Project Plan

issue: a current problem with the project

risk: a potential issue


Issues Log

Issue OriginatorDate Logged

Plan to Resolve Owner Due Comments

Not enough plates

Jane 4/20 Borrow from cafeteria

Jane 10:30 am


Risk Log

Risk Originator Date Logged

Plan to Mitigate Owner Due Comments

Lactose intolerant eater

Bob (PM) 4/20 Ensure milkless options

Bob 9:30 am


Key Take-Aways

If you have an Issues Log, Risk Log, and Project Plan (which you should) update them regularly, or no one will take you seriously


ACTIVITY

Activity Purpose: to capture some issues and risks on your project.

1. Fill out the worksheet. 2. Pair up and debrief.

Issues & Risks


Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Ongoing Project Management: XYZ Feedback

The Truth will Set You Free

Bad news early is good news.


Providing Feedback

feedback: an explanation of the impact (both positive and negative) of an individual’s behaviors

The importance? The team counts on the PM to lead (solve performance problems & encourage good work).


An XYZ Sandwich


Advantages

Focuses on behaviors and impact, not intentOpens up options Useful in 360 degreesDrives dialogue

Intent ≠ Impact


Example 1

Bob (PM): “Jane, here’s what I think… I overheard you talking to a client about your frustration with me for not buying your team a lunch from St Elmo’s. When you complain to clients about things over which you (and they) have no control, they tend to lose confidence in us. Client satisfaction may suffer as a result. I’d prefer you bring your concerns to me, work with me to find solutions, and not let your frustration and anxiety spill onto our clients. What do you think?”


Example 2

Team Boss: “Bob, I overheard you talking to Jane and telling her what a great job she did setting the table. Good job.”


Key Take-Aways

The PM must deal with performance problems-- they won’t get better on their own

The PM is in a great position to reinforce good work

Edify, don’t condescend


ACTIVITY

Activity Purpose: to practice providing XYZ feedback.

1. Fill out the worksheet.2. Pair up and debrief.

XYZ Feedback Worksheet


Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Ongoing Project Management: Zen Time

Zen Time

zen time: regularly scheduled periods of reflection and meditation for the PM

The importance? Our intuition helps us avoid big problems.


Finishing Well

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Finishing Well: Project Performance Measurement


project performance measurement: a post-project assessment of a project’s success in achieving its objectives

The importance? Accountability: those entrusted with the organization’s scarce resources should account for their use

Finishing Well: Project Performance Measurement

How to Measure Project Results

Success Metrics (duh)

Data tell a story, but not always a complete story-- can also use:InterviewsQuotesStoriesSurvey text responses


Finishing Well

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Finishing Well: Individual Evaluations Individual Evaluations

individual evaluation: a report from the PM on the performance of an individual project team member

The importance? Individuals on the project (and their supervisors) deserve to know how they’ve performed, to help further their professional development

Finishing Well: Individual Evaluations Quick E-Mail Format

Dear Jane Doe’s Supervisor (cc: Jane), Thanks for supporting this important project. I thought you’d be interested in my thoughts on Jane’s performance during the project:What Jane should START doing…What Jane should KEEP doing…What Jane should STOP doing…


Finishing Well

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Finishing Well: Formal Closure

Formal Closure - 3 Critical Elements

Sponsor AcceptanceAfter-Action Review (AAR)Closure Communication


Sponsor Acceptance

Sponsor acceptance: a formal acceptance of the project’s key deliverables, signifying the completion of the project’s work

The importance? It ain’t over until the Project Sponsor says it’s over.


AAR

after-action review (AAR): a meeting led by the PM that captures lessons learned from the project; also allows an opportunity to acknowledge & celebrate

The importance? Allows for emotional closure for project team members. Also helps deepen the individual and organizational learning.


Key AAR Elements

Recap of project history (objectives, schedule, staffing)

Review of project performance (using Success Metrics)

Capturing & prioritizing lessons learnedFoodA sappy speech from a leader

(acknowledging and celebrating)A team photo


Closure Communication

closure communication: a formal communication from the PM to stakeholders, stating the that project is complete & summarizing the project’s results

The importance? Avoids confusion, creates some buzz


Key Take-Aways

Data are great. Data + stories are better.

People gave blood, sweat, and tears to the project. Acknowledge, honor, & edify (build) them.

Speeches only feel cheesy to the speaker.

Wrap Up

Review

Project Charter

Project Spider

RACI Project Plan

Status Meetings

XYZ Feedback

Zen Time



Formal Closure

step 3

Finishing Well

step 2

Ongoing PM

step 1

Starting Well

Wrap Up

Key Take-Aways

I will ________________within the next ____ day(s).

Wrap Up

Commit

Team Dynamics

Wrap Up

Related Workshops

Sustaining Organizational Change

Leading Change

Strategic Change Management

Building Trust


Christin [email protected]

317.413.4663

Simple Project Management Christin Nevins, Catalyst OC.

Documents

project document

ongoing project management

weak project management

project sponsor role

project purpose scope

real project manager

scope slide

schedule slide