Post on 31-Mar-2018
David GriffinFebruary 21, 2013
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In a Time Long, Long Ago…
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DAY‐TO‐DAY
RESOURCES
PROJECTS
RESOURCESFEEDBACK
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The Convergence Began…
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DAY‐TO‐DAY PROJECTS
RESOURCES
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…And Continued
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DAY
‐TO‐DAY PRO
JECTS
RESOURCES
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How It Can Feel
Source: www.motherjones.com
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Managing the R.E.D.
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RESOURCES
EXPECTATIONS
DISTRACTORS
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Expectations
Major Influences:Time/DurationFinancial/Budget (ROI)Level of Quality
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Constituents:Sponsor/RequestorContributorSupporter Internal vs. External
(Purpose + Objectives) x Effort = Outcome
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The “Pick Two” Offer
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Quality
Cost
Time
OPTIMAL
OPTIMAL
OPTIMAL
OPTIMAL
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Questions to AskWhat problem are we trying to solve and why is it important to get to a resolution?What outcome is expected?What is the ideal end state and what does success look like?How will success be measured?What is the expected ROI?How is this expected to contribute to overall objectives?What has been, or will need to be, communicated about this project and to whom?How will communications take place and by whom?
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ResourcesPeople (internal and/or external)TimeMoneySystems/Data (internal and/or external)
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Questions to AskWho will need to contribute to this project to ensure success?Who will be impacted by this project, during and after, and what are those impacts?Will training be needed (before, during, and/or after)?What time constraints exist?What is the budget and does it have final approval?What costs will be incurred and will they be one‐time or ongoing? What systems are needed and on what schedule?What changes to processes/systems are expected?
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DistractorsCompeting Priorities
Other ProjectsDay‐to‐Day Activities
Schedules (public holiday, personal vacation, conferences, training)Audits Regulatory ChangesLife Events (births, deaths, illnesses, marriages, divorces, natural disasters)Ineffective CommunicationChanging and/or Wavering Commitment to:
BudgetPriorities/ObjectivesAvailability of Resources
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Questions to AskWhat is the priority of this project as compared to other projects and/or day‐to‐day activities?What is the schedule/calendar for:
Public Holidays?Paid Time Off?Training?Conferences?Scheduled Audits/Visits?
For each contributor to the project:What is his/her contact information?Who can serve as a backup?What procedures/tools are in place to prevent “brain drain”?
What is the communication plan?
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Now What?
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Repeatable Process
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1
Tailored to your environment
2
Supported by standards
3
Communicated to all
Genesis & Planning
Example:
Identify, Describe, & Outline
Align & Confirm
Arrange, Enable, &
Corroborate
Execute & Manage
Mitigate, Direct, &
Accomplish
Close Out & Evaluate
Complete, Assess, & Learn
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Manageable Structure
2/21/2013Source: trainingzone.co.uk
Start End
Straight Through Approach:
Start
Phased Approach:
End
Start
Work Stream Approach:
End
StartHybrid Approach:
End
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Check Points
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Genesis & Planning
Align & Confirm
Execute & Manage
Close Out & Evaluate
Planned: A point in time when certain events must take place and/or requirements must be met before moving on Ad‐Hoc: Achieve an agreed understanding on what was, what is, and what is going to be based on current data and circumstances
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Check YourselfWhat do I need to achieve, in order of priority?
Do I have clarity around each of these?Where am I now in relation to my goals?
Do I have a clear vision of where I am, where I am going, and the gap between the two?
What might the obstacles be to achieving my goal?Do I have what I need to accurately identify these?
How do I remove the obstacles? Do I have what is needed to overcome the obstacles and bridge the gap?
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ToolsSpreadsheetsMS OneNote / EvernoteMS OutlookMS ProjectAsana (www.asana.com)Yammer (www.yammer.com)Basecamp (www.basecamp.com)Project Management Institute/PMBOK® (www.pmi.org)David Allen Company (www.davidco.com)
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In SummaryIdentify the R.E.D. so that you can manage itCreate a process that is
Tailored to your environmentSupported by standardsCommunicated to all
Structure projects in manageable phases/work streams Establish check points at key junctures in the process to get everyone on the same page and keep them there
Invoke ad‐hoc check points as neededPerform a personal check point as neededUtilize the right tools for you and your environmentImprove yourself, your team, and your process by learning from all of the prior experiences
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Questions
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