Art of Project Management - Make Things Done On Time
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Experienced framework of project management
Transcript of Art of Project Management - Make Things Done On Time
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Agenda
Why Project Management?
Manage the culture
Manage the tasks
Manage the cost
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Why project management?
What’s the key objective?
Is it helpful?
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The key objective
Make things done on time,
earn and pass the credit!
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Why projects fail?
Changing scope
Insufficient planning
No risk or issues management
Poor communication
Lack of commitment and responsibility by stakeholders
No accountability at all
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How project management help you?
• Optimize the outcome
• Align the right people
• Minimize the timeline
• Control the cost
• Manage the change
• Prevent the risk
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Agenda
Why Project Management?
Manage the culture
Manage the tasks
Manage the cost
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Culture management
How to create consensus?
How to create incentive?
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How to create consensus?
1. Make clear communication
- Define the key objective
- Define the expectations of outcome
2. Create task force team
- Pick right people from other teams
- Define role, responsibility and decision point for each stakeholder
- Make each other recognize and respect each professionalism
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How to create incentive?
1. Make everyone love the project
- Make everyone participate
- Keep them informed
- Create win-win situation
2. Assign credits to each team (Accountability)
- Recognize their efforts
- Make boss know their credits
- Create awards
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Agenda
Why Project Management?
Manage the culture
Manage the tasks
Manage the cost
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Define the process first
Initiation Plan
DetailedPlan
Status Report
PostProjectReviewReport
Tracking & Review
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Scheduling, Tracking and Control
How about learning curve of the teams? Weekly team meetings Detail planning in 1-2 month Define and manage “critical path”
– First critical– Prioritize– Who, what, when
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Set milestone and break down the job
1. Define scope2. Define the key stages of process as milestones3. Break down each milestone into tasks
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Set priority
Technical difficulties
Value to client
Top Priority
Edge? Ignore
Profit?
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Set your timeline
Remind First thing first Leave buffer (holidays, annual leaves)
General items UI design & approval R&D development time UAT + Regression Time Marketing preparation Sales promotion period
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Assign and track the tasks
Regular meeting Arrange regular meeting to communicate
the tasks and track the status Provide recap of meeting each time
Action Items List of tasks for each team to do To track the status of each task regularly
by email, phone conversation and meeting
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Status Reporting
3 key items to report to stakeholders– Things done– Things to proceed– Outstanding things to discuss and solve
Report details– Team– Task items– Who responsible– Result– Complete date
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Issues management
Raised-Up issues log Raised from Who, Which team, Raised-up
date Category of issues, issue items and
description Status of the issues: Open, Work-In-
Progress, Done or Closed Close date of the issues and how it is done
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Risk management
Identify which factor will cause the project to go off track.
Set expectation and communicate with each team early.
Develop risk / contingency plan early. Monitor the status and the risk plan
regularly.
Early response is the key!
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Manage Expectations
Communication Plan
Make major policy decisions up front
Don’t make promises to users up front
Monthly status report and review
Monthly / bi-monthly presentations
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Agenda
Why Project Management?
Manage the culture
Manage the tasks
Manage the cost
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Types of cost
• Development cost
• Research cost
• R&D development cost / Vendor cost
• Additional system / software cost
• Regular overhead cost
• Monthly overhead cost in technical / operations
• Monthly G&A (general and administrative overhead cost)
• Monthly support fee in system or licensing
• Sales / Partner Commission
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Cost Benefit Analysis
Monthly Total revenue
= Total accumulate client x price
Monthly Total cost
= Initial development cost + monthly running cost + G&A + Commission
Profit
= Cum revenue – Cum cost
When profit > 0 => Break even
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Golden thumb of rules
• Make yourself love your projects no matter it is your final idea or not.
• Believe your project work till the end.
• Don’t bad month what you are in charge.
• Keep each party communicated regularly.
• Well understand every task you assigned to each team.
• Don’t provide any tasks you don’t know how to handle.
• Your “how to” need not be the best but at least make profit.
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Golden thumb of rules
• Keep record to any issues raised up and be responsive to the top priority one.
• Keep responsive to sensitive problems early.
• Don’t push if other teams resource have already been in baseline. Step back and think work around.
• Keep detail thinking on every possible area.
• Keep everyone know your timeline.
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Calvin ChanEmail: [email protected]
Masters inInformation System ManagementQuantitative Analysis for Business
Media, Information & Technology Industrywith expertise inProduct ManagementProject ManagementOnline Products DevelopmentUser ResearchBusiness Quantitative Analysis
