Essential organization tools -...
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Dr. Rémi Bachelet Centrale Lille Introduction Objectives Course plan Essential organization tools Project management 1 Image Wikimédia Commons cc-by : Source
Transcript of Essential organization tools -...
Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
Essential organization tools
Project management
1Image Wikimédia Commons cc-by : Source
Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
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Getting started
Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
Course under Creative Commons license
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Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
Establish objectives:
• Implement PDCA, SWOT analysis
• Negotiate deliverables with stakeholders using the time/costs/scope triangle
Organize meetings:
• Agenda, report, chair...
• meeting effectiveness : a Check-list
Manage a Todolist
• Specify and allocate tasks
• Set milestones
Master the basics of project tools to:
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Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
Course outline
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• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting reportChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
Dr. Rémi BacheletCentrale Lille
Introduction
Objectives
Course plan
• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting reportChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
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Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Essential organization tools
Chapter 1
Set and negotiate the objectives of a project
7Wikimédia Commons cc-by : Source
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Those who… Are the…
… request, pay, use, or decideto stop the project
Client, product owner, sponsor, funder
… steer the project Project manager, projectowner…
… implement the project Project team: key players, suppliers, consultants…
… are concerned e.g. support or oppose the project withoutworking on it
Sponsors, target population
Project stakeholders
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Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Project stakeholders
See "project strategic analysis" course
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Those who… Are the…
… request, pay, use, or decide to stop the project
Client, product owner, sponsor, funder
… steer the project Project manager, project owner…
… implement the project Project team: project actors, suppliers, consultants…
… are concerned e.g. support or oppose the project without working on it
Sponsors, target population
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
SWOT matrix
10Wikimédia Commons cc-by : Source
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Example of a matrix
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Auteur Paul Stainthorp cc-by : Source
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Action cycle: PDCA
– Plan– Do– Check– Act
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See"Project evaluation and
impact" module
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
The Time – Cost – Scope triangle
Scope: technical specifications: functions, reliability, ergonomy…
Deadlines: a project is time-limited. Penalties for late completion, termination date…
Budget: salaries, purchases, machines amortization, subcontracting…
Cost Time
Scope/results
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Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Cost Time
Scope
In practice…
0% 100%
.
Longer times
Shorter times0%
100%
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Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
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Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Centrale LilleDr. Rémi Bachelet
Chapter 1
Based on a project or an event that you have to organize (e.g. the annual school party)
• List project actors• SWOT matrix
… to speed up this project, you might want to streamline/simplify some of the deliverables
• What are the advantages and drawbacks?• How should the simplifications be chosen and with
whom?
Choose one of the deliverables and define how to achieve it
• PDCA
Implementation
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Quiz
Dr. Rémi BacheletCentrale Lille
• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting reportChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Essential organization tools
Chapter 2
Organize effective meetings
19Image Wikimédia Commons cc-by : Source
Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Useful meetings?
A meeting is expensive
cost = hourly wage cost X number of participants + …
1. When will the meeting take place?
– Set a date that is neither too early, nor too late
2. Are the right people invited?
– Unnecessary participants
– Absent experts/decision-makers
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Useful meetings?
3. Prepare the meeting
– 1h of meeting = 4h of preparation
4. Before starting, review the objectives:
– agenda
– round table introductions
– review deliverables and previous decisions
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A meeting should not be improvised: 1/ preparation work done 2/ effective presentation
Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Effectiveness of a meeting
• Two major roles:
– The chair: organization, time effectiveness, subjects to be discussed
– The secretary: reporting, drafts and sends the minutes/report
• Decision/actions?
– At the end of the report : objectives and deliverables
• Model document
– Check-list : was my meeting effective?
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
4 types of meeting
1. Technical meeting
2. Gate review
3. Progress meeting
4. Stand-up meeting
Image cc-by : Source
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
See “Problem-solving
Methodology” module
Technical meeting
– Goal: work through specific points, deal with a
problem
– Work Sequence: agenda, point by point discussion, objectives & deliverables of the next meeting
– Duration: can take time!
Image cc-by : Source
– Participants: member(s) of the team, specialists, client…
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Gate review
– Participants: project manager, team leaders, client, decision-makers, steering committee…
– Goal: present the essentials: progress, results...
– Work Sequence: agenda, presentation, questions, (discussion), decisions
– Duration: never longer than one hour
Image cc-by : Source
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Progress meeting
– Participants: internal to the project team
– Goal: schedule monitoring, mutual aid, communication and motivation, detection of problems
– Work Sequence: agenda, point by point discussion, objectives for the next time
– Duration: be careful!
Image JISC infoNet cc-by-sa-nc : Source
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Image SeedRocket cc-by : Source
Stand-up meeting
– Work Sequence: everyone answers three questions
1. What have I done since the last meeting?
2. What should I do now?
3. What difficulties did I have?
– Duration: very short!
Written report for every meeting !
Monday and Thursday,at 10h break, 20 min max
– Participants: available members
– Goal: rapid review
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Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Summary
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Effectiveness of a meeting: when, who with, preparation, chairing
Roles:Chair, Secretary
Useful meetings?
Effectiveness
Types of meeting
Chapter 2
Centrale LilleDr. Rémi Bachelet
Implementation
(continuation of the project you defined in chap. 1)
Prepare the meeting for the project launch• What is the agenda?• Who is invited?• What documents need to be prepared?
Other meetings to be organized? • What type?• How many?
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Quiz
Dr. Rémi BacheletCentrale Lille
• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting reportChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
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Content
Tips
Chapter 3
Centrale LilleDr. Rémi Bachelet
Essential organization tools
Chapter 3
Meeting report31Image Wikimédia Commons cc-by : Source
Content
Tips
Chapter 3
Centrale LilleDr. Rémi Bachelet
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Content
Tips
Chapter 3
Centrale LilleDr. Rémi Bachelet
Meeting report: key points
• Coherence: Standard template for all reports
• Objectives are described: Who’s in charge / specific and precise deliverable / end date / work load…
• Follow-up: Start by reviewing the previous objectives
• Simplicity: Continue with the same shared document
• Speed of action: sent within 48h, approval is requested... by default
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Content
Tips
Chapter 3
Centrale LilleDr. Rémi Bachelet
Templates for reports
• Available here
• As a mind map.
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Content
Tips
Chapter 3
Centrale LilleDr. Rémi Bachelet
Further exploration
(continuation of the project you defined in chap. 1)
Establish the template to be used for the meeting reports
• Document structure?• A logo, a visual identity for the project?• Circulation/approval process
• How to share the document and get it approved?
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Quiz
Dr. Rémi BacheletCentrale Lille
• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting reportChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
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SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
Essential organization tools
Chapter 4
Project startupImage Stacy Spensley cc-by 2.0 : Source 37
SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
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Specific
Measurable
Agreed
Realistic & Ambitious
Time-bound
S
MA
R
T
simple, precise, clear
Do not impose an objective on someone, help him formalize it… "how?"
Not "reduce absenteeism" but "reduce absenteeism by 15%".
Do not ask"to be more active" but propose "to take responsibility for a task or to chair a meeting"
Date, deadline "For the…"
Too easy not motivating.Too hard failure,discouragement
Before: SWOT, Five W’s
SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
The project charter
1. Project goals - Reasons for undertaking the project
2. Context
3. Deliverables and constraints
4. Main Risks
5. Budget & available resources
6. Stakeholders & Actors
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SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
Project charter: contents (1/2)
• Project goals– Reasons for undertaking the project? – How does it fit the client’s general strategy?
• Context– History/context, previous projects, competing projects,..– Initial SWOT Analysis– Relations and interfaces with other key players and
stakeholders
• Results and conclusions– The final deliverable(s): product, service, expert
report...– Major specifications– Criteria and measurable impact indicators– Scope and limits of the project. Constraints
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SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
Project charter: contents (2/2)
• Main risks– Conditions that must be met for project initiation– Summary: 3-5 immediately identifiable risks or
adverse scenarios that would lead to project failure
• Means and resources– Men & expertise, Time, Money, Material,
machines, facilities…
• Actors– Team, Project manager– Client– Hierarchy– Signature/commitment
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SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
Startup: allocate tasks
• No organization in place yet
What is to be done between meetings?
• The todo list :
1. define the tasks
2. "who does what”
3. monitor progress
Image cc-by : Source43
Todo list [projectmanagementcourse.pm]
Model document : https://goo.gl/DfO8EJ
Shared document = added functions
– Everyone can update the document
– Notifications : monitor updates, comments..
SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
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SMART objective
Project charter
The todo list
Chapter 4
Centrale LilleDr. Rémi Bachelet
Implementation
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(continuation of the project you defined in chap. 1)
Project charter : main points• Your priorities?
After the launch meeting : todo list• Who does what, when?
Quiz
Dr. Rémi BacheletCentrale Lille
• Set the objectives of the project
Chapter 1
• Organize effective meetings
Chapter 2
• Meeting meetingsChapter 3
• Manage the startup phase
Chapter 4
• Project life cycle
Chapter 5
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Chapter 5
Tunnel effect
Project cycle
Centrale LilleDr. Rémi Bachelet
Essential organization tools
Chapter 5
Project life cycle50Image Wikimédia Commons cc-by : Source
Chapter 5
Tunnel effect
Project cycle
Centrale LilleDr. Rémi Bachelet
Day0
Tunnel effect!
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Day1 2 3 … … … … … … … … … … … … … … … … … … … …
SMART
Expect nasty surprises…
No visibility: on time?
Lose interest, forget things...
What can you do?
Should you wait for the task to be finished?
Chapter 5
Tunnel effect
Project cycle
Centrale LilleDr. Rémi Bachelet
Day0
Establish milestones!
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Day 1
2 3 … … … … … … … … … … … … … … … … … … … …
Milestones SMART
Watch out for personality types causing the tunnel effect: the lazy guy / procrastinator and the miracle worker.
Chapter 5
Tunnel effect
Project cycle
Centrale LilleDr. Rémi Bachelet
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Project life cycle
Definition Setup Execution Closure
1 – General objectives, SWOT
1 – Specifications 1 – Monitoring / control
1 – Delivery / transfer
2 –Project charter 2 – Work packages 2 – Modif. of Specs 2 – Client training
3 – Reports, Todo list 3 – Responsabilities 3 – Risk management 3 – Post Mortem
4 – Planning 4 – Prototyping, tests 4 – Reassignment
5 – Budget / Resources
Start End
Initiation
Planning
Execution and control
Closing
See "project planning and
control" course
Chapter 5
Tunnel effect
Project cycle
Centrale LilleDr. Rémi Bachelet
Implementation(Continuation of the project you defined in chap. 1)
• Milestones:– Divide the final objective into sub-
objectives, each with a delivery date
• Design two more ways for your team to prevent the tunnel effect
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Quiz
