From Practice to Experience
Our Philosophy (continued...)
The key phrases are:
A plan is needed starting with the definition of the project objective and scope and culminating in a detailed break-down of all the work items including an estimate for their duration. Project management is problem solving applying top/down thinking and problem solving when defining all work items. The objective describes the results of the project and also defines the constraints to operate under. The objective may be to remodel the kitchen with the goal to increase the value of the property spending less than $20,000. The objective may be to graduate within four years. Another objective may be to develop a line of natural beauty products that appeal to men and women alike; the goal is to achieve annual revenue of $10,000 within two years. The scope of a project defines the number and kind of products that are the result of the project. For example, graduating within four years requires 30 hours of course work, two referred publications and a dissertation. The scope may also describe the features of the product based on the needs of the target customers and an analysis of the competition. The method that leads to a detailed schedule is the so-called work breakdown structure that divides the work items into a hierarchy of tasks. Defining dependencies, estimating the duration of a task and assigning a person to each task turns the work breakdown structure into a project schedule. The kind of work and tasks are very project specific. The key to success is the same. Don't forget related work items outside the project team. Get as much input and feedback from everyone involved in the project. Try to be as complete as possible. Keep in mind the mundane and more administrative tasks. As much as planning is a way of thinking, the other components of project management organizing/staffing and controlling/directing imply a mode of operation. The organization is a group of experts with one person having the expertise of a project manager. The dominant mode of operation is proactive, with a focus on eliminating risks as early as possible, creating an environment of open communication. The project manager is the focal point for communication, coordination, monitoring the progress and managing the risk. He or she depends on the expertise and cooperation of the group members in order to succeed. Group members may work for the same employer, be part of the same volunteer organization or be contracted for their services. What they have in common is they have a stake in the outcome of the project. They are part of the group because their expertise is needed in areas such as marketing, software development, technical documentation or training. It is the project manager's task to turn the group into a team and to insure their commitment to the project by attending to their needs and creating an open flow of communication. Regular team meetings are an excellent way for maintaining open communication. These team meetings help all members understand how their contribution fits into the big picture. In turn, the project manager finds out about obstacles and current status. It also provides a forum for joint problem solving. Not only the project manager has to be proactive by anticipating, clearly defining and preparing the different tasks that need to be done. This means that each member of the team has to be proactive in their area of responsibility. Each member of the team has to state what is needed for them to do their jobs. Maintaining a list of risks and actions to be taken to eliminate them is the job of the project manager. Risks come in different shapes and forms: If the product requires customers to change their way of working - this is a risk. If the individuals in the group never worked together - this is a risk. If the technical feasibility is unclear - this is a risk. If the marketing trend is hard to read - this is a risk. To sum it up: Project management is a structured approach for achieving one's goals with a predictable quality within a given time and budget. Everyone is proactive, geared towards open communication and eliminating risks. Adopting the mind set of project management not only increases the probability for meeting the objective of the project, but also the probability for people to reach their potential. Project management is a way of thinking by planning ahead. It suggests how people can work together towards a common goal. |
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