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Appeal

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Index
Defining project Bypassing planning Project objectives Setting limitations Project planning Effective planning Project resources Launching a project Effective Monitoring Scope creep Software Closing a project
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Defining project
Define Goal & expected changes after project What are the benefits for client For organisation (helps to set the priorities) Time boundaries Resources needed People Money Hardware & Software Facilities Element of the risks Maximising result plan & optimize efforts
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Defining project
Steps Define the project Plan the project Estimate duration, money and resources Build a project team Launch the project, Party with stake holders Monitor the project, review the progress Closure of the project

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Bypassing planning
Mentality of Pushing the project Planning means waste of money and time Laziness, Shying away new methods Overconfidence Deceiving that adopted methods are the best Hoping everything will be all-right Lesser / Poor experience of manager Sr. management involved in many crisis & activities Too much dependency on consultants
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Project objectives
Sense of purpose? Would help on focus Target? Would help motivating the team members Prioritization & Time sensitive? Would help to organise & measure how much to go Specific Clear & Simple Measurable to measure the success of the project Aggressive but Realistic to achieve action & result Who has created the project? Have you suggested? Or Direct client? Or senior management of client? Or Their client? Or Consultant of client? Or Consultants of clients client?
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Define Project
Ask - What project should attempt to achieve? Is there a need to change? How? To create something new? Why? Why is it important? Is any liability linked? How soon it is needed? Is it time dependant? Define Key players from client & organizational side Vision statement & share during kickoff meeting Seek agreement Be flexible to revise the vision statement or objectives
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Setting limitations
Time constraints Who is setting the time constraints? Is any scope shifting the time frame? Is it realistic? Is it shorter than team envisaging? Does it have right distribution across phases? e.g. RA 2 months & entire development 2 months?? Budget constraints To control the scope of the project, Client would always want to have as much To check, monitor & control the budgets Can you absorb over-run of efforts & budget? Structural constraints - To get buying from all the hierarchy
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Risk & mitigation

Estimate probability of occurrence and impact thus likely exposure External - Out of control of manager; good to identify the owner & transfer Internal - Understand, measure the impact, mitigate or transfer Track till closure or transfer Think always contingency plan

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Project planning
Look at the bigger picture - Think priority, available resources, budget, schedule, resources to be recruited, etc Set a reference point - Baseline the schedule for tracking Communicate a vision - Share a well written plan to all Delegate the tasks - Cover all the activities, define role of everyone, make delegation Break into modules - Clearer & smaller tasks helps
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Project planning
Allow to control - Define ownership once modules are defined Set clear roles - Helps avoiding confusion, no excuses for missing deadline Adapt to change Plan creates direction, revisit original assumptions & change if & as required, needs agreement Check history Similar project might have been executed, visit previous templates, talk with team members who were involved, capture the tips & act accordingly
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Project planning
Plan brainstorming meeting chaired by third party Gather team members to brainstorm Requirements understanding & knowledge transfer Detailed Plan Risk mitigation Resourcing and Budgets Pre-project activities are listed & scheduled; To check if re-scheduling is required To group the activities logically, chronologically and cost based to make assignment eazier To plan further meetings for checking completion, acceptance, availability of the resources
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Project planning
Creating milestones To measure the progress To focus on results To divide work schedule To raise alerts for risks & difficulties Attributes of mile stones Defined milestones in agreement with client Direct & clear statements for deliverables Verifiable results Adaptability By client and team members
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Effective planning
Time estimate Estimate the size of the project , convert it to schedule & check is it inline with clients expectations? Resource need- Build the team using the best possible members, also include infrastructure, hardware, software, etc Cost determine how much would the project cost? Have a firm grip on direct (salary, travel, equipment) & indirect cost(overheads like management cost, stationary, administration, etc. Track the cost as project progresses
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Effective planning
Completeness Do not miss any activity/ feature/ function. Include all review & rework activities. Estimate efforts & time needed to complete the activity Allow contingency time for holdups , overruns, quality rejections, delivery failures, leave, holidays, meeting, emergency, accidents, etc. Identify dependent & non dependent activities, Connect activities based on priorities & dependency. Non-dependent activities can be completed in parallel. Create network diagram for dependent activities & determine critical path Track all activities
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Effective planning
Assign the resources Changing objectives- review to check the changes due to inadequacy at starting phase, Address appropriately re-estimating & re-scheduling. Experience-Use organisational experience Recorded data & PCB (project capability baseline) Use historical data- PCB, ready components, etc Consultant Hire expert for estimation & reviews Do not agree under pressure- Client or management might push estimation or schedule. Unless it is realistic & doable, do not agree. Communication Synchronize the communication with all stake holders & seek agreement
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Leadership style
Authorative Making most of the decision on own, discouraging different ways of looking at thing; Disadv team members can get disgruntled since unable to vent their opinions Hands-on Less dependent on fellow members, can work with less confident members Consensus seeking spend time listening to members, helps building team confidence, encourage members to use their initiatives, long time for decision making Analytical more time spend analyzing the situation & planning, fine tuning decision making, attention to details, need to be good at delegation
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Project resources
Check the leadership of manager Ownership of failures Ability to motivate team Ability developing team members Ability to cope up with the changes Ability to delegate Leading from front
# Role # 6 7 Role Encouraging & Motivating team Keeping priorities of stake holders 1 Establishing objectives 2 Preparing master plan

3 Fixing budget
4 Defining & communicating roles 5 Selecting team
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8
9

Reciprocating demands
Monitoring & controlling progress

10 Ensuring targets
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Project resources
Project performance depends on the skills of the best possible team without burdening the budgets to ensure quality & speed List the key role, designation, brief description of each tasks, necessary & preferred skills Check team logic by grouping different roles Get the best available resources, identify the training needs Assure to have back up for the key resources Revisit schedule to adopt available resource Chase second choice if first choice is not available Workout new recruitment, invest as & if necessary Get agreement on the team, hierarchy and their roles Forecast direct (Salary & subcontract) & indirect cost Arrange a team meeting, convey goal & objectives, communicate the role and schedule Request for explaining understanding of role & responsibility
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Teamwork & spirit

Forming Seek commitment from individual, explain their roles & seek their understanding, discuss their expectation, understand their background, areas of expertise, etc Storming Address the grievances & conflict, avoid getting too personal, brainstrom to carry assigned tasks effectively, what support do they need, etc Norming Allow members to settle, set the guideline for daily reporting, conduct start up meeting for daily updates, etc Performing Motivate working together & to perform towards shared objectives, recognize good work, grant higher role, more responsibility, encourage to develop new skills, etc Boring If project is long, members feel they have outlasted their role, remind their deadlines & targets Mourning Finishing tasks early could de-stabilise, assign more tasks to bind those members
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Project resources
# Role Description Supports project, guides to manager , powerful leverage during tough time, can be relied Having final say, manages the project - plan, track, control & measure Seek agreement , advice & secondary support; invaluable contributor, provides opinions on result, involving at every possible phase, listen & act on their feedback, Test & accept To execute day-today operation, measurement, arranging meeting, Have hierarchy, can raise question decisions offer alternate way of thinking, execute responsibilities offered, updates on progress 1 Champion 2 Director/ Manager 3 Sponsor/ client

4 Project manager 5 Team members

6 Support team Includes HR, legal, contract, finance, sys-admin, admin,

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Project resources
# Role 7 Analyst 8 Critic / Reviewer 9 Team builder 10 Creative 11 Activator 12 Carer Description Seek inputs, from external sources, Appointment based on repeat experience Critic who has unrealistic standards, final say is of manager, compare results of advice Brings members together, inject team spirit, energetic & self motivated Improvised way of working helps to project & team Keen to push things forward, usually goal oriented, A sympathetic person listening to the grievances, safety valve for volatile member
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Delegate effectively
Right team Seek the member based on track record & then potential Communicate Communicate expectations clearly, exact nature of clearly the tasks, Avoid ignorance

Set realistic Understand potential, capability, experience & energy targets while setting the tasks
Monitor progress Indicate clear milestone, define % completion in agreement, Have a check list to declare the completion of the tasks, seek inputs on daily basis

Get & give Seek updates on performance, check the results, ask feedback the supervisor & give feedback setting / reminding the expectations

Encourage Encourage commitment & time from team members accountability to complete tasks as planned;challenge ownership
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To motivate team
Question Understand reasons liking of challenges, status of motivation the assignment, recognition, salary, security & stability. Understand liking & disliking & act; demand high standards of them & encourage hard work, think something new always. Recognize Credit members for the tasks well done, be specific good work on compliment, Steer them Understand the resistance to change, get the agreement sharing the cons of the old system, support while establishing the change Encourage Select employee who dares & like change, Support change & guide to take more, share examples of success, Set up Appraise regularly, focus on hard facts & quantify., appraisals set up measurement
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Launching a project
Halfway pointrevisit again while launching a project What are the main constraints of the project? What are the reasons for the project? What are the problems of the client which lead to this project? Who suggested the project? Vision of the project Who will be main beneficiaries of the project? What would happen if project is failed or shelved? (Loss of revenue or profitability?) What are the desired outcome of the project? Who have you involved in the project? Have you identified all the resources needed for this project? Activities needed to complete the project? Set monitoring process and reporting mechanism?
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Launching a project
Re-launching project Understand the problem Seek main beneficiaries inspiration to push Reestate project objectives Focus on activities Reenergise team Revisit time table Revisit members- right members & numbers Consider the risks & their handling Focus on monitoring keep close eye on performance & progress
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Launching a project
# Analysis Detail description 1 Handling Ask what if questions & alternate paths uncertainties Workout oddsseek expert advice Assess success; to lower the element of errors Identify key uncertainty choose 3 to 5 points Prioritize Try top most important uncertainty Specify impact & outcome Simulate the future Hire consultant- Experienced resources when needed Prepare contingency plan 2 Managing information To set up physical information center like LCD Separate the data - group the information Appoint a knowledge coordinator if budget permits
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Launching a project
# Analysis 3 Effective Communicating

4 Preparing project report

Detail description Ask questions, encourage open communication Make announcements Listen , pay attention, dont interrupt Prepare weekly reports List the stakeholders Kickoff / launch the project Project a vision Establish a targets Recognize uncertainties

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Effective Monitoring
# Item Description 1 Effective Measure progress monitoring Boost team morale Encourage flexibility 2 Progress Provide eazy feedback reports forms Make reports regular Make reports brief 3 Review Book a regular meeting meeting slot Be specific Structure the meeting Description Assure client Safeguard decisions Prevent collapse Include basic details Make comparisons Underline problems Start with highlights Allow question time Be available Write meeting summary Appoint a meeting leader
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Effective Monitoring
# Item Description Description Dont shout Keep copies & ready reference 4 Email Is email the best? communication Keep email short Read through

5 Monitoring schedule-

Monitor schedule capture reasons for delay Overestimation of experience & skills Low motivation
Encourage use of time sheet Face to face meeting Conclude on nonperformers, change if needed, it is never late

Fail to achieve targets Personality clashes Incomplete prerequisites Less efforts than envisaged In-efficiencies
Encourage ideas to improve Cost effective alternatives Judge the work for its quality

6 Measures to avoid delay

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Effective Monitoring
# Item Description Description Underestimated work schedule for the consultants 7 Monitor the Under researched cost purchases Time delay & overrun

8 Measures Invite more bids, negotiate to minimise hard the cost Avoid overtime
9 Change request Assess impact on efforts, schedule, quality & cost, convey to stakeholders & get approval

Adopt close down process release equipment or members if not required

Explain change once accepted

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Scope creep
Process of introducing new parameters & approaches to a completed project plan Factors for scope creep Fear of turning down a client Not realizing or underestimation of impact of changing project plan Over-optimism of new suggestion to improve a difficult situation Lack of faith in original plan, desire of over engineering Effect of scope creep Risking / derailing the project Encourages client to make further suggestions
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Scope creep
Controlling the scope creep Reasons for change to be convincing Check impact of not making changes & doing nothing Do not be afraid, convey the proposed changes, it could hinder the project Managing the risk Identify the risk, probability of occurrence, impact, exposure, mitigation plan & owner Be objective while avoiding occurrence of the risks Develop risk management strategy, close or transfer the risk, develop contingency plan Communicate the risks to all stake holders, seek feedback, device alternative strategy
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Softwares
# 1 Item Description Project Eazier storage & retrieval of information management Analysis of information software Preparing report & presentation, check accuracy of data Over-reliance on data Loss of team spirit / communication Speciality software Project management, email, Spread-sheet, word , calendar, database (access), presentation Eazily available, and Efficient Difficulty in integration, we miss bigger picture Calculate project budget Manage/ Monitor schedule; task duration, assignee, etc Optimize schedule & resources Auto / predefined project report Integration with data Needs training to the users
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Integrated Software

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Closing a project
Following are advantages closing the project Measure success if objectives have been achieved? Satisfies the team- sense of achievement of completing project Paves the way for future teamwork recognizing efforts & hard work Avoid repeating mistakes create records of lesson learnt, derive benefits from mistakes Control expenserelease the resources Improves communication with end users, earns respect Offer personal satisfaction, write challenges you have faces & how did you overcome
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Closing a project
Plan project closure - To arrange a meeting with all stake holders communicating formally the closure, presenting data of efforts, schedule, quality (defect data) and cost (actual & variances), degree of achievement, change requests, feedback, progress reports, positive & negative points, challenges, risks & how those were managed, lessons learnt & corrective actions, performers, emerging leaders, productivity, do & dont for future projects, areas of improvements, etc Release hard & soft resources (Hardware, source code, software, team members, their access rights, project email id) Complete appraisal Celebration & thanking Foster a spirit of collaboration, improves morale, underline core values Seek official approval of closure
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Thank You

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