PLAN YOUR WORK
AND WORK YOUR PLAN
Bill Davis’s six project and time management tips
AGENDA
• Welcome!
• A Quick Look at Each Step
• Asset Utilization
• Time Management Tips
• Project Management and It’s Benefits
• Websites to Engage
• Introducing the Six Steps
THE SIX STEPS FOR
PROJECT MANAGEMENT
• #1 - Purpose Goals, Objectives and Scope
• #2
- Participants and Stakeholders
• #3 - Plan of Action – Timeline
• #4 - Controls – Checkpoints, Process and
Obtaining Resources
• #5 - Communication Plan
• #6 - Debrief and Evaluation at The Project End
PURPOSE, GOALS
OBJECTIVES & SCOPE
• Group Assessment – It is an inclusive process!
• Purpose, Mapping and Clarity and Alignment
1
PARTICIPANTS AND
STAKEHOLDERS
• Selection
• Asset utilization
• Communication
• Assessment
2
PLAN OF ACTION
AND TIMELINE
• Brainstorm
• Record and Control
• Clarify objectives
• Manage and Plan Time
• Communicate
• Be Flexible
• Monitor
3
CONTROLS
Establishing checkpoints, control
mechanisms and obtaining resources
4
• The Four Steps on Control
• Review and update
- Standards
• Know when to let a project go
- Measure
- Compare
or when to start over
- Decide
• Interim deadlines and checkpoints
COMMUNICATION
Communication – how Will Your
Team Member and Stakeholders Communicate?
•
•
•
•
•
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Communicate with team members and stakeholders
Meet regularly to check on project status and progress
Keep people informed by issuing progress reports
Ensure a positive, open atmosphere
Monitor performance and catch problems early on
Be clear on accountability and responsibility
5
DEBRIEF AND EVALUATION
6
• Share notes of lessons learned with group members.
- Discuss what worked well and what didn’t.
- Discuss what everyone learned from the group’s mistakes.
• Define the project and all of its significant activities and tasks.
• Develop the relationships among the activities.
• Draw the network connecting all of the activities.
• Compute the critical path (longest time) through the network.
• Use the network to help plan, schedule, monitor, and control the project.
TIME MANAGEMENT
STRATEGIES AND TIME WASTERS
• Time Management Strategies
• The process of taking on objectives.
• Estimating the time and resources to accomplish each objective.
• Disciplining yourself to stay focused on the objectives.
• Typical Time Wasters
• Procrastination
• Disorganization
• Perfectionism
• Visitors and interruptions
• Telephone, voice-mail, email,
•internet
Daydreaming and distractions
• Lack of focus or interest
• Doing too many tasks at once
• Accepting too much work
• Paperwork and administrative tasks
• Poorly planned meetings
• Lack of necessary resources
• Failure to use technology
TIME MANAGEMENT TIPS
• Balance all of your roles in life
• Plan for time-specific activities and non-time specific
activities.
• Find your optimal working time.
• Prioritize tasks by level of importance.
• Organize
• Delegate
THANK YOU
FUTURE LEARNING
Website To Engage:
• Project Management Skills – Mind Tools Management:
http://www.mindtools.com/pages/main/newMN_PPM.htm
• Mind Tools Management: Short Quiz – How Good Are Your
Project Management Skills?
http://www.mindtools.com/pages/article/newPPM_60.htm