PLAN YOUR WORKAND WORK YOUR PLAN

Bill Davis’s six project and time management tips

AGENDA• Welcome!

• Asset Utilization

• Project Management and It’s Benefits

• Introducing the Six Steps

• A Quick Look at Each Step

• Time Management Tips

• Websites to Engage

THE SIX STEPS FORPROJECT 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

1• Purpose, Mapping and Clarity and Alignment

PURPOSE, GOALSOBJECTIVES & SCOPE

• Group Assessment – It is an inclusive process!

• Selection

• Communication

PARTICIPANTS ANDSTAKEHOLDERS

• Asset utilization

• Assessment

2

• Brainstorm

• Clarify objectives

PLAN OF ACTIONAND TIMELINE

• Communicate

• Monitor

• Record and Control

• Manage and Plan Time

• Be Flexible

3

CONTROLSEstablishing checkpoints, controlmechanisms and obtaining resources

• The Four Steps on Control

• Interim deadlines and checkpoints

• Review and update

• Know when to let a project goor when to start over

- Standards- Measure- Compare- Decide

4

COMMUNICATIONCommunication – how Will YourTeam Member and Stakeholders Communicate?

• 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

• 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.

6

TIME MANAGEMENTSTRATEGIES 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 YOUFUTURE 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