Project Management Fundas

Transcript

Boss: Hey Dev, why is this project lagging behind schedule?

Dev: That's because every time I focus on it you approach me with tasks that don't concern me at all.

Boss: Please explain.

Dev: You make me attend meetings on your behalf. You make me write codes for your personal projects. You make me...

Boss: Dev, it's all about managing your priorities. I will mentor you on that. Come to me.

Dev: Oh no! I will definitely schedule that as the last item on my priority list.

Project Schedule Management
Prioritization is organizing tasks in terms of importance relative to one another. A project manager deals with contending priorities on a daily basis. All projects, more so large, complex projects - need clear priorities as it affects the success of the project, the engagement with the team, and role of project leader.

Project Resource Management | 13 Nov 2019

Transcript

Boss: Hey Dev, congrats to you and your team for completing the project ahead of schedule. So sorry that I could not be around to mentor the team as I was traveling extensively.

Dev: And I thank god for that. How do you think we could finish the project on time?

Boss: Dev, did I just hear a whistle from you?

Dev: No Boss, it's just the magic of good news which is music to your ears.

Project Resource Management
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project manager but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your manager.

Project Communication Management | 06 Nov 2019

Transcript

Dev: Thank you for joining the meeting. We are here to identify the root cause for the slow progress on our current project.

Dev: Jay, you go first. What do you think is the reason?

Jay: Maya doesn't respond to any of my emails even though they are marked as highest priority.

Maya: All emails from Jay are marked as the highest priority. Moreover, they are too long without any breaks. It's hard to figure out the crux of email.

Sounds from the Meeting Room..
All because of you!
Not me, but you!
Your fault!
Blah.. Blah.. Blah..

Dev: Woah! now if we are done with your blame game session, can we spare some time to put the game face on and find some solutions?

Project Communication Management
Communication is a vital element of a well-managed project. To communicate effectively, project team members must have a good understanding of the communications process. Based on stakeholder analysis, the project manager and the project team can determine the communications that are needed.

Project Communication Management | 30 Oct 2019

Transcript

Boss: Dev, I just had a call with our client and he has asked for some minor changes in the product features.

Dev: And what did you say?

Boss: Told him that with Dev around, they would be done in jiffy!

Dev: What!!! But Boss, I am going outstation for my Diwali holidays and had already given you the heads up on that a month ago.

Boss: Work smarter and not harder so that you can complete the scope changes and also go for your vacation

Dev: hmmm... ok. What are the changes? Can you share the document?

Boss: There is no document. But, this is what I remember. Please make notes....blah, blah, blah, blah....

Dev: huh!

Boss: I hope this has helped throw light on what you need to do.

Dev (thinking): In spite of the upcoming Diwali festival I cannot see any light at the end of the tunnel for this project.

Project Communication Management
Significant portion of a project manager's time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications one needs to consider all factors like different realities, the space the communication takes place in, verbal/non-verbal messages, etc.

Project Resource management | 23 Oct 2019

Transcript

Dev: I want to take this project management certification & training. Going by the new projects that we are doing, this will surely help us to run the projects better.

Boss: Whoa, no way!!

Dev: Why Boss?

Boss: If I pay for your training and certification today, tomorrow you will use this knowledge to get a better job

Dev: Huh

Boss: In the current times, be happy you are getting to work on exciting projects

Dev: huh!

Boss: But if you are still motivated then I suggest you pay for it from your pocket.

Dev (thinking): Forget tomorrow, if I can get a job, I will leave this organisation today itself

Project Resource management
Training and certifications are important techniques for developing project teams. They help to improve skills and competencies, and employee motivation, reduces staff turnover rates, and improves overall project performance.

Project Resource Management | 17 Oct 2019

Transcript

Maya: Boss, I heard that the new hire is getting paid more than me though he has less experience and qualifications. Why, Boss?

Boss: Well Maya, to cut the long story short, the recent studies say that tall people are more intelligent compared to short people. And...

Maya: In spite of my short height it seems like I have hit the ceiling...the glass ceiling!

Boss: Maya, stop grumbling. If you want equal pay then work your way to the top the smarter way.

A few weeks later...

Dev: Hey Maya, what's with the new hairstyle and high heels.

Maya: I am just trying to stand tall in spite of the adversities around me.

Project Resource Management
A project leader needs to use emotional intelligence to increase motivation by identifying, assessing, and controlling sentiments of team members, anticipating their actions and acknowledging their concerns. It helps to improve the morale and confidence of the team members.

Project Scope Management | 10 Oct 2019

Tags: #ProjectScopeManagement

Transcript

Dev: Boss, our new product design is ready for release.

Dev: I designed it with all the features which the client had asked for and also those 'few extra' features that got plied on, along the way.

Dev: With all the scope changes, I am sorry to say that the new product design is ready but looks like a picture of complexity when it should be simple.

Boss: We cannot release this complex product design in its current form. Dev, how about adding a few features to make it "easy to understand'?

Dev (thinking): Oh no! Somehow I am getting that same creepy feeling again.

Project Scope Management
Project scope creep is one of the most devious problems commonly faced by project managers. To avoid it, a clear and well-managed scope is a key element to successful projects. If the product scope and its requirements are not clear and specific, it is a breeding ground for scope creep.

Project Resource Management | 03 Oct 2019

Transcript

Dev: Swami, I am getting a lot of complaints about you not being a team player. Your toxic negativity is decreasing the team's effectiveness and it's output. Do you have anything to say on this for justification!

Swami: All I want to say is that my fellow team members are experiencing illusions caused by my inordinate wisdom and their limited competence. And thus, I rest my case here!

Dev: eh!!

Project Resource Management
Clashes and incompatibilities amongst team members is often a challenge for project managers to deal with. The project manager has an important role in molding this group of individuals into a focused, coordinated, high-performance team.

Project Stakeholder Management | 25 Sep 2019

Transcript

Boss: Dev, why haven't you started with our new project yet?

Dev: That's because I haven’t yet got a buy-in on the proposal from one of our key stakeholders who is apparently vacationing!

Boss: You get started with this project anyways or else we may lose out on our time.

Dev: That stakeholder buy-in is very important. What if the stakeholder asks for a major change!... All our efforts will go waste!

Boss: Remember Dev, change is the only constant. So learn to embrace it and now, hit the ground running!

Dev (thinking): I have learnt to embrace the changes long back now is the time to learn to embrace the storms in this project... Someone, please wish me luck!

Project Stakeholder Management
One of the main reasons projects fail is because the deliverables were not what the stakeholders wanted or did not meet their needs. Hence, engaging stakeholders during and especially at the beginning of the project is extremely important as it will help reduce and uncover risks and increase their "buy-in".

Common Myth About Agile | 18 Sep 2019

Tags: #CommonMythAboutAgile

Transcript

Boss: Tina, as you are aware, Hari quit last week and you have been hired to take over his project.

Tina: Yes, I understand. May I see the project documentation for reference to begin with?

Boss: There is no project documentation created as this project is being executed as per agile methodologies to avoid all such bureaucratic hassles. Isn't that a wise move?

Tina (thinking): I have doubts about whether joining this organization was a wise move or not.

Common Myth About Agile
It's a general misconception that Agile means no or less documentation. Documentation in project management is critical as it lays the foundation for quality, traceability, and history not just for the individual document but even adds value to organizational process assets.

Common Myth about Agile | 11 Sep 2019

Tags: #CommonMythaboutAgile

Transcript

Maya: Boss, I am going on maternity leave from next month. We haven't yet found a project manager to fill in for my role. I am a little anxious.

Maya: I checked with Jack but he is also not available.

Boss: No problem, I will check with Dev and request him to take over..

A few minutes later...

Dev: Boss, there's no way I can take over this project. I am already up to my neck with multiple projects.

Later in the day...

Boss: Maya, we do not have any project managers available to take up this project. How about switching this project to an agile mode. That way there is no project manager required on this project.

Boss: Isn't that quick thinking which you guys sorely lack!

Common Myth about Agile
"Agile doesn't need project managers" - This is one of the most common misconceptions about managing projects in an agile environment.

The truth is that agile management needs project managers, but it won't be the job of project managers to tell the team what to do or when to do it. Their role becomes more strategic and as a coach and facilitator.

Project Management using Agile Methodologies | 05 Sep 2019

Tags: #ProjectManagementusingAgileMethodologies

Transcript

Boss: Team, I have an important announcement.

Dev (thinking): Hope we are not being fired.

Boss: Henceforth, we are going to use agile principles to manage all our projects.

Dev: Experts have said time and again that the nature and characteristics of the project must...

Dev: ...dictate the type of project management approach. As there can't be "one size - fits all" approach to managing projects.

Boss: Dev, don't worry. That's sorted. I have bought multiple copies of the book - Being Agile for Dummies. It is written by an expert.

Boss: The team can soak all knowledge on agile project management and get cracking.

Dev (thinking): I wish he understood that "going by the book" will not help us manage the projects the agile way.

Project Management using Agile Methodologies
When applied, agile principles save time and expedite teamwork on projects. However, it is not something that can be understood by reading a book. Also, it is not the answer to all project management problems.

Project Resource Management | 28 Aug 2019

Transcript

Dev: Boss, you must have noticed that I have been working round the clock for the past few months on Project Harmony and...

Dev: it has ironically created disharmony in my life. I need some time-off badly.

Dev: I am already having health issues due to sleep deprivation and I don't want you to face awkward situations in case anything untoward happens to me.

Boss(Thinking): Oh no!

Boss: Woah, hold on young man! We totally appreciate your hard work. Why don't you take a week's leave, take some good rest and come back with recharged batteries?

Dev(Thinking): Looks like Boss could not handle the fizz. And all I had to do was to lift the lid on my bottled-up feelings to get that much-deserved break.

Project Resource Management
Work-life balance though elusive in today's times is not an unrealistic objective. Project leaders overseeing projects should not only track project progress but also monitor the well-being of those managing projects. Because work-life balance is crucial not just for the manager herself but also for everything she is responsible for.

Project Resource Management | 21 Aug 2019

Transcript

Dev: Boss, given the scope of the new project, I would need at least two more resources in the team.

Boss: Dev, why don't you manage this project just the way you did the last one.

Dev: Boss, the last one didn't have the same complexities and challenges associated as this one. Moreover,....

Boss: Ok fine. We will arrange two additional resources but make sure we get the desired results.

The next week...

Boss: Dev, meet your new team members. Here is Iffy and the one behind her is Bugs

Boss: Both are rookies but all excited to be part of this project. They will provide you that much needed additional support.

Dev: Boss, don't you think they are way too inexperienced for this project? I would rather not get them on board as I will spend more time handholding them.

Boss: Dev, don't you think you are getting way too demanding now.

Project Resource Management
Appropriate project staffing is crucial, yet improperly allocating resources tops the list of most common project management mistakes. Not having people with the right skills on the project can totally derail it. All the planning and best tools and technologies in the world won't overcome an insufficiency of talent and skills.

Project Resource Management | 14 Aug 2019

Transcript

Boss: Dev, there is this urgent proposal that you have to complete by tomorrow evening. It is for a big organization so we have to make it impressive.

Dev: Oh, ok!

Dev: If you need it by tomorrow evening then I would prefer to work from home tomorrow. I can focus better with less interference and distractions.

Boss: How can I let you work from home? I need to see what you are doing.

Dev: Boss, looks like you didn't get my point.

Boss: Dev, there is no time for pointless discussions. Be in office tomorrow.

Dev(Thinking): I wish he was sharp enough to get my broad hints and stopped micro managing.

Project Resource Management
Micromanaging may work in specific cases but it often misses the bigger picture. It reduces staff's morale and working memory, makes it difficult for employees to develop fresh skills, acclimatize to new situations, and proves to be a huge distraction. Eventually, it may also result in loss of good employees.

Project Resource Management | 07 Aug 2019

Transcript

Boss: Team, looking at your dedication and hard work, the management has conveyed that job well done will be rewarded.

A couple of weeks later...

Dev: Boss, my team has worked late nights and weekends to finish our project one week ahead of schedule.

Boss: Kudos! That's great, Dev. On that wonderful note, I suggest you and the team take on a couple of assignments that need to be finished by next week. I just mailed you the details.

Dev: But, Boss...you had said that job well done will be rewarded. So...

Boss: Of course, I said that job well done will be rewarded...with some more meaningful work. And I have already kept my word.

Dev(Thinking): Yes, empty words indeed that came from a forked tongue.

Project Resource Management
If a project is to succeed it must have a motivated project team. People are motivated if they feel they are valued in the organization, whether through tangible or intangible rewards.

Project Communication Management | 31 Jul 2019

Transcript

Boss: Dev, I wanted a quick status update on your ongoing project. When should we sit?

Dev: How about post-lunch?

Boss: Perfect! Meet me in my cabin post lunch then!

Post Lunch Meeting...

Dev: Ok, so the status of the project is that...

Boss: Wait, just hold! Before you start let me wear my Smart Headphones.

Dev: Headphones! For what?

Boss: These are Smart Headphones which have a unique feature. They translate jargons into simple words.

Boss: So far you have been throwing technical jargons at me which do not give me a complete picture of the project and has me fooled. Now I have smartened up!

Project Communication Management
As part of the communications process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

Project Resource Management | 24 Jul 2019

Transcript

Boss: Hello Maya, just thought of swinging by to tell you that you are the most sincere and hard-working team member.

Boss: You are a valuable asset to this organization. Your dedication to work is exemplary.

Maya: Woah! Boss, thank you for these praises. Somehow they are giving me a déjà vu feeling. It is also making me feel jittery, I wonder why!

Boss: That's a good sign, Maya. It's a sign that you are feeling motivated to do more work.

Maya(Thinking): Oh no, I suddenly remembered. The last time when he was heaping praises on me it came with a pile of workload soon after.

Project Resource Management
The ability to influence and motivate team members is a skill that a project leader needs to master. Sincere motivation can inspire, and encourage individuals to achieve great accomplishments. It can also create an environment that nurtures teamwork and collective initiatives to reach common goals or objectives.

Project Schedule Management | 17 Jul 2019

Transcript

Dev: Swami, our project deadline is just a month away. Hope we are on track? I don't want any last-minute rush... Is that clear?

Swami: slurp!!

Swami: Nothing brings out the best in me like the "last-minute". Do not worry Dev, I will handle it. Things will fall in place.

Dev(Thinking): I hope things will fall in place and not fall apart!

Project Schedule Management
It is critical for a project manager to have the core skills of Project Planning, Tracking, Monitoring, and understanding of the Project Management Knowledge Areas. In a nutshell, a project manager's job is to avoid any surprises while managing projects or project stakeholders.

Project Risk Management | 10 Jul 2019

Tags: #ProjectRiskManagement

Transcript

Boss: Dev, Here are the preliminary details of our first ever project from our client, The Government of Slackovia. Winning this big contract was a real coup for us.

Dev: But Boss, given the unstable conditions in Slackovia, don't you think it is risky to take up this project?

Boss: Bah! We have done enough risk analysis of this project. Don't over think. Let's get cracking on this prestigious project.

Two months later

Boss: Dev, how far have we progressed on the Slackovia project?

Dev: Boss, after working on weekends and even holidays, I will probably take just a couple of weeks more for completion.

Boss: Well, hmmm... Dev, I am sorry to let you know that there is piece of sad news. The country is under a coup and the client has asked us to put the project on hold till further notice.

Dev (Thinking): What? A coup! Now that really puts our project in the soup.

Project Risk Management
Risk analysis is a key practice to ensure that the least number of surprises occur while the project is in progress. By applying simple and efficient project risk management processes, one can predict the probability of its occurrence, its impact, and what can one do to minimize the impact or take advantage of the event.

Project Resource Management | 03 Jul 2019

Transcript

Dev: Kudos to the Project Placid team for its success. On that note, I would like each one of you to share the new things you learned during the course of the project.

Team thinking: Nothing new!

Swami: Did you guys learn anything new or is it just me who has this feeling?

Maya: Me too! It was more boring than the previous one.

Project Resource Management
Learning is the key to project management. And not just individual but learning of the group that integrates the project. It is observed that most of the learning happens through experience and the rest through social interactions and traditional training methods. Hence, it is important to provide the team with opportunities to learn new things through the project itself and guide them when necessary. It makes a positive difference and creates value for the stakeholders.

Project Resource Management | 26 Jun 2019

Transcript

Boss: Dev, I made you the project manager because you have been in the system for the longest time and have the necessary technical expertise. But...

Dev: Yes, but no one seems to listen to my instructions. They refuse to heed my valuable advice...

Boss: Dev, you should know how to lead and guide your team by now. Do I need to provide training for such things?

Boss: Your technical competencies should be put to good use otherwise what good are they if you cannot lead a project.

Dev (Thinking): Slowly, I am realizing that I have become the proverbial "Accidental Project Manager" about whom I always read in articles and laughed.

Project Resource Management
It is wrongly assumed that a person who has been in the organization for the longest time will have the best capabilities to lead a project. In typical project management parlance, he is called the accidental project manager. A good project manager not only needs to have the technical expertise for the position, but also leadership skills, business/strategic management skills, and formal training in project management.

Project Time Management | 19 Jun 2019

Tags: #ProjectTimeManagement

Transcript

Dev: Swami, we have our stand-up meeting in the next five minutes, where are you heading?

Swami: I know. I am heading right there.

Dev: What's with the chair? You know chairs are not allowed in our ten-minute huddle... so that we don't lose our focus.

Swami: Ha! Focus!?

Dev: Huh!

Swami: We focus more on all the problems under the sun and less on project related issues.

Swami: And is it ever a ten-minute meeting? It just goes on and on.

Swami: So I thought it is about time to bring my chair along.

Project Time Management
To make stand-up meetings more effective, use a consistent set of questions to help the team prepare in advance, ensure the meeting starts on time, keep it short and to the point, select a recurring time for the stand-up that is convenient for the team, and avoid distractions so that the meeting does not go off course.

Project Stakeholder Management | 12 Jun 2019

Transcript

Boss: Now that we have all the project stakeholders present here, I would like to begin the meeting with agenda points.

Boss: Huh! Dev, who is this gentleman sitting right next to me? Never seen him before.

Dev: Boss, he is... one of our...psst...psst!

Boss: Can't make out from your incoherent words. Whoever he is, we need to explain to him that he is in the wrong meeting.

Dev: But Boss, he is the...

Boss: Now don't waste everyone's time with your explanation. Do what I just told you to do.

After some time...

Boss: Sorry folks for the slight delay. Let's get on with our meeting without further delay.

Dev (Thinking): I fear that the real project delay will creep up sooner or later.

Project Stakeholder Management
A project cannot begin unless we have identified who our stakeholder are clearly. Stakeholders includes everyone i.e. people affected by the project, or who can influence the project, or have expectations from the project. By definition, a stakeholder is not necessary the sponsor or board member only, it can also be someone unobtrusive yet an important person.

Project Communications Management | 05 Jun 2019

Transcript

Boss: Thank you all for coming to this meeting at such a short notice.

Dev: Boss, is there anything really urgent to discuss today? We just had our project status meeting a few days back...what's the agenda?

Boss: Exactly! This meeting is to discuss the pointless meetings we have been having and why no work is getting done.

Dev: huh?

Boss (thinking): ...and also because I love to hear myself talk.

Dev: Talking about pointless meetings, this could have very well been a single point email!

Project Communications Management
Meetings are a critical tool throughout the lifecycle of the project. Unfortunately, they can become inefficient, ineffective, and fail to benefit the project in the required manner. For effective meetings, project managers should have clearly defined agenda, well-prepared team members, focus on topics within the scope, and effective handling of action items.

Project Communication Management | 29 May 2019

Transcript

Dev (on phone): Boss, I have got a brilliant idea for our new iproject.. Do you have some time to hear me out on this?

Boss (on phone): Umm!.. uh..ok yeah! You can swing by anytime.. As you know, I have always had a open door policy!

Project discussion in Boss's cabin...

Dev: So the whole idea to execute this project in a better way is.. blah blah blah..

Boss: Ok!..hmmm! yeah!..ok..hmmm..

After the discussion...

Dev (thinking): Boss had never been such a good listener ever. I wonder what has brought about such a pleasant transformation in him?

Boss: Thank God for small mercies! My life has got sorted ever since I bought these new noise cancelling earbuds.

Project Communication Management
Since the project manager is the center of the project's information flow, listening is one of the most important responsibilities and one of the fundamentals of project management. And active listening requires being present in the moment and genuinely interested in what the other person is saying.

Choosing the right project management methodology | 22 May 2019

Tags: #ChoosingTheRightProjectManagementMethodology

Transcript

Boss: Dev, meet your new team members for the upcoming project. They have the best Agile expertise in the industry.

Dev: But Boss, we haven't yet started discussing the high-level plans for the project. How do we know we are going agile?

Boss: Dev, the management is planning to do all projects using Agile methodologies as we want to make the organization fully agile in the future.

Boss: So stop putting the spoke in the wheel of our agile journey.

Dev: huh!

Dev(Thinking): Even monkeys are known to be agile!

Choosing the right project management methodology
All approaches to project delivery have a place within highly flexible and agile organizations. Organizations need to choose their method based on project characteristics and organizational needs, as well as the ability to minimize risks, control costs, and increase value.

Rolling Wave Planning | 15 May 2019

Tags: #RollingWavePlanning

Transcript

Boss: Team, here is the entire plan for our upcoming project. What's your analysis?

Swami: Wow, this looks like an elaborate and rational plan.

Dev: Boss, when there is not much project information available is there is a need for a detailed plan for the entire project. Instead, I suggest we use Rolling Wave Planning.

Boss: Dev, you were told to analyze the plan and not over-analyze. I would rather see you rolling up your sleeves and get the project rolling.

Dev(Thinking): I somehow don't get a good feeling. Hope I am proved wrong.

Rolling Wave Planning
Rolling Wave Planning is "an iterative panning technique in which work to be accomplished in the near term is planned in details, while the work in future is planned at a higher level."

Project Resource Management | 08 May 2019

Transcript

Boss : Dev, change the color of the button from yellow to red. Move the tab slightly to the right. Add a human element on this page. By the way, why are you so behind schedule on this project?

Dev : Boss, I had taken care of on-ground realities but due to a certain hovering situation beyond my control the schedule went off-track.

Boss : Hovering?? What? Where?

Dev : Right where you are standing! my Helicopter Boss.. who else!

Project Resource Management
Micromanaging may work in specific cases but it often misses the bigger picture. It reduces staff's morale and working memory, makes it difficult for employees to develop fresh skills, acclimatize to new situations, and proves to be a huge distraction. Eventually, it may also result in loss of good employees.

Key to Project Management in Agile Environments | 30 Apr 2019

Tags: #KeytoProjectManagementinAgileEnvironments

Transcript

Dev : Here is the Minimum Viable Product (MVP) we have built for our Car Wash booking app. It has just enough features to satisfy early customers.

Boss : Dev, I think you stressed more on the "Minimum" part of MVP than the "Viable" part. As it looks right now, it seems like a complete washout.

Key to Project Management in Agile Environments
MVP is a concept that is used in project management planning in Agile environments to provide feedback for future product development which helps teams to iterate judiciously

Project Stakeholder Management | 24 Apr 2019

Transcript

Boss: Dev, hope you are all set for the demo for the new application we have scheduled tomorrow for our client.

Dev: Yes boss!

Next Day...

Dev: And with this slide, I end my presentation. Please feel free to ask any clarifications.

Client: Dev, what's with the big red colored button. It seems redundant and distracting for a user. We should get it removed. And use the real estate for some other promotion.

Dev: Correction, it's not red color. It is crimson red, a trending color. As for the button, there was a bit of empty space earlier. With this element, the screen now looks brighter and better. We suggest you keep it!

Client: Project Red Alert!

Project Stakeholder Management
It is important to have a clear understanding of customer's needs, requirements, culture, business pains and then using that knowledge during project execution to avoid any possible conflicts and disagreements.

Project Schedule Management | 17 Apr 2019

Transcript

Boss: In today's "lessons learned" meeting, I would like to hear the team's thoughts on the reasons for our project failure. Dev, what do you have to say?

Dev: My short answer is, "We should not have accepted unrealistic deadlines for a complex project like this."

Boss: Dev, are you trying to throw shade at me?

Dev: Nope! In fact, all through the project, we have seen enough through rose-colored shades. I thought it was time to throw some light on the ground realties.

Project Schedule Management
Flawed estimates mean missing deadlines and exceeding budgets. There are a number of estimation techniques to choose from viz. analogous estimating, parametric estimating, data analysis techniques, etc. Knowing the techniques and learning how to use them well is how you become better at estimating.

Project Resource Management | 10 Apr 2019

Transcript

Dev : Boss, I just read your email. You have assigned me to an under-funded project with unreasonable timelines.

Dev : And to top it all, you have assigned junior resources to work with me.

Boss : It is often said that necessity is the mother of invention, Dev.

Dev : Err ...Boss!

Boss : So instead of fussing so much, why don't you look at it as a glass half full rather than half empty!

Dev : How?

Boss : Creativity thrives best when we are constrained.

Dev : Huh!

Boss : These challenges can actually work as assets to fuel your team's creativity. And then you can use so many easily implementable techniques to overcome these constraints.

Project Resource Management
There are many techniques a project manager can use to enhance creativity or solve problems. Some of the popular ones are Brainstorming, Nominal group technique, Idea/mind mapping, Affinity diagramming, Force field analysis, Cause and effect diagramming, SWOT analysis and Root cause analysis.

Project Resource Management | 03 Apr 2019

Transcript

Dev : Boss, my team has been using an outdated collaborative tool for a long time now. It is eating into their valuable project time.

Dev : They complain that they cannot easily find the critical project documents and eventually waste time looking for project assets.

Dev : Boss, I suggest we buy this new cloud-based management tool which has received great reviews from the industry and peers. It will save the team's time on routine tasks and also will be a quick win for them.

Boss : Dev have you heard the saying, "A poor craftsman blames his tools"? My quick thought on this 'quick win' ...It is a sheer waste of money!

Dev : With his quick as a flash thinking we will surely get nowhere fast.

Project Resource Management
Quick wins are those that will stop wasting your resources and have more impact on your project with less effort. using quick wins on your project and team will get everyone motivated, increase the momentum of the project, and last but not the least will create a feel-good factor because of positive energy created from achievement.

Importance of leadership skills in managing projects | 27 Mar 2019

Tags: #Importanceofleadershipskillsinmanagingprojects

Transcript

Dev : I have been noticing that the team spirit has been on the wane and performance is not up to the mark. Do you think I need improvement in my leadership skills? Boss, I seriously need your advice.

Boss : Dev, you need to practice servant leadership with your team members.

Dev : And what's that?

Boss : Servant leadership focusses on service to others. Servant leaders give up power and deputize others to lead. They lead with team members in mind.

Dev : Yes, I got it!

The next day...

Boss : Dev, what on earth are you doing?

Dev : I am just practicing being a servant leader ...he is a servant first, isn't he? Swami has been working hard on the project so I am helping him the best way I can.

Boss : for god's sake, we spoke about servant leadership and not servile leadership!

Importance of leadership skills in managing projects
Leadership is the decisive factor for improving chances for projects to succeed. Servant leadership focusses primarily on the growth and well being of people to which they belong. The servant leader shares power puts the needs of others first and helps people develop and perform as highly as possible.

Project Schedule Management | 20 Mar 2019

Transcript

Dev : Boss, I know you are in a rush but wanted your quick advice on our project which may just run behind its planned schedule…

Boss : (Thinking..)

Dev : ..if we don’t take any corrective action Immediately. What do we do?

Boss : I have heard of Fast tracking and Crashing as schedule compression techniques…why don’t you try those?

Dev : But Boss, both techniques involve risks and also additional costs.

Boss : Have you come seeking my advice or tell me your “expert advice”?

Dev : Fast tracking could sidetrack the core issue and use of Crashing to compress schedule could ‘crash’ my project. What do I do?

Project Schedule Management
Both Crashing and Fast tracking are two techniques to be used as a last resort for performing schedule compression. Fast tracking involves the performance of activities in parallel, whereas Crashing involves additional resources to the project. However, there are potential increased costs and risks in both techniques that need to be taken into consideration before opting for any one of the two methods.

Collect Requirements | 14 Mar 2019

Tags: #CollectRequirements

Transcript

Boss: Team, thanks for being here on short notice. I called this kick-off meeting to start work on our new project plan.

Dev: But Boss, Jay our lead developer for this project is on leave. His input and presence in today's meeting is much required. Could we schedule this meeting for later?

Boss: Oh! Did I miss telling you all that I will be on vacation in the wild jungles of Africa in the coming days? And contacting me would be difficult, So let's wrap up the meeting today without Jay and his inputs.

Dev: Without Jay in the meeting, he will surely be walking on the wild side even after he comes back from vacation.

Collect Requirements
Collect Requirements is an essential part of any project and project management. It is the process of determining, documenting, and managing stakeholder needs and requirements to meet objectives. The key benefit of this process is that it provides the basis for defining the product scope and project scope.

Develop Project Management Plan | 03 Mar 2019

Tags: #DevelopProjectManagementPlan

Transcript

Dev: Boss, this is the project management plan for our new project. I have outlined how the project will be executed, monitored and controlled, and closed.

Boss: The overall plan looks a little confusing. What's with the little red call-outs in between?

Dev: Oh, that's me raising the red flag. Once the plan is baselined and has to get updated due to the ever-changing project environment, a reminder that the plan can be changed only through perform Integrated Change Control process.

Develop Project Management Plan
In the plan, it is necessary to define at least the project references for scope, time, and cost, so that the project execution can be measured and compared and performance can be managed. Before the baselines are defined, the plan can be updated as many times as necessary. But once baselined, it may only be changed through the perform Integrated Change Control process.

The Role of a Project Manager | 27 Feb 2019

Tags: #TheRoleofaProjectManager

Transcript

Dev: Oh, what a week it has been. Just managed to finish my task on the inventory schedule.

Swami: What? I was also working on the same schedule.

Dev: Boss assigned me to work on this because of my technical expertise.

Swami: And Boss assigned me this as I am a smart worker.

Maya: Excuse me friends! You could be heard loud and clear outside the cafeteria! What's the bone of contention if I may ask?

Dev: Duplicacy and unwanted 'redundancies'

Maya: Now that's puzzling. Can one of you please elaborate?

Swami: Coincidently, both of us have worked on the same schedule of inventory.

Maya: Good Lord! Inventory schedule...even I was asked to work on the same.

The Role of a Project manager
One of the critical roles of a project manager involves planning and organising the resources in an effective and economical manner for e.g. RACI chart,to successfully complete projects.

Perform Integrated Change Control | 20 Feb 2019

Tags: #PerformIntegratedChangeControl

Transcript

Boss: Dev I am just coming back from the client meeting. They have proposed a few changes in the scope which have accepted.

Dev: Huh, what!

Dev: But, Boss, the scope baseline has already been finalized, any changes we make now will affect the timelines and not to mention the budget.

Boss: I am glad you were not part of this meeting.

Dev: Why do you say that?

Boss: That's because you would have downright said no to the changes. please understand that the client is important for us and he can't take no for an answer.

Dev (thinking): What about the project itself? I am going to have a lot to answer for?

Perform Integrated Change Control
Whenever a change is requested, it is advisable to identify the impact of the proposed change on the overall project. It should be done through perform Integrated Change Control which is reviewing all change requests, approving changes, and managing changes to deliverables, project documents/plan, and communication their disposition.

Project Resource Management | 13 Feb 2019

Transcript

Boss: Dev, I am assigning you to a new project on Artificial Intelligence (AI) It's a first for us hence quite crucial and prestigious as well.
Dev (thinking): Help!!

Boss: Good news is, the project is well-Funded and we have a fairly comfortable deadline to complete the project.

Dev: Boss, we do not have skilled professionals in the team to hand an AI project.
Getting the right people on board will take time as these skills are not easily available.

Boss: That's even better.
This is your chance to showcase your people and technical skills, pull off a seemingly challenging AI project and get visibility.

Dev (thinking): Forget AI skills, I wish common in people.

Project Resource Management
Appropriate project staffing is crucial, yet improperly allocating resources tops the list of most common project management mistakes. Not having people with right skills on project can totally derail it.All the planning and best tools and technologies in the world won't overcome an insufficiency of talent and skills

Project Communication Management | 06 Feb 2019

Transcript

Dev: Maya, this is not what I wanted in my presentation. Didn't you read my mail properly?

Maya: I did!
But the words were beyond my comprehension. I finally gave up trying and put data as per my understanding.

Dev: why didn't you just reach out to me for clarification?

Maya: you were traveling. And I did email you and tried calling you but your automated reply said, "I am out of office. For urgent matters, Paul will assist" I am not sure who Paul is.

Project Communication Management
As part of communication Process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

Project Resource Management | 30 Jan 2019

Transcript

Boss: Lisa, can you suggest something to boost the motivation levels of our team members.

Lisa: I know just the right thing to do!

A couple of weeks later..

Boss: Lisa, those inspirational posters are not having the desired effect. In fact, most team members have started sleeping on the job rather than feeling motivated to work hard Any idea why?

Lisa: I think they have taken this particular poster rather seriously.

Project Resource Management
The level of motivation an individual and/or team applies to project efforts can affect all aspects of project results. Hence, a project leader should create an environment conducive to outstanding team synergy and peak individual performance.

Role of a Project Manager | 23 Jan 2019

Tags: #TheRoleofaProjectManager

Transcript

Dev: Swami, I just completed your performance review. Well, you are great at technical skills, however, you need to improve on your leadership skills. That is what is affecting the project outcomes. What do you say?

Swami: I think I will keep sharpening my technical skills to the extent that I won't need to depend on my leadership skills to improve results.
Dev: eh!!

Role of a Project Manager
While technical skills are core to project management, companies are seeking added skills in leadership and business intelligence - competencies that can support longer range strategic objectives that contribute to the bottomline.

Project Resource Management | 16 Jan 2019

Transcript

At lunchtime...

Boss: Team, sorry to interrupt you during lunch but I have some good news to share which is incidentally related to your lunch.

Dev: Lunch? Wow, I can hardly wait to hear it out!

Boss: The management has finally approved the training on digital-age skills which the project team had requested. However, it can be scheduled only during lunch hours as we cannot afford to affect our project timeline.

Dev: Why is the good news so hard to digest suddenly?

Project Resource Management
In today's increasingly complex and competitive global marketplace, companies must invest in training in competencies that can support longer-range strategic objectives that contribute to the bottom line. While doing so, the management should also ensure the project team is highly motivated to accomplish the goals of the organization.

Importance of Periodic Audits | 09 Jan 2019

Tags: #ImportanceofPeriodicAudits

Transcript

Lunch time

Swami: Just wondering where Dev is nowadays? Not seen him at lunch since the last couple of days
Dev: He is busy writing Test Cases, System and User documentation.

Swami: Let me take a guess. His project been picked up for an audit. Right?
Dev: Bull's Eye!

Importance of Periodic Audits
Periodic audits of the project management process ensure that systemic flaws are identified and fixed and the process is improved. Every aspect of the project management life cycle can introduce problems if not done properly, therefore it must be reviewed thoroughly. Project audits can help identify when a project is about to go off the course.

Project Resource Management | 01 Jan 2019

Transcript

Boss: Dev, you are the most self-reliant manager in this organization who shows initiative and readily takes ownership of your work. Hence, I am assigning you to this new prestigious project. But....

Dev: But What...Boss?

Boss: Just keep me in the loop for all the decisions and provide daily status updates. Just being the hands-on manager you see!

Dev: Correction. You mean Micro-manager!

Project Resource Management
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project manager but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your manager.

Project Scope Management | 24 Dec 2018

Tags: #ProjectScopeManagement

Transcript

Dev: Heard about your recent adventurous trip. And you did bungee jumping and stuff....Weren't you scared doing all these!

Maya: Of course not! Fear does not exist in my dictionary, you see.

Boss: Hey Maya, a quick reminder! you have a client visit this afternoon for requirements gathering. Yes the same client who keeps changing the requirements at the drop of a hat!

Maya: Now That's something I am terribly afraid of!

Project Scope Management
One of the most difficult phases of the project is gathering business requirements from stakeholders. Indecisive clients can be a huge stress. Before being baselined, requirements need to be unambiguous, complete, consistent and acceptable to key stakeholders. This ensures that the client is specific with their requirements, as well as helps to keep the project on track.

Project Communication Management | 19 Dec 2018

Transcript

After the project status meeting...

Maya: Swami, don't you think the way our meetings are conducted is a complete waste of time.
Swami: Do you think so? Because I don't remember wasting my time ever in these meetings!

Maya: Wow! How come?
Swami: I work on my emails during the parts of the meeting where my presence in the room is completely inconsequential.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, and ensure that everyone is contributing and sharing their views. Also, more importantly, ensure that the right people are in attendance to accomplish the objectives.

Benefits Realization Management(BRM) | 12 Dec 2018

Tags: #BenefitsRealizationManagement(BRM)

Transcript

Maya: I am so excited. We have successfully completed our project within time and budget. Also, as per given scope.

Dev: Congrats, that's a great achievement. That would mean the project benefits also aligned with the organization's strategic goals?

Maya: Umm...well...err...Never thought about it. We have moved on to a new project already.

Benefits Realization Management(BRM)
All strategic change in an organization happens through project & program management. And organizations leave that strategy to chance if they do not focus on benefits realization. It is important to create dedicated space for dialogue among C-suite executives, business owners, & project managers right from the start of each project to secure alignment with organization's overarching strategy, assess projects, & course-correct as needed.

Project Communication Management | 05 Dec 2018

Transcript

Boss: Dev, the board has decided to advance the project launch date by four weeks. But the project scope remains the same.

Dev: Oh! But Boss, why are we advancing the project deadline?

Boss: I don't know. The reason is immaterial now. You are the project leader, go figure out how to complete the project in time.

Dev: eh!!

Project Communication Management
Effective communication helps the project manager to express fears about the challenges surrounding the project. They can either negotiate for a deadline extension or request for other factors for eg. change in scope. The project manager also needs to seek adequate information from the decision makers about the deadline so that he can decipher if the deadline was born out of necessity or if it is just in a bid to drive the team into efficiency.

Project Resource Management | 28 Nov 2018

Transcript

Maya: Hey Swami, I have been reviewing your code since morning. I am just not able to crack it. Also there seem to be extra lines in the code. What are those for?

Swami: Slurp!!

Maya: huh!

Swami: Well, I have no idea why those extra code lines are in there for. I just copied Jay's code. But all I know is if I remove those lines, the whole application may crash.

Project Resource Management
While acquiring the project team, it is important to use a multi-criteria decision analysis tool to verify whether the team member has relevant experience, competencies, knowledge, skill, and abilities as required for the project.

Importance of Project Documentation | 21 Nov 2018

Tags: #ImportanceofProjectDocumentation

Transcript

Boss: Dev, meet Tina, our new developer. Though she is a newbie, she is a quick learner and has the relevant skills for your project.

Dev: Great! Welcome aboard Tina. Good to have you with us. Have you been briefed on our project?

Tina: No Worries. I will go through the project documentation and that will bring me up to speed.

Swami: Project documentation ...haha! This newbie has unrealistic expectations from the real world of managing projects

Importance of Project Documentation
Project documentation is a critical part of project management. It is required to make sure project requirements are fulfilled and to establish traceability with regards to what has been done, who has done it, and when it has been done. It is also extremely important that is up to date, well arranged, easy to read, and adequate.

Project Time Management | 14 Nov 2018

Tags: #ProjectTimeManagement

Transcript

Dev: Boss, this project has been given such an unrealistic deadline that the probability of completing the project on time would be 1%

Boss: I have already promised our stakeholders that the project well be delivered on time! So get your sleeves rolled up and hit the ground running

Dev: But...Boss...what..if...

Boss: No ifs and buts, Dev. Stop putting a negative spin on everything I say. Learn to be positive.

Dev: Oh well ok... Let me try putting a positive spin on my statement. How about this.. If I say that 1% probability of meeting the deadline will occur with 100% surety

Boss: Now that's what I call having a good positive perspective.

Dev (thinking): And that's what I call being short-sighted and having unrealistic vision!

Project Time Management
Most Project timelines do eventually slip due to the unrealistic "initial deadlines". Project Managers can take care of the project deadlines and other related issues with impeccable planning, alternative analysis and proper communication of the real-time progress to project participants and other key decision makers.

Project Resource Management | 07 Nov 2018

Transcript

Maya: Dev, I can't get any of my work done with swami in my team.

Dev: Why? What has he done

Maya: He is not a good team player. Because he keeps disagreeing with everything that I believe and say. He disagrees that I am hard working, smart, and committed.

Dev: But what has that got to do with your office work?

Maya: Of course it does have! This attitude gets me into a self-reflecting mode and cuts into my work time thus affecting my productivity

Maya: So either make him agree to my points or get him out of the team.

Dev: huh!

Project Resource Management
To eliminate any issues or negativity in a team it is best to create a positive work environment. Being a project manager, you can incorporate team building activities to foster a feeling of harmony and teamwork among them.

Project Communication Management | 31 Oct 2018

Transcript

Dev: And with this slide, we come to the end of the presentation. So team, what's your take on this?

Swami: ZZZZZZZZ

Dev: Swami... are you with us?

Swami: Huh, hmmm...actually, I was...

Dev: ...sleeping, right!

Swami: Not exactly. I was practicing mindfulness.

Dev: What!! Mindfulness?! Say that again!

Swami: Yes, you heard me right. I was meditating.

Swami: It helps me to reduce anxiety and stress and maintaining a non-judgmental state of my thoughts and emotions in spite of difficult or annoying situations around me.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, carve out enough time for Q&A, and ensure that everyone is contributing and sharing their views. Getting team members engaged and participating in meetings helps a lot in achieving meeting objectives.

Project Requirements Management | 24 Oct 2018

Tags: #ProjectRequirementsManagement

Transcript

Client: So Dev, you want the design requirements for this website project, right? Here you go...

Client: The design has to be detailed yet minimalist. It should look modern yet be classic. White space should be effectively used...

Client: Call for action thingy and stuff like that should be prominent. Basically, we should reduce user's cognitive effort while navigating.

Dev (Thinking): How about reducing my cognitive effort to understand these vague requirements?!

Project Requirements Management
Requirement issues should be addressed very early in the project life cycle because design problems based on poor requirements lead to design issues that are more difficult and expensive to resolve after project development is well underway.

Project Stakeholder Management | 17 Oct 2018

Transcript

Boss: I just had a long drawn call with client and I have committed on team's behalf that we can complete the new project in two months. We can do it, right?

Dev: Huh, What? But the scope

At the project Kick-off Meeting.

Dev: Team, I have called this meeting to not just discuss about the new project but I also want you to make a list of excuses for sure-shot ULTIMATE DEBACLE of our new project.

Project Stakeholder Management
One of the most difficult aspects of project management is setting and then managing expectations of both stakeholders and clients. While creating a timeline and defining the scope of a project upfront is beneficial, if the expectations are impractical, the schedule and budget can easily go off the track.

Project Schedule Management | 10 Oct 2018

Transcript

Dev: Boss, Looking at the project plan and milestones, there's no way we're going to meet the deadline at the current pace of work..

Boss: Don't worry, Dev. We shall ramp up the resources for the project. Relax and get back to project

Dev: How I wish it was that easy but who will explain to him that nine women cannot make a baby in a month?

Project Schedule Management
Crashing is a schedule compression technique to shorten project schedule by adding resources to the critical path without necessarily getting highest level of efficiency. The decision to crash should only take place after project manager has carefully analyzed all of the possible alternatives.

Project Resource Management | 03 Oct 2018

Transcript

Swami: What on earth is that??

Teammate: That's called a classic case of "Programmer’s Burnout".

Swami: Huh!!

Teammate: By the way, If you didn't realize that is our very own Maya. She has been working long hours for endless months and at times even on weekends.

Project Resource Management
Hiring, developing and retaining the people needed to turn corporate strategy into reality is of critical importance. Hence, a resources allocation plan is an important tool in effective management of scares resources and also avoid employee burn out.

Project Communication Management | 26 Sep 2018

Transcript

Maya: Hey Swami, are you not joining us for the project status meeting?

Swami: Maya, just give me a minute white I take a last swing of my coffee I will be there with you all shortly.

Maya: By the way, what’s that interesting head gear you are wearing?

Swami: That's for brain stimulation. I bought it online recently. Apparently, it helps to stay focused and active during meeting no matter how boring or unproductive they get.

Project Communication Management Effective project status meetings not only benefit the project manager but also benefit the entire team, by providing a venue for recognizing milestone achievements, sharing information, and bringing problems/issues to the team. Unfortunately, too often these important meetings are ineffective and fail to benefit the project in the manner intended.

Project Resource Management | 19 Sep 2018

Transcript

Boss: Team, I want to see you all in the meeting room in next five minutes. Something important to share with you.

Team Member: I wonder what he wants to share.

Boss: Team, the reason for calling you urgently is to share the results of the division's performance. Sorry to share that our performance has been deteriorating and is cause for great concern.

Boss: It is time we pull up our socks and hit the ground running.

Boss: Team, I recommend that the team now starts behaving as if they own the division and gave their all. We need to bring in a sense of ownership in all that we do to improve productivity.

Team Member: Wow, ownership has its own privileges! Hope that means I can come to office and leave office when I want to, travel business class and have fancy perks.

Project Resource Management
When project team members feel a sense of ownership towards their responsibilities, the project team does not just perform productively and are engaged, but they stay longer with the company, love their regular job and duties and sometimes take efforts to broaden their skill-sets, expertise and experience.

Project Communication Management | 12 Sep 2018

Transcript

Hey Swami! What's with this Super hero outfit? Is there any costume party in office I am not aware of?

No party. At the appraisal meeting yesterday, Boss suggested that I should always dress for the job I want and not the job I have! Get it! I totally got it but looks like Swami has completely missed the point!

Slurrrrp

Project Communication Management
One can never take for granted that the receiver will interpret the message the same way as the sender intended it. For effective communication, one needs to consider all factors like different realities, verbal as well as non-verbal messages, and the intended meaning versus perceived meaning.

Project Schedule Management | 05 Sep 2018

Transcript

Dev: I just heard that we are agreeing to do the new project, "Less is more", and that too within an unreasonably short time period. It's a challenging project, Boss!

Boss: Dev, remember the popular saying “Tough times don't last, tough people do." Here's your chance to showcase your resilience.

Dev: But Boss, considering the assumptions and constraints in the project scope even if the team works around the clock, project will not get completed.

Boss: Just assume there are no constraints and work against the clock. Hope you get the drift.

Project Schedule Management
When we are estimating activity duration, it is important to consider the assumptions and constraints from the project scope statement along with availability of specific resources, types of resources, and resources with specific attributes.

Project Communication Management | 29 Aug 2018