Project Management: Doing it better
Free project management tips, plus excellent
resources to help you be your best.|
need excellent project management
Project Management is, of course, vital to the successful completion
of large projects. Big-ticket technology rollouts and big-dollar projects may have teams
of project managers. Yet, project management is also for small projects--even personal
projects that have nothing to do with your job.
Everyone needs the skills to complete a project on time and under
budget, without compromising quality targets. If you deal with customers and approach
project management with less than a full arsenal of skills, you are operating minus a
competitive edge. Today's customer wants it fast, cheap, and good. And today's customer
brooks no excuses, shows no mercy, and simply goes to whomever will provide what the
customer wants when the customer wants it at a price the customer is willing to pay. This
is not the way it was for project managers before the Information Age, but it is a reality
Shortage of good
You may think you can outsource your project management. Good luck.
All kinds of people claim to know how to manage projects. They may even excel in one area
of project management, but still not have the skills to deliver a project under today's
They have experience and training in project management, but not be updated
to deal with today's project management requirements. Generally, you must do your own
project management or hire and train your own internal project managers. If you do find a
good third-party source of project managers, treat them very, very well.
If you build your own project management team, you can vertically
integrate. No matter what industry you are in, providing a turnkey answer to a customer
need is a definite marketing and sales advantage. But, to be able to take on vertically
integrated projects, you need people who can do more than make some charts and do some
Using the tools
- Critical Path Method: What it is and what mistakes to avoid. It's not just coming up
with a chart and hoping other people can work to it. There are ways to use this method for
more than just scheduling work. A CPM analysis presented at contract T&Cs can make a
difference between record profit and record loss on a job.
- PERT: What it is and how to use it effectively. Same situation as CPM. Yet, few project
managers fully take advantage of PERT, except as a way of further refining their CPM
analysis. Big mistake.
- Gant charts: Tips, tricks, and success secrets to using these charts effectively. Ah,
you are seeing a pattern, here. Gant charts should do far more than hang on walls. You'd
be amazed at the things truly seasoned project managers use them for. Can you think of
three things? Four? If not, you are not at your maximum level of project management
- The magical spreadsheet: How you can use spreadsheets to make mincemeat out of your
competition. If you haven't spent hours training yourself on spreadsheet uses (electronic
or otherwise), you have not been training yourself to be a shark-proof project manager.
You should be a spreadsheet wizard, if you want to be a project management champion. That
doesn't mean you need to know every arcane function of Microsoft Excel. No, it means you
need to know where row and column analysis can make big differences.
Here are some general guidelines--you can get specifics from our courses.
- Define things up front. Too often, project managers delve
into an assignment without nailing down the objectives, resources,
client responsibilities, and deadlines. Our courses will show you
exactly what you need to nail down and what things you can proceed
on--in other words, we show you were to focus while not leaving your
hind end exposed.
- Communicate clearly. Oh, sure, we pay lip service to this.
But, when you read the typical project documents, you find they have
a lot of words but don't convey enough information. Our courses show
you how to prevent this problem.
- Delegate early. Don't wait for everything to be perfect
before giving tasks to key people. Simply throwing them into a
situation with the attitude that you have all the answers doesn't
work. Delegate some things to key players so more than one mind is
- Build a team. This means understanding who the
players--their needs, strengths, weaknesses, desires, and
other aspects. Too often, project managers just assign bodies and
depend on a "star" or two to carry the day. Our courses
show you how to build a team that functions well.
- Organize and manage information. Studies repeatedly show
project managers don't do this function well. The reason is a lack
of training in how. Our courses show you how.
- Use the WBS for planning and execution. Your Work Breakdown
Structure is far more than a project document. Used properly, it
allows you to save enormous amounts of time and to make correct
decisions on staffing, scheduling, and supplying--among other
things. Again, our courses show you the way.
- Give everyone ownership of something. People do better work
when they own it. Each member of your team needs to feel important
and to be held accountable for something.
- Replace wasted steps with value-added. If you could reduce
your labor on a project by 10% with no added cost, delay or loss of
quality, would you do it? Suppose you could reduce it more than
that? We show you how to examine your processes to eliminate steps
that are pure cost. At one company, we reduced costs by $750,000 a
year with a single change.
- Prevent chargebacks. Think about projects where your
tradeworkers had to tear out what another team's tradeworkers did,
and then pay a chargeback for the rework--for example, tearing outa
wall to add some electrical work and then repairing the wall. We
show you how to prevent this.
- Make the client your ally. By explaining to the client what
they can do to help you meet objectives, deadlines, cost-control,
and quality standards, you can come out way ahead. The traditional
attitude that the customer is a lazy slug who stays up late at night
dreaming of ways to derail your project is not what will make you
successful. Clients have a vested interest in your success. Our
courses show you how to align the efforts of all parties toward that
- Reduce or eliminate change orders. You either eat the cost
in dollars or you eat it in goodwill. Why not follow our simple,
proven strategies for preventing change orders?
- Don't allow callbacks to kill profits. A single callback
can wipe out all the profit in one project. Yet, callbacks are more
common than not. How do you prevent these? We'll show you!
elements of project management|
Every project manager today must be concerned with a whole new set of conditions, but
many of the traditional ones are still vital to success. Here are some key areas in which
to develop understanding:
- The basics of successful project management: even most pros don't have these mastered.
More often, they are order takers/paper pushers who have the same 6 months of experience
40 times over, when they claim to have 20 years of experience. They may know some
of the basics, but not all of them. And they get by. Our Project
Management Basics courses cure this.
- Defining the scope of a project: How to promise what you can do and deliver on what you
promise. Most project managers are just order-takers. They do not know how to use both
left-brained and right-brained techniques to keep the project doable. They raise the
quantity bar so high, they have nothing left for the quality bar. This is
all part of knowing how to initiate
a project properly.
- Organizing and prioritizing: How to run the job instead of letting the job run over you.
This is the one area where everyone wants to take shortcuts. This does not involve
laborious planning, but it does involve understanding the quick techniques required to
filter and arrange project activities in the proper sequences. Most people do not know how
to do this.
- Secrets of time
management: How to get 72 hours of work done in 8 hours. Yes, you can
get 72 hours worth of work done in 8 hours. You'd be amazed at what an impact proper time
management can have. How to handle interruptions, phone calls, conversations, etc. How to
identify time-wasters. How to automate things others are doing the hard way. You must know
these things to be outstanding--perhaps to survive, as others gain this knowledge.
- Methods of reporting and sharing data: The good, the bad, and the ugly. Do you know how
to get the right information to the right people at the right time? Do you know how to get
your project team to do the same for you?
- Handling schedule upsets: How to do it in a way that makes everyone happy (or at least
think they are happy). You can't always avoid delay, no matter how well you plan or how
organized you are. Things happen. Being able to put the right spin on things in an ethical
way is good. And so is being able to compensate for schedule upsets in a win-win way. You
should know how and when to do each of these.
- Avoiding "9 men in a Volkswagen" syndrome: How to handle resource problems
without making a fool of yourself. Too often, project managers fail to staff properly
throughout the life of a project, and then put too many people on it at the end. Do you
know how to avoid doing this? Do you know what the signs are? Can you differentiate
between understaffing, underperformance, and job tool shortcomings? You need to be able to
make that differentiation, if you want to be a good boss or project manager.
- Secrets of bullet-proof documentation: Your documentation can come back to haunt you--or
it can be your saving grace. Do you remember the Bill Gates testimony, where internal
e-mails made him look bad? You've also heard of people who have lost big money, because
they could not substantiate this or that fact. Documentation is good not only at helping
you win adversarial situations, but in preventing them in the first place. Do you know
- Obtaining project funding: The secrets of keeping you from having an underfunded--or
cancelled--project; do you know what they are? Do you know how to find out which buttons
to push and how to push them? Trying to manage an underfunded project is futile. You will
have to compromise on either the schedule or the quality, and you will tear the heck out
of your team in the process. You can get funds appropriated to your project, but
you must know more than how to fill out a capital request form. The words you put on paper
must compel the gatekeepers to allocate funding, not ask them to allocate it. Do you know
how to do that without alienating them?
- Dealing with a difficult customer--and making that customer your biggest supporter. How
do you make an angry customer practically force your boss into promoting you? How do you
make an angry customer bring eager customers to your door?
- Dealing with a difficult partner: How to handle manipulative, backstabbing, or
incompetent coworkers and bosses. How do you handle the insane asylum that is the
workplace? Conflict is largely unavoidable, but there are ways to reduce it--do you know
what they are? When conflict happens, do you know how to handle it in a way that doesn't
make it worse? Do you know how to handle it in a way that protects you from further abuse?
- CYA tricks that don't bite you later: The proper way to minimize the impact of mistakes
and other gotchas, so you aren't open to liability. Some CYA measures are worse than
taking no action at all. However, taking no action at all is a dangerous way to live. Do
you know how to handle the unexpected? Do you know when to do what, and whom to address
where? If not, you will eventually fail--probably in a big way.
Mastery of project management: how to leverage your success into a better job and
career advancement. You should know how to use your present and growing array of skills
and experiences to move up.
You may be happy doing what you are doing, but if your boss
leaves, will you be happy working for that incompetent brown-noser who could very well
take his place? Why not get the promotion, yourself? In fact, why not bypass your boss
altogether, and move to even greater heights? Or clout--moving up is not always as
important as having clout in the organization. The more you understand about how to gain
and keep the respect of others, the better you will do in your career.
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