Managing ProjectsA framework for ActionDecisionsDecision Procedures MatterCommon decision-making approachesDecision-making processUnresolved IssuesTracking Unresolved IssuesDocumenting Decisions and ActionsCommunicating and Sharing Info.MeetingsBringing people into contactDeveloping a BudgetBudget typical categoriesBudgetSumming Up1Managing ProjectsProject Framework2A framework for ActionA project moves along more smoothly if certain procedures and operational mechanisms are established before the real work begins.How will decisions be made ?How will project participants stay in touch and keep up-to-date?How will unresolved issues be handled?3DecisionsEvery project is a set of activities linked together by decisionsOne of the important things that must be done very early is to agree on(1) How will decisions be made(2) Who will make them Once decisions are made, we must accept responsibility for the consequences4Decision Procedures MatterPeople care about decision proceduresThey want protocols to be fairThey are much more likely to accept a decision that is unfavorable to them as long as they believe the procedure for making the decision was fairTrust is a key element in decision making5Common decision-making approaches1) Majority rule2) Consensus3) Small group decides4) Leader decide with inputIn selecting a decision-making approach, participants should weight the trade-offs6Decision-making processIn selecting a decision-making approach, participants should weight the trade-offsThe more involved the team members are in the decision-making process, the more likely it is that they will support the outcomeResult: the consensus and majority-rules approaches can help to build team commitmentDownside: consensus and majority-rule methods take time7Unresolved IssuesOften during meetings important issues are raised but not resolvedWhat happens to issues that you cannot resolve in the course of project work or meetings ?8Tracking Unresolved IssuesOne way to deal with unresolved issues is to enter them into a tracking log. A tracking log has two benefits: (1) unresolved issues will not be lost and (2) a procedure for their timely resolution will be assured9Documenting Decisions and ActionsA sizable project with plenty of meeting and many participants can easily loose track of what has been done, and what hasn’t.Each project should have a systematic method for keeping track of decisions, assignments, and actions Progress Reports (weekly report)Each activity should report progress and problems to the project manager, who must digest the information and use it to track the progress of the project as a whole10Communicating and Sharing Info.Give a person the responsibility for creating a project web site and a web-based newsletter to report progress, problems, upcoming eventsPost on the project web page the project charter, assignments, meeting dates, meeting minutes, and other materialBundle the e-mail addresses of each work group11MeetingsMaking the most of meetings involves preparation, engaging the right processes during the meeting, and following up on the decisions and agreements madeAttendance policy: There should be an attendance policy associated with project meetings. Decisions cannot be made when key players are not at the table.Meeting Minutes: notes recorded by an appointed individualMeeting technologyE-mail: Make them concise and to the point. If possible limit attachments. Nobody want to receive massive amounts of irrelevant e-mail. Make sure that everyone is informed about decisions that affect them and that the people that need to participate in decisions are consultedTeleconferencingVideoconferencing12Bringing people into contactPeople are most likely to communicate with those who are located nearest to them.Individual and groups can be positioned in ways that will either promote or inhibit communicationA good way to foster proximity is to have a project team roomPlace where members can congregate to informally share ideas, and records of the team’s work can be displayed and keptRelevant technical books, journals, research reports, and project documentsA large Gannt chart the plots the project’s schedule and milestones from start to finishCompeting products and team’s prototypes13Developing a BudgetWhat is going to take- in terms of resources-to successfully complete the project? To determine the project’s costs, and break it down into the key cost categories you anticipate14Budget typical categoriesPersonnelTravelTrainingSuppliesResearch and professional service…15BudgetSince costs are estimated before the work actually begins, completion of the budget gives team members a chance to ask themselves whether they really want to do this projectIt is extremely difficult to anticipate every expenseMany project managers build some wiggle room into their budgets to deal with anticipated costs16Summing UpDevelop Decisions tactics Document DecisionsDocument and track progress and issuesDevelop a Communication planCreate a budget. It will help you stay on