Project Management in Practice The Manager the Organization and the Team 2 1 Outline Selecting the project manager Roles responsibilities of a project manager Project management as a profession Project Management Institute PMI Meetings The project team Initiate Plan Execute Monitor And Control Stages or Process Groups in the Project Life Cycle Close 2 2 Project Manager PM When is the PM appointed Who is the PM responsible to Who should be appointed as the PM 2 3 Roles of a PM Manager Facilitator Communicator 2 4 PM s Responsibilities Doing whatever it takes to get the job done Acquiring resources Funds personnel other resources Fighting fires and obstacles Providing leadership Making tradeoffs between project goals Negotiating and persuading Resolving conflicts 2 5 Cost Trade Offs Performance Schedule Schedule Performance Cost 2 6 Helpful Skills for a PM Leadership ability Communication skills Ability to develop people Team building skills Interpersonal skills Ability to handle stress Planning skills Organizational skills Problem solving skills Administrative skills Conflict resolution skills Time management skills 2 7 Helpful Skills for a PM Communication Negotiation Problem Solving Influencing Leadership Three Characteristics Knowledge Performance Personal 2 8 Manager As Communicator Communication Paths Between a Project s Parties At Interest Senior Management Client PM Project Team Outside Interested Party 2 9 Desirable Characteristics of a PM Strong focus on finishing the job Good at flexibility and adaptability Willing to make decisions Credibility is critical technical administrative Strong sense of ethics Political and personal sensitivity Effective leadership skills can motivate Participative style of management Ability to handle stress 2 10 How To Develop Good PM Skills Gain experience on the job work on project teams manage small projects work in different job areas to get breadth of experience Seek out feedback from others look for a mentor Conduct a self evaluation learn from mistakes Interview senior or star project managers Participate in training programs Join PMI Toastmasters other organizations Read journals magazines books on Project Mgmt Volunteer with charities to gain some skills 2 11 12 Rules for Project Managers Two researchers conducted many interviews with senior project managers in which they asked a simple question What information were you never given as a novice project manager that in retrospect could have made your job easier The results were summarized into 12 rules for new PMs Source J Pinto and O Kharbanda Lessons for an Accidental Profession Business Horizons March April 1995 2 12 12 Rules for Project Managers 1 2 3 4 5 Understand the problems opportunities and expectations of a project manager Recognize that project teams will have conflicts but this is a natural part of group development Understand who the stakeholders are and their agendas Realize that organizations are very political and use politics to your advantage Realize that project management is leader intensive but that you must be flexible 2 13 12 Rules for Project Managers 6 7 8 Understand that project success is defined by four components budget schedule performance criteria and customer satisfaction Realize that you must build a cohesive team by being a motivator coach cheerleader peacemaker and conflict resolver Notice that your team will develop attitudes based on the emotions you exhibit both positive and negative 2 14 12 Rules for Project Managers 9 Always ask what if questions and avoid becoming comfortable with the status of the project 10 Don t get bogged down in minutiae and lose sight of the purpose of the project 11 Manage your time efficiently 12 Above all plan plan plan 2 15 Meetings The PM attends many meetings some of which they lead or manage Since a PM s time is valuable managing meetings efficiently and effectively is a desirable skill There are many tips that are helpful in becoming an effective meeting manager Why have a meeting 2 16 Project Management As A Profession www pmi org 2 17 Project Management As A Profession 2 18 Project Management As A Profession 2 19 Project Management As A Profession Purpose PMI is a professional organization dedicated to the development and promotion of the field of project management PMP Certification Project Mgmt Professional Project Management Body of Knowledge Job listings publications web links Code of Ethics for Project Management 2 20 The Project Team Competent Politically sensitive Problem and goal oriented High self esteem Interests Experience Availability Cost 2 21 Project Organization Structures 8 22 The Project Team 4 major activities or processes in human resource management Develop Human Resource Plan Acquire Team Develop Team Manage and Motivate Team Initiate Plan Execute Monitor And Control Close 2 23 The Project Team Develop Human Resource Plan Roles Responsibilities Project Org Chart Staffing Management Plan 2 24 The Project Team Develop Human Resource Plan Some Tools 2 25 The Project Team Acquire Team 2 26 The Project Team Develop Team 2 27 The Project Team Manage Team Resolving Issues Coordinating Changes Tracking Team Member Performance Providing Feedback 2 28 The Project Team Motivating the Team X Y 2 29 PM Selection Exercise First State Bank case Divide into small groups Each group assigned Bob Dixon or Jim Mason Read first 2 paragraphs plus section on your assigned person 5 min Within your group develop a set of reasons supporting why your assigned person Bob or Jim should be the project manager 20 min 2 30