art of project management - make things done on time

Art of Project Management

Make Things Done On Time

Calvin ChanEmail: calvinbiz0514@gmail.com

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Agenda

Why Project Management?

Manage the culture

Manage the tasks

Manage the cost

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Why project management?

What’s the key objective?

Is it helpful?

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The key objective

Make things done on time,

earn and pass the credit!

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Why projects fail?

Changing scope

Insufficient planning

No risk or issues management

Poor communication

Lack of commitment and responsibility by stakeholders

No accountability at all

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How project management help you?

• Optimize the outcome

• Align the right people

• Minimize the timeline

• Control the cost

• Manage the change

• Prevent the risk

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Agenda

Why Project Management?

Manage the culture

Manage the tasks

Manage the cost

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Culture management

How to create consensus?

How to create incentive?

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How to create consensus?

1. Make clear communication

- Define the key objective

- Define the expectations of outcome

2. Create task force team

- Pick right people from other teams

- Define role, responsibility and decision point for each stakeholder

- Make each other recognize and respect each professionalism

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How to create incentive?

1. Make everyone love the project

- Make everyone participate

- Keep them informed

- Create win-win situation

2. Assign credits to each team (Accountability)

- Recognize their efforts

- Make boss know their credits

- Create awards

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Agenda

Why Project Management?

Manage the culture

Manage the tasks

Manage the cost

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Define the process first

Initiation Plan

DetailedPlan

Status Report

PostProjectReviewReport

Tracking & Review

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Scheduling, Tracking and Control

How about learning curve of the teams? Weekly team meetings Detail planning in 1-2 month Define and manage “critical path”

– First critical– Prioritize– Who, what, when

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Set milestone and break down the job

1. Define scope2. Define the key stages of process as milestones3. Break down each milestone into tasks

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Set priority

Technical difficulties

Value to client

Top Priority

Edge? Ignore

Profit?

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Set your timeline

Remind First thing first Leave buffer (holidays, annual leaves)

General items UI design & approval R&D development time UAT + Regression Time Marketing preparation Sales promotion period

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Assign and track the tasks

Regular meeting Arrange regular meeting to communicate

the tasks and track the status Provide recap of meeting each time

Action Items List of tasks for each team to do To track the status of each task regularly

by email, phone conversation and meeting

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Status Reporting

3 key items to report to stakeholders– Things done– Things to proceed– Outstanding things to discuss and solve

Report details– Team– Task items– Who responsible– Result– Complete date

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Issues management

Raised-Up issues log Raised from Who, Which team, Raised-up

date Category of issues, issue items and

description Status of the issues: Open, Work-In-

Progress, Done or Closed Close date of the issues and how it is done

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Risk management

Identify which factor will cause the project to go off track.

Set expectation and communicate with each team early.

Develop risk / contingency plan early. Monitor the status and the risk plan

regularly.

Early response is the key!

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Manage Expectations

Communication Plan

Make major policy decisions up front

Don’t make promises to users up front

Monthly status report and review

Monthly / bi-monthly presentations

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Agenda

Why Project Management?

Manage the culture

Manage the tasks

Manage the cost

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Types of cost

• Development cost

• Research cost

• R&D development cost / Vendor cost

• Additional system / software cost

• Regular overhead cost

• Monthly overhead cost in technical / operations

• Monthly G&A (general and administrative overhead cost)

• Monthly support fee in system or licensing

• Sales / Partner Commission

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Cost Benefit Analysis

Monthly Total revenue

= Total accumulate client x price

Monthly Total cost

= Initial development cost + monthly running cost + G&A + Commission

Profit

= Cum revenue – Cum cost

When profit > 0 => Break even

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Golden thumb of rules

• Make yourself love your projects no matter it is your final idea or not.

• Believe your project work till the end.

• Don’t bad month what you are in charge.

• Keep each party communicated regularly.

• Well understand every task you assigned to each team.

• Don’t provide any tasks you don’t know how to handle.

• Your “how to” need not be the best but at least make profit.

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Golden thumb of rules

• Keep record to any issues raised up and be responsive to the top priority one.

• Keep responsive to sensitive problems early.

• Don’t push if other teams resource have already been in baseline. Step back and think work around.

• Keep detail thinking on every possible area.

• Keep everyone know your timeline.

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Calvin ChanEmail: calvinbiz0514@gmail.com

Masters inInformation System ManagementQuantitative Analysis for Business

Media, Information & Technology Industrywith expertise inProduct ManagementProject ManagementOnline Products DevelopmentUser ResearchBusiness Quantitative Analysis