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David GriffinFebruary 21, 2013

2/21/2013 1www.linkedin.com/in/davidsgriffin

In a Time Long, Long Ago…

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DAY‐TO‐DAY

RESOURCES

PROJECTS

RESOURCESFEEDBACK

www.linkedin.com/in/davidsgriffin

The Convergence Began…

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DAY‐TO‐DAY PROJECTS

RESOURCES


…And Continued

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DAY

‐TO‐DAY PRO

JECTS

RESOURCES


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How It Can Feel

Source: www.motherjones.com


Managing the R.E.D.

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RESOURCES

EXPECTATIONS

DISTRACTORS


Expectations

Major Influences:Time/DurationFinancial/Budget (ROI)Level of Quality

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Constituents:Sponsor/RequestorContributorSupporter Internal vs. External

(Purpose + Objectives) x Effort = Outcome


The “Pick Two” Offer

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Quality

Cost

Time

OPTIMAL

OPTIMAL

OPTIMAL

OPTIMAL


Questions to AskWhat problem are we trying to solve and why is it important to get to a resolution?What outcome is expected?What is the ideal end state and what does success look like?How will success be measured?What is the expected ROI?How is this expected to contribute to overall objectives?What has been, or will need to be, communicated about this project and to whom?How will communications take place and by whom?


ResourcesPeople (internal and/or external)TimeMoneySystems/Data (internal and/or external)


Questions to AskWho will need to contribute to this project to ensure success?Who will be impacted by this project, during and after, and what are those impacts?Will training be needed (before, during, and/or after)?What time constraints exist?What is the budget and does it have final approval?What costs will be incurred and will they be one‐time or ongoing? What systems are needed and on what schedule?What changes to processes/systems are expected?


DistractorsCompeting Priorities

Other ProjectsDay‐to‐Day Activities

Schedules (public holiday, personal vacation, conferences, training)Audits Regulatory ChangesLife Events (births, deaths, illnesses, marriages, divorces, natural disasters)Ineffective CommunicationChanging and/or Wavering Commitment to:

BudgetPriorities/ObjectivesAvailability of Resources


Questions to AskWhat is the priority of this project as compared to other projects and/or day‐to‐day activities?What is the schedule/calendar for:

Public Holidays?Paid Time Off?Training?Conferences?Scheduled Audits/Visits?

For each contributor to the project:What is his/her contact information?Who can serve as a backup?What procedures/tools are in place to prevent “brain drain”?

What is the communication plan?


Now What?


Repeatable Process

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1

Tailored to your environment

2

Supported by standards

3

Communicated to all

Genesis & Planning

Example:

Identify, Describe, & Outline

Align & Confirm

Arrange, Enable, &

Corroborate

Execute & Manage

Mitigate, Direct, &

Accomplish

Close Out & Evaluate

Complete, Assess, & Learn


Manageable Structure

2/21/2013Source: trainingzone.co.uk

Start End

Straight Through Approach:

Start

Phased Approach:

End

Start

Work Stream Approach:

End

StartHybrid Approach:

End

16

?????


Check Points

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Genesis & Planning

Align & Confirm

Execute & Manage

Close Out & Evaluate

Planned: A point in time when certain events must take place and/or requirements must be met before moving on Ad‐Hoc: Achieve an agreed understanding on what was, what is, and what is going to be based on current data and circumstances


Check YourselfWhat do I need to achieve, in order of priority?

Do I have clarity around each of these?Where am I now in relation to my goals?

Do I have a clear vision of where I am, where I am going, and the gap between the two?

What might the obstacles be to achieving my goal?Do I have what I need to accurately identify these?

How do I remove the obstacles? Do I have what is needed to overcome the obstacles and bridge the gap?


ToolsSpreadsheetsMS OneNote / EvernoteMS OutlookMS ProjectAsana (www.asana.com)Yammer (www.yammer.com)Basecamp (www.basecamp.com)Project Management Institute/PMBOK® (www.pmi.org)David Allen Company (www.davidco.com)


In SummaryIdentify the R.E.D. so that you can manage itCreate a process that is

Tailored to your environmentSupported by standardsCommunicated to all

Structure projects in manageable phases/work streams Establish check points at key junctures in the process to get everyone on the same page and keep them there

Invoke ad‐hoc check points as neededPerform a personal check point as neededUtilize the right tools for you and your environmentImprove yourself, your team, and your process by learning from all of the prior experiences


Questions


david griffin february 21, 2013 - c.ymcdn.comc.ymcdn.com/sites/. griffin... · david griffin...

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