PM

Project management Managing project in AIESEC

What will you gain?

• Theoretical knowledge about project and project management • Understand the flow of a project • Tools and tips to use in your project

How will we do it?

• 5 teams • 1 goal : create a project flow by using the card that you have win or bought during the fair • 1 chance for each card = 1 challenge • 1 Open fair • 1 winner • Timeline: 3 ½ hours

Flow • 1 piece of theoretical information • 1 challenge Each challenge won value between 10 and 50 points: - 1 team win the “Objectives” challenge: 5 Objectives cards = 50 points - 2 team win the competition: first one 3 cards (30 points), second one 2 card (20 points) - ….

Fair and extra point • 5 min preparing your fair strategy • 15 min trading and designing your project flow Extra points: - During the session by completing different challenges - Each correct answer from your team value 3 points.

Lets start! – Extra challenge #1 Define your team name and your company name and profile Time: - 10 minutes prepare - 1 minute/ team presentation Each time will gain 50 points, the most innovative team will win 50 extra points.

Back to project world!!

What is a project?

What is project management?

Challenge #1 • Use the 5 blue cards to create a project flow.

• First team win all the card: 5*5*10points= 250 points • Flow = steps + arrows

• Time: 5 minutes

Project flow

Project flow = session flow Initiation

Planning and design

Execution

Monitoring and Controlling

Closing

Initiation Identify the idea

Identify the target group

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

Why is project initiation important?

Initiation Identify the idea Identify the target groups Identify the problem/ issue Objectives and goals

Organizational diagnose

Expected outcomes of the project

What are we doing. • What is our project idea? • For who are we running the project?

Initiation Identify the idea

Identify the target group

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

Why are we doing it?

Logical tree diagram

Initiation

What is our final destination?

Identify the idea

Identify the target group

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

• SMART Objectives. • Achievable goals.

Challenge and extra challenge #2

Define your project idea and target group.

Create the logical tree diagram for your project.

Time: - 15 min prepare - 1 min/ team present your goal and project idea.

First 2 teams ready.

Best idea win 50 points.

Initiation Identify the idea

Identify the target group

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

Are we able to run this project? • SWOT Analyze

Internal

External

Challenge #3 • SWOT Analyze for your project • At leas 2 items in each category Time: - 10 minutes

First 2 teams ready!!

Initiation Identify the idea

Identify the target group

How will we measure our result?

• What is a performance indicator?

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

• KPI – Key Performance indicators

KPI • For each objective • Easy to evaluate • Contribute directly to the objective How will we evaluate the success of our activity?

Challenge #4 • Define KPIs for one of the objectives Time: 5 minutes Winner: first team to finish with correct KPIs.

Planning Team structure Work break down structure Gantt chart

Budget

Why is PLANNING important?

Planning

Project team

Team structure Work break down structure Gantt chart

Budget

• Roles • Responsibilities • Way of working: – Team principles – Team rules – Communication rules

Challenge # 5 • Define your team principles Time: - 7 minutes prepare - Present your “craziest” principle

Winner: …

Extra challenge #2 First team back from break with the answer to the question: what is a Work Breakdown Structure?

Winner: 100 points 100% rule in WBS (work breakdown structure)‌ what is it?

Winner: 100 points

Planning

WBS

Team structure Work break down structure Gantt chart

Budget

So, what is WBS?

Challenge #6 Create the WBS for your project.

The most detailed WBS will win.

Time: 10 minutes

Planning Team structure

What is a Gantt chart?

Work break down structure Gantt chart

Budget

• From WBS to Gantt chart

Challenge #7 Create the Gant chart for the first week of your project.

Time: 7 minutes Winner: surprise

Planning

Budget

Team structure Work break down structure Gantt chart

Budget

• Project should be profitable • Always plan unexpected expanses • Be realistic

Challenge #8 Define your main revenue sources and cost centers.

Time: - Working time 7 minutes

First team ready.

Implement Execute the plan – Hands on Status Updates

Implement • Follow the plan • Be flexible • Keep an eye on the KPIs

Challenge #9 Mime the first week of implementation, based on your Gantt chart.

Time: - preparation: 5 min - Present 1 min/ team

Best team win all the cards.

Monitoring and controlling

Tracking Change management

• How to track your result?

• How to track activities progress?

• Gaps between plan and realized? How should we react? Adjusting your plan?

Challenge #10 Think about one thing that can go wrong in your project, and come with solutions to solve it.

Time: 3 minutes Winner: most solutions

Evaluation/ closing Project evaluation

Team management

Financial evaluation

Project evaluation and Challenge #11 Question that we should ask in each of the evaluation block.

Knowledge management

If you come up with 2 question for one stage you win it.

Evaluation/ closing Project evaluation

Team management

Challenge #12 Knowledge management?

Financial evaluation

Knowledge management

1 activity = 1 card

Trade and design your project flow 5 minutes – create a strategy 15 minutes - trade and design

Make sure you have all the project steps and start designing your own project flow.

Winner: 1st Team ready

Project flow Initiation

Planning

Monitoring and controlling

Identify the idea

Team structure

Tracking

Identify the target group

Work break down structure

Change management

Identify the problem

Gantt chart

Objectives and goals

Budget

Evaluation/ cloasing Project evaluation

Organizational diagnose

Expected outcomes of the project

Implement

Team management

Execute the plan – Hands on

Financial evaluation

Status Updates

Knowledge management