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