Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
AIESEC Almaty AIESEC Almaty
Project ProjectManagement Management Manual Manual
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
How to run projects Intro
Preamble
So, you have decided to take responsibility for your first project realization! Responsibility it is a good motivator. Take over the duties of your project with love. Let’s just imagine project as your baby. His education and development depends only on you. Do you want to grow a good child? Or maybe the best? Do you really think your baby small or not significant? But how such baby can be beside such parent? Right – it’s absurd! However do not think that children’s growing is so easy. And now it is suitable time to recall about AIESEC – you are not alone; there are so much people around you, ready to help you. And now you have a unique opportunity to grow a child in team. Believe it is a huge experience! Use your chance on 100%! Success - it is not money or popularity, e.t.c. Success is self-realization, goals achievement. The life gives you a real opportunity to check yourself in real situations and circumstances, to increase your leadership and management skills. And all of that is in excellent team of your friends. We hope, you understood, what the motivation for you personally? Then – let’s make it happen!
Getting started
Get to know what we are talking about
A project is an initiative with certain purpose that is organized for the achievement of specific objectives that are defined for the solution of a problem or satisfy a need. Four factors of a successful project: Need or problem . relevance for external environment The idea and vision . importance of proper planning The opportunity for a project . belief in the product . people have knowldge and skills needed The capacity . involvement and interest of the whole team . professional attitude on each of the stages . proper follow-up
Project life cycle
External environment influence
People
Idea Focusing on definite problem
Goals setting: aims and objectives
Evaluation
Control
Team forming
Motivation
Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
How it works?
Project planning
Job description for OCP and team members
Project preparation
Project realization
Project evaluation and its effective influencing on external environment
Idea
Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
5 realization steps
What I need to do?
Project cycle
How it should be?
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
What’s going on?
Community Why is the project necessary and important? In which community/social context is it placed? What are the problems faced by the community? What is the project going to aim to change? What is realistic and achievable? Has it been done before or is it being done by someone else? What is innovative in it?
Organization How far does the project fit your organisation’s aims, values, traditions and experience? What experience does your organisation have with that kind of project? Is your organisation fully behind the project? What benefits can it get from it? What are the risks for the organisation?
You Why are you undertaking the project? What do you expect to gain/learn/get out of the project? What competence or expertise do you have for it? What are the values that drive you to do that? Are your interests and values compatible with the project’s aims, organizational and public?
Need analysis
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
What’s really important?
Aims and objectives
All your goals should be SMART!!!
Specific Measurable Achievieble Realistic Timed Create a picture
Vision of the project
The first thing you need to have is VISION !!! We create image of world after our project. This image shows us the way which we want to follow.
i.e. Vision of some eXchange project: ‘We are delivering high quality internship which changed life of 6 people (if we did such a goal) who are completely satisfied with their internship. By working in this project we gained knowledge from different areas and we are ready to take next stage of @XP’ Also for creating a clear vision you may use 5W rule. 5 W rule-shaping the idea of the project! Who?
for who? With whom? Which stakeholders, participants, targets groups, partners?
What?
milestones - main activities (i.e. research, preparing offers, contacting)?
When? period of time we focus on, deadline - with long term (later than one month), short term (approx in one month)? Where? organizations place, logistics, region, city? Why?
what we want to achieve, do we want to do it in this way, our motivation, main goals?
“I keep six honest serving-men (They taught me all I knew); Their names are What and Why and When And How and Where and Who.” Rudyard Kipling
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
How to plan?
Project planning
Preparation of the project
“Failing to plan is planning to fail”
Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
Going into details
Project planning tips
SWOT!!! SWOT is needed in complex projects. Thanks to that we can analyze our situation, prepare strategy and make plan of work. It is the first stage of planning and helps marketers to focus on key issues. Strengths and weaknesses are internal factors. Opportunities and threats are external factors. Strenghts
Weaknesses
Opportunities
Threats
Eisenhower matrix or Time/task matrix
Not Important Important
Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
SWOT example
Urgent
Not Urgent
I
II
III
IV
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
Laswell’s Matrix Have
Don’t have
Want
Keep on going
Start doing
Don’t want
Stop
Leave it as it is
We have to work in both ways and improve our whole situation.
Boston Consulting Group matrix matrix
Also you may use triangle
matrix to define your product effectiveness, customer proximity
Š AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
Make the move
Keep up all activities
Project implementation
The monitoring & control cycle
All projects of any reasonable size experience problems. The Project Monitoring & Control Cycle of activities enables problems to be identified and solved at an early stage so that the project can be maintained on track. The monitoring & control cycle consists of: Reviewing and measuring progress Comparing actual progress against the various plans e.g. schedule, risk Identifying any variances Taking action to correct variances Forecasting events that may violate the plan Re-planning if necessary Deliverables will be subjected to interim review during the project and extensive review against the relevant requirement before final delivery.
© AIESEC Almaty 2008
Project management manual dmitry.dmitriev@aiesec.net
Get the green
Project evaluation
After your project realization you have to be ensuring that all main project criteria are covered. The results achieved The objectives reached The financial management The impact on the organisation The process
That’s all about project management! Thank you for interesting in PM area and involvement in learning about project realization and management! We wish you good luck in your own project! How can you make it happen? It’s up to you! You are the best for sure!