Take control of your project Content PV October 5th 0 Medialogy Conflict management, presentation from groups Tools for resource management: Traditional timetables, resource plans, milestone schedules Project Management Group work Lars Peter Jensen, lpj@es.aau.dk Billede: http://www.bvs.zh.ch/ Learning goals Manage your ressources To get some ideas about how to handle conflicts In the short term to be able to test a number of tools for project management In the longer term to account for the methods used in the group and reflect on the potentials in relation to your future projects 3 http://www.primus.com.gr/images/library/timemanagement.gif 4 Project management Project goal and environment Management of time Management of people Project What? A unique task Have a lot of complex activities Needs several people with different skills Have a final goal/objective Limited resources (time, money, people) Have to deliver a result at a given time: As a minimum a written report 5 6
Agree on the goal, otherwise you won t reach it! Be aware of your differences YOU ARE STUPID! WE DON T KNOW SYSTEM 004 The goal statement should be action-oriented, short, simple, straightforward, understandable, and clear to all. 7 Time tables Deadline is deadline! Good advices concerning Time management Make a timetable from the start of the project - at least with milestones. It makes it way easier to organize the project process. Always share all contact information at the start of the project and agree upon a place to set-up meetings etc. Make a plan for assignments, set specific deadlines, and talk about how long it will take to do the assignments. The group should schedule ahead, and make a time line for the process. Implement group meetings, at least once a week 0
Planning at different levels Overview (long term) level: Big tasks, few milestones Activity level: Where you are right now Detailed activity plan with many smaller tasks Deadlines Daily level: What are we going to do today 3 4 Activity Plans Example of activity plan Determine the necessary activities (activity list = 'to do' list) Type all activities at Post IT notes Then sort the notes in sufficient order (activity diagram = 'to do' list in graphical form, often a flow chart) http://www.impactconsulting.co.uk/img/planning-operational-activity.jpg 5 6 Ressource Planning Allocate resources who does what when? Estimate realistic time consumption for each activity - let the involved persons themselves help to make it! Make a time-and resource plan, incl. milestones and work products - take into account holidays, absenteeism, illness, etc. 7 Gantt chart -axis is the time axis -One unit per project mini module Y-axis is the activity list A column for start-stop time A column for time resources A column of labor resources A column for comments Deadlines / Milestones are clearly identifiable Different signatures for planned and actual time consumption http://www.ganttchart.com/baseline%0gannt.png 3
Example of time schedule Reference: Mikkelsen & Riis (:37) Tegnet af Helle Algreen Ussing 0 Kilde:P procesanalyse B, juni 004 BREAK 5 minuts Time Schedules A concrete example 3 4 4
Control strategy design Choose strategy Control system and motor motor How to find? We need 0 There is 6 members of the group There are 5 half project day until finish of activity What is then? = 5/0 [½project day] = ½ [½project day]? No OK? TOTAL: 0 Yes 5 6 How to find? We need 0 There is 6 members of the group There are 5 half project day until finish of activity What is then? = 5/0 [½project day] = ½ [½project day]? = (5/0)x6 [½man day] = [½man day] motor 0/0 7/0 3/ 4 0/ 7 0/0 7/0 3/ 4 0/ 0/0 7/0 3/ 4 0/ motor motor 30 5
0/0 7/0 3/ 4 0/ 0/0 7/0 3/ 4 0/ motor motor control strategy and motor 3 3 0/0 7/0 3/ 4 0/ Project Monitering motor Why has some activities taken to long time? Can we compensate for the delay by working harder? Is it possible to reorganize the work schedule If we are to cut out some activities, which one? What are the consequences of each of these choices? 33 34 Management of people Project management, why and what? Management Management forms Leadership Roles Projektledelse - citater We do not want any project manager to determine what to do - we want a democratic leadership no bugbear! Quote from a project group on Tek.-Nat. basis 35 36 6
Good advices concerning Project management Leadership: It is always good to specify a leader in times of arguing/work assignments and other group conflicts. There can be more leaders assigned to special part of the project. The leader should be objective in all conflicts/debates. 37 Project Management - quotes "It's like being a jumper (lice) between nails. Management wants me to be a leader in the traditional sense. Project participants wants me to be a practical pig. And I myself most want to be a regular team member! " Quote: Project management - in multidisciplinary teams of Michael Karø p. 5 3 Project Management Distinguish between concepts: Project management - functions The project manager - a person What is management/leadership? Blake og Moutons 5 "Leadership means to obtain results - measured according to the organization's goal - through or by means of the staff. " 3 40 Leadership qualities Leader tasks Agne Lundquist Appropriate intelligence Healthy judgments and thinking Confidence and belief in oneself and others Sense of responsibility Social interest in other people Be able to motivate Professional skills Communication skills Withstands stress 4 Instrumental Emotional The management of the professional side of the work including planning and control Is concerned about the relationship with and between employees and their relationship to work tasks 4 7
Leader tasks Agne Lundquist Leadership roles Representative Representing the company, department or workgroup 43 Adizes leadership roles Hear him explain his ideas. Producer Role (P) Administrator i t Role (A) Entrepreneur Role (E) Integrator Role (I) If one of these roles is not undertaken it leads to "mismanagement". 44 Producer role The leader must create results Must possess knowledge and power to act and have a strong desire to perform Thorough knowledge of the industry, company and market and the technology needed to create results Administrator role The leader must establish guidelines for the work, prepare detailed plans and coordinate and control the activities Must possess flair for systematics, order and detail 45 46 Entrepreneur role The leader must think long term, set goals and formulate strategies This requires creativity, risk taking and a watchful eye for new opportunities and threatst Integrator role Establish cooperation, consensus and effective teams to solve new tasks The leader must have the interest and attention to interpersonal relationships, empathy, and desire and ability to get others to cooperate 47 4
Assignments Make Time schedules on the overview level for your project work Start e.g. by identifying the big activities and plot them in a flow chart How will you handle the project management tasks/issues in your project group: What managerial tasks do you have and who is responsible for them Take e.g. Adize s leader style test and discuss if any of the leader styles are missing in your group and what to do if that is the case You can get inspiration from the following links unfortunately only in Danish: Adize s lederstiltest 4 Ledelsesstiltest på papirform