Introduction to Project Planning Katy Goldstraw, BA MSc pgchpe

Learning Outcomes You’ll gain an insight into…… The importance of Project Planning The role of the PROJECT MANAGER Key stages in a Project Lifecycle The importance of effective communication Identifying Risks Evaluation

The importance of Project Planning Engages stakeholders and team members Avoids dangers of getting side tracked/distracted Saves time Saves resources Saves effort Enables effective evaluation

The role of the Project Manager SKILLS and COMPETENCIES…….. Motivate others Lead others Provide direction and leadership Negotiate Effectively communicate Influence key decisions Budget monitoring Co-ordinate effort Gain concensus

What is involved in Project Planning? Critical elements of Project Planning: Goal setting Time management Communication Identifying risks Resource management Delegation / co-operation / task allocation Monitoring and evaluation

Key stages in a project lifecycle Project Sandwich Plan what you are going to do Deliver it Evaluate it and communicate success

Goal Setting Fitting YOUR project into the overall vision, aims & objectives of the organisation GOAL Setting – think about your roles & your organisation’s roles

Goals – What are they? An aim or purpose Something you would like to achieve Can be related to any of your roles

Exercise: Goal Setting Select three important goals, which you would like to achieve in the next 6-12 months Use your list of roles to give you some ideas Well Formed Goals are: Specific Personal Deadline Positive Realistic

Well Formed Goals are: Specific Personal Deadline Positive Realistic SPECIFIC If it is not specific how will you know when you have achieved it? PERSONAL You may not achieve your goal if it is dependent upon somebody else that has let you down. DEADLINE You need a date to work to in order to motivate you. Things will usually have deadlines associated with them. Failing to include a date will mean that the goal will drift. POSITIVE If you state your goal positively it will look attractive and motivate you to work towards it. Stating it negatively will probably do the opposite. REALISTIC You will be setting yourself up to fail if your goal is not realistic. Specific Personal Deadline Positive Realistic

Goal Refinement “I want to set up a volunteer project running swimming with kids” Specific (fail) – The goal is not clear about what must be done. Which kids and what sort of swimming? Therefore it is not specific. Personal (pass) – This goal is something that is personal and within the individual’s control so it passes this test. Deadline (fail) – This goal does not have a deadline when it will be achieved so it fails on this count. Positive (pass) – The goal is something positive to move towards. Realistic (fail) – It is impossible to say whether this goal is realistic or not given that it is not specific.

Goal Refinement Example “I want to set a project teaching children from my local special needs school how to swim at my local council pool by the start of September 2008. I can do this as I have ASA level two swim teacher qualifications ”

Exercise: Goal Refinement Now go back to your three goals and refine them….

Planning your Goals Visualise the goal Write down the necessary steps Identify your resources Identify your blockers Holistic check

Goal – How do I achieve it? Visualise the goal How will it feel to achieve the goal? Write down the necessary steps Contact the Special Needs School. Contact the local Swimming Centre. Recruit volunteers to support me with the project. Coordinate transport to the pool. Ensure H&S has been thought through. Ensure enough swim teachers to children etc etc Identify your resources My ASA teaching qualification. Special Needs School teaching team, Council disability support, Volunteers I can recruit, Can Do volunteer support booklet Identify your blockers Special Needs School may not want the project to go ahead. Council swim timetable may not allow it Holistic check How does this compare with my other life commitments? Can I pull this off? “I want to set a project teaching children from my local special needs school how to swim at my local council pool by the start of September 2008. I can do this as I have ASA level two swim teacher qualifications ”

Planning Challenging Goals Helps to break a challenging goal up into chunks Ask for support Use the Internet The most challenging goals are often the most rewarding

Exercise: Goal Planning YOUR GOALS Visualise the goal Write down the necessary steps Identify your resources Identify your blockers Holistic check

How do you turn GOALS into PROJECTS? Feedback Ideas: Use resources Partners Stakeholders

Project Planner Think of an example project that you would like to develop Complete the worksheet in a group Remember to use your TEAM allocating roles and responsibilities Idea I would like to set up a project to involve volunteers in my current role as a Sports Development Officer

Successful Projects Feedback

Successful Projects: Effective Time Management Think about how you manage your time Write down a few sentences discussing your strengths and weaknesses in relation to this

Successful Projects: Effective Time Management We have learnt how to set goals and create plans to achieve them Effective time management will help you to create opportunities to complete the activities you have planned Do you think you have enough time to get everything done? Plan for errors – include a contingency

Successful Projects: Effective Time Management Decide what you need to do Set your goal Work out how to get it done Plan your goal Determine when you are going to do it Manage your time Do it! Positive mental attitude Discipline

What happens if I do not manage my time? Sucked in! Spat out!

Successful Projects: Effective Time Management Not managing your time: Spend your time on activities that are unimportant Fail to achieve things you have committed to Take too much on and feel overloaded/stressed Managing your time: Concentrate on the things that are of real importance to you Be well placed to achieve your goals Feel in more control of your life, have a clearer mind and relax without worrying about things you may have forgotten

Successful Projects: Effective Time Management

Successful Projects: Effective Time Management Commit to allocating time to plan your week Avoid drifting out of one week and into another without scheduling Find a regular slot to plan out your week Build this planning into your routine Be realistic Explore “I may” or “There is a chance that” language If in doubt, reschedule Think about all your roles Do not fill your diary - leave time for the unexpected Briefly review your schedule on a daily basis as things change

What is involved in Project Planning? Critical elements of Project Planning Goal setting Time management Communication Identifying risks Resource management Delegation / co-operation / task allocation Monitoring and evaluation

Katy Goldstraw BA MSc pgchpe Questions? Katy Goldstraw BA MSc pgchpe