Introducing

Project Planning

Learning Objectives Identify the 5 stages of team-based project planning Prepare an effective project overview related to your patrol exhibits Understand the importance of selecting an appropriate approach or method 3 Upon completion of this presentation you will be able to:

Learning Objectives Avoid the “Activity Trap” Avoid “Scope Creep” Develop a work breakdown structure Implement and track a project plan 4 Upon completion of this presentation you will be able to:

5 Stages of Team-Based Project Planning 1.Project Overview and Objective. 2.Work Breakdown Structure 3.Activity Assignments. 4.Putting the Plan into Action 5.Project to Close and report. 5

1 - Project Overview What are we doing? What is our problem, opportunity or situation to be changed?

1 - Project Overview Project Goals Straightforward Important S.M.A.R.T.

Project Goals & Objectives – Specific: Is it in targeting an objective? – Measurable: What are the measurable indicators of progress or success? – Attainable: Is it attainable by someone on the team? – Relevant: Can it be achieved within the resources and time allowed? If not, then the goal is irrelevant to project success. – Time-based: When will the project be completed? 8 S M A R T

1 - Project Overview Measure of Success Goals and Objectives measured to determine success Team chooses the criteria

1 - Project Overview Approach or Method How do we tackle this project? Think outside the box Remember -

If you keep on doing what you have always done, you will keep on getting what you have always got! Is this what we want?

1 - Project Overview Approach or Method Guidelines Focus on Goals & High Level Objectives Challenge Assumptions Explore out-of-the-box solutions Invent new methods

Approach or Method 13 “Insanity is doing the same thing over and over and expecting a different result.” Albert Einstein

Tools of the Trade Project Planning Video 1 14

Discuss Video What approaches did the team consider? What assumptions were challenged to arrive at the final selection? What was necessary for the novel approach to be seriously considered? 16

1 - Project Overview Assumptions and Risks Assumptions – What are the widely held attitudes? Are they true or not? Risks – What can undermine the success of your project?

1 - Project Overview Analysis of Assumptions and Risks Answer these questions for each objective – 1.What resources are required to realistically complete this objective? 2.What risks are associated with obtaining these resources in a timely manner? 3.What problems or delays are likely to occur in completing this objective? 4.What effect will delays have on the overall project plan and schedule? Then relook at your project

1 - Project Overview - Conclusion

1 - Project Overview – Review WHY??? Figure out problems before we start Be better prepared Tool to “sell” people on committing to project Gives us idea of how feasible the project is 20

1 - Project Overview – Review WHY??? Ensure success Basis for more detailed plan Avoid the “Activity Trap” Avoid Scope Creep

2 - Work Breakdown Structure

Activities should pass the “SMART” test. Each activity must have a start & stop time. Activities may be linked. Time and cost should be easy to define. Each activity should be assigned to someone. Each activity must be easily accomplished by one team member if not decompose the activity into smaller pieces. 23 Work Breakdown Structure

Tools of the Trade Project Planning Video 2 24

See how the small team: Tackles the problem of the weight of the windows on the lunar module Sells their ideas to others Challenges assumptions Thinks out of the box to generate new ideas Helps people “see” their ideas 25 Work Breakdown Structure Case Study

Discuss Video 27 What were the solutions to weight problems that the team encountered? What are the lessons for us?  We must challenge assumptions.  We must think outside the box. "If you keep on doing what you've always done, you will keep on getting what you've always got."

28 What do we need to do to deliver a University of Scouting?

Activities to deliver U of S 29 ID Time-place Pick the date Determine Expenses Set the Fee Draft Denis As CD Recruit STaff Get a GOOD AV person Reserve The Training room Make A Flyer Put date On the Calendar Get copies Of syllabus Have a meeting Train Staff Buy Food Photo-copy Handouts Get the New leaders list Mail flyers

3 - Activity Assignments When assigning activities remember team members– Must understand the purpose of the project (Big Picture) Must understand exactly their assignment Skills and resources must match the activity Establish milestones to monitor progress

4 – Putting the Plan into Action

Remember – Leadership – information, resources, clarification, support and encouragement Characteristics of High Performance Teams development Trust

Trust is one of the most important characteristics of a high-performance team. The team leader should monitor the performance and the results. Team members should have the freedom to work within their own boundaries. Micromanaging or monitoring the work method implies that the team member is not trusted. 33 Let the Project Begin!

5 – Project Closeout Celebrate - Recognize your team Evaluate the Project and Write a report (This is necessary to help successor remember and avoid pitfalls) Goals & objectives met? On time? Better next time (update templates and processes)?

Conclusion 5 STAGES OF PROJECT PLANNING

Learning Objectives Identify the 5 stages of team-based project planning Prepare an effective project overview related to your patrol exhibits Understand the importance of selecting an appropriate approach or method Avoid the “Activity Trap” & “ Scope Creep” Develop a work breakdown structure Implement and track a project plan 36 Can you….

37 Thank You!