Practical Project Planning and Management for Libraries Instructor: Gail McPartland An Infopeople Workshop Spring 2005

This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant project supported by the California State Library. It provides a wide variety of training to California libraries. Infopeople workshops are offered around the state and are open registration on a first-come, first-served basis. For a complete list of workshops, and for other information about the Project, go to the Infopeople Web site at infopeople.org.

Workshop Overview Project Management Introduction Project Management Introduction Creating the Project Plan Creating the Project Plan Managing the Project Managing the Project Evaluation and Ongoing Support Evaluation and Ongoing Support

4 Project Management Introduction A project differs from “regular work” A project differs from “regular work” Creating a project plan Creating a project plan MindmappingMindmapping Project Planning WorksheetProject Planning Worksheet

5 A Project Differs from “Regular Work” Nonrecurring, a ‘one shot deal’ Nonrecurring, a ‘one shot deal’ Complex Complex never been donenever been done often crossing departmental linesoften crossing departmental lines Time-specific Time-specific Special budget Special budget

6 Mindmapping Brainstorming Brainstorming ideasideas possibilitiespossibilities Organizes thoughts and ideas Organizes thoughts and ideas identifies caution areasidentifies caution areas Does not organize the project Does not organize the project

7 Creating the Project Plan Project goal Project goal Intended audience Intended audience Stakeholders Stakeholders Project team Project team Timeline and milestones Timeline and milestones Marketing and communications Marketing and communications Deliverables Deliverables Budget Budget

8 Project Goal and Intended Audience What will be achieved? What will be achieved? Who will benefit? Who will benefit? Example: “Students in Mytown will be able to conduct research on their homework topics through a library homework center.” Example: “Students in Mytown will be able to conduct research on their homework topics through a library homework center.”

9 Stakeholders Vested interest in success Vested interest in success decision-makersdecision-makers elected officialselected officials community groupscommunity groups managersmanagers Want to look good Want to look good

10 Project Team Skills appropriate to the project Skills appropriate to the project Might include Might include immediate co-workersimmediate co-workers other library departmentsother library departments other external departmentsother external departments

11 Timeline and Milestones Significant dates Significant dates Contingencies Contingencies Dependencies Dependencies Deadlines Deadlines Decision-points Decision-points

12 The Communications Plan Internal Marketing Communicate with staff Communicate with staff Create excitement Create excitement Create buy-in Create buy-in Listen to feedback Listen to feedback Respond to concerns Respond to concerns

13 Internal Marketing Tools Face-to-face interactions Face-to-face interactions Meetings Meetings and listservs and listservs Newsletters Newsletters Training and documentation Training and documentation

14 The Communications Plan External Marketing Public launch Public launch Engage the public Engage the public Demonstrate commitment to success Demonstrate commitment to success Demonstrate success to stakeholders Demonstrate success to stakeholders

15 External Marketing Tools Newspaper articles Newspaper articles Invitations to local media Invitations to local media “Collateral” – balloons, pencils, t-shirts, bookmarks, trips, cars… “Collateral” – balloons, pencils, t-shirts, bookmarks, trips, cars… Hire marketing/graphic consultants for a professional finish Hire marketing/graphic consultants for a professional finish

16 Deliverables What is to be produced, created, or made What is to be produced, created, or made physical spacephysical space program materials createdprogram materials created trainingtraining marketing materialsmarketing materials

17 Budget Staff resources Staff resources Cost of deliverables Cost of deliverables Any materials Any materials One-time v. ongoing costs One-time v. ongoing costs

18 Managing the Project Flowcharting Flowcharting Project Manager Project Manager rolesroles skillsskills Staying On-Track Staying On-Track

19 Flowcharting to Organize a Project Flowcharts should include… all major project elementsall major project elements decision pointsdecision points deliverablesdeliverables dependenciesdependencies contingenciescontingencies

20 Role of the Project Manager Is to Keep the… Goal in sight Goal in sight Project on-time Project on-time Project on-budget Project on-budget Project team moving forward Project team moving forward Stakeholders, staff, and others informed of project status Stakeholders, staff, and others informed of project status

21 The Project Manager Must Be Able to… Anticipate what comes next Anticipate what comes next Solve problems Solve problems Provide leadership and Provide leadership and decision-making decision-making Stay flexible Stay flexible Keep a positive attitude Keep a positive attitude

22 The Project Manager Helps the Project Team “Day job” v. project tasks “Day job” v. project tasks Diffuse conflict Diffuse conflict between team and other departmentsbetween team and other departments among the teamamong the team Confront problems, not people Confront problems, not people

23 Staying On-Track Goals change Goals change Stakeholders no longer have buy- in Stakeholders no longer have buy- in Project team in trouble Project team in trouble Timelines slip Timelines slip Budget changes Budget changes Stay flexible Stay flexible Have a contingency plan Have a contingency plan Be upfront in communicating changes Be upfront in communicating changes Act with integrity Act with integrity

24 Tools For Staying on Track Microsoft Project Microsoft Projectwww.microsoft.com Project Kickstart Project Kickstartwww.projectkickstart.com Mindmanager X5 Mindmanager X5www.mindjet.com Microsoft Visio Microsoft Visiowww.microsoft.com

25 Ready, Set, Launch! “Opening Day” “Opening Day” External communication plan External communication plan Transition to “ongoing” status Transition to “ongoing” status regular staffregular staff regular budgetregular budget ongoing schedulingongoing scheduling Evaluate success Evaluate success

26 Project Evaluation Review project goal Review project goal Review the project plan Review the project plan tie-up loose endstie-up loose ends Report to stakeholders Report to stakeholders Report to Project Team Report to Project Team excuse the teamexcuse the team thank the teamthank the team

27 Celebrate Success!!