1. HIGH PERFORMANCE MANAGEMENT CONFERENCE PROJECT MANAGEMENT
Module: 1 hour 15 minutes
• Define and describe common project management terminology, including the characteristics which distinguish a project from other organizational activities
• Learn the five phases of the project management process
• Discover the triple constraints of project management: Quality, Cost, and Time
• Identify the behavioral skills necessary to lead teams and manage stakeholders interests more effectively

2. What is a Project?
A temporary endeavor undertaken to create a unique product, service, or result.
Time: 3 minutes
We use the term project rather freely, and we can refer to many things as a project. Let’s be sure we are appropriately using the term. What is a Project?
A key aspect of a project is that it is first and foremost, temporary. It has a distinct end point. The other aspect is that it is unique. It is not our everyday work. It is typically a one-time task.
Let’s look at the characteristics in more detail.
Source: Project Management Institute (PMI).

3. What is a Project? Temporary Unique Team
Has a definite beginning and ending point
Unique
Is not routine; the product or service is distinguishable in some way from other similar products or services
Team
Is accomplished by a team of people assembled for the duration of project who don’t usually work together
Time: 3 minutes (6)

4. Staging Concert or Musical Implementing New Process or Software
New Prescription Drug
Building Home, Road, etc.
Staging Concert or Musical
Implementing New Process or Software
Time: 2 minutes (8)
Let’s look at some examples.
Developing a new product
Effecting a change in structure, staffing or style of an organization
Designing a new transportation vehicle
Developing or acquiring a new or modified information system
Constructing a building or facility
Running a political campaign
Implementing a new business procedure or process

5. Almost 6.2 million U.S. jobs by 2020
Growing Profession
Prior to 2010
Aerospace & Defense
Construction & Engineering
Financial Services
Information Technology
Pharmaceuticals
Telecommunications
Utilities
Web/Internet/Software
2010 to 2020
Business Services
Healthcare
Manufacturing
Construction & Engineering
Financial Services
Information Technology
Utilities
Oil & Gas
Almost 6.2 million U.S. jobs by 2020
+12%
Time: 2 minutes (10)

6. What is Project Management?
Time: <1 minute (11)

7. Project Management…
The application of knowledge, skills, and techniques to execute projects effectively and efficiently.
Technical Management
Time: 3 minutes (14)
Project Management is defined as the application of knowledge, skills, and techniques. Let’s take a closer look at what those skills are…
Change Management
People Management

8. Project Management Requires…
All the skills of a High Performing Leader to complete tasks.
Technical Tasks
Team Tasks
Organizational Tasks
Evaluate scope and requirements
Create and maintain a project plan
Create and manage a project budget
Assemble and motivate a project team
Identify and set expectations with stakeholders
Manage issues and risks
Identify and lead change efforts
Communicate internally and externally
Time: 3 minutes (17)

9. Technical Management Initiating Define scope and timeline of project
Set goals
Define necessary resources/team
Identify success criteria
Initiating
Planning
Executing
Controlling
Closing
Time: 2 minutes (19)

10. Technical Management Planning Assemble the team
Determine roles and responsibilities
Schedule tasks
Identify internal and external stakeholders
Initiating
Planning
Executing
Controlling
Closing
Time: 2 minutes (21)

11. Technical Management Executing Track progress against plan
Manage the project constraints of quality, time, and cost
Initiating
Planning
Executing
Controlling
Closing
Time: 2 minutes (23)

12. Technical Management Controlling Monitor issues and risks
Manage schedule and budget
Prevent scope creep
Initiating
Planning
Executing
Controlling
Closing
Time: 2 minutes (25)

13. Technical Management Closing Assure proper implementation and closure
Promote continuous learning
Identify best practices
Initiating
Planning
Executing
Controlling
Closing
Time: 2 minutes (27)

14. Best Practices of Technical Management
Don’t underestimate the importance of planning
Manage the constraints
Time: 1 minutes (28)

15. Spend 25% – 35% in the beginning, Planning
Time: 2 minutes (30)
Source: Project Management Institute (PMI).

16. Pick Any Two… Time/ Schedule Quality Cost Time: 3 minutes (33)
Project Management is often described as “managing the triple constraints of a project”. Let’s take a look at what this means.

17. Pick Any Two… + = + = + = Faster Better More Expensive Time Cost
Quality
Faster
Cheaper
Lower Quality + =
Time: 2 minutes (35)
Let’s identify the trade-offs that you make as a Project Manager.
Better
Cheaper
More Time + =

18. You can make some people happy, all of the time, or all of the people happy some of the time, but you can't make all the people happy, all the time. ”
Time: 1 minute (36)
So our first rule – you can’t make all people happy all of the time!
Jim Kouzes, co-author of The Leadership Challenge.

19. Best Practices of Team Management
Don’t underestimate the importance of building trust
Manage team performance
Time: 1 minutes (37)

20. Trust Improves Performance
Be honest
Take responsibility
Admit mistakes
Acknowledge weaknesses
Follow through
Be fair
Ask for help
Tap into others’ expertise
Be unguarded and genuine
High Trust
↑ 276%
Time: 3 minutes (40)
Companies that build high-trust organization make more money over time, pay fewer legal costs, and have more engaged employees and customers. Furthermore, organizations that have been tracking trust for 15 years and are using that data to improve outperform their counterparts by 276%!
Source: Building the High-Trust Organization by Pamela S Shockley-Zalabak, Sherwyn Morreale, Michael Hackman

21. If you don’t believe in the messenger, you won’t believe the message.”
Time: 1 minute (26)
So our first rule – if our audience does not believe us, they will not believe anything we tell them or present.
Jim Kouzes, co-author of The Leadership Challenge.

22. Team Performance PROJECT COMPLETION Team Performance Time High Low
Time: 3 minutes (43)
The line here is a depiction of Bruce Tuckman’s stages of group performance Forming – Storming – Norming – Performing that was first proposed in Tuckman maintained that these phases are all necessary and inevitable in order for the team to grow, to face up to challenges, to tackle problems, to find solutions, to plan work, and to deliver results. This model has become the basis for subsequent models.
In 1977, Tuckman, jointly with Mary Ann Jensen, added a fifth stage to the 4 stages: adjourning, that involves completing the task and breaking up the team. Others call it mourning or even re-forming as the team stays together and moves on to another task or project.
Low

23. Expected Team Performance
High
DEADLINE
Performance
Time
Time: 1 minute (44)
We often think that a team comes together to complete some task, and that over time the team should be steadily progressing towards the final goal.
Low

24. Actual Team Performance
High
DEADLINE
Performance
Time
Time: 1 minute (45)
What is more realistic is that at the beginning there is planning, which takes time. And there is work the team needs to establish norms and processes of working together to be effective so they can execute.
Let’s take a closer look at how this happens over time so we understand typical team performance and then we’re going to discuss how this relates to this team.
Low

25. Team Performance 50% Complete DEADLINE Team Performance Time High Low
Time: 5 minutes (50)
When the team reaches the halfway mark, some expect that the work should be 50% complete.
Is this realistic? No!
On most projects teams are actually only 25 – 35% complete at the 50% mark. So what happens when we reach 50% and the project is not 50% completed?
Low

26. Best Practices of Organizational Management
Don’t underestimate the need to communicate
Manage the change AND the project
Time: 1 minutes (51)

27. 1 in 5 Projects is Unsuccessful Due to Ineffective Communication
Communication is Key
1 in 5 Projects is Unsuccessful Due to Ineffective Communication
Create communication plans
Communicate more frequently
Communicate with more people
Tailor communications to different stakeholder groups
Unsuccessful
Projects
Time: 2 minutes (53)
Successful
Projects
©2013 Project Management Institute, Inc. The Essential Role of Communications, May 2013.

29. Manage the Change! Start End Start End UNMANAGED CHANGE MANAGED CHANGE
Functional
Start
End
UNMANAGED CHANGE
Time to Adapt
Dysfunctional
Dysfunctional
Functional
End
Start
MANAGED CHANGE
Time to Adapt

30. Skills for the Future Virtual teams – managing across distances
Global teams – communicating with different cultures / languages
Business and strategy – aligning projects with strategy

31. Application Activity Let’s look at the Project Management Planner
Time: Whatever time is left
Have everyone take a few minutes and look at the Presentation Planner and discuss how they can use it. Or even provide your own guidance and coaching to the group with open Q&A.