Monday, February 9, 2015

Project Management tips

* Before project starts define what will be delivered by me.

* Refer previous project management plan and use the same.

* Prepare network diagram and gantt chart for the release and resource allocation.

* Plan the resource for this year, identify the risks in the project, weekly meeting with team, monitor the project.

* Plan and reduce the cost, set clear roles and responsibilities of each team members.

* Create a project plan using MS project, use PM templates.

* Follow best practices from other team and organization and use the lessons learnt from previous projects.

* Define Role of team members : Role of team member should be to give inputs to project, identify risks and issues, status of assigned work, if any delay in the work inform earlier, work on deliverable.

* Manage multiple project : To manage multiple project define in detail the resource required, setup tracking to monitor progress, manage dependencies of resources. Poor managing multiple project : Not tracking dependencies, resource over allocated or over committed, overlapping milestones, no back up plan for resources, unrealistic deadlines, not updating the plan, conflicting priorities.

* Project Management review : Monitor to see if we are according to planned schedule, check the budget, identify risks, why more issues are coming etc.

* Keeping project under budget : During project initiation phase check or plan your budget, estimate your budget, write detail task in the project and make estimation of each tasks and add up budget identify risks and estimate budget for risk and issues, Monitor and manage budget.

* PM Status report : Points on what happened until now , what's coming up, actual/planned forecast of milestones, budget, top 3 risks in project, changes to highlight, some important key message to sponsors.

* PM Time wasters : Spending time on internet, email, social media, distractions by employees or friends, calls or personal call, unplanned meeting, pleasing others by formatting mail or document(short is good), over reacting, organize things, plan and manage, administrative work, while travelling don't wast time. Solutions : Discipline in planning and executing, set priorities, use tools for efficient work process.

* Build high performing team : First you become high performer, have high energy, trust, lead by example, get the right people, positive energy, team members should take initiatives an decisions.

* Write project proposal : Problem, Vision, benefits, deliverable, success criteria, deadline /plan/approach, cost/budget.

* How to do effective testing in project : Create test plan, test scenario, plan for 3 cycle of testing [Unit, Integration and user acceptance testing], plan testing at beginning of project.

* Risks in project : Identify and create risk register with help of team members, ask each person in team what might go wrong in project, which module is more risky, risk for cost, time. Risk might low, medium, high, identify each type, for each risk identify impact and likelihood of the risk, develop mitigation techniques,get cost of the risk, every week identify risks and update risk register, identify the risk early in the project to reduce cost.

* Creating Communication plan in project : Create communication plan by event like session or VC etc, write event name, purpose of event, audience , date/frequency, who is responsible, authority to release. Communication to person : Stakeholder, title, project role, item.event, special instructions. Ex. Weekly meeting.

* How to get most from project team : Define roles/responsibilities, assign responsibilities, give instructions about project like mission, project plan, provide process, what tasks to do, give schedules, give training, ask team how can i support you, address team issues, remove toxic people.

* Capture lessons learnt at end : Identify positives and negatives done in project, meet team and get inputs, get info from customer mails and calls, summarize the lessons learnt and share with team.

* Work smarter : Check your abilities whether who can do better, set boundaries and say no, set your schedule and calendar, get new mentors for myself, assign work to team, have process and follow process, document things, question yourself how am i doing.

* Ways to reduce time on project : Minimize meeting, minimize frequent monitoring, implement tools like XL, docs, setup document repository, question everything what we are doing and is it required. Benefits of reducing time : Reduce budget, more time for planing, time to take rest, create project plan, estimate tasks,

* Set Priorities : Biggest problem for no time are over committing to everything, everything is priority. Lack of process cause more priority, organize yourself, train others so that they can do work be themselves.

* When your project is over budget : Find what is the cause of over budget [what why who], analyse what is the impact and find solution, notify management, change the  plan

* Keep performance log of all the employee like positive and negative, listen to their main concerns, be prepared for their questions, schedule meeting before, sit next to them, do it at correct time, give specific eg. Of good and bad works, while giving feedback be accurate, business oriented, give consistent feedback

* Creating deliverable diagram, build work break down structure , facilitate meeting, keep your team busy, manage time and change,manage management expectations, escalate project.

* What to do when project is in trouble : stop , look and listen. Interview team ans ask why, review project plan, create recovery plan , find main cause of failure.

* Tips for time management : delete unnecessary things and remove , avoid time wasters, say no.

* Project deliverable during different phases of project are  : In Initiation phase output is scope of work, estimation, proposal. In Planning phase output is project plan, communication plan, risk and issues management, change management, cost, budget, resources, schedule. In executing and control phase output is performance report, product progress, deliverable, log issues. In closing output is acceptance, final reports, project documents, lessons learnt.
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