
Once the Project Objectives are defined the next stage is Project Planning.
The effort which is put into the project planning stage will determine how smoothly and effectively the project runs and the better the chance of the Objectives being delivered on time.
The project manager normally uses a tool such as Microsoft Project Manager and the most common form of layout is the Gannt chart. Take a look at this for a detailed explanation:-
http://en.wikipedia.org/wiki/Gannt_Chart
The project is broken down into a Work Breakdown Structure which lists the main elements of the project. Each element is then broken down into a number of tasks and sub-tasks. Some of these are interdependent and need to be linked i.e one task cannot be started until the other is completed.
Any tasks which can be done in parallel to others are arranged as such and the idea is that the overall project timescale is minimized taking into account the resource available. This takes a lot of effort and it is likely that a number of iterations will be required. It is vital that each person responsible for a particular task is aware of the plan and has “bought in to it” i.e they agree with the timescales and with their responsibility to deliver a particular task. All of this relies on the PM’s negotiating skills. The plan should be reviewed by peers and management to ensure that it is as representative as possible. It should also have a sponsor who is a senior manager in the organization in case of any resource conflicts.
The overall length of the project is determined by the CRITICAL PATH – the tasks which have to follow on from each other from the start of the project to the end. If any one of these interdependent tasks takes longer than planned the project will overrun. If any can be shortened the overall project timescales may be shortened or another parallel task may then become part of the CRITICAL PATH. This will be easier understood by using a tool such as Microsoft Project and altering the duration of some of the key tasks on the critical path.
Some Common mistakes when constructing project plans:-
• In an effort to get the project moving not enough effort is put into planning – proper planning will save a lot of wasted effort later on.
• Resource is allocated without agreement of the nominee or their manager – people need to “buy in” to the project timescales.
• Under commercial pressure timescales are agreed which are not viable – the project manager needs to be resilient and highlight the risks, escalating to senior management if necessary.
• Tasks are poorly defined and ambiguous – they need to be broken down into manageable chunks and to be specific.
• The project progresses but the plan is not updated on a regular basis leading to unpleasant shocks when delays are highlighted – the project plan must be updated regularly (at least weekly) and published widely.
A well defined and structured project plan will identify resource and timescales enabling tasks to be completed on time and the project objectives delivered to expectations.
Best laid plans of mice and men aft gan agley – Robert Burns.
chris@projectsguru.co.uk
www.projectsguru.co.uk
Directing from the bunker……
Saturday, July 17th, 2010Have you seen “Undercover Bosses” on Channel 4 ? (9pm Thursdays)
In the series a number of company Executives go “undercover” to see how their business really works.
Last week it was David Clarke’s turn. David is the C.E.O of Hotel chain “Best Western” which doesn’t actually own any hotels but acts as an “umbrella brand” and booking agent.
David explained to his rather bemused board that he was going undercover for 5 days and would report his findings on his return.
David grew a beard and assumed an alternate identity.
He needn’t have bothered really because, despite a 1 million pounds marketing campaign, none of the staff had any clue what Best Western did or who they were.
David met a number of staff most of whom were extremely dedicated despite having to work extra hours unpaid and generally receiving just above minimum wage.
The funniest was the maintenance guy who clearly didn’t give a sh*t !
“Aren’t we going to fix that properly” asked David. “Nahh we’ll just move it to another room” – so that when the Best Western Inspector returned and checked the same room the offending item would be elsewhere and replaced by one from another room. Other shenanigans involved changing the room numbers on the Inspector’s report to confuse him on his return.
David, quite understandably, was not amused.
David returned to the boardroom to announce his findings – The Marketing Director was visibly shocked to hear that the advertising campaign had been particularly ineffective.
At the end of the show David anounced (in Secret Millionaire style) his true identify to the staff he had met during the show.
One Lady had worked for Best Western for 20 years. She earned around 6 pound per hour as a Cleaning Team Leader and regularly worked well over her standard shift for no extra recompense. During the show it transpired that her Son had spent some considerable time in Great Ormond Street Childrens hospital. Consequently David, in best philanthropist style, got out his chequebook. The Cleaner’s lip trembled and a loose tear rolled down her face as he wrote out a cheque for…….two and a half thousand pounds.
Best Western is part of the Interchange & Consort Hotels Group Ltd which is a private limited company and as such its accounts are not readily available in the public sphere in the same way that a PLC’s are. It is however one of the largest hotel chains in the Western world. One would have thought that a more generous donation would have been in order from such a “prestigious” organization rather than this rather tawdry sum.
The program highlighted a number of issues prevalent in many companies today:-
There is an old Management technique called “Management by walking around” which is exactly what it says on the tin.
Executives need to extract their heads from their own orifices and get out there on the shop floor and find out what the hell’s going on in their own organizations. Get out there and talk but more importantly listen to your own workers.
chris@projectsguru.co.uk
www.projectsguru.co.uk

Tags: #pmot, business, leadership, social commentary, teams
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