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HOW TO MANAGE PROJECTS EFFECTIVELY Prepared by: Ronak Butala Management Trainee iCubix Infotech Ltd [email protected]

How To Manage Projects Effectively

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Page 1: How To Manage Projects Effectively

HOW TO MANAGE PROJECTS EFFECTIVELY

Prepared by:Ronak ButalaManagement TraineeiCubix Infotech [email protected]

Page 2: How To Manage Projects Effectively

IDENTIFY KNOWLEDGE GAPS

Identify

Evaluate

Record Act

Plan

Page 3: How To Manage Projects Effectively

FEATURES OF SUCCESSFUL PROJECTS

A successful project has:

A clear and agreed idea among stakeholders of what the finished project looks like

An organizational structure with sufficient technical capability

Enough resources (time, money, facilities, people)

Page 4: How To Manage Projects Effectively

ORGANIZATIONAL STRUCTURE

Three main project management roles:

I. SponsorII. Project managerIII. Team member

I. SponsorThe sponsor is a person or committee sufficiently experienced and committed to success of a project to provide support.

Page 5: How To Manage Projects Effectively

II. Project manager

The project manager is responsible for the day-to-day running of the project, and usually appointed by the sponsorThe good project manager is: The ability to communicate clearly The ability to solve problems and to handle

interpersonal conflicts. The ability to plan and secure commitments.

ORGANIZATIONAL STRUCTURE – CONTI.

Page 6: How To Manage Projects Effectively

III. Team member

The success of the project relies on its team members and it requires skill and good judgement to get the right people on board.

One useful strategy is to make sure that all team members are involved in the planning of project activities.

ORGANIZATIONAL STRUCTURE – CONTI.

Page 7: How To Manage Projects Effectively

ORGANIZATIONAL STRUCTURE & PROJECT COMPLEXITY

Project Complexity

Project manager

Project team Sponsorship

Simple Trusted individual with aptitude

Team of willing and able personnel

Work colleague

Standard Experienced individual with aptitude and proven project management ability

Trusted and experienced staff preferably with a track record of working well together

Your line manager

Complex Formally trained project manager with appropriate experience

Expert with proven track record of delivery of similar projects to time

Senior or executives managers, principles of the company or a formal steering committee

Page 8: How To Manage Projects Effectively

STAGES OF A PROJECT

Execution

Proposal

Definition

Change control

Completion

Page 9: How To Manage Projects Effectively

At the proposal stage, customer describes what is required.

The requirement should be clear, so a written proposal is best.

At this stage, sponsor may assign a manager and team members to the project.

STAGES OF A PROJECT - PROPOSAL

Page 10: How To Manage Projects Effectively

Definition includes following key sections: Objectives Risk management plan Budget Communications plan Schedule Exclusions Standards Assignment of responsibility within the project

team

STAGES OF A PROJECT - DEFINITION

Page 11: How To Manage Projects Effectively

Execution mostly means ensuring all the participants achieve what they said they would, to agreed times and standards.

STAGES OF A PROJECT – EXECUTION

Page 12: How To Manage Projects Effectively

Tips for project success: Get off a good start With long projects, it can be easy to lose sight of the aim, so

it is a useful exercise to backtrack regularly. Eliminate fears and uncertainty by holding a formal of what

all project stakeholders want Keep morale up by dealing with staff concerns immediately Make sure the project has input from separate interested

parties Bring up an open environment to encourage sharing of

ideas. Break projects into small sections to make it easier to follow

progress - WBS

STAGES OF A PROJECT – EXECUTION

Page 13: How To Manage Projects Effectively

Project have three constrains:

Time, Quality & Cost Change control involves team members

redefining the project and gaining agreement from the sponsor. This can be time consuming and disruptive, but is an excellent way of ensuring that when things go wrong, the problems are acknowledged and the project continued with revised parameters.

STAGES OF A PROJECT – CHANGE

CONTROL

Page 14: How To Manage Projects Effectively

Take time to analyze what went well and not so well. It is useful to learn from mistakes and, if you are involved in projects often, it is good practice to analyze the strengths and weaknesses of each project and commit this to paper.

STAGES OF A PROJECT – COMPLETION

Page 15: How To Manage Projects Effectively

THINGS THAT CAN GO WRONG

Project manager should take care of following things: Missing the deadline Exceeding your budget Departure of a team member Conflicts

Page 16: How To Manage Projects Effectively

Thank you………..!