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In this webinar (first given on 2 October 2014) I introduce a simple, yet very pragmatic approach to structure, plan and set-up a project in a matrix organization with strong line management and a weak project culture. I explain the need and value for developing a compelling project motivation, vision and objectives. I outline how to engage stakeholders in building a work package structure, outlining a project organization, implementing an early warning system for plan deviations, establishing risk analysis and management. Last but not least, I elaborate on how to cultivate continuous learning in a matrix organization.
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Surviving in a Matrix Effective Project Management in a Matrix Organization A webinar for the IT Metrics and Productivity Institute 2 October 2014 http://www.itmpi.org
Picture : http://tinyurl.com/mneg7w8 © 2014 by Thomas Juli, all rights reserved
Dr. Thomas Juli, PMP®, CSM®
Thomas Juli Empowerment Partners www.motivate2b.com
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(1) Project in a Matrix (2) Quo Vadis? (3) Work Package
Structure (4) Project Organization (5) Early Warning System (6) Continuous Learning
Picture : http://tinyurl.com/mneg7w8 © 2014 by Thomas Juli, all rights reserved 2
© 2014 by Thomas Juli, all rights reserved Picture : http://tinyurl.com/mazu85t
(1) Project in a Matrix
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A project is a project if
Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
The decision maker has given the green light for
ü Project objectives
ü Work package structure
ü Project organization
ü Early warning system
The start of a project directly affects the end of a project
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© 2014 by Thomas Juli, all rights reserved
(2) Quo Vadis?
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Our products are
beautifully designed
and user friendly.
Wanna buy one?
Everything we do, we
believe in challenging
the status quo. We
believe in thinking
differently. The way
we do this is by
making our products
beautifully designed
and user friendly.
Wanna buy one? © 2014 by Thomas Juli, all rights reserved 6
WHY?
© 2014 by Thomas Juli, all rights reserved 7
Is this you?
© 2014 by Thomas Juli, all rights reserved 8
Is this you?
© 2014 by Thomas Juli, all rights reserved 9
Is this you?
People don’t care what YOU do, they care why YOU do it.
The same applies to organizations
© 2014 by Thomas Juli, all rights reserved 10
People don’t care what YOU do, they care why YOU do it.
The same applies to organizations
© 2014 by Thomas Juli, all rights reserved 11
Motivation Why do you want to start your project in the first place?
1. What‘s (are) the issue(s)?
2. Who is affected and how?
3. What are the impacts of the issue(s)? What
happens if nothing changes?
Why? Why? Why?
© 2014 by Thomas Juli, all rights reserved 12
Vision What do you envision?
1. What would be the ideal
state?
2. What benefits / added value does this vision promise?
3. Who benefits from this vision?
© 2014 by Thomas Juli, all rights reserved 13
VS
I have a dream!
I have a plan!
© 2014 by Thomas Juli, all rights reserved 14
Project(s) What do you want to accomplish?
1. What concretely do you want to achieve?
2. What does „project success“
mean to you?
3. What are your immediate next
steps?
© 2014 by Thomas Juli, all rights reserved 15
The MVP of your project
Motivation, Vision and Project(s) are the MVPs for Project Success
© 2014 by Thomas Juli, all rights reserved 16
Prioritize with Steering or Control Levers
© 2014 by Thomas Juli, all rights reserved
Quality Cost
People Time
Define priorities at the beginning of your project!
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A good Project Charter includes
© 2014 by Thomas Juli, all rights reserved
ü Motivation & Vision ü Project content (in scope, out of
scope) ü Decision maker ü User of output ü Quantitative and qualitative
objectives ü Quantitative and qualitative benefits ü Requested finish date ü Earliest benefit date ü Project priority ü Priority of control levers ü Brief SWOT analysis ü Planning duration ü Project manager ü Departments involved
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© 2014 by Thomas Juli, all rights reserved
(3) Work Package Structure
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Building a Work Package Structure
1. Which departments are involved? 2. What are the various phases or
milestones? 3. What is the department‘s potential
result? – Parameter Quality 4. Who is accountable for the work
package? Who else is involved ? – Parameter People
5. What are the costs? – Parameter Cost 6. What kind of planning do we need?
Time = fixed -> backward planning Capacity = fixed -> forward planning
7. What are the time requirements? – Parameter Time
20 Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
Work Package Structure Plan
Time Depts involved Phase 1 (e.g. analysis) Phase 2 (e.g. concept)
4. What?
5. Who?
6. With what?
7. From ... To ...
1
2
3
8
9
10
1. Which departments are involved in this project?
2. What are the various phases of the project?
3. Which department is responsible for this work package?
4. What is the output of this work package? 5. Who takes responsibility? 6. How many person days are required? 7. Over what time period?
8. What is the ranking of the steering levers? If T is important = backward planning If P is important = forward planning
9. How do we anticipate potential pitfalls? 10. When will we achieve the milestones?
Project Decision Maker
Project Manager
Line Depart-ment A
Line Depart-ment B
...
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21 Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
(4) Project Organization
© 2014 by Thomas Juli, all rights reserved 22
Decision Maker
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Approves defined
goals (Q) • GO goals and
ranking priorities • GO work package
structure (T.C.P) • Releasing
resources • Informs line
managers • Makes decisions
on deviations (Q.T.C.P)
• Checks project results and motivates team
• Authorized to make decisions
Success of the • Company • Department • Project
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Project Manager
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Plans,
documents, coordinates, informs, presents, motivates
• Compares planned vs. actuals
• When the project is off course: analysis of potential effects (recommendation)
• Prepares, holds, moderates and minutes meetings
• Project management methodology
• Project leadership
• Helps achieve goals (Q)
• Current project status (T.C.P)
• Transparency of information
• Efficiency of meetings
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Line Departments
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Provide best
suitable personnel available
• Make the department project packages work
• Keep relevant management informed
• Expertise in their field(s)
• Q.T.C.P of the work packages
• Staff • Efficiency and
effectiveness
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Work Package Owners
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Define activities • Estimate effort • Develop product /
work packages • Ensure quality
• Expertise in their field(s)
• Progress tracking of accountable work packages
• Delivery of work packages
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Project Core Team
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Supports the plan
and helps make recommendations
• Methodology • Expertise in
their field(s)
• Planning and recommen-dations
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Optional: Product Owner
© 2014 by Thomas Juli, all rights reserved
Tasks Competence Responsibilities • Defines
requirements (according to vision)
• Prioritize features (according to ROI)
• Gives feedback • Manages
functional stakeholders
• Expertise in his/her field(s)
• Accepts or rejects results
• Owner of project / product vision
• Represents customer(s)
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(5) Early Warning System
© 2014 by Thomas Juli, all rights reserved 29
Plan and Control Work Packages
1. What are the goals of the work package?
2. What are the criteria for its success?
3. What are the acceptance criteria?
4. Who is accountable?
5. Who else is involved?
6. What are the check points in the work package?
7. When are the check points scheduled?
8. What are the measurable factors of the check points?
9. Who is involved in the check points?
10. What is the expenditure for the check points?
30 Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
What did you accomplish yesterday?
What will you accomplish
today?
What impediments are
in your way?
Daily Sync-Meeting
Ø Time-boxed to 15 minutes
Ø Best when held first thing in the morning
Ø All team members are required to attend
Ø Primary objective: synchronization
Ø Start on time Ask 3 simple questions
© 2014 by Thomas Juli, all rights reserved 31
What did you accomplish yesterday?
What will you accomplish
today?
What impediments are
in your way?
Benefits of Daily Sync-Meetings
ü Improves communications ü Eliminates other meetings ü Identifies and removes impediments ü Promotes quick decision-making ü Improves everyone’s project knowledge
© 2014 by Thomas Juli, all rights reserved 32
Risk Analysis
© 2014 by Thomas Juli, all rights reserved Picture: http://tinyurl.com/mp9yuhz 33
Risk Analysis
© 2014 by Thomas Juli, all rights reserved 34
Managing Plan Deviations The future is not in your plan
§ Deviations are daily
business in projects
§ We find solutions, not
guilty persons
§ Yellow or red lights are
good for decision
makers (it’s their job to
decide)
§ Unresolvable issues
have to be escalated
All on 1 sheet. Clear and concise. No prose. (1) The owner of the work package(s) causing a plan
deviation has to be fill out the Worksheet.
(2) All key information is presented in a compact way.
(3) A more detailed explanation may be given in a separate appendix / document.
35 Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
Plan Deviation and Recommendation The 5 Steps Course Correction
Project Work Package(s) Project Mgr. Date Status* ...
Affected Projects / Depts.
… … … … ... ... ... ... ... ... ...
T – Time, Duration C – Cost, Investment P – People Q – Quality (of result), Scope
I. Plan 1. What was the original target date / planned schedule?
2. What was the initial planned budget (e.g. in person days or €)?
3. How many people were / are required from each team / project?
4. What was the original scope and quality expectation?
II. Status / Deviation 5. Deviation with respect to planned vs. actual time / duration?
6. Deviation with respect to planned vs. actual costs?
7. Deviation with respect to planned vs. actual people / staff level?
8. Deviation with respect to planned vs. actual scope / quality
III. Impact on Project 9. Impact with respect to planned vs. actual time / duration?
10. Impact with respect to planned vs. actual costs?
11. Impact with respect to planned vs. actual people?
12. Impact with respect to planned vs. actual scope / quality?
IV. Mitigation and consequences
Option A
[brief description]
[impact on work package(s) and project with respect to time]
[impact on work package(s) and project with respect to cost]
[impact on work package(s) and project with respect to people]
[impact on work package(s) and project with respect to quality]
Option B
V. Act (Recommendation) What? Who? By when?
<A or B> <List the measures resulting from the recommendation – accounting for the priorities of the steering and control levers> <Person responsible> <Specify date>
1 2 3
4
5
36 Content © 2014 by Klaus Tumuscheit (www.tumuscheit.de), all rights reserved
© 2014 by Thomas Juli, all rights reserved Picture © Pixelio | Jerzy Sawluk
(6) Continuous Learning
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“Learning is not compulsory... neither is survival.” W. Edwards Deming (1900 - 1993)
Picture retrieved from http://tinyurl.com/3yc5np8 © 2014 by Thomas Juli, all rights reserved 38
300
© 2014 by Thomas Juli, all rights reserved 39
Take small steps
... one at a time
Picture © NASA © 2014 by Thomas Juli, all rights reserved 40
(6) Continuous Learning
© 2014 by Thomas Juli, all rights reserved
ü Schedule lessons learned sessions on a regular basis
ü Use a structure to sort and priorities feedback, e.g.
o People
o Processes
o Project / product
ü Prioritize
ü Action
ü Follow-up and share
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(1) Know where you are going
(2) Build a Work Package Structure
(3) Define a Project Organization
(4) Establish an Early Warning System
(5) Cultivate Continuous Learning
Picture : http://tinyurl.com/mneg7w8 © 2014 by Thomas Juli, all rights reserved
Surviving in a Matrix Effective Project Management in a Matrix Organization
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Book Recommendations
© 2014 by Thomas Juli, all rights reserved
Tumuscheit, Klaus (2013). Projects And How To Survive Them. Amazon Media EU S.à r.l. -> www.tumuscheit.de
Juli, Thomas (2011). Leadership Principles for Project Success. New York: CRC Press. -> www.Motivate2B.com/Book
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Dr. Thomas Juli Rahmengasse 9 69120 Heidelberg Germany [email protected] www.motivate2b.com Twitter: thomasjuli
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Contact Information
© 2014 by Thomas Juli, all rights reserved 44