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The Project Manager’s Playbook Bryan Barrow CITP MAPM MBCS MPSA
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LET’S LOOK AT OUR PROJECTS
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THIS IS WHERE WE WANT TO BE
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THIS IS SEEN AS ACCEPTABLE
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WHAT WOULD YOU CALL THIS?
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
POOR INITIATION AND PLANNING
• xx
photo credit: Flickr via photopin cc
MEETINGS, BLOODY MEETINGS!
Photo credit: www.toronto.com
POOR PROJECT PUBLIC RELATIONS
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
I’M A CONSULTANT AND SPEAKER
BUT I STARTED OUT HERE
MY PROJECT MANAGEMENT JOURNEY
1981: Started life as an apprentice
1984: My son was born, finished Apprenticeship
1989: My first project role
1992: My First PM Role
1994: When I decided to go freelance
BUT I TOOK ANOTHER JOURNEY TOO
MY AMERICAN FOOTBALL JOURNEY
1982: Channel 4 broadcasts American Football
1989: I first play American Football
1992: I Join the Swindon Steelers American football club, we win our first game
1993: My second season with the Swindon Steelers, we win our second game
1994: My final season with the Swindon Steelers, we have a winning season!
1982: Channel 4 broadcasts American Football
1989: I first play American Football
1992: I Join the Swindon Steelers American football club, we win our first game
1993: My second season with the Swindon Steelers, we win our second game
1994: My final season with the Swindon Steelers, we have a winning season!
ONE JOURNEY LED TO THE OTHER
1981: Started life as an apprentice
1984: My son was born, finished Apprenticeship
1989: My first project role
1992: My First PM Role
1994: When I decided to go freelance
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
THE OBJECTIVE IS TO GAIN TERRITORY
4 10 1st Attempts Yards Down
END
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1 0 2 0 3 0 4 0 5 0 4 0 3 0 2 0 1 0 1 0 2 0 3 0 4 0 5 0 4 0 3 0 2 0 1 0
PROJECTS ARE NO DIFFERENT
Initiation
Feasibility
Definition
Development
Installation
Testing / Pilot
Rollout
Review & Close
End
Start
SUCCESS IS DOWN TO THE BASICS
“Some people
try to find
things in this
game that don’t
exist but
football is only
two things:
blocking and
tackling.”
Vince Lombardi Head Coach of the
Green Bay Packers
1959 -1967
MY TOP 12 FOOTBALL LESSONS
1. Everyone knows the goal
2. One squad, three teams
3. The kick-off is vital
4. Players know their
assignments
5. No teamwork, no victory!
6. Unlimited substitutions
MY TOP 12 FOOTBALL LESSONS
7. Feedback in real time
8. Always watch the clock
9. Minimise fumbles and
turnovers
10. You will play hurt
11. Defenses win championships
12. No draws in football
MY MOST IMPORTANT LESSON
“I would rather play on
a losing team with a
bunch of winners than
on a winning team with
a bunch of losers.”
-- @bryanbarrow
Tweet this
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
MY OFFENSIVE PLAYS
• Task Assignment, Coaching and
Mentoring
• Quality Assurance Reviews
• The Weekly Schedule Review
• The Budget Review
• The Top Ten Risk Log
• Stakeholder Communications
MY DEFENSIVE PLAYS
• Scope Statement
• Resource Management
• Dependency Tracking
• Contingency Planning
• Issue Management
• Change Management
MY SPECIAL TEAMS PLAYS
• Project Kick-off
• Stakeholder Analysis
• Project Scheduling
• Risk Identification
• End Stage Review
• Exception Management
• Lessons Learned Review
TODAY’S AGENDA
• The Challenges We Face
• A Bit About Me
• Why American Football?
• The Project Manager’s Play Book
• The Top Three Plays
• Over To You . . .
PLAY #1 – PROJECT KICK OFF
photo credit: acaben via photopin cc
PLAN PROJECTS USING INDEX CARDS
HERE’S THE WORKSHOP AGENDA
First Hour
Second Hour
Third Hour Add Work
Products needed to achieve Key
Milestones
Add Governance
Review Points
Review the results of
the Workshop
Introduce the
Workshop Activity
Break Review the High Level
Plan
Welcome, Agenda and Icebreaker
Break Goal of the Workshop
Project Vision
Review Expectations
Divide the project into Workstreams and
Agree Key Milestones
Add the Timeline
HERE’S A WORKSHOP IN ACTION
THIS IS A KEY DECISION POINT
If the project is viable, proceed with:
• Project Scheduling
• Risk Identification
• Contingency planning
• Stakeholder Analysis
If the project is not viable:
• Terminate the project now
MOST PROJECTS ONLY HAVE ‘PLAN A’
“Most projects only
have a ‘Plan A’.
These projects are
never successful
because Plan A
never works.”
-- @bryanbarrow
Tweet this
YOU NEED TO HAVE ‘PLAN B’ READY
“It’s better to have a
plan you don’t need
than need a plan you
don’t have.”
-- @bryanbarrow
Tweet this
BRYAN SAYS . . .
“You can successfully
kick off even the most
challenging projects
but only if you have
the right process and
the right people.”
-- @bryanbarrow
Tweet this
PLAY #2 – WEEKLY TEAM MEETINGS
photo credit: Monica's Dad via photopin cc
LEADERSHIP IS THE #1 RATED SKILL
Source: Project Management Institute (2013), “Pulse of the Profession”
Common problems:
No Agenda
Failure to Signal
Intentions
Negligent Ordering
of Items and Poor
Allocation of Time
Not being in Control
of the Meeting
No Record of the
Meeting
My Meeting Formula:
Standard Agenda
Clear Purpose and
Outcome
Time Allocated and
Each Item Taken In
Order
I’m in Charge
Minutes Published
to Attendees and
Stakeholders
WHY MY TEAM MEETINGS WORK
HERE’S MY STANDARD AGENDA
10 mins 20 mins 10 mins 10 mins 10 mins
Item 1
Review
Actions
Item 2
Review
Progress
Item 3
Review
top 10
risks
Item 4
Review
top 10
issues
Item 5
AOB
HERE’S HOW WE REVIEW PROGRESS
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INSTEAD OF TIME VERSUS COST
time
risk
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LET’S LOOK AT TIME VERSUS RISK
FOCUS ON TOP 10 RISKS
80% of problems
issues and
delays
20% of risks
risk
100%
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Here’s where we started
Here’s where we are now
Here’s where we’re likely
to finish
CONSTANT FOCUS REDUCES RISK
PLAY #3 - STAKEHOLDER COMMUNICATIONS
photo credit: JohnSeb via photopin cc
GOOD COMMUNICATION IS VITAL
Source: Project Management Institute (2013), “Pulse of the Profession”
MY PROJECT PR PROCESS
• Issue team meeting minutes
• Update the project schedule
• Update the risk and issues logs
• Issue pack to key stakeholders
• Create tailored updates
• Make good news travel fast
• Prepare people for bad news
BRYAN SAYS . . .
“Make sure that you
are the one telling
the story of your
project.
If you don’t, someone
else will do it for you.
Their version will be
worse that yours.”
-- @bryanbarrow Tweet this
HERE’S ME WITH MY SON JASON
HE WAS LOVABLE AND TALENTED
BUT HE WAS WASTING HIS TALENTS
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Here’s where you started
Here’s where you are now
Degree
stage
30
15
10
5
20
25 A Levels
Good GCSEs
Accepted on GCSE courses
THIS WAS MY GAMEPLAN FOR JASON
DESPITE SETBACKS, HE SUCCEEDED
BRYAN SAYS . . .
“Work hard and
believe in yourself,
your play book and
your team mates.
Don’t worry about the
outcome, the victories
will follow -- Bryan
Barrow”
Tweet this
ALL THAT HARD WORK PAID OFF
NOW IT’S OVER TO YOU . . .
Is there a challenge in your life that you’ve
been afraid to take on because you might
fail? Are you working on a project that is
stressing you out because you feel it’s all
on you? Here’s what to do:
• Trust in your playbook and your team
• Tell your project’s story, loud and often
• Put your fears to one side, look beyond
today’s failures to tomorrow’s successes
FEEL FREE TO CONNECT WITH ME
Bryan Barrow CITP MAPM MBCS MPSA
Tel:
+44 (0)7954 435456
Email:
Web:
bryanbarrow.com
Skype:
bryanbarrow
Twitter:
@bryanbarrow
Available at bryanbarrow.com/resources
FOR MORE INFORMATION . . .
• The Five Biggest Drawbacks Of
The ‘Brown Paper and Post-It’
Planning Workshop
• How To Plan Your Project Using
Index Cards
• The Business Benefits Of
Facilitated Planning Workshops
FOR EVEN MORE INFORMATION . . .
My take on running
successful project
kickoff workshops:
• My Step-by-Step
planning approach
• Who should attend
• Getting buy-in
• Resources needed
Available on Amazon