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How to Build a Project Management Methodology
Sean Whitaker, BA, MSc, MBA, PMP
Webinar: May 2016
Outline
1. Definition
2. Benefits
3. Tailored vs. Off-the-Shelf
4. Building Your Own Methodology
5. The Methodology Building Game
This webinar can be counted towards many continuing professional development schemes. If you are PMP certified it counts as 1 PDU.
The PMBOK® Guide, 5th ed. defines a methodology as:
“a system of practices, techniques, procedures and rules” (p. 546).
A project management methodology is a standardized, documented, repeatable and (perhaps most importantly) discoverable collection of policies, processes, software, tools, templates, & techniques used to deliver successful projects.
Definition
Increased level of project management maturity
Discoverable, consistent and known processes
Increased efficiency
Improved reputation
Happier clients
More successful projects
Benefits of Having a Methodology
Tailoring
Tailoring, or customization, is the process of referencing framework documents, standards and other relevant sources and utilizing those elements that provide processes, tools and techniques that are suitable for that particular organization.
The alternative to tailoring your own methodology it to get an unmodified off-the-shelf, or ready-made, project management methodology.
The problem with an off-the-shelf or ready made methodology is: It doesn’t create buy in, nor develop support, from users
It isn't perfect – just good enough
It costs money i.e. licensing and accreditation
Its not the methodology; it’s the attitude, expectations and implementation that is at fault
Off-the-Shelf vs. Tailored
Benefits of a tailored approach to a project management methodology include:A tailored project management methodology
builds commitment from team members when they helped to create it.
A tailored project management methodology has a customer-oriented focus, as the needs of the customer are an important influencing factor in the development of the methodology.
A tailored project management methodology is a more efficient use of project resources.
Benefits of Tailoring
Here are some signs that the project management methodology is not tailored correctly:Project team members are not using the methodology
and are managing projects without any structure or uniform process at all.
Project team members are independently modifying the methodology without guidance and are developing their own unique versions, which eliminate the efficiencies gained by standardization.
The methodology features processes for the sake of process with little thought given to whether or not the processes deliver benefits and contribute to project success.
Warning Signs
You don’t need to reinvent the wheel to develop your own project management methodology – It’s not rocket science!
1. Start with the Plan-Do-Check-Act cycle or The PMBOK®
Guide process groups of initiating, planning, executing, monitoring and controlling, and closing.
2. Map out your current and/or desired project workflows from concept to completion
3. Collect your current templates, processes, and guidelines
4. Identify what is missing and fill in the blanks
5. Document and standardize.
6. Carry out audits & commit to continuous improvement.
Building Your Methodology
Some Helpful Websites
www.pmi.org - free templates for members
www.projectmanagement.com – 1000’s of documents to members
Tasmanian Government – Free templates
Center for Disease Control – Free templates
Princeton University – Free templates
www.projectmanager.com – excellent tracking and reporting software
www.projectlibre.com – Open source free software alternative to MSProject
Mapping Existing Processes*
*Deliberately blurred as this is a real clients process flow mapping exercise
PMI gives a process for developing a project management methodology as follows:
Assessment1. Identify types of projects
2. Identify inputs
3. Identify constraints
4. Identify resources
Development5. Develop and document the methodology
6. Derive output
Improvement7. Conduct continuous improvement
8. Monitor key performance indicators
9. Repeat for each of the different types of projects
Implementing Organizational Project Management: A Practice Guide
Stages of Building
These steps should not be seen as just a single, linear process, but a process that is repeated at three distinct stages.
Methodologies Matrix
You can have more than one methodology.
Agile or Waterfall
The only significant difference is the speed of the iterations
Plan Design BuildHandover
or Test
Plan
Design
Build
A Generic Process Flow Chart
An Actual Process Flow Chart
User Manual Table of Contents
Dealing with Exemptions
Playing the Methodology Game
To help you form the basic outline of your own project management methodology we have developed a deck of cards.
This pack of cards is intended to assist you in visually building the foundational processes and elements of your very own customized project management methodology.
First, print them out and cut them up into individual cards. You will find the following: 7 Green processes headings cards
69 Blue process elements cards
Invite the people who will use the methodology to contribute. You can do this in small groups or in a workshop situation.
Download from http://crystal.consulting/methodology-game/
PHOTO TO BE ADDED IN HERE OF SAMPLE COMPLETED CARD GAME
Questions to help you help in deciding which tools to use:Will it cost less to develop and implement than the benefits it will deliver?
Will it make us more efficient?
Do we have previous experience in using it?
It is easy to learn to use it effectively?
Do our project managers and team members support its introduction?
Consider the following:Size – big, small, growing or shrinking?
Culture – process driven, team vs. individual, appetite for risk?
Complexity – straightforward and known vs. new, changing and hard to define?
Duration – days vs. months vs. years?
Maturity – new to project management vs. wise and experienced?
1. Portfolio Management
2. Project Selection
3. Charter Approval
4. Scope Definition
5. Schedule Development
6. Phasing
7. Quality Management
8. People Management
9. Team Development
10.Risk Management
11.Procurement
12.Communications
13.Monitoring
14.Reporting
15.Change Control
16.Delegated Authority
17.Process Improvement
18.Acceptance Criteria
19.Project Closure
20.Benefits Realization
21.Lessons Learned
22.Environmental Management
23.Contracts
24.Health & Safety
25.Cost & Time Estimation
26.Budget Development
27.Training
28.Stakeholder Management
Checklist . . .
Not so fast . . .
The biggest problem facing a new project management methodology is not the technical know how . . .
. . . it’s the implementation
Successful Implementation
There must be executive commitment
The total methodology, not just part, must be accepted
All project managers and support staff should be trained to use it
Appoint a champion (create a PMO!)), get people excited and involve them.
Develop and implement audits for improvement
Take your time and treat it like a change management project.
Thank You
Upcoming webinars:
June – Building a Practitioner Competency Framework, date TBC
If you have any questions please do not hesitate to contact me. I am always happy to chat.
Please email me if you want a copy of this presentation.
Sean Whitaker
www.crystal.consulting
About Crystal
We know about organizational and practitioner project management capability and we want to help you be better at both.
You will not find sales people, marketing strategies and extensive social media engagement strategies trying to sell you something you already know or don’t need.
You will find passionate technical experts with years of experience in actually doing projects and providing valuable advice to others.
We have worked with organizations of different sizes, different industries and differing levels of maturity all around the world.
Our primary focus is upon providing the following: Organizational project management capability assessment, review and development PMO development, improvement and audit Project review, health check and rescue Practitioner capability and competency assessment Project management methodology development, improvement and audit Seminars, workshops and webinars for practitioners of all levels
We also offer a range of project management consulting services all designed to help you be more efficient and more successful at delivering portfolios, programs, and projects.
Contact us to discuss your needs and find out how we can help.
