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Project management

Managing project in AIESEC

What will you gain?

• Theoretical knowledge about project and project management

• Understand the flow of a project

• Tools and tips to use in your project

How will we do it?

• 5 teams • 1 goal : create a project flow by using

the card that you have win or bought during the fair

• 1 chance for each card = 1 challenge • 1 Open fair • 1 winner • Timeline: 3 ½ hours

Flow

• 1 piece of theoretical information • 1 challenge Each challenge won value between 10 and 50 points: - 1 team win the “Objectives” challenge:

5 Objectives cards = 50 points - 2 team win the competition: first one 3

cards (30 points), second one 2 card (20 points)

- ….

Fair and extra point

• 5 min preparing your fair strategy

• 15 min trading and designing your project flow

Extra points:

- During the session by completing different challenges

- Each correct answer from your team value 3 points.

Lets start! – Extra challenge #1

Define your team name and your company name and profile Time: - 10 minutes prepare - 1 minute/ team presentation

Each time will gain 50 points, the most innovative team will win 50 extra points.

Back to project world!!

What is a project?

What is project management?

Challenge #1

• Use the 5 blue cards to create a project flow.

• First team win all the card: 5*5*10points= 250 points

• Flow = steps + arrows

• Time: 5 minutes

Project flow

Project flow = session flow

Planning and design

Monitoring and

Controlling Execution

Initiation

Closing

Initiation

Identify the idea

Identify the target group

Identify the problem

Objectives and goals

Organizational diagnose

Expected outcomes of the project

Why is project initiation

important?

What are we doing.

• What is our project idea?

• For who are we running the project?

Initiation

Identify the idea

Identify the target groups

Identify the problem/ issue




Why are we doing it?

Initiation

Identify the idea






Logical tree diagram

What is our final destination?

Initiation

Identify the idea






• SMART Objectives.

• Achievable goals.

Challenge and extra challenge #2

Define your project idea and target group. Create the logical tree diagram for your project. Time: - 15 min prepare - 1 min/ team present your goal and project idea.

First 2 teams ready.

Best idea win 50 points.

Are we able to run this project?

• SWOT Analyze

Initiation

Identify the idea






Internal

External

Challenge #3

• SWOT Analyze for your project

• At leas 2 items in each category

Time:

- 10 minutes

First 2 teams ready!!

How will we measure our

result?

• What is a performance indicator?

• KPI – Key Performance indicators

Initiation

Identify the idea






KPI

• For each objective

• Easy to evaluate

• Contribute directly to the objective

How will we evaluate the success of our activity?

Challenge #4

• Define KPIs for one of the objectives

Time: 5 minutes

Winner: first team to finish with correct KPIs.

Why is PLANNING important?

Planning

Team structure

Work break down structure

Gantt chart

Budget

Project team

• Roles

• Responsibilities

• Way of working:

– Team principles

– Team rules

– Communication rules

Planning

Team structure


Gantt chart

Budget

Challenge # 5

• Define your team principles

Time:

- 7 minutes prepare

- Present your “craziest” principle

Winner: …

Extra challenge #2

First team back from break with the answer to the question: what is a Work Breakdown Structure?

Winner: 100 points

100% rule in WBS (work breakdown structure)… what is it?

Winner: 100 points

WBS

So, what is WBS?

Planning

Team structure


Gantt chart

Budget

Challenge #6

Create the WBS for your project.

The most detailed WBS will win.

Time: 10 minutes

What is a Gantt chart?

• From WBS to Gantt chart

Planning

Team structure


Gantt chart

Budget

Challenge #7

Create the Gant chart for the first week of your project.

Time: 7 minutes

Winner: surprise

Budget

• Project should be profitable

• Always plan unexpected expanses

• Be realistic

Planning

Team structure


Gantt chart

Budget

Challenge #8

Define your main revenue sources and cost centers.

Time:

- Working time 7 minutes

First team ready.

Implement

• Follow the plan

• Be flexible

• Keep an eye on the KPIs

Implement

Execute the plan – Hands on

Status Updates

Challenge #9

Mime the first week of implementation, based on your Gantt chart. Time: - preparation: 5 min - Present 1 min/ team Best team win all the cards.

• How to track your result?

• How to track activities progress?

• Gaps between plan and realized? How should we react? Adjusting your plan?

Monitoring and controlling

Tracking

Change management

Challenge #10

Think about one thing that can go wrong in your project, and come with solutions to solve it.

Time: 3 minutes

Winner: most solutions

Project evaluation and Challenge #11

Question that we should ask in each of the evaluation block.

If you come up with 2 question for one stage you win it.

Evaluation/ closing

Project evaluation

Team management

Financial evaluation

Knowledge management

Challenge #12

Knowledge management?

1 activity = 1 card

Evaluation/ closing

Project evaluation

Team management



Trade and design your project flow

5 minutes – create a strategy

15 minutes - trade and design

Make sure you have all the project steps and start designing your own project flow.

Winner: 1st Team ready

Project flow Initiation

Identify the idea






Planning

Team structure


Gantt chart

Budget

Monitoring and controlling

Tracking

Change management

Evaluation/ cloasing

Project evaluation

Team management



Implement

Execute the plan – Hands on

Status Updates

Documents

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