IPS- 19

Project Management
Project management is the process
that takes strategy and vision and
makes it a reality.

Project management
What is project management?
Why project management?
benefits of project management
eight steps to managing projects

define project objectives and scope

determine project participants and stakeholders
develop a time line or work plan
establish check points and control mechanisms
identify and obtain necessary resources
determine how project results will be measured
set up an ongoing communication system
debrief and evaluate the process and results at project end

project management tools

What is Project Management?

Definition : the coordination of your work and that of others
such that organizational objectives can be achieved while
meeting time, budget, and quality standards or expectations.
Almost all steps involved in starting and completing a
project are anticipated and outlined in advance.
It includes:
1. Scheduling steps,
2. Allocating tasks to various team members,
3. Creating and overseeing time and financial budges for
projects,
4. Monitoring progress made toward goals, and
5. Providing overall project resource management.

Why Project Management?

The importance of PM is due to following:
1. Reducing cost- effective management and
time saving through coordinating efforts.
2. Increasing productivity-proper scheduling of
activities, by eliminating over lapping.
3. Synergizing team efforts on a project which
has multiple milestones or deadlines.
4. Coordination with multiple people and
departments
5. Project can be spread over timeline

Benefits of Project Management

PM has numerous benefits for organizations and individuals.
1. Resources such as time, money, and personnel are
appropriately allocated to the organizations numerous
priorities and objectives.
2. Long-term objectives can be kept in mind while shortterm objectives are being implemented.
3. Contingencies can be anticipated
4. Project output is made more collegiality is enhanced5. Morale is enhanced6. Job satisfaction is increased7. Learning is enhanced
8. Creativity and synergy are enhanced

Effective management of the

project
The project manager should have not
only motivation but have skill to create
synergy through collaboration.
1. Communication
2. Persuasion
3. Feedback
4. Team building
5. Empowerment and Delegation

Eight Steps to Manage Projects

The eight steps for managing
projects can help you clarify, organize,
and implement projects or complex
tasks. First we must define what we
are managing before we plan how we
manage it.
8 steps:

1. Define Project Objectives and Scope

Several steps can help you define the project:
a. Relate the project goals to overall organizational
goal and strategyb. Clarify the scope of the project. Making
recommendation are not like implementation.
c. Clarify project objectives with the project
manager or instructor to guarantee that
everyones on the same page about the
expected outcome.

2. Determine Project Participants

and Stakeholders
a. Make sure to keep vital employees and teammates part of the
project and to involve key stakeholders- manager or instructor
who has stake.
b. Once the project group has been assembled, note members
availability (and lack thereof) on a master calendar- holidays,
vacation days, anticipated personal days, travel days,
meeting days, or commitment to other projects should be
noted and accounted for.
c. Discuss what the group members interests are- their strengths
and desired contribution to the project- one may volunteer for
research- motivate experts to develop other skills than their
own- sometimes role is assigned to anyone without consent.
d. Consider the team members planning and organizing skills.
Project deadlines- timeline etc.

3. Develop a Time Line or Work Plan

1. Working with a large blackboard, whiteboard, easel and newsprint
or computer program, begin brain storming all the steps that are
needed to complete the project.
2. Determine and specify the dependencies that exist between all
the tasks, participants, and activities in a project plan.
3. As a group, clarify the objectives when specific tasks are
assigned. Clear communication about deliverables and desired
results.
4. Build in time for the unexpected. Proper planning and
communication is essential with teammates.
5. Avoid the tendency to wait until late in the project to buy time for
these important details. It enhances quality of task.
6. Project manager be flexible due the fact that all things do not go
in line with your expectation. Goals must remain intact but ways
to achieve them should be flexible.

4. Establish Check Points and

Control Mechanisms
Setting up series of checking points:
1. Inserting interim deadlines- project be
broken into small pieces- then set
milestones to do it. For example- 30 days
for a task- 10 days for three stages in the
task.
2. Review and update the project plan
regularly. Monitor other projects and task
that may interfere you project schedule
and adjust accordingly.

5. Identify and Obtain Necessary

Resources
1. Look through the tasks and objectives and
discuss what will be required to carry out the
assignment. Be realistic about project
resources and availability to ensure
completion of project within time.
2. Know when to let a project go or when to start
over. Task discovers to be complex or more
technical- discuss it with your manager to
reconceive the task. Communicate frequently
and clearly about these determinations with
appropriate stakeholders.

6. Determine How Project Results will be

Measured
Before the start of the project:
1. Understand how the project will be
evaluated and who will assess it.
2. Ensure steps are built into a process to
obtain the data needed to evaluate the
success of the project.
If your job is to improve customer satisfaction:
a. Are they happy? B. Do they file less
complaints? C. wait time for help is shorter?

7. Set up an Ongoing Communication

System
There is nothing effective than communication:
1. With teammates and stakeholders.
2. Start the project with face-to-face or telephone contact if
possible.
3. Meet regularly to check status and progress.
4. Revisit initial decision made by the group if they are not working.
5. Keep people informed by issuing progress report.
6. Ensure a positive and open atmosphere. Provide encouragementif stretch overtime make some fun or entertainment to develop
rapport among teammates.
7. Monitor performance and catch problems early on.
8. Give new team member more attention and guidance.
9. Be clear accountability and clarify where ultimately responsibility
of each deliverable lies.

8. Debrief and Evaluate the Process and

Results at Project End
1. Keep notes of lessons learned and share
them with group members at the end of the
project.
2. Discuss what worked well and what did not.
3. Discuss what everyone learned from
mistakes and how in future project,
common mistakes may be prevented.
4. Discuss how group behavior must improved
to be better in future processes and
projects.

Project Management Tools

There are two major tools:
1. Gantt chart: week wise activities
schedule
2. Project Evaluation and Review
Technique (PERT)