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project management
project management basics.com.

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risk management basics.com.

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The Complete Project management package

Topics include

Definitions
What is a project and Project Management?
What is a Project Management system?
Human, culture, planning...


General Project Structure
Project visualisation
Start and end
Size, costs, time...


Breaking down a project
Milestones, management
Costs and budgets...


Phases of a project
Concept, feasibility
Specification, design
Installation...


The Project notebook
What is it?
Assumptions, problem statements, mission statements
Strategy, scope, objectives
Customer analysis, deliverables
Exit criteria...


Product specification, work break down structure (WBS)
Schedules, resources, control system
Authority, roles and resonsibilities
Risk areas and benefits ...


Planning overview
Why plan?
Work breakdown structures
Task characteristics
Information and milestones...


Detailed planning
Overview
Procurement
Estimation

initial
overview
too long
too short
budgets...

Dependencies
PERT analysis
Slack or float, elapsed time
Roles and responsibilities
Resources
Gantt charts
Constraints
Critical paths and how to manage them...


Control
Why?
Monitoring, general, what...

Time, cost (terms, overspend, cash flow), quality
Progress reporting...
General, committees, data


Taking action
Assessing the situation
Impact analysis
Resolving issues and problems...


Review
Contingency
Change
Documents and procedures
Project completion...


Quality
Plan
Statistical control


Risk
Overview
Impact analysis
Risk versus impact
Automated planning tools
Consideration of time...

Responsibilities
Documentation
General approach
Identification and costing...

Assess chances and impact
Measures
Contingencies
Records and review
Health and safety...


Reviews
Project audits


Human factors
The role of the Project Manager
Overview
Project teams
Recruitment...

Communication
User expectations
Systematic approach
Empowerment
Appointment of a Project Manager...


Project organisation
Project office and documentation

What is a problem?

A.P.I.M.A.
(assess)
problem definition
analysis of data
objective definition


(plan)
identify causes
select the most likely cause
devise potential solutions
selection of the most appropriate solution
plan for implementation


(implement, monitor and act)

Problem solving techniques

problem identification
prioritisation
analysis of problem causes
identifying key causes
data gathering
evaluation and finalising options


brainstorming

method and system


Pareto analysis

what is it?
method and system


data collection

fact and opinion
documentation
method and system
interviews


cause and effect diagrams

effect vs cause
identification and selection of cause
taking action
method and system


process analysis

examine the steps in the work process
method and system


six word system

what, why, when, how, where and who?
method and system


presentation

histogram, barchart and pie chart
scatter diagram
organisation charts


Time saving templates e.g.

audit reports, customer analysis
deliverables, estimation of cost
mission statement, objectives
problem statements...

project numbering
project progress
strategy and S.W.O.T. analysis
timesheets and work breakdown and many more...


Fully Worked Example

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The complete
Risk management package

Topics include

What is risk?
Uncertainty
Risk versus issue
Risk versus reward
Margins versus contingency
Will a project succeed?
Key areas of concern...


6 basic questions to answer
Who?
Why?
What?


How?
Resource?
When?...


Why carry out a risk assessment?
Is the project too risky?
The threat intensity
Decision making
Helpful documentation...


What should risk analysis provide?
Time factor
Prioritisation
Summary of risk
Decision making
Realism...


How does risk management integrate with project management?
Risk management is key?
Permeates all projects?
Supporting role?...


Accountability
Sharing of risk
Who is accountable?...


Stakeholders
Identification
Customer and supplier
User priorities...


Success measures
How do you measure it?
Assumptions
Clarify objectives
Suppliers versus customers


Basic steps
What are the core process steps to assess a risk?

Identification
Proactive planning
Reactive planning
Monitoring and control
Triggers

A simple process outline
What is the basic overall process steps?

Identifying stakeholders
Success criteris
Plan preparation
Identify and assess risks
Ownership and planning
Aggregation, monitoring and review...


Human relations
Pressure
Timing
Bid and budget control
Risk focus
Planning confidence
Price versus cost
Client versus stakeholder driven...


The Project LIfe Cycle
Overview
Concept
Design
Plan


Allocate
Execute
Deliver
Review


Support
Different areas
Working in parallel
Milestones
Contracting
Decision points...


Cost terminology
Expected cost
Target cost
Provision
Contingency
Commitment


Statistical terminology
Mean or average
Median
Mode
Variance
Standard deviation


The risk management process
Overview
Timing
Defining the project
Defining the risk management process...


Identifying risks and responses
Organisng the risks and responses
Ownership (risks, responsibilities and contractors)
Estimating technique...


Evaluating the estimates
Planning (integrating risk and project management)
Managing (the risk management process)


Estimating detail
Overview
Simple estimating of risk
Cumulative probability graphs
Simple estimating of risk detail...


Simple estimating problems
Obtainng the estimates
Breakdown of variables...


Evaluating detail
Overview
Independent correlation
Cumulative probability graph
Positive correlation
Cumulative probability graph...


Negative correlation
Conditional correlation
Cumulative probability graphs...


Planning detail
Types of plan

Initial
Reference
Base
Contingency
Horizon
Action

Ways to modify plans
General comments


General points to consider
Resource level
Control
Contractors
Customer...


Managing the risk process
Overview
Identifying risk issues
Other issues and the project life cycle
Other aspects

Cost and resources
Effectiveness of risk management
Modelling
Managing the process...


The contractor
Overview
Risk assessment positioning
The contract
Cost plus fixed fee
Fixed price
Screening
Transferring risk...


Risk combination
The issues involved...


Common methods of risk assessment
Overview
The timing, prioritising, summarising and decision making virtues
Issue based
Checklists
Qualitative
Quantitative...


Quantitative risk assessment
Overview
Simple example and detail
Simple cost model
Cost model including uncertainty
Cost model including likelihood...


Monte Carlo distribution
Overview
Monte Carlo simulation
Monte Carlo simulation output
Monte Carlo distribution
Monte Carlo risk distribution
How do we carry out the simulations?
Probability Density Function (PDF)
Triangular Probability Density Function (PDF)...


Uncertain events
Overview
Simple pathway likelihood and frequency versus cost graph
Detailed calculations
A basic risk assessment
Probability versus total cost graph...


Correlated events
Overview
Ranges of correlation
Process summary
Risk assessment versus a traditional approach
How will the level of breakdown structure influence the result?
How do we estimate probability simply?...


General points
Collecting task information
Documentation
Other areas to consider when reviewing risk


Data handling
Overview
Monte Carlo risk distribution
Multiple variables


Budget versus contingency
Overview and setting the contingency
Alternative setting of contingency


Schedule risk assessment
Detailed planning, 4 basic types
Detailed planning, in software


Simple network
Simple network (no lag) duration calculations
Simple network (with lag) duration calculations


Branching
Overview (simple branching)
Complex branching
Complex branching duration calculations
Multiple branching
Multiple branching duration calculations
Multiple probability branching
Multiple probability branching duration calculations
Production example
Production example, one step further
Production model output interpretation graph
Nodes and branching networks
Nodes and branching networks graphical output


Markov chain
Events and transitions
Benefits
When do you use it?


Business forecast
Overview (types of operation, activity, timing and correlation)
Business schedule risk
Business revenue and profit risk distribution
Business profit yearly forecast
Business profit simulation graphical output


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The Complete Time management package

Topics include

Resources
Capital
Physical
Human
Information
Finite time...


Workaholic
Long hours
Work enjoyment
Ambition


Personal life
Routine and mundane
Addiction


Result orientation
Old values
Tiredness and mistakes
Signs...


What is time management?
Problem time solving
Goals or objectives and targets
Strategy and tactics...


Goals
Road to success
Hurdles
Basic tactics
Types
Setting goals


Refining goals
Control
Short and long term
Quality
Flexibility...


Objectives
List of tasks
Dependent and non dependent
Strategic v urgent
Prioritise...


Prioritising objectives
Priority ranking
Multiplication ranking
Tabular matrix...


Urgent v important
Urgent - deadline
Important - time
Matrix
Rank
Category detail
Job needs
Job order...


Human nature
Pleasing people
Avoidance of challenges
Fear of position
Ambition


Pride of ability
Being a perfectionist
Retaining control
Preconceived ideas...


Blame culture
Interruptions
Phone calls
Meetings


Lacking data
What are the goals?
Objectives...


Productivity
Output v input...


Also...

Time log
Prioritised objectives
Weekly plan
Recording the log
Analysis


Identify 'time destroyers'
Identify actions
Implement plan...


Key time destroyers
Action chasing
Being disorganised
Can't say no
Crisis management
Friends


Large reports
Low energy levels
Meetings
Multiple tasks
Other's errors


Other's jobs
Paperwork
Perfection
Poor communication
Poor control and reporting


Poor delegation
Poor information
Poor leadership
Poor planning
Poor preparation


Poor self discipline
Putting things off
Resource issues
Responsibility v authority
Socialising
Staff issues


The boss
The telephone
Travel time
Unfinished tasks
Unwanted callers
Work overload
Your own errors...


Typical process
Review your personal time log
Audit
Decide on your time destroyers
Rank them in order of priority
Review the causes


Consider solutions
Generate action steps
Decide on the time scale
Create deadlines
Teamwork...


Strategies for getting on with it
Visibilty
Rank review
Minimise
Tick off


Your time
Challenge
Delegate
Routine


Desktop
Measure
Check
Negative


Fear
Start
Exposure
Mentality


Others
Positive
Benefit
Part


Reward
Energy
Confidence...


Positive thinking
Positive mindset
Attitudes and beliefs
Self belief
Modifying attitudes
Record the goals
The road to success...


Commitment
Winning
Definition
Not knowing


Meetings
Less interruptions
Resource
Resource...


Delegation process
Monitoring
Review
Problems
Tough personnel
Towards independence...


Information collection
Part of time management
Everything
How and where to?
The purpose


Projects
Delayed tasks
Delegated tasks
Processing information
Other...


Processing the information
Define the purpose
Prioritise
Decide on the action and format...


Filing notes
What should you file?
What system should you use?
Agree
'A' to 'Z'
Day files
Other...


Day files
Detail...


Decision PATH
Priorities
Activity
Time
Health
Decision is not action...


Capturing ideas
Record
Techniques
Computer folders
Software...


Brain storm
Record
Do not criticise
Ideas
Consider


Stepwise procedure
Simple voting procedure
Ranking technique
What next?...


Mind mapping
Brain styles
Mond mapping...


Checklists
Task list of reminders
Yesterday's mistakes
Not exhaustive
Ignored
Orientation
Lacking detail...


Reminders
Processing complete
Delegated tasks
Delayed tasks
Projects
Triggers
Diary...


E-mails
General
Message rules
Back up
Spam
Action...


What not to do
General
Would it matter if you didn't do it?
How to tackle it?
Perfectionist?
Time runs out
Bottle it up
Education...


Projects
General
Plan
Meetings
Decisions and data...


Irritating tasks
Benefits
Get started
Atmosphere
Putting them off...


Combining tasks
Areas to consider
Criteria
Culture...


Time
Historical view
Passing time
Quality time
Culture
Mono and polychronic time...


Monochronic time
Attitudes
Definition
Culture
Plans
Other
Issues
Flexibility...


Polychronic time
Attitudes
Definition
Culture
Plans
Other
Issues
Flexibility...


High and low context culture
High and low
Information transfer...


Divergent thinking
Sees the big picture
Flexibility
Free space...


Convergent thinking
Takes a narrow view
Methodical
Free space...


Blending styles
Ideas
Sharing
Good will
Brain use
Assess, plan implement, monitor and act...


Assessment and planning
Best v easy
Work area ideas
Take a break
Taking notes
Prioritising...


Implementing
Combining tasks
Goal posts
Delay
Scheduling...


Prioritising
Visual sorting
Communication and flexibility
Resource
Restructuring
Inclusion...


Scheduling
Diary or calendar
Visual aids
Odd items
Personal energy
Bits and pieces
Assistant
Overload
Visible
The telephone
Proative...


Review
General
Delayed tasks
Delegated tasks
E-mails and voice mail
Diary
Collection
Projects...


Personality drivers
Faster
Please
Perfection
Try hard
Be strong...


Assertiveness
General
Assessment
Process...


Stress
General
Signs
Sources
Problems
Not enough time
Leading to tension
Tempers being lost
Stress escalates
Coping techniques?
Legal redress...


Coping with stress
General
Personality driver
Experience
Techniques
Ideas...


Playtime
General
Reasons for avoidance
Things to try
Little bits
Imagination...




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Leadership - chess the middle game

Leadership may mean stepping up the career ladder without getting stuck in the middle...
Opening gambit
Trying to improve in leadership is like trying to master chess. Novices begin to learn opening moves.
These are developed further with initially tried and tested strategies.
Eventually, you have to depart from the tried and tested in the middle game in order to gain a tactical advantage.
At some point you will need to master the end game to complete your education.

The middle game can be tricky as you move up in the organisation.

As an emerging leader it is unlikely that you have any staff to deal with and your main frame of reference is yourself and your boss.
As you gain experience, projects and promotions you will move into another realm. In this phase of your leadership and training development you will begin to have responsibility for staff and deal with personnel in other departments that are not directly under your control.

For this phase of leadership development you will need to add additional skills to those of the emerging leader.

When you are in this zone of leadership one of two things will happen.
Either you will stay here and never move on or you develop your skills further to escape from this matrix environment on to higher leadership tasks.

This whole process could relate to the chess analogy in the following way:

Opening gambit ... New leader.
Develop the opening ... Developing leader.
Middle game . Maturing leader.
End game . Complete leader.
Middle skills
In your own world as an emerging leader your goals and targets and performance measures will be fairly clear.
As you move up the ladder into the matrix world a fog can descend on these values. In your world you are largely master of your own destiny as you advance you have to contend with other leaders, different personnel and departments all contending for limited resources.

It becomes much more of a test of your influencing skills.
You will need to move on from the basic leadership training skills of personal goals, knowing your own weaknesses and understanding the local culture.
It is a must for you to acquire influencing techniques, how to deal better with complex situations and negotiate targets and deliver the goods.
You will need to manage people well if you are to succeed.

Whilst other areas like the setting of a vision are considered more for the complete leader you ought to have a short term vision which you can break down into various goals and objectives.
Emerging from the worm hole
Entering the 'middle game' is a little like entering a worm hole in Star Trek - you will learn a lot, hope to gain from the experience and with a bit of luck come out at the other side unscathed. Many people get stuck in the worm hole. If you don't carry on developing your leadership skills you will get stuck. There are some areas to consider as you go into the middle game.

Technical guy

One of the biggest problems with moving up in the organisation is the difficulty of leaving behind the desire to solve all the technical and specialist knowledge problems. This is very much akin to the getting rid of the 'monkey on your back' issue.
If you keep solving people's problems for them they will never develop in their own right as leaders.
You must learn to delegate and empower your staff. Naturally, this doesn't mean that you allow people to make a complete mess of things but this is what good delegation skills are all about.
This is covered in much more detail in 'The Complete Time management package'.

The mole

This person generally defends his or her own territory but prefers to remain underground out of the way.
He will stick in the middle game as he will be reluctant to develop any of the skills necessary to escape the worm hole.
Management structures tend to be either hierarchical or flat. In the latter case there are often a lot of flat layers.
These can make daily life complex for the leader and drives the mole underground. However, when there is a shake up the mole finds he lacks the necessary skills to adapt.

The star

They can be rather superficial in their approach but crave the limelight. They will tend to take the credit when their staff do well and can't be seen for dust when things go wrong. They often have good contacts and play the political game well.

Other

Pure hard work is not the answer either. Just by producing results people often believe they have a right to move up to the next rung of the ladder.
If you are just working for yourself, however diligently, you will not be seen as a potential leader.
Your style may be fixated on results and you might get these by the 'do it my way or else' approach. This may be looked upon favourable in some areas when things are going well but it creates resentment in your staff and senior managers recognise the results by 'fear' and the lack of motivational skills as a long term hindrance to morale.
Where no one has gone before
Actually, this isn't true but it fits in with the Star Trek analogy and the worm hole.
Getting out of the middle game requires you to think about your trajectory through the worm hole.

Getting people to help you

If you can't get anyone to help you you will be stuck. You must learn the art of influencing, the techniques of delegation in order to build trust so that people will follow you even if they don't report to you directly. The middle game requires a lot of networking to maximise your sphere of influence, so brush up on some of those communication skills.

The model leader

If you want to act like a leader begin to think like one. Examine the role models around you and take careful note of their behaviours and attitudes.
Consider gaining a coach and also coaching others. Find a reliable mentor for when times get tough.

Positive thinking

Remember the 'can do' mentality. Don't look for negatives all the time. Bring solutions to the meeting table and look for the way forward.
Examine situations for potential opportunities. Be decisive once you have evaluated options. Learn to manage conflict well. Practice giving positive feedback and improve your leadership appraisal techniques.
Get the full details
leadership arrow
The Complete LEADERSHIP package


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project management package