What is Project Management? Training Video

Gavin Wedell

30 Apr 201202:41

Summary

TLDRThis video highlights key strategies for successful project management, emphasizing the importance of thorough planning and communication. It advises aligning stakeholders on deliverables to avoid scope creep and ensuring the team has the right skills. Proper planning accounts for 80% of the work, with tools helping to track progress. Risks should be anticipated and mitigated, while clear leadership is needed during implementation. After completion, a review of successes and areas for improvement will help future projects. Ultimately, the goal is to deliver quality results on time and within budget.

Takeaways

📊 Project management for ongoing tasks requires a different approach compared to one-off tasks.
🎯 Most projects fail to meet objectives, so it's crucial to prepare thoroughly for success.
📋 Make sure all stakeholders agree on the final deliverables in detail to avoid scope creep.
🗂️ Planning is 80% of project management—Proper Planning Prevents Poor Project Performance.
🔧 Use project management tools to track progress and assist during planning.
👥 Build your team based on the skills needed to complete the project, and adjust personnel as required.
🔄 Ensure information flows smoothly so all stakeholders are aware of what's happening.
🌩️ Identify potential risks and develop strategies to avoid or mitigate them.
🎼 During implementation, communicate clearly and consistently, like conducting an orchestra.
📝 After project completion, report on successes and areas for improvement to enhance future projects.

Q & A

What is the key difference between managing ongoing tasks and one-off tasks?
-Managing ongoing tasks requires a different approach compared to one-off tasks because ongoing tasks are continuous and need consistent oversight, while one-off tasks, like projects, are temporary and focus on completing a specific objective within a set time and budget.
Why do most projects fail to meet their objectives?
-Most projects fail to meet their objectives due to factors like poor planning, lack of stakeholder agreement, scope creep, misaligned team skills, and insufficient risk management.
What is the importance of agreeing on deliverables at the start of a project?
-Agreeing on deliverables at the start helps prevent scope creep, ensuring that all stakeholders are aligned on the project's final outcome and that expectations remain realistic and manageable.
Why is planning considered 80% of project management?
-Planning is seen as 80% of project management because thorough preparation, including setting clear objectives, managing risks, and organizing resources, significantly increases the chances of project success and smooth implementation.
What are the 'six Ps' mentioned in the script, and how do they apply to project management?
-The 'six Ps' refer to 'Proper Planning Prevents Poor Project Performance.' This principle emphasizes that careful planning is essential to avoid issues during the project's execution and to achieve the desired outcome.
How should a project manager build their team for a project?
-A project manager should first assess the skills and expertise required to complete the project, then compare those needs with the available team members, making adjustments (adding or removing people) as necessary.
Why is it important to plan for risks during a project?
-Planning for risks helps the project manager anticipate potential problems and develop strategies to either avoid or mitigate these risks, ensuring the project stays on track despite unforeseen challenges.
What role does communication play during project implementation?
-During implementation, clear and consistent communication is crucial for keeping all stakeholders informed and aligned, much like how an orchestral conductor keeps musicians in sync during a performance.
What should be done after completing a project?
-After completing a project, it's important to review what was done well and what could have been improved. This reflection helps the team learn from the experience and apply those lessons to future projects.
What is the real challenge of project management, according to the script?
-The real challenge of project management is achieving a quality outcome using the least amount of time and money, rather than simply throwing more resources at the project to complete it.

Outlines

00:00

🛠️ Effective Management of Ongoing vs. One-Off Tasks

Managing ongoing tasks requires a different approach compared to one-off tasks. Project management focuses on completing temporary endeavors within time and budget constraints. Unfortunately, many projects fail to meet these objectives. However, by utilizing proper tools and methods, you can significantly increase the chances of success. It is essential to secure stakeholder agreement on project deliverables from the beginning to prevent scope creep.

📋 Planning is the Key to Project Success

Planning constitutes 80% of project management. Remember the six Ps: Proper Planning Prevents Poor Project Performance. There are many tools available that help track and organize your project. Incorporating them into your planning process can streamline project management and reduce risk.

👥 Building the Right Project Team

Before assembling your team, assess the skills and expertise needed for the project. Then compare those requirements to the capabilities of your available personnel. Add or remove team members as necessary to ensure you have the right balance of skills and knowledge.

📡 Effective Communication and Information Flow

One critical aspect of project management is ensuring a smooth flow of information. All stakeholders should be well-informed of the project's progress through clear, constant communication. Proper planning will ensure that information reaches those who need it most.

🌊 Preparing for Risks and Challenges

Anticipate potential risks your project may face, and create contingency plans to mitigate or avoid them. With proper foresight, you can steer your project through turbulent times and reduce the likelihood of delays or failures.

🎶 The Implementation Phase: Leading Like a Conductor

When your project moves into the implementation phase, ensure that each team member is in sync, like an orchestra. With clear communication and leadership, the various players can stay aligned, avoiding missteps.

📊 Reviewing and Reflecting on Project Outcomes

Once the project is completed, take time to reflect on what went well and what could have been improved. By reporting these findings, your team will be better prepared for future projects, learning from past experiences.

💡 Achieving Quality Outcomes with Minimal Resources

Anyone can complete a project by adding more time and money, but the true challenge is delivering quality results while minimizing resource use. Achieving this balance is a mark of effective project management.

📝 Key Takeaways for Successful Project Management

To ensure your project meets its objectives—completed on time, within budget, and with quality—focus on meticulous planning. Avoid scope creep by securing agreement on deliverables, use project management tools, build the right team, assess risks, maintain strong communication, and always review outcomes for continuous improvement.

Mindmap

Keywords

💡Ongoing tasks

Ongoing tasks refer to recurring activities that require consistent management over time, unlike one-off tasks which have a clear endpoint. In the video, the management of ongoing tasks is emphasized as requiring a different approach, highlighting the need for continuous attention and adjustment throughout the project lifecycle.

💡Project management

Project management is the practice of leading a team to achieve specific goals within a defined timeframe and budget. The video emphasizes that successful project management is about completing temporary endeavors, such as projects, on time and on budget. The challenge lies in meeting these objectives, which many projects fail to do.

💡Stakeholders

Stakeholders are individuals or groups who have an interest in the success or outcome of a project. In the video, ensuring all stakeholders agree on deliverables from the outset is crucial to avoid scope creep and misunderstandings. This alignment of expectations is necessary for the project’s smooth progression.

💡Scope creep

Scope creep refers to the uncontrolled expansion of project scope, often leading to delays and budget overruns. The video warns against scope creep by advising teams to get clear agreements on deliverables at the start, thus keeping the project focused and manageable.

💡Planning

Planning is the process of setting out a roadmap for how a project will be executed. It is portrayed in the video as the most important part of project management, with the phrase 'Proper Planning Prevents Poor Project Performance' highlighting its significance. Effective planning helps anticipate risks and align team efforts toward the final goal.

💡Risk management

Risk management involves identifying potential risks that could negatively impact the project and preparing strategies to avoid or mitigate them. The video stresses the importance of considering risks upfront, ensuring the team can navigate any challenges during the project lifecycle.

💡Team building

Team building refers to assembling the right group of people with the necessary skills to complete the project. The video advises project managers to compare the skills needed with the skills available, adding or subtracting team members as necessary to meet the project’s requirements effectively.

💡Communication

Communication is essential for ensuring all team members and stakeholders stay informed and aligned throughout the project. In the video, communication is likened to conducting an orchestra, with clear, constant communication being necessary to keep the project on track and ensure all parts work harmoniously together.

💡Deliverables

Deliverables are the tangible or intangible outcomes that a project is supposed to produce. In the video, the importance of agreeing on deliverables early on is highlighted to prevent scope creep and ensure all parties are on the same page regarding the project’s goals.

💡Post-project review

A post-project review involves reflecting on the completed project to assess what went well and what could have been improved. The video encourages this practice so that teams can learn from their experiences and apply those lessons to future projects, leading to continuous improvement in project management practices.

Highlights

Ongoing tasks require a different management approach compared to one-off tasks.

Project management is about completing temporary endeavors on time and within budget.

Many projects fail to meet their objectives for various reasons.

Ensure stakeholders agree on detailed deliverables from the outset to avoid scope creep.

Planning is eighty percent of project management, with the six Ps: Proper Planning Prevents Poor Project Performance.

Leverage project management tools to track progress during planning.

Build a team based on the skills and expertise required for the project.

Adjust the team by adding or removing people as necessary to meet project needs.

Ensure smooth information flow to keep all stakeholders informed throughout the project.

Identify potential risks and develop strategies to avoid or mitigate them.

If properly planned, project implementation should resemble conducting an orchestra.

Constant communication and leadership are key to keeping all team members aligned.

Upon project completion, report on both successes and areas for improvement.

The real challenge in project management is achieving quality outcomes with minimal time and resources.

Learning from each project's successes and shortcomings will improve future performance.