Project Planning with Sticky Notes

Summary

In this video, project manager Tom demonstrates how to create a work breakdown structure (WBS) using sticky notes for a new project: developing a smart music armband. By encouraging team collaboration, Tom collects project deliverables, groups them into work streams, and ensures completeness by using the 100% rule. This visual and interactive method fosters engagement, making it easier to define responsibilities and track progress. The session highlights the importance of clarity in deliverables and maintaining records throughout the project planning process.

Takeaways

• 😀 A work breakdown structure (WBS) helps organize a project into manageable work streams and packages.
• 😀 Sticky notes facilitate brainstorming and collaboration during project planning sessions.
• 😀 Each work package in the WBS defines a specific deliverable needed for project completion.
• 😀 Grouping similar sticky notes can reveal common themes and streamline project organization.
• 😀 The 100% rule ensures that the WBS covers all necessary deliverables for the project.
• 😀 Regular checks for completeness can identify any overlooked tasks, such as network connections.
• 😀 It's important to clarify the meaning of each work package to avoid confusion.
• 😀 Project management tasks should also be included in the WBS as they require time and effort.
• 😀 The process continues until responsibilities for all work packages are assigned.
• 😀 Keeping a record of the work done is essential to prevent loss of project deliverables.

Q & A

What is a work breakdown structure (WBS)?

A work breakdown structure is a hierarchical decomposition of a project into smaller, more manageable components, known as work streams and work packages.

Why did Tom choose to use sticky notes for project planning?

Tom chose sticky notes because they are quick to use, allow for easy movement, encourage team contributions, provide visibility of ideas, and help build team commitment.

What are the first steps Tom takes to begin creating the WBS?

Tom starts by writing the project name on a sticky note and placing it at the top of the paper, then asks the team to write down project deliverables on individual sticky notes.

What is the significance of the 100% rule in WBS creation?

The 100% rule ensures that the work breakdown structure includes all necessary deliverables to complete the project, preventing any oversight.

How does the team structure the work during the planning session?

The project manager facilitates grouping similar sticky notes, naming each group, and stacking identical notes to create a structured work breakdown.

What should be done if any deliverables are forgotten during the planning?

If any deliverables are missing, the team should write them on new sticky notes and add them to the work breakdown structure.

Why is project management included in the WBS?

Project management is included because it requires time and effort, and is a necessary part of ensuring the project's success.

What should the team do to ensure clarity in the work packages?

The team should confirm that everyone understands the meaning of each work package and adjust descriptions as necessary for clarity.

When should the team stop breaking down the project?

The team should continue breaking down the project until each work package can be assigned to an individual team member or an outside vendor.

What final step should be taken after creating the WBS?

The team should keep a record of their work to ensure that all project deliverables are documented and do not get overlooked.