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Project Management and Meeting Planning

Published on Nov 18, 2015

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1.

Project Management and Meeting Planning

Class 6
2.

Agenda

  • Identify the elements of project managment
  • Identify the elements of a successful meeting 
  • Define desgin thinking 
3.

It is your first month on the job and your supervisor gives you a project. What do you do?

4.

Project: A temporary group activity designed to produce a unique product, service or result.

5.

Project Management Process

  • Initiation 
  • Planning 
  • Executing
  • Monitoring and Controlling 
  • Closing
6.

Initiation

  • Project is  assigned
  • Parameters (scope) are determined
  • Success is defined
  • Project charter is developed
scope is project goals, deliverables, tasks, costs and deadlines.
7.

Untitled Slide

Project Charter:
Document which outlines the level of authority for a project manager and provides detailed information about project goals, roles, responsibilities and key stakeholders.

https://www.google.com/search?hl=en&site=imghp&tbm=isch&source=hp&biw=1093&...
8.

Why is this important?

  • Formal documentation of deliverable(s) 
  • Formal documentation of scope
  • Assists in communication with group and stakeholders 
9.

What are the elements of the charter?

  • Title of project
  • Timeline
  • People involved
  • Project objectives
  • Business case for project
10.

Elements of project charter cont.

  • Description of problem/opportunity 
  • Desired outcomes
  • Definition of roles and responsibilites for project team
  • Required resources 
  • Barriers and risks 
11.

Planning Phase

  • Timeline is developed
  • Team is assembled
  • Responsibilites are assigned
12.

How do you develop a project timeline?

13.

How to develop a project timeline

  • Determine what tasks need to be completed
  • Determine relationship between tasks
  • Assign tasks to specific team members
  • Estimate time to complete tasks
  • Consider variables that could effect task completion
14.

How to develop timeline cont.

  • Determine which tasks have the least flexibility 
  • Create a visual of your timeline 
15.

Sample Gantt Chart

16.

Execution

  • Plan is implemented
  • Be aware of "scope creep"
  • Document unforseen circumstances 
* ask for clarification because will effect time and/or money get it in writing that this change is approved
17.

Monitoring and Controlling

  • Progress is measured against timeline 
  • Corrective action is taken if necessay 
  • Stakeholders are informed of progress
18.

Planning an effective meeting

19.

Describe the best meeting you have ever been a part of.

20.

Effective Meeting Planning

  • Preparing 
  • Controlling 
  • Evaluating and following up
21.

Preparing

  • Determine if a meeting is necessary 
  • Invite the appropriate people and pick a good time 
  • Develop a meeting agenda
  • Set time limits on agenda items
  • Disrtibute agenda before the meeting 
22.

Controlling

  • Begin and end the meeting on time
  • Assign a timekeeper 
  • Encourage appropriate participation 
  • Create a parking lot 
  • Summarize action items 
23.

What is your biggest meeting pet peeve?

24.

Evaluating and following up

  • Distribute notes and assigned action items
  • Follow up on assigned action items 
  • Reflect on meeting 
25.

Closing

  • Stakeholder(s) accept final product/service
  • Team members meet to debrief project
  • File project and project findings
26.

Your Turn

  • Complete your project charter 
27.

KWL

  • What do you already know about problem solving?
  • What do you want to know about problem solving?
  • What did you learn today?
28.

Homework

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