Project Management Foundations: What’s the Big Fuss? We will start

Project Management Foundations: What’s the Big Fuss? We will start the session formally at Noon MST. You are muted. Use the Questions Panel, please. Slide handout and archive available at: www.coloradostatelibrary.org/projectmanagement No tech support, sorry, but what can help you: Close apps and browsers; log out and in; reboot. http://support.citrixonline.com/en US/GoToWebinar #pmlibraries Sharon Morris, Colorado State Library Pat Wagner, Pattern Research, Inc.

Project Management Foundations: What’s the Big Fuss? January 18th, 2012 – Noon to 1pm MST Colorado State Library, Denver, CO www.coloradostatelibrary.org/projectmanagement Sharon Morris – Director of Library Development Morris [email protected] #pmlibraries With Pat Wagner, Pattern Research, Inc. [email protected]

The Fine Print: Thanks Institute of Museum and Library Services REACH: Leading Learning in Libraries Colorado State Library – Michelle Gebhart and Mary Beth Faccioli Tim Sullard, Pattern Research, Inc. Project Management Foundations: What’s the Big Fuss? 3

Reminders You are muted; no side chat is available. Only webinar staff will see the questions. Twitter hashtag: #pmlibraries We don’t offer tech support, but. Close apps and browsers; log out and in; reboot. You can download the slide handout (PDF) and the recorded and archived webinar at: www.coloradostatelibrary.org/projectmanagement Project Management Foundations: What’s the Big Fuss? 4

Public Domain Graphic Resources Flickr.com www.instructionaldesign.org/ totallyfreeimages.com/ Pixabay.com wpclipart.com Project Management Foundations: What’s the Big Fuss? 5

Next Sessions Project Management Case Studies: Who Forgot to Measure the Bookcases? February 1, 2012 - Noon to 1 pm MST Proof of Concept: Applying Project Management Principles to Your Workplace February 15, 2012 - Noon to 1 pm MST www.coloradostatelibrary.org/projectmanagement Project Management Foundations: What’s the Big Fuss? 6

Pat Wagner 30 years w libraries Learned PM on the job: Very public deadlines – Printing projects – Theater: Curtain up! – Radio: 1/100 sec. ALA, ACRL, SLA, MLA Project Management Foundations: What’s the Big Fuss? 7

Agenda Objectives Why: “Bright! Shiny!” Avoiding activity traps. Who: “My bad.” Making hard choices. When: “Maybe. Perfect.” Watching the clock. What: “Do you remember what was said?” If the plan is in your head, there is no plan. Homework and Resources Project Management Foundations: What’s the Big Fuss? 8

Objectives Avoid micromanagement and project creep. Identify who has legitimate authority. Become more accurate at setting benchmarks. Keep better track of projects and plans. Use resources more effectively. Lower the drama factor during conflicts. Project Management Foundations: What’s the Big Fuss? 9

Why Am I Doing This? The strategic plan guides our choices: – Everything should be prioritized. Is this the best way to achieve our goals? Can I see the cathedral in every stone? Does everyone know why we do what we do? – Don’t bet on it Project Management Foundations: What’s the Big Fuss? 11

Common “Why” Mistakes No goals Too many goals; three-to-five are fine. Goals are vague or abstract. Nothing changes: Nothing is better. No priorities; no criteria for making choices No agreements about language Project Management Foundations: What’s the Big Fuss? 12

“Why” Scorecard

Who is Accountable? Who makes decisions? What decisions do they get to make? How are decisions made? – How is input/data gathered? How is this information shared? Who holds this person accountable? Project Management Foundations: What’s the Big Fuss? 15

Why Pat Dislikes Most Committees Cost/benefit ratio is rarely measured: – hours (add travel) (x) cost of wages/salaries Duplicates chain of command Undermines professional/expert staff Harder to hold accountable Takes longer to execute decisions and actions Project Management Foundations: What’s the Big Fuss? 16

Common “Who” Mistakes There is no “who”. One project: multiple supervisors One person: multiple supervisors Micromanagement: Telling folks how No consequences for good or bad results The “wrong” person Project Management Foundations: What’s the Big Fuss? 17

“Who” Scorecard

When Do We Stop? If there is no deadline, there is no project. Puts limits on expenditures Coordinates with others: – “I can count on you.” Checkpoints: Specific and concrete What is the default if we miss the deadlines? Project Management Foundations: What’s the Big Fuss? 20

Common “When” Mistakes No research on how long something takes No checkpoints No deadlines No consequences when deadlines slip No alternate plans in place No defaults to speed decisions and actions Project Management Foundations: What’s the Big Fuss? 21

“When” Scorecard

What does the contract say? Why we need to write stuff down? We all: – make mistakes; – disagree; – misunderstand. Documents provide transparency. Extends conversations beyond the inner circle. Bullies tend to dislike rules: except as a weapon. Project Management Foundations: What’s the Big Fuss? 24

Common “What” Mistakes Organizational development or legal jargon Too complicated Too many layers Known only to a few people Not referred to, used, or modified Takes too much time to maintain Project Management Foundations: What’s the Big Fuss? 25

“What” Scorecard

What Next? What can you do to improve project management, for your own work, for your team, and for your workplace? Project Management Foundations: What’s the Big Fuss? 27

Homework for February 10 1. Writing and sharing benchmarks in simple language 2. Setting benchmarks and deadlines to evaluate how long tasks really take 3. Deciding how “good” something should (or can) be 4. Writing one daily, personal goal to help stay focused 5. Choosing things to stop doing, either temporarily or permanently 6. Sorting priorities Project Management Foundations: What’s the Big Fuss? 28

Resources Getting Things Done, David Allen The One-Page Project Manager, Clark A. Campbell The E-Myth Revisited, Michael Gerber The Goal, Eliyahu Goldratt Becoming a Manager, Linda Hill Results without Authority, Tom Kendrick Breaking Roberts Rules, Lawrence Susskind Project Management Foundations: What’s the Big Fuss? 29

Connections [email protected] LinkedIn: Pat Wagner Twitter: pat2pattern Facebook: – Pat Wagner – Pattern Research, Inc. Librarything: patternresearch Project Management Foundations: What’s the Big Fuss? 30

Questions? While we wait for your questions, we would like to hear from you about today’s webinar. Please complete the survey for this session. http://www.surveymonkey.com/s/W76ZWLM We will send you an e-mail with a link as well. Project Management Foundations: What’s the Big Fuss? 31