Tag: project management

Project Management Organization News Roundup

From PMI to IPMA, the top project management organizations in the U.S. and around the world are keeping busy with their own projects and initiatives. Here are some news items to keep you up to speed with what’s happening in the industry’s professional associations and educational institutions.

Project Management Institute

PMI has a great resource page that features a collection of PM news and articles. Last month, they highlighted the changes that many universities are making in their MBA programs. Now, rather than just focusing on finance, analysis, and accounting topics, coursework is being expanded to include more “hands on” knowledge. PMs are recognized as having highly desirable skills including leadership and strategic thinking – characteristics that not every numbers guru with an MBA can boast. Locations like UC Davis are putting students out in the field to solve real life business problems as part of their required PM course. This gives students a chance to prove themselves before they even launch their full time careers.

Internationals Project Management Association

IPMA has announced the establishment of the International Centre for Complex Project Management contest. The research prize is awarded for innovation in emerging areas of complex PM. The ICCPM is accepting nominations of research papers through May 1st. The winner will receive AUD$10,000. This should be a yearly event, so start working on a paper for next year’s contest if you feel like you have the chops to compete for this prestigious award!

American Society for the Advancement of Project Management

This U.S. chapter of IPMA just released a report in February on “Understanding FAC-­P/PM and Competency”. Compiling the research took over a year (no word on whether that was the anticipated schedule for completion) and now it’s available free of charge. ASAPM came to a number of conclusions based on its findings. Their recommendations for federal projects include aligning methodology with each industry, improving measurement of results, and stressing actual competency rather than just training. We’ll definitely take a closer look at this report in a future blog post, so stay tuned.

Association for Project Management

The APM is a UK based organization for PMs. This association works with major industries by offering corporate accreditation for relevant processes. Notable participants in this program include Seimens, Shell, and Rolls Royce. Accreditation focuses on the current processes in place at a corporation, areas that may require further development, and the five dimensions of professionalism. A company must support its PMs in acquiring knowledge, experience, and ethics that demonstrate breadth, depth, achievement, commitment, and accountability. So far, the U.S. has focused on accrediting and certifying PMs rather than corporations. It will be interesting to see if this trend catches on over here.

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Tips For Generating Ideas With Your Project Management Team

There are three periods during a project when you need to be able to rely on your team for great ideas: the beginning, the middle, and the end. When you toss ideas around during the planning phase, it’s a great time for innovation. When you brainstorm in the middle of a project, those discussions are generally focused on problem solving. As you’re winding things down, it’s all about exploring what worked vs. what didn’t and thinking up ways to use lessons learned to avoid pitfalls and promote success for upcoming projects. This process just doesn’t work if you try to go it alone. Project management requires creative input from your team.

The problem is that a lot of people aren’t that good at coming up with ideas on the spur of the moment. Let’s say you put a team member on the spot with a question like “You’ve been awfully quiet, Dave, do you have a suggestion you’d like to share?” Chances are good that Dave either wasn’t paying attention at all or simply wasn’t talking because he didn’t have anything relevant to add. How can you unleash the imaginative resources of your team and encourage them to share their ideas?

Seed the Discussion

Before you have a project management meeting to brainstorm, let everyone know several days in advance (if possible) what the topics will be. This could be a particular goal along with realistic parameters such as cost or schedule that will be used to determine which concepts are workable. Consider including a couple of your own ideas in this message as a starting place. It may spark inspiration in one of your team members.

When you provide this kind of advance notice of a brainstorming session, make it clear that team members will be expected to bring at least one proposal of their own to the meeting. If you have team members who tend to be shy, pair people up in a buddy system to generate an idea as partners. The more ideas you start the meeting with, the better. They don’t have to be brilliant or completely fleshed out. The important thing is to get the ball rolling so people will feel comfortable participating.

Create a Focused Environment

No one is at their creative best when they have a pile of work on their desk to worry about. If there’s no “slow day” during the typical workweek at your office, you may have the best results by scheduling a meeting to generate ideas before or after work – or on a weekend. Only use this tactic rarely and make sure to treat everyone to a good meal to keep their blood sugar stable and their mood lifted. Consider getting everyone out of the office and holding an informal meeting at a different location. A reserved dining room in a restaurant might work (some people tend to loosen up a little after a glass of wine).

Don’t Make Decisions Right Away

This may seem counterintuitive from a project management standpoint, but the purpose of a brainstorming session is not to come to a decision. The point is to come up with lots of possibilities. The decision can be made after you’ve had a chance to more fully investigate the pros and cons of a particular plan. Communicate from the outset that there’s not going to be a big “showdown” with one person’s proposal winning and everyone else losing during the meeting. That can help project management team members be more open with their ideas and less defensive if someone points out a fatal flaw in their suggested course of action.

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Are You Considering SaaS Project Management Software?

With the proliferation of project management software options, finding an application with the features you need is not likely to be a problem. What can be tough is narrowing down your choices. One of the decisions you will have to make is whether to install on-premise software or use an SaaS program. Here are some features of SaaS to take into consideration.

Low Overall Cost Is Typical

This is the most frequently touted benefit of SaaS versus traditionally licensed software. The month to month fee is a lot easier for some businesses to swallow than the heavily front loaded price of on-premise software. The total cost of ownership over time can also be lower with SaaS project management software because the vendor is responsible for updates, upgrades, maintenance, security, and ongoing support. Generally, these services are provided at no additional cost as part of the monthly plan. Because the data is hosted on the vendor’s side, no additional hardware or server infrastructure is needed on the customer’s side.

Virtual Team Management May Be Simpler

Some projects involve team members and third party collaborators at sites in different states – or even different countries. Permitting everyone with a valid username and password to access your PM software anywhere, anytime can be a very attractive feature. This ensures that everyone is working with current information no matter when they log. Of course, you can set permissions so that SaaS users are only allowed to view, modify, or add data based on their level of responsibility within the project. You might even choose to give customers access to certain reporting functions so they can stay apprised of the progress of their project as needed.

IT Involvement is Still Required

Implementing a “rogue” SaaS application without IT’s knowledge is always a bad idea. Don’t let an SaaS vendor convince you that their project management software is so simple you don’t need help. One critical aspect of PM implementation is the ability to interface the application with backend systems such as Accounting. You need IT to check out the software to see if it will allow importing/exporting of data. Otherwise, you will be stuck rekeying information – greatly increasing the risk of errors. Ideally, your PM application will allow true integration with real time updating of data from your other programs.

Security is Always a Concern

There’s almost certain to be a large amount of proprietary information in your project management database. SaaS is becoming more secure all the time, but consumers still have concerns about how safe their data is when it’s hosted behind a vendor’s firewall instead of their own. This is another reason to have IT involved in the selection process for SaaS software. They can evaluate the security protocols (physical, procedural, and electronic) that these vendors have in place. Some may actually have even tighter security than your organization, so you might end up feeling completely at ease with third party hosting.

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Should Your Organization Have a Project Management Office?

Do you have the time and resources to sit down and look at the big picture regarding how your portfolio of projects is managed? Not every organization needs a project management office. But those that do are missing out on some tangible benefits if they fail to put a PMO in place.

PMO vs. PMO

First, it’s important to note that the acronym PMO is often used to refer to a program management office. To find out the difference between project and program management, go here. If you’ve got program management established in your organization, you’ve already reached the level of complexity where a PMO is essential. So, in this post, we’ll just use the term PMO to refer to a project rather than a program management office.

IT Leads the Way In PMOs

Information technology is one of the most common areas where a PMO is implemented. The term “office” in this context refers to a function rather than a physical place (although a location may be set aside as a headquarters for this purpose if needed). The responsibilities of a PMO include:

  • Developing and administering project management policies, processes, and principles
  • Providing a centralized view of the full portfolio of projects (past, present, and proposed)
  • Planning strategically to ensure the highest rate of success for all projects
  • Determining how to handle resources to serve the needs of multiple, concurrent projects
  • Assisting, facilitating, and mentoring individual project managers/teams as needed
  • Collecting and reviewing knowledge gained from each project (managing lessons learned knowledge base)
  • Analyzing all data to discover areas for improvement in project processes

Who Needs It?

For an organization that only handles one project at a time, having a separate individual or team fulfill the role of the PMO may not be necessary. A project manager could work in concert with upper management (or a consultant) to ensure all the functions listed above are taken care of.

However, organizations that juggle multiple projects should consider creating a PMO. Otherwise, there is a risk that PMs who are better at negotiating for the resources they need will have success while those with less skill/experience will fail. A PMO plays the role of a neutral third party with the final say in determining how projects are administered.

The Numbers Don’t Lie

Research from the Gartner Group indicates that businesses that establish organization-wide project management standards and a PMO might cut project cost overruns by 50%. According to a survey from PricewaterhouseCoopers, it’s hard to pin an exact dollar amount on how much money is saved by having better control and more in-depth information. However, of those companies surveyed, the ones that had their PMO in place the longest tended to report much better rates of success for their projects (a 65% improvement for organizations with a PMO that had been in place for 4 years of more). Since an enormous percentage of projects in the IT industry experience cost and schedule overruns, instituting a long term solution such as a PMO can make good business sense.

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History and Current Development of Project Management

Ever since there have been work endeavors that could be defined as “projects”, people have been using management tools and techniques. After all, without some form of planning, organization and communication strategy, nothing can be effectively accomplished. However, the discipline that we now think of as project management was first formalized in the 1950s.

The original planning concepts were developed for large engineering, construction, and military projects. They included mathematical tools for calculating and managing costs, visual tools such as charts for prioritizing schedule activities, and evaluation tools for determining project scope. By the late 1960s, several project management organizations including IPMA and PMI had been formed. Over the next couple of decades a substantial body of knowledge was developed and published. Several institutes also began offering certification in project management.

How It Has Evolved

Today, project managers have carved out a niche in many public and private industries. Financial institutions, non-profit organizations, and software development firms are just a few of the industries that have joined engineering, architecture, and other traditional fields in using PM principles. Because of the wider application of project management, techniques have changed dramatically. Some tools from the past (especially diagrams) are still in use, but other simplistic tools have been replaced with complex software applications. Concepts like risk management and communications planning have been added to the repertoire of project managers at larger organizations.

Other factors that have impacted the development of PM methodology include:

Ambitious Scope: Today, many projects are larger in scope than ever before – and global in scale. Managing a virtual team that is distributed in far flung locations requires a different approach than overseeing small, local projects. So does dealing with the risks inherent in relying on suppliers and project partners in countries that vary widely in terms of economic and political stability, workplace culture, and business practices.

Better Technology: Software that is specifically designed to evaluate, plan, administer, communicate about, and track projects has been a boon to PMs in every industry. Beyond this, collaborative tools such as video conferencing have enabled faster and more effective communication for multi-location projects.

Speed to Market: Innovations in lean manufacturing and supply chain management along with expectations for a quick turnaround on product development have significantly affected how projects are managed. The software industry is the most obvious example, but other fields are following suit. Agile project management is a methodology that has been created as a result of these market pressures. The PMI has just rolled out an Agile Certification course in response to the growing interest in this fast, highly flexible way of managing projects.

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Tips for Career Transitions in Project Management

As a project manager, there’s little doubt that your skills will be in high demand somewhere at any given time. So, whether you are suddenly out of work or proactively planning your next big career move, the odds are good that recruiters are looking for someone with your skill set.

That doesn’t mean there’s no competition! If you want to be the candidate of choice for the best project management positions, you need to give some serious thought to how you come across on paper and in person. There are plenty of great articles already available all over the web on getting your resume in shape and impress a hiring manager in an interview. Let’s assume you’ve already discovered those general tips that apply to all job seekers. Here’s some advice specifically designed for project managers:

Document Your Successes

During the wrap up phase of each project, you should be thinking “How will the outcome of this project look on my resume?” You should begin building a portfolio of projects that showcase your skills. Any numbers and statistics you can collect are very helpful. For example, perhaps you brought a recent project to successful completion 17% under the estimated cost saving your organization $35,000 in the process. That’s definitely a good item to put on a resume. Generate reports from your recent projects (within the last 3 years) to collect the information you need.

Learn from Your Setbacks

It’s not just the projects that went well that can be beneficial to your career. Problem solving skills are essential – and you only gain those skills when there are problems to solve. When you are interviewed for a project management position, a recruiter is likely to ask you about various obstacles you have faced and how you overcame them. This is where you can tell your war stories about a time when everything went wrong and you still managed to find a solution. Comb through your recent entries in your “lessons learned knowledge base” to start creating a narrative about how you operate as a PM.

Use Discretion When Bragging

It’s perfectly fine to mine the data from your previous projects to help you “sell” your skills and experience to a prospective employer. Just remember to avoid disclosing any identifying information (such as the name of a project client) when you are putting together your resume or talking in an interview. Otherwise, you may be in conflict with business ethics and your current employer’s confidentiality policy.

Boost Your Credentials

In a field like project management that is constantly changing, it never hurts to have some recently acquired certifications on your resume. Pursuing continuing education does two things. First, it indicates to employers that you are serious about continuous improvement. Second, it opens up opportunities in new fields and broadens your job prospects. For example, if you want to be seriously considered for a high level position at a company where multiple, complex projects must be managed simultaneously, it might be time to consider getting your PgMP certification to augment your PMP credentials.

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