Top 10 Project Management Tips by Smartdraw.com

Here's an article I got from SmartDraw.com. It essentially revolves around project management. It includes categories like planning and research, documentation, training as well as implementation. I think they know their stuff. It shows with SmartDraw's helpful list, created by project management specialists, is designed to help business professionals get their projects off to a quick and successful start.

1. Planning List. When beginning a new project, make a list of all departments within your organization and what you may need from them. This will give you a step-by-step checklist of how to begin nailing down the specifics of your project plan.
2. Know Your Enemies. Prepare a list of the possible risks to the successful completion of the project plan. Have a meeting and get input from others on what potential risks might be. Risks are the enemy, so know them and keep them close.
3. Documentation. Document all aspects of a requested change to a project plan (no matter how small), including who is requesting the change and where it falls as a priority. If it changes other priorities, write a detailed explanation of the change itself, and note who is authorizing the change. This not only gives you a clear picture of what you will need to do next, it serves as personal protection in the case of any miscommunication among others in the organization.
4. Priorities Change. This is a fact and a course of life. Yes, it makes project planning more difficult, but an effective project manager will let changes roll off their back and re-prioritize.
5. In the Loop. Project managers need to make themselves known to all of the departments involved in their project. If a department loses an employee, this may affect the project timeline, so it's important to be in the loop for any changes. Request that you be added to relevant departmental e-mail groups—the sooner you get information, the sooner you can revise your plan.
6. Urgency & Momentum. Convey a sense of urgency during the course of a project in order to keep the momentum going. Once you let your guard down, those around you who you need to help you meet your milestones, may start to feel relaxed too. As the PM, communicating an impending deadline in a productive manner is your key to keeping staff motivated.
7. Give Away the Keys. Delegate, delegate, delegate. Giving ownership to others on the team keeps them close and involved in the project, and they realize that the success or failure of the project is tied directly to them.
8. Training. Keep in mind any training that may be necessary for people on your team. This training time will need to be included in any timetable you create, as training can happen before and during a project life cycle.
9. Revisions. Your project plan will most likely go through many revisions. When communicating with others, make sure you are all referring to and working from the most current revision.
10. Audience. When communicating your project progress, keep in mind which audience you are addressing. Your supervisor may have different priorities than the client, so try and stay specific. Spending too much time talking about an area not directly related to your audience may give the impression that their aspect of the project is not being given the proper attention.

Can You Manage A Kindergarten Class?

I was a kindergarten teacher for a year and it's NOT easy. Imagine more than a dozen kids screaming and running and wanting to do other things while you try to teach. In the midst of all this chaos, you have to establish discipline and some form of learning. The good thing about children is that you will always grow attached to them. A level of responsibility, care and trust is given to a teacher by parents and this is what we try to live up to.

That's not to say managing adults would be much easier. Although more mature individuals know that they are paid to work and some people will succumb to what needs to be done because that's what the job entails, a manager should take the same responsibility for these people. As a manager, you won't always have brilliant or disciplined staff members, it will then be up to you to teach your staff not only to be better at the job they do but also as individuals.

According to "The New Dynamics of Strategy: Sensemaking is a Complex and Complicated World," from IBM Systems Journal, last 2003 by C.F. Kurtz and D. J. Snowden, one of my most admired knowledge management theorist David Snowden said that effective leaders manage chaos the way a kindergarten teacher manages her students...

"Experienced teachers allow a degree of freedom at the start of a session, then intervene to stabilize desirable patterns and destabilize undesirable ones, and when they are very clever, they seed the space so that the patterns they want are more likely to emerge."

And so my challenge to managers is just that. Can you manage a kindergarten class? Maybe you should start managing your department the way you would a kindergarten class.

(image from Strategic Talent Management)