INTRODUCTION
In this simple guide to project management I will use the analogy of the Project Management Office being like Air Traffic Control for projects and change. The Project Management Office [PMO] will want confidence that any significant project or change is clear about passengers and crew (participants), fuel (budget), destination (outcome) and route (plans). For each initiative we want to be able to give it a thumbs-up or guidance on what is required for permission to take-off or indeed a safe journey: on-time, on-budget, to-specification, low-risk and high-communication.
This simple guide is based on a blend of Waterfall approach (plan before action eg PRINCE2) and Agile (work it out as you do eg SCRUM)
PLANNING PEOPLES TASKS AND WORKLOAD
Resource planning: who does what, when, is really important. This is essential to be able to manage communication, co-ordination and collaboration
| Who | What | Period1 | Period2 | Period3 | Period4 | Total |
| Name001 | Tasks | 2 | 1 | 2 | 0 | 5 |
| Name002 | Tasks | 1 | 1 | 2 | 0 | 4 |
| Name003 | Tasks | 1 | 0 | 2 | 0 | 3 |
| Name004 | Tasks | 1 | 1 | 2 | 0 | 4 |
| Name005 | Tasks | 1 | 1 | 2 | 3 | 7 |
| Name006 | Tasks | 1 | 1 | 0 | 3 | 5 |
| Name007 | Tasks | 0 | 0 | 1 | 3 | 4 |
| Name008 | Tasks | 0 | 0 | 2 | 3 | 5 |
| TOTALS | 7 | 5 | 13 | 12 | 37 |
ROLES FOR DECISIONS AND COMMUNICATION
It is useful to think of all the people who need to be involved in communication, co-ordination and collaboration
Responsible: person who performs an activity or does the work.
Accountable: person who is ultimately accountable and has Yes/No/Veto.
Consulted: person that needs to feedback and contribute to the activity.
Informed: person that needs to know of the decision or action.
A COMMUNICATION PLAN
| What is said | Who says it | When it is said | What method/medium is used |
| List of options | List of options | List of options | List of options |
| Explanation of aim | The sponsor | Before the start | |
| Explanation of approach | The project manager | At the start | Meeting |
| Explanation of budget | The team leader | During the project | Letter |
| Explanation of benefit | The customer | At completion | Briefing |
| Explanation of schedule | The owner | When finished | Presentation |
| Add more | Add more | Add more | Add more |
| Add more | Add more | Add more | Add more |
| Add more | Add more | Add more | Add more |
A COMMUNICATION CALENDAR
| Period 1 | Period 2 | Period 3 | Period 4 | Period 5 | Period 6 |
| Newsletter No1 | Newsletter No2 | Newsletter No3 | Newsletter No4 | Newsletter No5 | Newsletter No6 |
| Briefing No1 | Briefing No2 | Briefing No3 | Briefing No4 | Briefing No5 | Briefing No6 |
| Meeting No1 | Meeting No2 | Meeting No3 | Meeting No4 | Meeting No5 | Meeting No6 |
| Report No1 | Report No2 | Report No3 | Report No4 | Report No5 | Report No6 |
ABOUT THE BLOG
This is a series of coaching blogs that eventually will become a book. By blogging each item I hope to share each element in easy to read bite size chunks, maybe invite some people to subscribe to see the next posting and hopefully encourage some comments, feedback and suggestions which will improve the content for the blog and eventually the book. All comments and feedback are therefore welcome.
