Download Project Manager - North West Leadership Academy

Executive/Personal
Assistants Network Event
Project Skills & Techniques
WELCOME
• Introductions
• Housekeeping
• Agenda for the Session
Agenda
Workshop Agenda
Time
Activity
9:30am
9:55am
10:15am
10:55am
11:00am
11:15am
12:05am
12:30pm
Welcome and Introductions
The Role of the Project Manager
Communication & SMART Objectives
The Project Management Lifecycle
Break
Project Initiation & Brainstorming
Project Planning tools & Techniques
Evaluation & Next Steps
About the NHS
North West Leadership Academy
• Established in 2007, 78 member organisations including:
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38 Provider organisations
32 Clinical Commissioning Groups
3 Commissioning Support Units
3 Local Area Teams
Health Education North West
• Our aim is to provide current, effective, leadership programmes,
products and support to help our NHS NW leaders face and
overcome the challenges that come their way.
• We have delivered over 100,000 hours of development support
for both clinical and non clinical leaders which amounts to over
6,000 people so far.
About the EA Network
 Personal development & networking events & workshops
 Dedicated online portal: http://www.nwacademy.nhs.uk/user
 MEMO – Newsletter
 Access to mentoring (www.nwmentoring.nhs.uk)
Ice Breaker
Introduce yourself to as many people as
you can, for each person find out:
• Their name
• The name of their first pet.
Workshop Objectives
• Understand what defines a project and appreciate the
benefits of project management
• Understand the process of project management
Explore tools and techniques for project planning and
delivery
• Understand how to communicate effectively with
stakeholders
• Network with colleagues working within and across the
new NHS landscape
• Fun!
Project Definition
What is a project?
Project Characteristics
A project:
• Has a defined beginning and end
• Is a unique scope of work done to achieve an
agreed outcome.
• Is constrained by cost, quality objectives
and time
• Involves numerous stakeholders
Project Definition
Project Definitions:
‘An undertaking with a beginning and an end and is carried out to meet established
goals within cost, time and quality objectives’ MaST Learning & Development
‘A one-off scope of work, of a predetermined cost, designed to bring about a
change of defined quality in a given time’ MaST Learning & Development
‘A temporary endeavour designed to produce a unique product, service or result
with a defined beginning and end (usually time-constrained, and often constrained
by funding or deliverables), undertaken to meet unique goals and objectives,
typically to bring about beneficial change or added value.’ Carl Chatfield, A Short Course in
Project Management
Table Discussion
Can you think of some examples of projects that
you have worked on?
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What was the project?
Did it meet the desired outcomes?
Did it begin and end on time?
Did it cost more/less than you expected?
Did you have to compromise quality?
The Role of a Project Manager
A project is an undertaking with a beginning and an end and is carried out to
meet established goals within cost, time and quality objectives
A project manager is the person accountable for accomplishing the established
project goals/ objectives within the agreed the cost, time, and quality
constraints.
The Role of the Project Manager
An effective project structure
Sponsor or Project Board
Stakeholders - Executive Management Team,
Customers, Board etc
Project Manager
(The Nominated project ‘driver)
Project Team
Member
Project Team
Member
Project Team
Member
The project manager is responsible for ensuring good
communication with the project team and stakeholders.
The Importance of Setting Objectives
As the old saying goes,
“Failing to plan is planning to
fail.”
Winston Churchill
The Importance of Setting Objectives
• aligns the whole organization towards a
common strategy and goal
• helps focus an individual, team or service on
the things that matter
• creates targets and milestones for individuals,
teams or services to achieve
• measure progress towards stated goals or
desired outcome
Setting SMART Objectives
Specific
Measurable
Achievable
Relevant
Timebound
Project Management Tools and Techniques
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Brainstorming
Fish bone diagrams
Product-based planning – work breakdown structure
Network diagram/Critical path analysis (flowchart)
Gannt chart
Project Initiation Document
Project Plan
Risk register
Project Management Lifecycle
Review
Do
Henri Fayol – The Management Cycle
Plan
Break
Brainstorming group task
• We’ve won the lottery!!
• We want you to plan the next Executive Assistants’
event
• Be as wild and creative as you like, but remember to
keep it simple
• You have six weeks to execute the project and a
budget of £3,000
The next Executive Assistants’ event
Project Implementation Document (PID)
• What are the objectives and deliverables?
(SMART)
• How will you evaluate the project?
• How will you know the objectives have been
met?
• Are there any risks?
Work Breakdown Structure (WBS)
Event
Speakers
Venue
Agenda
Comms
Lunch
Venue
quotes
• Identifies the components of a project
• Establishes what is needed to achieve
the final outcome
contract
staging
Delegates
presentations
Network Diagrams
Start
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Research
venues
Design
invite
3 wks
2 wks
1 wk
Get quotes
Book
venue
Confirm
numbers to
venue
Send to
contacts
Record
responses
Confirm
places
Identify each step of the project
Determine the dependencies
Identify risk
Time estimates
Draft
agenda
4 wks
Invite
speakers
Stop
Sign in
sheet
Badges
Presentations
& Handouts
Delegate
packs
Confirm
speakers
Critical path – the longest sequence of activities;
the minimum amount of time for completing the project
Finalise
agenda
Gannt Chart
Source venues
Invite design
Agenda
Source speakers
Delegate packs
1
2
3
4
5
(weeks)
Next Steps
• What two golden nuggets of learning
are you going to take away and share
with at least one colleague?
• Identify two key actions that you will
take away today and implement within
the next four weeks.
Useful Links
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Mind Tools - www.mindtools.com
Business Balls - www.businessballs.com
Association for Project Management www.apm.org.uk
Project Accelerator www.projectaccelerator.co.uk