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Analyzing Project Performance with Shanna Scott
3
The Journey So far:
The Project Manager's Perspective
Presented by Ola Abimbola
The original brief was for Ola to develop a lean process for Project Management and conduct a Process Engineering system for events management
Weekly tasked were capped at not more than 20 hours/week and a pay-per-hour model was agreed
Action points
We developed created Process and Project Frameworks
vs.
Flowcharts
A total of 3 flowcharts, 2 Process maps and 1 gantt chart has been developed to date
What we Created
Data Mgt
100 %
of all provided data is currently stored in Smartsheet ...this includes the register for leads from Social Media
Visual
7
Customers project management and collaboration dashboards have been created and stored in Smartsheet
A Dashboard Look and Feel
All current customers in Smartsheet have calculated lookup sheets and data sheets updated from time to time
From a Project Engineering point of view we have made successes
The template to move Shana Scott Events and PR to the next level is waiting to be activated
The reality of successful implementations have been affected by
Virtual Team Management
Expectations vs Implementation
Shanna
Key Expectations
I want a lean process that would make my Events management Work more Effective
I need you to create Process Maps and Dashboards
Ola
Ola's Interpretation
Lean Process = Six Sigma (Eliminate Waste by Improving Process Delivery)
Project Management = Manage Project Team and Collaboration
Process Maps = Flowcharts and Maps
The Reality: Why we seem to be doing much and getting very Little
No Project Team Coherence
Informal Project Communication
Improper Definition and Projects Repositories
Communications Issues has been our weakest Link
Lucidchart
Smartsheet
Need for Standard Implementation
The team is not currently trained on how to collaborate in Smartsheet
Presenting data
Collaboration Issues
The Project Management Office does not have the exact details of the emails added to the sheets
EXAMPLE:
In the Antonn Gun Checklist, some emails don't carry actual names to even know who is who
Usage data strategically
Do we require a project plan or a Project Performance Checklist
The observation so far is that Smarsheet is used for project performance than creation of a project plan
We are also merging internal project performance measurement with customer update.
Thinking Automated Emails are Spam Mails
Because there is no prior project team meeting, when team members get Smartsheet automation, they might assume that they received spam mails and ignore same
How to we Improve on NOW?
The only thing that is constant is Change
Microsoft Suite
1
Create an Open Project Repository to the Project Manager
1.
Access to project folders
Utilization of Project Intake Form
Development of Open Team and Stakeholder Registry
Formal Project Requirements Documentation
2
Smartsheet Workshop
2.
Set up a meeting with project team members to communicate expectations and elicit collaboration
3
3.
Create an Effective Communication Channel
Voxer is informal. Emails are more structured. Feedback is key
4
Set up Standardized project teams
4.
All projects must first be registered in the project office and teams officially set up to collaborate, meet and plan from time to time
5
Set Clear Project Goals and Expectations at Inception
5.
Everyone working on a project must have a CLEAR IDEA OF WHAT THE PROJECT IS ALL ABOUT. This will assist with KPI settings and Project Management
6
6.
Shanna to Set up Routine Activity/ Project Retrospectives
Visio
Expected Results
Better understanding of project requirements
Better collaboration and communication
More positive results
Team performance and score card evident
Measuring my work
Conceptualizing ground-up will consume more time
Requirements will define time consumed on work
I stay true to my hours
I always advise on retainers
Conclusion
I am willing to push my afterwork hours to make Shanna Grow
I need enough information formal documentaion to develop a good project
For me trust is more valuable than money...It means everything to me and most importantly, it is a two-way street