06.Mastering Project Management-9 Methods for Project Success

Project management mastery demands an understanding of various project methods for seamless execution. With over 100 tools and techniques available, it's crucial to know which to use and when. In this episode, host Brittany Wilkins delves into some of the most commonly used data gathering methods in project management. The aim is to enlighten listeners on the significance of selecting the right method for the right task. Tune in to the show and boost your project management skills. 

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Welcome to Project Management Masterclass hosted by Brittany Wilkins. Whether you're a seasoned project manager looking to sharpen your skills or a newcomer eager to learn the ropes, this podcast is your ultimate guide to mastering the art and science of project management.  In each episode, we dive deep into the world of project management, bringing you insights, practical tips, and real-life success stories. Get ready to elevate your project management game.

Thank you for tuning in  to  Project Management Masterclass! If you're ready to elevate your project management skills, subscribe for more expert insights. Don't forget to share & review. Until next time, happy managing!

Transcript

Introduction

Welcome to Project Management Masterclass. I'm Brittany Wilkins thanks for tuning into the show. I'd like to open up today's show with a question. What does it take for a product or service to go from ideation to execution? …..

It's a bit of a loaded question which can be viewed from different perspectives depending on whom the question is asked to.  The bridge between ideation and execution lies within the project methods. In today's show I'll be discussing OPA's, EEF, and some commonly used project methods.

OPA's

Let's begin with OPA's. If this is your first time hearing the acronym. OPA stands for organizational process assets, which are defined as the processes, procedures, policies, and organizational knowledge repositories that organizations maintain. As an organization matures over time they develop or adopt processes, procedures, and policies for projects as part of organizational governance. 

The second type of organizational process asset is a knowledge repository. Within an organization a central location exists of historical information of the projects that is accessible to the rest of the organization. 

 Historical information contained within repository is very beneficial as it can be leveraged to plan and manage new projects. From a continuous improvement standpoint it can serve as a way of improving project management processes.  Also project managers and teams can learn about past projects and the challenges these projects faced to avoid making those same mistakes. 

Examples of historical information contained within a knowledge repository often include the following:

1. Activities
2. Work break down structures
3. Backlogs
4. Benchmarks
5. Reports
6. Risk and mitigation plans
7. Estimates
8. Retrospective findings
9. Resources used
10. Project management plans
11. Project documents
12. Prototypes
13. Baseline
14. Correspondence 
15. Lessons learned 

EEF's

Now we transition from  OPA's to EEF's. EEF is acronym that stands for enterprise environmental factors which can be defined as conditions that are outside of the control of the project team. Examples could be governmental, or other rules and regulations that apply to organization. 

It was in 2022 when I transitioned from leading new product development to corporate strategic initiatives for sustainability. For this project I was to lead of team of SME's in reducing GHG emissions.  This was a huge learning curve and experience for myself and team, because there were a lot  of enterprise environmental factors we had to take it account like GHG accounting for scope 3 emissions, Science based targets, and SEC guidelines for companies reporting any type of ESG information externally. These rules and regulations dictated the tactical execution of the project. First time in my career where I had to factor in auditors ensuring everything the project team and I did complied. Environmental factors can also be internal.  Internal factors could be related to organizational structure, culture, systems, and locations. Leading global projects I've been up against a lot of internal factors. In any large corporation where you have multiple systems with data, it becomes quite a daunting task of how to merge these systems to achieve a particular strategic objective. 

As a program/and or project manager its important to examine/review project assets contained in repositories if one exists, as well as understand internal or external factors that could impact your project. Every project is bound by constraints which include these top 7 scope, cost, schedule, resources, risks, customer satisfaction, and quality.

As project managers we must not only juggle these constraints, but work effectively providing solutions to navigate the project forward.

It is the methods we use that enable us to plan and tackle many of the project challenges and constraints. 

Methods

Did you know there are over 100 tools and techniques for project management. Sounds overwhelming, but I want to emphasize you don't have to be an expert using all of these. It is important to know and understand the purpose of each tool. 

Data Gathering

One frequently used method is data gathering. Use this method when needed to collect input from stakeholders. Within data gathering there are nine techniques use can utilize.

1. Benchmarking-Benchmarking is the process of comparing the performance, processed, or standards of an organization, product or service against those of leading competitors or industry best practices.  Essential goal of benchmarking is to identify areas of improvement, understand how others achieve high performance levels, implementing strategies to enhance one's own performance. Within the process of benchmarking you can measure indicators such as cost, time, quality use that data to drive improvements to gain competitive advantage.

2. Brainstorming-Is a creative group activity design to generate a large number of ideas or solutions to a problem. Where everyone is encourage to think freely and suggest ideas that come to mind. Before kick off brainstorming sessions I recommend pre-planning. In my early PM days I made the mistake of thinking if I got everyone in a room, all ideas would flow instantly. My first brainstorming sessions was like pulling teeth. Now that I've matured on pm journey, I plan these differently defining brainstorming tools based upon what the company has available. Depending on the topic I come into discussion with data and information categorize. I also let individuals participating what the topic is, so it helps them to generate ideas/thoughts prior to the meeting. If you're doing brainstorming in a virtual space ensure everyone has access to the tool and walk people through logistics of how to use tool prior to the exercise to maximize the session time. 

3. Prompt Within brainstorming session or independently one can utilize a prompt list whose purpose is to provide guidance or triggers for thought on processes, tasks, or procedures.  For a meeting a prompt list could include items like project timelines, potential risks to identify, and a review of budget constraints.

4.Checklist -How do you know when you have gathered all your data? For this you may want to use a checklist to ensure all steps in a procedure or tasks or completed. 

My mission is to elevate the project management profession by teaching project managers the essential fundamentals and power skills needed to transform from project managers into project leaders. You can support our mission by sharing this episode, leaving us a review, or connecting with me via fan mail by texting the show.

 5. Checksheet

A check list is not to be confused with a check sheet which is the purpose to collect and record data systematically. 

6. Cost of quality is another data gathering method

Which is a financial metric that quantifies the total cost incurred by an organization to ensure that its product or services meet quality standards. It encompasses all costs associated with preventing, detecting, and correcting product defects.

7. When I'm gathering data I usually start with interviews which is  a great technique collaboration with stakeholders, often times it led to me uncovering historical information and assets I was unaware of it that has provide me a foundation for benchmarking internally, externally leading to brainstorming of how to use the information for the current scenario.

8. When a company wants to enter into a new market or territory they often utilize market research  for gathering, analyzing, and interpreting information about a market gaining insights of target audience, competitors, and industry  as whole enabling one to develop strategies to make inform business decisions.

9. Market research can be conducted through the use of another data gathering techniques utilizing questionnaires and surveys to collect information. 

To wrap up today's episode of Project Management Masterclass, let's recap some of the key points we covered.

We began by exploring Organizational Process Assets (OPAs), which are crucial for any organization looking to mature its project management processes. OPAs include a range of assets such as activities, work breakdown structures, benchmarks, and lessons learned. These assets help project teams plan and manage projects more effectively by providing access to historical information and proven practices. 

Next, we transitioned to Enterprise Environmental Factors (EEFs). These are conditions beyond the control of the project team, such as government regulations and internal organizational culture, that can significantly influence project execution. Understanding and adapting to EEFs is essential for successful project management, as demonstrated by my own experience leading sustainability initiatives within a complex corporate environment.

Lastly, we delved into some commonly used project methods, particularly focusing on data gathering techniques. From benchmarking and brainstorming to using checklists and conducting market research, these methods are vital tools in a project manager's toolkit. They enable the collection of valuable input from stakeholders, driving informed decision-making and continuous improvement.

Remember, you don't need to be an expert in all project management tools and techniques. It's important to understand their purposes and know when to apply them effectively to navigate the various challenges and constraints of any project.

Thank you for joining me, on today's episode. I hope you found our discussion on OPAs, EEFs, and project methods insightful and useful. Be sure to tune in next time as we continue to explore the fascinating world of project management. Until then, keep managing those projects with confidence and creativity!