Preparing for the PMP Credential exam is just another project

 

Getting your PMP is a great feeling, as well as a significant career milestone. Despite the obvious career benefits, I hear a lot of feedback that it’s difficult and time consuming, and many Project Managers don’t bother trying because they’re afraid of failing.

I’m not saying it’s easy – there is a lot to learn, and the questions are designed to put your knowledge and analytical mind to the test. Some questions focus on the best answer of several incomplete or ineffective options… so by “best,” they mean “least awful”.

So here are some steps to help you through it. One of those steps is simply to study – there’s no getting around that – but you can maximize your productivity if you treat your process like a project.

You are a Project Manager after all.

Note: This doesn’t mean following every process in Project Management – thoughtfully determining what’s needed for your project is all part of being a Project Manager.

Initiate your project. You probably don’t need a detailed charter, but here are few things to keep in mind (and maybe even post on a wall).

• Define scope: Preparation to take the PMP credential exam, and taking the exam.
• Identify success criteria: Passing the test, of course!
• Consider constraints: These make up the most time-consuming portion of your preparation, but if you’re here, you’re probably on your way to both criteria. If not, don’t worry – it’s never too late to start!
  • You’ll need to get 4500 hours of experience leading and directing (7500 hours if you don’t have a college degree). The hours don’t have to be only in the Project Manager role – if you've done work directing a project, any sort of planning, budgeting, quality control, working with stakeholders, setting scope – all of those hours count. Document your hours, see where you stand, and work with your employer for assistance and input.
  • You will also need to get 35 hours of education. You can take classes with your organization, many universities, and right here at PMI.org and Projectmanagement.com. There are plenty of resources out there! Podcasts are a great, inexpensive option, and many employers even reimburse education. Find the education that’s right for you.
• Document assumptions: What are you assuming about the process and the test? Get it written down, and reread the list as you go. Refine and correct the list – add new learning.
• Determine stakeholders: You are a key stakeholder, but think beyond that. What about your employer, and potential employers, who are looking for the skills you’re gaining? And how about potential students or employees who may learn from you one day? All of these groups, and so many more, can be stakeholders as well.
  • Don't forget stakeholders outside of the business world. Your family and friends will be impacted by the hours you spend focusing on your studies. Their support will help you every step of the way! *Added based on Alberto's comments below
• Assign a PM: That’s you. Keep yourself on track and focused.

Plan it out. Get your resources on board, as well as your prep work started. Remember, this may take time.

• Determine resources: Yes, you have to study. But how much time do you plan to commit to the process? Two to four months is a good estimate, however you need to set your own pace. Also, can you get a study-buddy? Or a mentor who’s been through it before? Consider their time commitments as well.
• Set the budget: When this blog posted, the cost is $405 for PMI members, and $555 for non-members, however be sure to check pmi.org for current costs to take the test. Dig into some educational resources and books, and plan your expenses accordingly. Some employers will help with these costs, so follow up with them as well.
• Plan your procurements: Budget for books and resources, sign up for classes.
  • You’ll need the Project Management Body of Knowledge (PMBOK). Get the current edition. This book is absolutely necessary, and covers about 60% of the test.
  • Get an exam prep book as well. Rita Mulcahy and Andy Crowe offer great options, as do countless others. Pick whichever book you prefer based on writing style and ease of understanding. Most of these have practice tests, which you'll need lots of. Take a look online and at your local library for other options too. Even if the writing style for a particular book isn’t for you, it is worth taking a look at it for the added practice tests.
  • Get started on your application, including planning for the cost of the test. The application is quick, but gathering and coordinating your data can take a while, particularly as you're tracking 4500 or 7500 hours of work in the field. There are lots of template options out there, often based on Excel and other commonly used tools. This process can help mitigate the risk of forgetting relevant data, as well as preparing you in case of audit (see Risks).
• Document risks: This process may be intimidating, the test isn’t easy. But that can’t stop you! Write down that it’ll be difficult, along with any other risks that are on your mind. Document the likelihood and potential impact of each, so you know which risks are worth mitigation. Then write down what you’re going to do about each key risk. You’ll have a plan, and you’ll feel more confident. A few risks to consider are:
  • Application Audit: As you're documenting risks, read through the PMI audit process. Several exam applications are randomly selected to be verified, and those steps can add time into your schedule. I recommend applying and scheduling the test before you're quite ready, and you can always schedule several weeks or even months away. This will help mitigate the risk by planning plenty of time for the audit process while you continue your studies. *Added based on Paul's comment below
  • Language: The PMP Credential exam is in English, which may be a challenge if that isn't your native language. Build time into your plan to get more familiar with the material. *Added based on Alberto's comments below
• Create a schedule: Document what you will review each day, when you will take practice tests, and what your success criteria will be for each section. You can do this all up front, or section by section. Choose the process and methodology that works for you, but have a plan.

Execute your plan. You have a schedule laid out, books identified, and your eye on the prize. Now make it happen!

• Execute your procurements: Buy the books, pay for classes. Don’t forget to actually attend the classes and read the books too.
• Manage the execution of your plan: Which means: Study. It generally takes 2-4 months to study for the PMP credential exam. You have to know the material well and feel comfortable with it, the questions are often phrased to trip you up.
• Manage your team. Yes, that’s you. Are you staying on schedule? Are you completing the sections you planned to complete? Are your study partners staying on track with you?
• Check your quality: Take lots of practice tests. I recommend starting with a test that gives you the answers, and also provides information on which Knowledge Area the question applies to. This helps you get an idea for which material you know, and which areas need some work.
  • A hint on success criteria: If you're consistently getting 80% or higher on your practice tests, you're ready to schedule the test.  

Monitor and control you progress. Hold yourself accountable and stay on track.

• Pay attention to scope: Your goal, the scope, is to prepare for and pass the PMP exam. Stay focused.
• Monitor risks: Some of the things you were concerned with may very well have happened. Schedule conflicts? Conflicting priorities? You’re a Project Manager – manage the changes, adjust whatever needs adjusting. But remember to keep moving toward your goal.

Let’s get back to Executing your plan. Everything culminates in this step… Study, prepare, and then just dive in and take the test. (And yes, this is a little reminder that project phases don’t always happen in the same order.)

• Schedule and take the test: You can schedule through the PMI site, and they'll include your discount if you're a member.
  • You have 4 hours to take the exam, which consists of 200 multiple choice questions. When taking the test, you can take breaks and review your answers.
  • Tip: You’ll get paper for your notes and work. When you get into the room, jot down all of the critical equations and acronyms to create your own reference sheet. You may not need it, but it can be a bit of comfort to help battle any testing stress.
• Relax and go through it steadily, and let your hard work pay off! Good luck!

Close the project. There is a critical step at the end of a project that we often forget.

• Lessons Learned Consider what you've learned from your process. To maintain the PMP Credential you'll need to earn 60 PDUs every three years, which is a great opportunity to continue to enhance your study plan. *Added based on Alberto's comments below
• Celebrate! As I said in the beginning – this process isn’t easy. But you did it! Take some time and enjoy it! Maybe have some cake.