Viewing Posts by Roberto Toledo
Innovation seems to be the new mantra for companies -- even though it has affected and shaped all aspects of our lives. And innovation covers not only the creation of a product, but also includes the process to produce it, how it's delivered to customers and even how value is generated, both for the company and the customer.
Some argue that processes and policies are barriers to innovation. These people confuse innovation with creativity and believe that trying to implement a well-thought-out, standardized process to manage innovation will constrain the results. But the opposite is true: A method for innovation sets the ground for achieving success in an efficient way. After all, creativity is only a part of a more complex innovation process, driven by project management -- and as such, you could say that project management is the vessel for innovation. That's because the best way to guarantee your organization's innovation efforts are well-managed, successful and deriving true value is through the use of program and project management tools. In addition, portfolio management can help define where to invest innovation dollars.
The problem is that those in the innovation field do not necessarily see project management as a useful tool, and those in project management do not feel that what they do is so beneficial to the innovation process. But let me give you seven processes to break down those perceptions for the sake of fostering innovation:
For organizations that compete on a global scale -- that is, most companies -- innovation can be their most important competitive advantage and the factor that guarantees long-term success. Innovation might sound like the flavor of the month, but in the future, success will be on the side of organizations that know how to do it and excel at it.
How does project management foster innovation at your organization?
What's a reasonable amount of time to devote to planning a project? I use this rule of thumb: If it is a low-uncertainty project (i.e., we've completed another with similar conditions in the past, with known technology and firm assumptions), devote at least 10 percent of the expected duration of the project to planning it. If it's perceived as a high-uncertainty project (i.e., one with new technology, new approach, uncertain conditions), devote at least 20 percent.
But let's face it. Often, organizational pressure will not allow us to devote that much time to planning. So is there an approach that lets us reduce planning time but still do good work and come up with a complete, useful plan?
Many organizations I've worked with use a project planning acceleration workshop (PPAW). This is an organized, closed-door, multiday session with the whole project team to focus exclusively on producing the project plan -- something that usually takes several weeks, completed in a few days' time. There are different ways of organizing such an event, but I usually follow these seven steps:
1. Plan the plan. Share with team members all of the project's background information. Send invitations with enough lead time and clearly state the session's sole objective, which is to produce a solid project plan. I often kick off the session stating that once we are finished, we will have a project plan that is roughly 75 to 85 percent complete -- and that we are going to accomplish this in a very short period of time. Therefore, total commitment is required from all participants.
2. Set the stage. What you want is an environment conducive to teamwork without distractions. Secure a room to host the workshop, preferably outside of the office. And don't forget to include a lot of food and beverages for the duration of the workshop. When people are tired, food helps!
3. Define the agenda. Depending on the complexity of the project, different workshop durations will be required, but three days is adequate for most projects. I often use an agenda that looks like this:
4. Use collaborative working techniques. Don't just project steps on a screen; make team members work together. When producing the WBS or the project schedule, use the participatory cards on the wall (COW) technique. For the risk management plan, brainstorm together to identify risks and ask participants to pin different risks on color-coded charts according to their assessment of probability and impact.
5. Document everything. Assign someone in the team to document everything produced. You may use Post-its to draft the WBS or the schedule, but these elements need to be recorded formally for when the project starts.
6. Assign tasks for completion. After the workshop is finished, the project plan won't be completely finalized. Usually certain parts need more research or analysis. Assign specific team members to complete outstanding pieces and establish a deadline for completing these elements that were initiated at the PPAW.
7. Kick off the project. Once the project plan is deemed completed, host one more session to make a final review of all the elements, especially those that needed further research. Combine this activity with a formal project kick-off meeting -- the end of PPAW and the beginning of your project.
In my experience, when a team is co-located and completely focused for a specific period of time to create a plan, it yields better results.
Have you ever run a PPAW? How has it improved your project?