Kimberly McCoyProject Manager| TekSystems - ContractorZanesville, Oh, United States
Hello!
I am working on my most complex program in my career, and our company does not have project coordinators to assist. How many people have this same issue? If so, how do you cope/handle the amount of work that needs done? I work a lot of extra hours to ensure I am not the bottleneck on the project, but sometimes, I do need some "me" time.
If you are lucky enough to have a project coordinator, how do you delegate work out to them to ensure that things are done efficiently and that you understand all the work that is being done?
With my current client (a large Canadian bank) Project Analysts are usually deployed to assist PMs on very large, complex projects and programs. The job family for PAs and PMs does provide some good guidance on the types of activities which the PAs get engaged in, but generally it is to cover the administrative aspects of project management, leaving the PM with the necessary time to focus on more "strategic" work such as stakeholder engagement, risk management and forecasting.
Kiron Saving Changes...
Lily MurariuResearch Council Officer Program Advisor| National Research Council CanadaCantley, Quebec, Canada
Hello, Kimberly
In public sector this requirement is identified in the planning state of the project where resources are identified.
In many cases the PMO may share this type of resources.
If budget is available we proceed with procurement actions to bring the necessary resources (i.e. THS temporary help support is one of the procurement tools and allows one to work for 90 days).
Once the resource is in place the PM assign the workload that can include meeting coordination, project team meetings, preparation and sharing the necessary project documents, administrative including human resources and procurement tasks.
I hope this helps, good luck! Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
I think you have to come to Latin America to take a master degree on this situation (heheheh, please is a joke). I understood that you are performing two roles: program management and project management. If that is the situation then you have to focus program management on consolidating information from project which belongs to the program only. Then you have to perform project management activities reducing the amount of projects inside the program. I am facing this situation sometimes today. Saving Changes...
Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
Give the Project Coordinator (PC) as much work as they are capable of handling. First, give a PC time-consuming work administrative work that doesn’t require your skill as a Project Manager, such as scheduling meetings and chasing after stakeholders for information. You might also use your PC to organize project documentation, take meeting minutes, follow up with stakeholders regarding status, and so forth. I suggest you write down all the tasks you're currently doing; this will make it easier to see which ones you can pass to a PC. Saving Changes...
Tanvir MirzaSenior Project Manager| Service New BrunswickFredericton, New Brunswick, Canada
Hello Kimberly! In one of my projects, I have experienced exactly the same challenge. I was questioned by my Business Owner again and again about the requirement of Project Coordinator (PC) and Business Analyst (BA). At that time I felt it sorts of a myth that if Project Manager (PM) is there then, why do we need a PC and BA? And if PC and BA are assigned then, what does a PM will do? Lately, I figured out the role description followed by expected deliverables from those PC and BA could help me to buy in those 2 roles. So, across the planning phase regardless of all challenges, I was keeping those PC and BA resource requirements in the budget. Also, I started highlighting how the delivery quality would be degraded due to my multitasking. So, you can try to note down all the activities which you have been doing right now due to absent of PC and formally address that to your immediate upper level. Saving Changes...
In this case i would definitely read out the pre sales documents first, how the project was scoped and resources are required/outlined in pre sales stage when the project was sold. If PC estimation was there then i would ask PMO to allocate the resource ASAP. if not mentioned then it is what it is, i need to run the project by my self.
Assigning Tasks to PC - if I am lucky enough to have a PC on board, first thing I am interested to know about his/her strength and how he/she can benefit my project. accordingly I would start with day to day activities like updating database/schedule, documentation, supporting commercial activities (PR/PO for vendors) and taking meeting notes/minutes (knowing the stakeholders of the project).
2nd step is to have project report (i think this is where all PC should be challenged because without good status/project report PM would look /feel blank and unable to prioritize actions) - I would communicate the requirement of the projects and ask him/her to come up with some magic report (not fency but useful).
Third - its time to give back and make him/her bought in to the project / organization. I would look for suitable training for him/her to boost his skills in areas he/she has gaps. making him/her my shadow and make ready to perform when i Am away.
I am new PM - but this is what i think we can do to upgrade resources internally and make them feel they are being cared by organization, sometimes we ignore these roles and dont give enough attentions. I think today's PC is tomorrow's PM, hence asset for an organization. Thanks all! Saving Changes...
I would first see what additional resources can be freed up in your organisation that can assist you with the demands of the project that you are working on at the moment. You could look at making use of a digital project coordinator. That is a virtual assistance that has been customised to you needs. This approach can reduce the amount of time spent on the administration requirements of your project without occurring any additional costs. You could also look also at getting an intern from and educational institution were the cost may be born my the educational institution itself. This additional resources could assist you in the mundane task of the project so that you can focus on the more complex issues of the project. Saving Changes...
Deepesh RammoorthyICT Project Manager ( PMP®AgilePM®Certified ScrumMaster® (CSM®))| Australian Red Cross Blood ServiceTarneit, Vic, Australia
Project Coordinators are valuable in taking "minutes of Meetings" , thus freeing you up to focus on being the listener during meetings which is an invaluable skill for a PM to have .
Project Coordinators can arrange meetings on your behalf by going through calendars of the stakeholders and checking their availability.
They can highlight key project risks because they are also in the journey along with you and will see the project from a different lens than you and can assist you by creating project reports and your job is then easier because you only have to proof read.
When you are listening during meetings , you are able to indicate to your project coordinator , the key risks and key actions that must be followed up on. Saving Changes...
