Hello, hello! I am a brand, spanking new Project Manager in search of some guidance...
A little backgroud: I initially interviewed at my company for a creative position, and ended up getting through a few rounds of interviews before they hired another person.
However, I got a call about six months later for a contract QA position, did some QA for a couple months, and was then hired full-time as a PM (with absolutely no background whatsoever in technology or PM, save for non-linear editing software knowledge from high school. To put it into perspective: I didn't even own a personal computer until...well, until a week ago.)
Luckily, it turns out I have a knack for some of this tech stuff (who knew?), I love where I work, am enjoying what I do, and am learning (slowly but surely) how to be an effective PM. Just had first reviews, and, as I suspected, my biggest weakpoint lies in task coordination. There are several components to the project that all need to work together to get to the end product, and they all have different resources, milestones, and timelines.
There are a million things going on at once, and I don't have a set system for keeping track of the multiple components of this rather large and difficult project. I have a basic command of MS Project and Excel. I'm using MS Project to do all the scheduling, and have gotten things pretty in sync as far as that goes...but need to focus more on details and follow-up.
Does anyone have any advice on any systems to keep daily things more organized? How do I keep track of my smaller daily tasks? How can I keep track of what I need to follow up on and when? I'm letting minute details fall through the cracks and it's a major source of frustration for me.
I know it's kind of a broad topic, but any advice to a greenhorn would be much appreciated. Thanks! Saving Changes...
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Peter WrightProgramme Manager| BAE SystemsSouthport, Merseyside, United Kingdom
Anonymous,
Firstly you do not have to be technical to be a PM, sometimes it definitely does help to make sure people are not pulling the wool over your eyes, but most of the time leave it up to the trained individuals (e.g. Marketing Manger) to provide the Subject Matter Expert view of what is needed.
You are also describing a project with multiple components, are any components stand alone? E.g. If large enough can the xxx design be delivered as a separate project phase. If so I suggest breaking those components (or small projects) into individual project files and link them were necessary. I have a 1.5 year project delivering in 5 phases and each phases has it’s own *.mpp file, but there are activities etc in each which are interdependent.
You are asking in the final paragraphs about systems to use which I am assuming you mean tools and processes.
There are numerous threads on this site which you can search and find useful comments and information from trained PM's with lessons learned.
The most difficult thing in trying to answer your question is no one else knows your companies structure, processes and access to systems so a generic question will always lead to generic answers that may not be too useful, but I will give it a try...
Do not focus on the systems that you Could use but on the systems and processes currently in your organisation. Why are you trying to micro manage all of the smaller individual items? Are you the individual implementing each little task yourself? If not delegate to the responsible staff, relinquish control.
This will create it’s own headaches as you will find people will not do the jobs you need them to do as they may be fire-fighting the current priority issues that form their normal day job.
You should work with them in compiling the list of activities/tasks. But they should own those and update them accordingly. Excel based Planning should be sufficient here.
Do you have developers? If so you will probably find they have a wiki or development environment were they track their own tasks so do not ask them to re-create this in excel as they will not likely do both.
If your resources are coming from different areas / business units call small concise meetings and drive the focus to issue resolution (assuming you have already held a brain storming session with all parties)
See meeting blog that has some good comments by other PM’s
http://www.gantthead.com/blog/Projecting-and-Learning/
In short try not to take on all of the management yourself and make other staff accountable, because if you take ownership they will forget about it and sit back until you press them.
Hope this helps
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Elyse NielsenSenior Project Manager| Ascension Health Information ServicesHaines City, Fl, United States
Hi,
There are three key perspectives as a PM, one needs to carve out of day to accomplish - the daily, weekly, and 6 week view.
For daily items, I'd suggest a 15 minute huddle with the team. Just a quick touch base on what the objective for the day is and the issues.
For the weekly items, it sounds like you need to establish a good check up This could be a weekly conference call relaying status by team member. For critical path tasks, I'd also explore the art of the status check.
The other key concern is to start looking out 4 to 6 weeks ahead of schedule to get needed items in place. If you will be using a new resource, assure the manager is aware of the demand. If you are about to start testing, have an area reserved and setup for collaboration.
Martin AlemanProject Manager| Schneider-ElectricApodaca, Nl, Nuevo Leon, Mexico
If you are refering to the daily tasks that we usually do, like prepare a report, answer some emails, ask for information, etc... I use to organize them with the outlook tasks, or outlook emails with the flags with different colors meaning activities that I need to do Immediatly, Today, during the week, during the month, or anytime. In the morning I review this tasks to do the plan for the day and twice in a day review them again to update, close or open new tasks. The main activities of course, are scheduled on the project plan.
Plain and simple maybe but it will pop up first thing when you turn on your PC in the morning- Calendar. You can enter every little detail that you need to for any given day including follow-ups and the like. It may be just what you need to tie up all those frazzled ends. Good luck to ya and welcome to PM! Saving Changes...
Andrew CoopesMr Andrew Dale Coopes| Govt: Public Transport Authority of Western AustraliaPerth, Wa, Australia
KISS ... Keep It Simple (really) Simple.
Use what you have - Outlook is a very powerful tool & very misunderstood in terms of its capabilities. A few freeware or Shareware plug-ins are also available that enhance Outlooks functionality in line with PM activities.
Alternatively look for something more PM specific that integrates or at least can be easily integrated with MS Office (as most organisations use MS apps / COE environment).
I now use a digital notepad that via USB uploads data into my laptop which I then use MS Onenote to organise into a PMBOK archiving structure I have created for my team & I. This can then be managed rather easily. Unfortunately I am currently in a Govt. role so no dedicated software is permitted & MS Office related software does not raise any alarm bells with IT.
In a perfect world there are any number of realy expensive products that will help however I tend to go back to the KISS principal & find that (at the risk of sounding like a salesman for Bill Gates!!?) a MS suite is the most user friendly in terms of project stakeholders & effective dissemination of information across a broad range of stakeholders(ie: age / technical discipline / competency/ experience / familiarity / & so on ...)
Good luck - being a PM is the best job in the world. Saving Changes...
