We were having an internal meeting to pick a project management methodology for a web project we are working on for a new client. As developers of commercial software, our instinct was to lean towards an agile based approach where our process would be:
- Make an initial feature list
- Get time estimates on each feature
- Prioritize the list
- Time box the development effort
- Build and test as much as possible in that time
- Launch
- Get user feedback
This works great for a tightly defined set of deliverables and a client who has done software before. However, that’s not what this project is nor the profile of this client.
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There are a lot of new project managers out there - being created every day by someone else in the organization losing their job. You may not know that you are a project manager but if you are now charged with getting things done, you are a project manager.
You will have the same amount of responsibility as the last person but with likely fewer resources and a ton more stress.
It can be tremendously overwhelming.
Job Definition List
My first, and best word of advice, is to make a list of everything you are now responsible for, a Job Definition List.
This will allow you to visualize what is on your plate and breathe easier. Going through this exercise will help give shape to the amorphous feeling of doom you may be feeling.
The JDL should be bullet points with a maximum of two sentences clarifying a point, when needed. If it takes more than two sentences to explain, than the bullet point itself isn’t defined clearly enough to be actionable.
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One helpful piece of information to get on a project is estimated hours per task. This is a measure of how much work or effort a particular task will take. Not to be confused with due date (when a task will be done), estimated hours is a reflection of how much of a person’s time the task will take. Knowing this will help you better allocate that person’s time. It will make it easier to juggle tasks across projects and plan out people’s workload.
Getting estimated hours from internal staff can sometimes be hard. First off, people may worry that if they tell you it will take 8 hours, you’ll be mad when its not done by the end of the day. They might also be afraid that if it takes them longer then the estimate, they’ll be penalized. These fears can keep people from giving estimates.
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The first, and often hardest, step to starting with project management is creating a task list. Many people try to think of everything that goes into a project or job, write that down, then want to capture the changes between one job and the other by tracking which were the specific tasks that were different.
The idea behind this is that people want to better visualize their process so they can track how different reality is from the plan, where delay’s happen and where they can improve things. The problem with this approach is that no two jobs are ever the same. No two, super-detailed lists are ever going to be the same. You’ll spend more time changing the plan then recording data.
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Many IT departments I’ve spoken with lately are challenged by having too much on their plate. They need to support current applications, make modifications, keep the servers running, etc.. All the while, they are being asked to develop new apps that can advance corporate goals. For an IT deptartment that has been barely keeping on top of everything (and likely can’t hire anyone right now), this can be a real problem. How to make room for more than just keeping the lights on?
The first step to solving it, is to get a clearer look at it.
On the one side, there are different people making requests: management, department heads, existing users. This is IT’s client.
On the other side, there is the IT department: the implementors.
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Here is pdf of the presentation I gave at Adobe MAX CF Unconference on Project Management and Time Management.
The main theme is that having great information before, during and after a project are the keys to a successful project. That information gives you a basis for good communications and good management (of your team and client expectations). The presentation then discusses how time tracking can be an easy habit and powerful tool for generating great information.
Plan for Success
Your project management plan is your bible for success. Without it, there will not be a project because without a workable plan, you have no way to reach your goal. Your plan must start at with the goal that you want to achieve. Then, break down that go into workable segments. Set a timeline for each segment. Your team should know these timelines and adhere to them. This does not mean that you make a mad dash between segments. You want to allow enough time for these various stages to be achieved while still being able to meet the overall deadline. Remember, you can rework your plan to find better ways to get you where you need to be.
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Nowadays, more than ever, people need to have effective time management skills. This is especially important when it comes to students. Whether you’re working on your associates degree, bachelors, graduate degree or going through job retraining, time management plays an important role in a successful educational experience.
Often students are juggling numerous things. They of course have their academics. Then there’s family and friends, and oftentimes a job. Depending on the amount of classes you are taking this can be an enormous task.
For time management to be effective you will need to schedule your normal activities, plus your class time, time for your assignments, work, etc. School will be a large part of your time management.
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My recent presentation on software development and the importance of useability is available online.
Thank you to Charlie Arehart and the Online ColdFusion User Group for hosting and recording the event.
Thank you, as well, to everyone who participated in the question and answer period.
I will be speaking this Thursday, October 26 at 6 pm ET at the online ColdFusion User Group run by Charlie Arehart. The topic is on building software that people will use.
http://coldfusion.meetup.com/17/boards/view/viewthread?thread=3722239
You can join in from anywhere - so feel free to stop on by.
