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Slide Notes

Let’s look at a day in the life of a project manager by stepping through each phase of the project life-cycle: Define – Plan – Implement – Close.

By grouping project activities into phases, a project manager efficiently plans and organizes resources, measures achievement of goals and makes decisions on how to move forward and take corrective action when necessary.

Paying close attention to these details is the difference between merely doing things well and excelling as project managers.
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A Day In The Life Of A Project Manager

Published on Nov 18, 2015

We're all project managers - even though we might not realize it. We plan and organize resources, measure achievement of goals and make decisions on how to move forward and take corrective action. Understanding and paying attention to important project management details allows you to lead the way as a project manager.

PRESENTATION OUTLINE

A DAY IN THE LIFE OF A PROJECT MANAGER

HOW TO MAKE PROJECT MANAGEMENT MAGIC!
Let’s look at a day in the life of a project manager by stepping through each phase of the project life-cycle: Define – Plan – Implement – Close.

By grouping project activities into phases, a project manager efficiently plans and organizes resources, measures achievement of goals and makes decisions on how to move forward and take corrective action when necessary.

Paying close attention to these details is the difference between merely doing things well and excelling as project managers.

A PROJECT MANAGER'S JOB

IS TO DELIVER THE PROJECT WITHIN THE AGREED LIMITS. EASY!
A project manager’s job is to deliver the project within the various limits that have been agreed.
Photo by Enokson

PHASE #1: DEFINE

YOU SET UP THE PROJECT FRAMEWORK.
In the define phase the project manager sets up the project framework.

SET PROJECT GOALS

WHAT MUST BE ACHIEVED? WHAT DOES SUCCESS LOOK LIKE?
The project manager asks:
What are the high level goals for the project? What must be achieved? What are the critical success factors?

See our course on Defining Project Goals and Objectives here:
http://continuingprofessionaldevelopment.org/defining-project-goals-and-obj...

And see resources here:
http://continuingprofessionaldevelopment.org/setting-goals-and-objectives-f...

IDENTIFY & ANALYZE STAKEHOLDERS

THIS ENSURES STAKEHOLDERS NEEDS WILL BE MET
To help define project goals the project manager is involved in stakeholder mapping. This involves identifying and analyzing stakeholders to ensure their needs will be met.

See our course on Stakeholder Analysis here: http://continuingprofessionaldevelopment.org/stakeholder-identification-and...

And see resources here: http://continuingprofessionaldevelopment.org/stakeholder-mapping-key-to-suc...
Photo by gw225

ESTABLISH THE PROJECT TEAM

SOMETIMES YOU CAN CHOOSE, SOMETIMES YOU WORK WITH WHAT YOU'RE GIVEN
Sometimes project managers have autonomy over assembling the project team, sometimes not.

For instance in a functional organisation the project manager will need to work with department managers to secure project team members.
Photo by ntr23

WRITE THE PROJECT CHARTER

THIS IS YOUR FORMAL AUTHORIZATION FOR THE PROJECT TO PROCEED
The project manager develops the project charter, which is the formal authorization for the project to proceed.

See our course on the Project Charter here: http://continuingprofessionaldevelopment.org/online-project-charter-course/

And see resources here: http://continuingprofessionaldevelopment.org/what-is-a-project-charter/

PHASE #2: PLAN

YOU LEAD THE PREPARATION OF THE PROJECT PLAN - YOUR PROJECT ROADMAP
The next phase is planning.

What does the project manager do during this phase? Their main task is to lead the preparation of the Project Plan. This provides the roadmap for how those high level goals identified in the define phase will be achieved.

The key to successful project management is in the planning. Often planning is ignored in preference to getting on with the project work. However, successful project managers understand the value of a project plan in saving money, time and problems down the line.
Photo by dpict.info

DEVELOP A WORK BREAKDOWN STRUCTURE

YOU IDENTIFY ALL TASKS IN THE PROJECT
The work breakdown structure identifies each project task.

See our course on the Work Breakdown Structure here: http://continuingprofessionaldevelopment.org/work-breakdown-structure-train...

And see resources here: http://continuingprofessionaldevelopment.org/project-work-breakdown-structu...
Photo by patersor

PREPARE PROJECT WORK SCHEDULE

HOW LONG WILL THE PROJECT TAKE? ARRANGE ALL THE WBS TASKS IN SEQUENCE.
A project work schedule takes all the tasks from the work breakdown structure and arranges them in time sequence so that we know how long the project will take.

See our course on the Project Schedule here: http://continuingprofessionaldevelopment.org/project-work-schedule-online-c...

Photo by lumaxart

DEFINE RESOURCE REQUIREMENTS

ORGANISE $$, PLANT, EQUIPMENT AND PEOPLE
All projects cost money, take time, and require resources.

A project manager should have a realistic estimate of the project’s cost before project implementation.

It is also a key responsibility of the project manager to ensure that the project is on schedule.

One of the most important roles of project managers is to establish realistic expectations and to balance the project constraints of scope, time and cost.
Photo by 401(K) 2013

WRITE A RISK MANAGEMENT PLAN

HELPS YOU MITIGATE RISKS AND UNCOVER OPPORTUNITIES
Writing a risk plan to identify, rank and manage risk helps project managers mitigate risks and uncover opportunities.

See our course on Risk Management here: http://continuingprofessionaldevelopment.org/project-risk-management-course...

And see resources here: http://continuingprofessionaldevelopment.org/risk-management-steps-in-risk-...
Photo by kyz

QUALITY MANAGEMENT

YOUR QUALITY PLAN DESCRIBES HOW YOU WILL MANAGE PROJECT QUALITY
You prepare a Quality Management Plan, which describes how quality will be managed throughout the life-cycle of the project to ensure the quality of both the project and its deliverables.

See our course on Quality Management here: http://continuingprofessionaldevelopment.org/project-quality-management/
Photo by _bianconero

COMMUNICATIONS MANAGEMENT

HELPS YOU ENGAGE AND COMMUNICATE WITH STAKEHOLDERS
You write a Communications Management Plan which builds on the earlier stakeholder mapping and sets out a Plan for engaging and communicating with all stakeholders.

See our course on Communications Management here: http://continuingprofessionaldevelopment.org/communications-planning-course...

PHASE #3: IMPLEMENT

YOU PUT YOUR PROJECT PLAN INTO ACTION
The implementation phase is where the project plan is put to work as the project manager monitors, executes and controls its implementation.

This is when the project manager uses their interpersonal skills of influencing, negotiating and communicating to resolve challenges.
Photo by mlhradio

PROJECT TEAM

YOU MANAGE & DEVELOP THE PROJECT TEAM
The project manager interfaces with management and the project team as required, delegates responsibilities within the framework of the project, and organizes resources
Photo by Scoobay

STAKEHOLDERS

YOU KEEP STAKEHOLDERS INFORMED AND MANAGE THEIR EXPECTATIONS
The project manager puts the Stakeholder Communications Plan into action and communicates regularly with all stakeholders to ensure timely and successful completion of the project.
Photo by loungerie

PROJECT PERFORMANCE

YOU MEASURE & REPORT ON PERFORMANCE AND PROGRESS
The project manager measures and reports on performance and progress.
Photo by chefranden

COST, TIME & SCOPE

YOU MONITOR & CONTROL COST, TIME & SCOPE
The project manager monitors and controls project cost, time and scope.
Photo by .faramarz

RISK & QUALITY

YOU MONITOR AND CONTROL RISK AND QUALITY
The project manager implements the Risk Management and Quality Management Plans to monitor, manage and control risk and quality.

CORRECTIVE ACTION

YOU TAKE CORRECTIVE ACTION AS REQUIRED
Is the project falling behind schedule or exceeding budget? The project manager takes corrective action as required.
Photo by RLHyde

PHASE #4: CLOSE

YOU DELIVER. YOU REFLECT ON LESSONS LEARNED. AND YOU CELEBRATE!
The final phase is the closure phase. This is when the project manager delivers the finished project, documents the work, reflects on lessons learned, and acknowledges contributions made to the project.
Photo by David 23

DELIVERY

YOU DELIVER THE FINISHED PROJECT TO THE OWNER
The project manager delivers the finished project to the owner.

LESSONS LEARNED

YOU DOCUMENT LESSONS LEARNED SO THAT EXPERIENCE IS PASSED ON
Reflecting on lessons learned ensures that experience is passed on to assist other project managers with new projects.

CELEBRATE!

YOU ACKNOWLEDGE CONTRIBUTIONS MADE TO THE PROJECT
The project manager acknowledges contributions made to the project. And everyone celebrates!
Photo by Amyn Kassam

This sums up 'A Day in the Life of a Project Manager.'

Find out more about our project management online courses and how they can help you become a better project manager at:
http://continuingprofessionaldevelopment.org/

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