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Project management, productivity, change management, and more!


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Risk management in a nutshell

Risk management is often overlooked, or done unofficially. Some practice it scarcely without even knowing that’s what they are doing. To add a little clarify to all this, here is a quick overview:

Risk management in a nutshell is

  1. Taking the time to identify potential risks in the project
  2. Identifying the impact of the risks should they happen
  3. Plan next steps regarding those risks before they happen
    1. Execute those next steps
  4. Monitor current and new risks till the end of the project
    1. For new risks, you go back to step 2 and 3

False assumptions about risk management

  1. Involves only the project manager
  2. Risks are only associated with technology (so the tech team)
  3. Is only done once at the beginning of the project
  4. Adds useless overhead to a project
  5. Risks are always negative
  6. Doesn’t require a particular budget

Reality about risk management

  1. Involves the whole team
    1. Everyone can contribute in identifying risks
    2. Anyone can be made responsible for monitoring and preventing a certain risk
    3. Mitigation plans can include building prototypes (amongst other examples) which involves team members other than the project manager
  2. Risks can be anything from the weather preventing to work, to team members leaving, to new technology being used. It is anything that can affect your project which was not planned.
  3. It’s done throughout the whole project
    1. new risk can be identified during the project
    2. the status of current identified risks can change, which can require to review the mitigation plan
  4. Can actually reduce project costs. If spending 100h on a prototype can prevent 250h of unplanned changes in the future, it’s a 150h reduction in the end.
  5. Risks can actually be positive but are called “Opportunities” in these cases instead of a “Treat”, see Risks: not always negative
  6. Risk management requires time. If no budget is planned for it, than the immediate reaction is to ignore risk management. Should risk management be done without budget, it will automatically be considered overage, and can then be perceived negatively. Risk management should have its own budget which gives a clear guideline when it comes to planning risks management and taking decisions on how you are going to act on each risks you identify.

In conclusion

This is a summary of course, there is much more to risk management, but hopefully this will shed some light for those who are still confused by the idea of risk management.

Call this a cheat sheet 😉


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Project management trend: Collaboration

Trends-2014

Source: Efi

There are several trends in project management that will only get stronger in 2014 (resource management, distributed teams, cloud, agile, etc.), but one that I particularly thrive to bring forward is ‘collaboration‘.

All trends are important, but this one is my personal top priority, as it affects the whole team’s synergy, and a project manager doesn’t get anything done without its team.

More and more tools are available to help teams collaborate by making project information available to everyone, and adding options that simplify communication. For me, this is more than just about the tools, it’s about the team itself and how they work.

Working together rather than in silos

Typically, everyone works in their corners, and when their part is done, they would give it to the next one who would then do their part, and so on. Collaboration is about everyone being “together in this”, and working together while one part is being done. This means that the team is updated with the status as it goes, and are able to participate in each step to share their opinions pro-actively rather than at the last-minute when they receive the done work.

A typical example, is when design is approved, and only than can the tech team flag that half of it cannot be done but by now, it’s too late! Collaboration means involving the others while design is being done so this does not occur. Collaboration tools ease this by helping everyone to communicate and keep track of comments, discussions, and decisions.

This brings teamwork to a whole new level, which is important for the sanity of any project. But all this extra communication needs to be managed by the project manager, who can only go so far with mails, and Word documents scattered on the agency’s network; these tools help the project manager do this, and lets the team communicate amongst themselves rather than putting everything on the PM’s shoulders.

Bigger sense of involvement

As team members are more and more collaborating through every step of a project, it gives everyone a bigger sense of involvement and commitment. This adds motivation to get the work done, and done properly. It also helps everyone feel part of the team, which improves teamwork and moral.

All this reflects positively on the projects.

Live updates

All that communication can add delays to your project, but not anymore; everyone can be updated live on every step. Whether it’s an updated schedule, or a new decision taken concerning the design, no one has to find out ‘by chance’ that they’ll need to deliver something next Monday.

All those updates can also be communicated and tracked easily without having 150 more mails in the inbox.

Sharing of files

Simple yet useful, files are being shared all the time, especially if you want the others to have a look at the work being done. Sometimes, it can hard to find the right files at the right moment, and it gets worst as the project progresses because more files will be available, and more version of each files.

This creates confusion and frustration in a team. Great online collaboration tools will make sure files are categorized, versioned, tagged, and in the end, easy to find. Sharing files and receiving feedback can become easy, and help out the team all the way to the end.

Everyone can pitch in

As everyone is involved more and more, the whole team can pitch in improving how it works. This is where it can get very interesting; everyone can improve their communication, their work, their habits simply by discussing and gathering feedback.

Continuous improvement is always important, and a must in a competitive environment where everything becomes bigger except budgets & schedules.

In conclusion

Collaboration is very important and tools are making it easier and easier. Teams must embrace this and work tighter together more than ever, there is no more excuses!

What is your favorite trend coming up in the future? Share!