Lecture 2 – Project

Management
BUSINESS PROJECT BLOCK 2
WELCOME – MODULE PMBP223
Last Week
•Introduction to Business Project
•Learning Goals
•Group Divisions
•Project Management
•Project Plan
•Business Research Report
•Lecture 1 Project Management
•Workshop – 1st Group Meeting – Code of
Conduct+GANTT
Lecture 1 Project Management
•Project Management
•Phases of a project (lifecycle of a project)
•Project Objectives, SMART-Goals
•PROJECT ACTIVITIES AND PLANNING (GANTT
CHART)
•Project Limits and Scope
Book
• Project Project
Management, A
Management, A practical
pratical approach, Roel
Approach ,Roel Gritt ISBN-
Grit ISBN- 9789001575625
9789001850548
, Fourth Edition
Homework
Book: Project Management, A pratical Approach ,Roel Grit
ISBN 9789001850548
Read:
Chapter 1 till 4 and 6

• Work on Code of Conduct and GANTT CHART

• Finish both CoC and GC
• Write first chapters Project Plan
• Research your company, product and assigned
country
 What could be
INTRODUCTION: PROJECT PLAN done by now?
1NAME OF PROJECT
2PROJECT OBJECTIVES AND RESULT – (SMART GOALS)
Insert this information from the Project Assignment. Ensure the objectives are stil
l correct. SMART-Goals
3PROJECT DESCRIPTION AND BACKGROUND
4PROJECT ACTIVITIES AND PLANNING (GANTT CHART)
5PROJECT LIMITS AND SCOPE
5.1PROJECT LIMITS AND SCOPE
6INTERNAL ORGANISATION – THE PROJECT TEAM
6.1 Internal Organization
6.2 CODE OF CONDUCT
REFER IN THIS SECTION TO THE APPENDIX CODE OF CONDUCT ADDED AS AN
APPENDIX (SEE LECTURE HOW TO FILL IN)
7QUALITY CONTROL
8RESOURCE REQUIREMENTS
9COMMUNICATION PLAN
9.1 Internal and External Communication
9.2 Storage of Information
10RISK ANALYSIS
11APPENDIX
Plannin
Assessment Contact time Content Work form Supporting
literature
Week/ Lecture / workshop

g Sesion
Introduction
/ individual
coaching, etc.
Kick-off +
Project by Workshop
lecturers Ms.
Abouzia and Mr.
1 3
Lengton

Lecture 2 Project Lecture

2 3
Management +Workshop
Lecture 3 Project Hand-in Project Plan
Management + Lecture 20-11 Deadline:
3 3
Internal Analysis +Workshop 23:59
Research Report

Lecture 4 Lecture +Workshop

4 3
External Analysis

Lecture 5 SWOT+
Lecture +Workshop
5 3 Conclusion
Framework
Lecture 6 Final Lecture +Workshop
6 3
Advice
7 3 Consultancies Consultancies
10 pages excl. Appendices
Focus on most relevant data, Explain
everything sufficient enough!

At least (can be more) the following

Appendices:
A: Code of Conduct (FULL DOCUMENT INCL Signatures)
B: Hyperlink to GANTT CHART Excel file (NO SCREENSHOT)
C: Minutes Template (Will have to be used in the Final Report Appendices with content)
Today
• Internal Organisation
• Quality Control
• Resource Requirements
• Communication Plan
• Idea generation methods
• Decision-Making in a project group
• Why projects fail
• Risk-Analysis
• Next-Week + Homework
• Workshops + Supervision
 Planning and scheduling
Why planning?

Who? What?
• To determine the duration of a Plan-
project ning
When?
• To determine the consequences of
delay
• To determine the costs of a
project
• To organize the activities for
project members
• To monitor the progress and costs
What do you need
to know?
• Which activities are needed?
• How much hours must be spent per activity?
• Which expertises (resources) are needed?
• Which other resources are needed?
• Which dependencies between tasks?
• What is the availability of resources?
• What is the duration of each task?
 Planning
Collect data Network diagram
•Find tasks/activities
•Estimate duration
•Determine
dependencies
•Who has to do the
task?
•What do we need
further?
Analyze
Analyzedata
data Gantt chart (= bar chart)
•• Make
Makenetwork
networkdiagram
diagram
•• Determine
Determinecritical
criticalpath
path(chain)
(chain)
•• Make
MakeGantt
Ganttchart
chart

This is the one we are

using
 Instructions GANTT
Exercise
CHART Gantt Chart – Duo's
Go to Brightspace ! --> Gantt Chart project planner EMPTY

1. Fill in the correct week numbers in the right corner based on calender OR if you prefer
week 1 till the week of 5th of January make sure you know exactly when week 1, week 2,
week 3 etc is and leave the GANTT chart as it is.
2. GANTT CHART is in WEEKS (not days). Its about when you will start and finish all-in
calculated in weeks. Example: Meeting GANTT chart, Start in week 3 and only 1 day = 1
week plan duration
3. Categorize the activities in the right chronological order and fill in the ‘Activity’ column.
ONLY ACTIVITIES CAN BE WRITTEN HERE. NOTHING ELSE. Do not redesign the rows with
chapters.
4. 'Plan Start’ fill in which week the activity takes place
5. 'Plan duration’ how long will the activity take place ? 1 day= 1 as Plan Duration. Chart is
in weeks.
6. Fill in 'Actual Start' , 'Actual Duration’ when the activity has taken place
7. Fill in complete 100% when the task is 100% done or other percentages based on where
you are with the task
Internal Organisation
Roles and responsibilities within a project are extremely important. When people have
clear roles and responsibilities, getting the work is easier and more efficient.

6.1 INTERNAL ORGANISATION

 Visualization and description of the organization chart
 Description of the tasks and responsibilities of all project members (manager and
employees)
 People working on projects (I)

What does: '' A project organization is separate from the

normal line organization'' mean?
The line managers do not carry out the project. A project is a
separately created, temporary organisation that has to carry out a
'big job'.
Organisational Chart
Project Leader
Name + Picture

Project Member Project Member Project Member Project Member

Name + Picture Name + Picture Name + Picture Name + Picture

Show first the organisational chart and explain bellow theTasks and
responsibilities

6.2.Description of the tasks and responsibilities of all project members

(projectmanager and employees)
Differences between Tasks and responsibilities
• Tasks—Items that need to be completed.
• Deliverables—Things that need to be produced (e.g. documents).
• Milestones—Project deadlines, marking the completion of a phase or stage of a
project.

1 Tasks
Tasks are the activities that normally must be performed systematically and
consistently to properly accomplish a task. They are not exhaustive and the
person responsible will do what they have to do to fulfill their commitment. They
have the level of authority appropriate to they responsibility.

2. Responsibilities
Example Project Leader: the one who's responsible for the project management
process : Scheduling meetings, first contact with sponsor (lecturers) and manage the
projects workload.
Quality Control
Every project needs to deliver against certain requirements or expectations. Quality is another way of
saying ‘end user requirements’. What do your customers (end users or Sponsor) want? The ‘end
user requirements’ should be stated on the whole project but also on the various smaller elements of
the project (ie the Intermediate Results).

 Describe the desired quality of the end product and the intermediate results Your project is divided
into smaller deliverables, called Intermediate Results. What must all of these Intermediate Results
look like? What are their individual requirements? Quality of the Intermediate Results are often
referred to as Product Criteria or Quality Criteria. You can use data from the GANTT chart to figure
out which intermediate results there are.
 Indicate monitoring aspects (TMQIO) to be carried out and describe how to manage per element
 Tools and techniques in making diagrams and drawings
TMQIO - How will you manage each
element?
• T= Time Management
As a team you need to pay the right amount
• M=Monitoring
of attention to each TMQIQ. In real life the
•Q = Quality project manager is in control. However in
this project you can also asign a quality
• I= Information control manager aside to the project
• O= Organisation manager or separate quality control
managers.
T= Time Management (planning)
• Planning must be beforehand done.
• Answerthe questions : which activities must be carried out? How
much time is required per activity.
• Whatis the sequence of the activities? In other words, what must
be done before an activity can take place?
• How will will je make sure activities will be done on time?
M= Money
• The size of the budget determines possibilities.
• In this project you can leave M=Money out
Q = Quality Control
• You will determine here what the acceptable quality is for the product.
• Answer in this section how you will maintain the quality.
• You can explain as far as the quality in the English (checking on errors),
checking on research sources (adequatedata and not to old), sourcing
(refrencing always), following instructions in the assignment (see assignment),
theory understanding ( researching, attend ,lectures, your own research etc).
Holding eachother accountable for the quality delivered…how?
• How do you make sure information in documents are aligned? (working with
multiple people should NEVER be evident in a final document)
• Quality checks and involving everyone in this is a huge succes factor
I = Information
• Informationneeds to be shared in a project that keeps everyone up-to-date
and includes everyone.
• Answer in this element:
How will you share information? Content-related information (working
drawings, designs, products/company/country specifications etc).
Documents for managing the project to ensure efficiency and accountability
(agendas, muniutes, planning and the project plan).

Make sure information here is aligned with the rest of the Project Plan
(overall alignment in the whole document is important….part of quality
control)
O = Organisation
• How can you achieve all objectives as an organisation?
• How will you monitor the project as a group?
(for example) Potential roles of group members in a
project:
• Assignment researcher (all group members)
• Editor(graphic designer, APA-sourcing in+out tekst, checks
validity/credibility, data transfers in one document)
• Quality control manager (s)
• Logistics coordinator(s) (planning & Scheduling)
• Secretary(notes during meetings, share meeting notes
afterwards, agenda)
• Project Monitorer (Project Manager)
• Stakeholder contact person (Project Manager)
Communication Plan
Idea generation
•Huge number of ideas are the start of the innovation funnel; most innovative ideas
do not become successful new products.
- Axel Osborn.
Brainstorming
Decided that the best way to generate ideas and find solutions to
problems was to collaborate with your team. The general idea entailed a
group of people sitting in a room together, sharing their ideas, and using
one another as “springboards” for better ideas.

His original four “rules” included:

1. No criticism
2. The more ideas, the better
3. Build upon and improve existing ideas
4. The more unusual the ideas, the better
Idea generation methods
WhichIdea generation
one is best depends methods
on the setting (e.g. individual or team level; available facilities),
team size and objective. Examples:
• Online suggestion “boxes”; walls for (post-it) notes etc.
• Brainstorming
• Brainwalking/brainwriting (build on each others’ ideas)
• Brainswarming
• Worst possible idea brainstorm
• Focus groups (e.g. employees, customers, suppliers)
• Continuous sounding board (customers); online or offline
BREAK
 1. Associative brainstorming
You’ll need one word that closely
relates to or summarizes the topic
you want to generate blog post
ideas around. You’ll also need
somewhere to write your
associated words down, like a blank
Brainstorm piece of paper or whiteboard
ing (usually excecuted alone)
techniques
Let your mind run freely. Don’t edit
your thoughts too much in the
beginning – write
down any and every remotely
relevant word that comes to mind
 2. Freestorming
Freewriting entails sitting down and
writing continuously for a set period of
time. You should have no regard for
spelling, grammar, or structure, or
even what you’re writing. All you need is a
pen and paper or a computer, and your
starting topic. Then, you simply write down
whatever comes into your head.
 3. Brainwriting

A group exercise in
which each
participant writes
three ideas about a
designated topic or
problem on a piece
of paper and passes
it to the person next
to them. The next
person then uses
those three ideas as
 4.Question
Start everything
with an idea – the title of a recent blog post will
work – and question everything around that topic.

For example: “How to Audit Your Content

Marketing Strategy.”
•What is a content marketing audit?
•Why should I care about auditing my content?
•How do I choose campaign goals?
•How can I find out where my competitors are
excelling? What content performance data should I
be concerned about?
Change two things-method
• Getfive or six people to pick a blog post title. This could be a post that
already exists, or it could be a new idea from a previous brainstorming
session.
• Askthem to write the title at the top of an A4 sheet of paper (making
sure not to take up too much space) and to meet in the boardroom (or
wherever else you hold your creative thinking sessions).
• Tobegin, have each person pass their sheet to the person sitting next
to them.
• Lookingat a different title than the one they picked, they change two
elements to create a new title. The sheets are passed on again, and
the exercise is repeated until the group runs out of steam or space on
the paper.
 6. Topic
association

Like word association, this exercise is best

executed as a mind map that can help you
organize your ideas. It works something like this:
• 1. Begin with a topic in the center of the page.
• 2. Dot sub-topics around your starting topic.
• 3. Link sub-sub-topics to each of these points.
 8. Electronic brainstorming

•To leverage electronic brainstorming, all your

participants really need is an internet-
connected device and somewhere to jot down
ideas. A Word doc will do just fine.
•However, if you want participants to be able to
view each other’s ideas as they work or share
ideas in real time, simply
set up a shared Google Doc.
Check www.miro.com as a group. You can
sign-up for free and work as group collectively
to brainstorm
 10. The worst idea challenge
The worst idea
You ask your team to share the worst possible ideas they can think of.
challenge
•
Encourage them to shake off their inhibitions – the more ridiculous and
unworkable their idea is, the better.

• Add an element of competition by getting them to vote on the unanimous worst

idea of all.

• when you’re done, you might find you actually have some very good ideas
(with a little tweaking, of course).
• This is a fun exercise to try when nothing else has worked. It’s also great for
stressed-out brainstormers who are feeling frustrated and disillusioned by the
creative process.
 Brainwriting
Brainwriting – team template
exercise
• Combination of individual and team effort
I
• Building on each other’s ideas (pass sheet on)
• Either modifying idea or new idea based on other’s
Sheet 1 Idea 1 Idea 2 Idea 3
Team member 1 Organize event with … …
theme X

Team member 2 Event focused on target

group Y

Team member 3 Y can be reached by

medium Z

Team member 4 Funding event by

collaboration with…
 Brainwriting – team
exercise I

Use the brainwriting

method whitin your group
on the following topic:

'' How can you find

the best factories
in Asia ? ''
Brainwriting – team exercise II

•Evaluation?
•What went well, what not?
•Use ideas generating methods in the
project plan (select and apply)
Idea generation
obstacles
•group composition, lack
of direction, rationalizing
and justifying, selecting
while thinking already,
mindset etc.
 There are several different ways that decisions
canMaking decisions
be made within in 2001)
a group (Schein, a project

• Decision-making based on majority vote

• Decision-making based on consensus (no
voting)
• Decision-making based on unamity
• Decision-making based as a result of lack of
response
• Decision-making based on authority
• Decision-making based automatic approval
Storage of Information

• You must save all project information in a place which is accessible by

your group members. Having good information management is a key
aspect of project management. Set up the location and layout of your
folder system. In this section, list the folder system and what must be
put in these folders
The aim of the meeting could be:
Project meeting
•To provide information
•To form an opinion
•To make decisions

Certain tasks to fulfil:

•The chair: the chairman/chairperson (presides over
the meeting)
•The secretary (writes the minutes)
•The other participants
• Opening the meeting formally
• Checking the roll
• Ensuring
that people do not deviate from the subject and cutting short
anyone who goes off on tehri own topic
• Introducing each point on the agenda
• Leading the discussions
• Making sure all the participants have a say
• Keeping an eye on the time
• Giving
a short summary of all points on the agenda, including
decisions made + action points
The agenda
 Why projects fail?
Project m
Poor embers
have too
planning m u c h on
their pla
tes
Project members not competent enough
Little delays all add
Project work
Starting an activity too late ers up
perfectionis
ts
ition e rials
fin m a t
f d e Too optimistic planning e liv e r y of
e s o
T L a te d
n g he proj A ch
a ect is b
Ch eing sa
botage an g
ing
k e s d w or
is ta ld
g m te rest cos t s
in In
e c tify Accidents iv es
R itie s c t
n g fi n al activ r o b je
Ignor i c lea
Ignor U n
ing p
relim
inary Stakeholders are insufficiently involved
activ
ities
Risk Analysis (chapter in Project Plan)

To a very large extent, project management is risk

management (Hedeman, 2008). A risk is an uncertain
event that, should it occur, will have an effect on the
achievement of the project objectives.

Consider the risks on your project. State them in this

section by describing the Risk, the impact on the project if it
happened, the likelihood of it happening and how you
should respond to this risk. It is best to put this information
into a table.
Risk-Analysis

Size of risk = Probability of occurrence x

Consequence for project

The probability relies between 0 and 1, with 1 being

the absolute certaintly that the event will occur and 0
being absolute certainty that the event will not occur.
Consequence is the max harm that would occur if the
risk becomes a fact. A high probability does not
necessarily represent a major risk.
If the probability of
an event is
reasonably high ,
but the negative
consequence very
minor…the risk is
probably not very
Low quality: extreme cases with no effect to business

High quality: direct effect on business oppertunities, threats and

performance
How to write Chapter in
project plan?
Make a table
• with 4 columns

• Write at the top in the columns: 1.Risk and consequence(mention the

risk content)
Risk+ Type Proba Soluti
Conse of bility on 2.Type of Risk (internal or External)
quenc Risk
3. Probability level ( between 0 en 1)
e
4. Solution

Try to explain at least 3 internal and

3 external risks (minimum)
Workshop + Supervision

1. Please sit with your group

2. Have your GANTT-Chart + Code of
Conduct ready to present when your
supervisor joins your group meeting
3. Make an agenda for the project
meeting today
4. Continu working on your project
DEADLINE 20th of
November before
23:59!

• See Brightspace!
• ONLY 1 Group Member
hand-in. Ideally Project Leader
• Be on time! Missed Deadline =
Group Resit ( no pre-
assessment/feedback)
• ADD your Project Plan in the
correct Supervisors map! See
message in the map: ´´Please
write a clear message
where to find your GANTT
Chart. Either a Hyperlink in
the document or Uploaded
with Project Plan at the
same time ´´