Posts Tagged Project Management

Create A Strong Virtual Team – Part 4

May 4, 2012 at 11:55 am · Filed under Business, Project Management, Virtual Assistant Tips ·Tagged , , , , , , , , , ,

Maintaining a steady performance is important. A decline in the performance graph is normally seen around a year of work. Stagnancy in performance or decreased enthusiasm is a warning signal.

This can be managed by assigning roles, holding members responsible for their actions, providing proper and timely guidance to the members and easing the frustrations that members may be experiencing by getting results for their efforts.

Highly successful teams meet in person at least once a year because human interaction cannot be replaced with technology and virtual teaming.

Progressive and sensitive team leaders are the most important requirement of a virtual team. Good leadership definitely leads to higher levels of performance. It’s the team leader who builds bridges between team members and promotes interpersonal skills, interpersonal communication and creates an effective work culture.

Dawn Chuma – Owner/Lead Project Manager
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Create a Strong Virtual Team – Step 1

May 1, 2012 at 11:51 am · Filed under Business, Project Management, Virtual Assistant Tips ·Tagged , , , , , , ,

Virtual teams have become a prominent feature in business. Being at work now means logging on to your company’s site and working online and even from home. Teams are created for different jobs related to the project and each team worker functions at their designated remote location. Team members collaborate with each other and with other teams online.

While it’s true that virtual teams have become a necessity for most small businesses, it is also true that not all virtual teams are successful. To ensure constructive results from your virtual team, there are some key aspects that the team leader or manager should keep in mind.

Stress on characteristics such as trust, team spirit and results. Virtual team members work remotely and there’s no physical interaction.   It’s important for teams and team members to have a feeling of oneness as they are all working on the same project; it’s only the location that is different.  Communication is important for successful teamwork. When team members build relationships with each other, differences that arise because of feelings such as “our team…” versus “their team…” can be prevented.

Dawn Chuma – Owner/Lead Project Manager
Small Business Solutions in a BIG way!
http://www.dawnchuma.com
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4 of my Favorite Project Management Tools

April 20, 2012 at 7:33 am · Filed under Business, Project Management ·Tagged , , , , , , , , ,

Here are some of my favorite tools to use for effective Project Management.

 

1. Skydrive (Online File Storage) – Many people swear by Googledocs and I have used Googledocs for some clients, but Skydrive is super efficient because it’s incredibly organized.  It organizes files the exact same way your computer organizes files and it’s completely compatible with Microsoft Office.  This is my #1 recommendation for file sharing, storing and organizing.

2. Zendesk (Email Ticket Tracking) – If you are swamped with emails this is a great way to track emails and assign any tasks to another member of your team.  With Zendesk, you are able to keep track of conversations and response time.

3. Freeconference Pro (Meeting Bridge Line) – There a 2 features that are very appealing with conference line.  First it’s FREE and who doesn’t love FREE!  Second, you are able to record calls.  If you are having a meeting with several people and discussing several deliverables, you can easily record the call and send it to all meeting participants.

4. Teamwork PM (Project Management Tool) – What I really like about Teamwork PM over all the other PM tools is the fact that it is incredibly user friendly.  It’s super simple to navigate, easy to track project progress, milestones, add new projects.  It is also very affordable.  Much more affordable than some other PM tools out there.  It even comes with the ability to track time and generate invoices through the system.  It’s really an all in one tool and very low cost.

 

Dawn Chuma

 

 

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Establishing a Communication Plan

April 19, 2012 at 8:56 am · Filed under Business, Goals, Project Management ·Tagged , , , , , , , ,

Communication may be the single most important aspect of a successful project.  If you don’t have a communication plan in place I highly suggest you get one.

Excellent communication ensures that everyone on the project team is on the same page.  Roles are clear, expectations are clear and deliverables are on schedule.

I prefer having a weekly meeting  to discuss successes and obstacles as well as challenges and expectations for the current week.  Talk about solutions to any possible issues so that any potential problems can be fixed before they happen.

A Monthly or weekly report is a common tool for communication. It helps to identify the performance of the project, milestones or targets achieved and tasks planned for the next period.

Start today by identifying ways to have more communication with your team.  I guarantee not only will your projects run smoother but you will build a better overall team atmosphere.

Dawn Chuma

 

 

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Managing Multiple Projects – Communication

April 17, 2012 at 7:09 am · Filed under Business, Project Management, Virtual Assistant Tips ·Tagged , , , , , , , , , ,

Clients and stakeholders who are concerned with the success of project are often in different locations.  Especially when you are a Virtual Company (like mine). Communication is a critical factor to a projects success.

Communicating with clients on the progress of each project will keep them updated.  Communication with the team is everything. Monitoring progress, early warning signs of danger, cooperation, motivation and involvement of the team rely upon communication.  If everyone on the project is not on the same page – how will you ensure the entire team is working towards the same goal?

Even if you only have one client – you might be juggling multiple projects for that one client.  When I worked for the Construction Industry, my team was building the Seidman Cancer Center in Cleveland, Ohio.  1 project, 8 floors and 25 Subcontractors and over 300 trades people on the job, there were dozens of projects happening at once.

With that much happening at once, communication had to be top notch.  Walkie-talkies were in use all day, there were Superintendents in charge of each floor, it was organized chaos.  Construction isn’t the only industry that could benefit from a Project Manager.  Any business has projects, right now I’m a Project Manager for a very prestigious Lawyer/Coach/Author, also for a Financial Consultant, a Non-Profit Organization, a Spa Development Company.  With each of these Industry’s one thing remains true – Communication is Key.

So here are some quick tips for Communication –

1. Do not micromanage! Delegate work and do not forget to coordinate their actions and review the progress.

2. Do not allow project plans to go unattended. Keep all project data at one place with schedules.

3. Do not keep multiple project data in different places. Create a master plan to have bird’s eye view.

4. Make use of technology and the right tools to keep information updated on projects without wasting time.

5. Do not neglect communicating with your team and client. Communication is a moral booster.

6. Keep task switching to minimum among team members to increase productivity.

 

Dawn Chuma

Small Business Solutions

http://www.dawnchuma.com

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Managing Multiple Projects – Project Planning

April 13, 2012 at 9:54 am · Filed under Business, Project Management ·Tagged , , , , , , , , , ,

Project management failures are mainly due to inefficient and up-to-date project plans.  To avoid this, the plan must be realistic and up-to-date with daily review.

It is vital to review these plans on daily basis to know the direction you are heading in and to make mid course corrections as you go along.

Keeping multiple projects at separate places and using different tools for planning will waste time and will not have a complete picture of the projects.

Integrate the project plans and schedule to have a bird’s eye view of time line and mile stones.

Using the right technology to gather data and updating the project schedule will save time and will provide a guideline to determine task’s priorities across the projects.

Dawn Chuma

Goal Activation Catalyst

http://www.dawnchuma.com

 

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The Importance of Having Company Manuals

April 11, 2012 at 9:56 am · Filed under Business, Goals, Project Management ·Tagged , , , , , , , ,

So many times, I start working with a Company and they have nothing documented.  To me, this seems sloppy, irresponsible and unorganized.

Even if you work all by yourself, there’s going to come a time when you need to bring someone on to work with you.  The first question I ask my clients is “Do you have a Company Manual”?  99% of the time I hear “No”.   If you are considering bringing on a Virtual Assistant; how do you expect them to learn about your Business?

Besides Company Manuals, you need to have Training Manuals as well.  Documentation of everything you do and how to do it.  Maybe you see no need for it now, but trust me; once you bring someone on to help you will be spending more time than you would like on training.  If you have all of this documented with step by step instructions before-hand, you will have made your life so much easier.

Think about it – If you went on Vacation tomorrow, could anyone step in and run your Business for you?  If not, then something needs to change.  You don’t want to be a slave to your Business forever.  Try using a Virtual Assistant to create Company Manuals for you.  It’s low-cost and will be very effective down the road.  Think of it as a Goal to work towards.

Dawn Chuma

Goal Activation Catalyst

http://www.dawnchuma.com

 

 

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Planning Phase of Project Management

April 6, 2012 at 7:18 am · Filed under Business, Project Management, Work at Home ·Tagged , , , , , , , , , , ,

Planning plays a vital role in the Project Management World. It makes sure that the project is in the best quality, on time, cost effective and finally satisfies the  objective of the project.

There are 5 areas that you will want to look at when you are in the planning phase of Project Management.

Project Specification

The project manager ensures that there is a common perception between the about each and every process of the project.

There are several benefits for a written agreement with specifications to help reduce misunderstandings, conflicting assumptions and ensure clarity about tasks to be performed and delivered

Project Deliverables

Here what the project sets out to achieve is clearly quantified with timelines and cost estimates.

Project Schedule

 This defines what needs to be done and when, resources needed

Resource Plan

This lists out  the individuals and organizations which play a leading role in the project. It also describes the importance of the roles and responsibilities of each individual involved in the project.

Communications Plan

Good communication ensures that all people working on the project are on the same page

A Monthly or weekly report is a common tool for communication. It helps to identify the performance of the project, milestones or targets achieved and tasks planned for the next period.

Dawn Chuma

Goal Activation Catalyst

www.dawnchuma.com

Risk Management Plan

 

Every project faces some unforeseen problems that affect its chances of success. It is important to spend good amount of time and thought to what possibly can go wrong and make plans to preempt or at least contain it.

Some common project risks are too optimistic time and cost estimates, slow approvals and decision making, fuzzy roles and responsibilities, change in project scope and content, poor communication resulting in misunderstandings, delays, cost overruns, quality problems and rework and lack of resource commitment.

 

Testing and Quality

 

A plan is never complete without a clear provision for testing with well laid out testing procedures and parameters for each stage of the project.

Project managers who have a track record of completing projects successfully with satisfaction to all stakeholders know the importance of planning and spend a lot of time coming up with a detailed and jointly agreed plan. Good planning is half the battle won.

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