Projects seldom run smooth -in other words- they are encountered with several issues and problems for several reasons which needed to fix with best solutions for successful completion of project.
Brainstorming is technique usually adopted by team members looking for generating ideas, risks, and solutions for issues. A facilitator records the participant’s ideas for later analysis and solution.
However, to produce best results from brainstorming session, following are the key areas needed to be considering;
1. Planning: poor planning such as, setting out unclear objectives, can be one reason for not achieving the results of brainstorming for solutions.
2. Strong Facilitation: strong facilitation is required to avoid focusing on irrelevant topics and issues.
3. Information Gathering: develop the viable mechanism of gathering the information depending upon the size of participants. The recording tools could be flip charts or some kind of computer aided tool.
4. Consensus: work with the attendees to reach a common understanding and consensus during a session, means everyone plays a part in the analysis and solution.
5. Action Plan: creates an action plan which helps to gain buy-in from the attendees and implement the action plan straightaway.
6. Follow Up: Don’t forget to follow-up the agreed target dates.
Monday, May 18, 2009
Sunday, May 3, 2009
MANAGING THE OFFICE WORKLOAD
Most of us during their professional career, finds workload management ineffective. These workload pressures multiply and become increasingly difficult as we progress in the career. This can lead to mistakes being made, tasks are overlooked or forgotten about and a sense of not being in control of our workload. These problems could be cause by many factors but most commonly are the following;
1. Lack of Clarity
2. Stockpiling of tasks, it means lose of track
3. Misunderstanding of overall situation
4. Don’t know how to priorities?
There are different set of approaches in the Project Management world, which allows you to achieve clarity on the overall picture of everything you are expected to be working on, identify the bottlenecks and get a clear view of what needs to be done by you and others. There are few steps which helps you to manage your workload efficiently.
1. Keep a clear record of workload
2. Get Clarity on the overall picture
3. Identify the links between tasks
4. Break them down into manageable chunks
5. Assign the priority
6. Take needful actions to accomplish
7. Track the unfinished tasks or the one require further actions
It gives you the ability to understand the different stages of the task and priorities actions and tasks, meaning you will know how to tackle the task at hand and feel on top of your workload. Goodluck!
1. Lack of Clarity
2. Stockpiling of tasks, it means lose of track
3. Misunderstanding of overall situation
4. Don’t know how to priorities?
There are different set of approaches in the Project Management world, which allows you to achieve clarity on the overall picture of everything you are expected to be working on, identify the bottlenecks and get a clear view of what needs to be done by you and others. There are few steps which helps you to manage your workload efficiently.
1. Keep a clear record of workload
2. Get Clarity on the overall picture
3. Identify the links between tasks
4. Break them down into manageable chunks
5. Assign the priority
6. Take needful actions to accomplish
7. Track the unfinished tasks or the one require further actions
It gives you the ability to understand the different stages of the task and priorities actions and tasks, meaning you will know how to tackle the task at hand and feel on top of your workload. Goodluck!
Saturday, April 25, 2009
Memory Aids for PMP Exam
The following are common tools and techniques for all the processes in the Project Integration Management knowledge area:
· Project Management Methodology
· Expert Judgment (except Direct and Manage Project Execution)
· PMIS
After the Project management plan is developed, it is an input for all successive processes in the Project Integration Management knowledge area.
Activity Attributes Updates is a common output for all the processes in the Project Time Management knowledge area except the first process where activity attributes are created.
Requested Changes is a common output for all the processes in the Project Time Management knowledge area except the Activity Duration Estimating Process.
Tools and techniques used in Risk Identification:
BIRDS (Information Gathering techniques)
CSI (Diagramming techniques)
B I R D S:
Brainstorming
Interviewing
Root cause identification
Delphi technique
SWOT Analysis
C S I:
Cause and Effect Analysis
System or Process Flow charts
Influence Diagrams
Tools and techniques used in Quantitative Risk Analysis:
PIE (Data gathering and representation techniques)
MEDS (Quantitative risk analysis and modeling)
P I E:
Probability Distributions
Interviewing
Expert Judgement
MEDS:
Modeling and Simulation (eg. Monte Carlo Analysis)
EMV Analysis
Decision tree analysis
Sensitivity Analysis (eg. Tornardo Diagram)
Tools and techniques used in Risk Response Planning:
a. Strategies for Negative Risks / Threats:
ATM:
Avoid
Transfer
Mitigate
b. Strategies for Positive Risks / Threats:
SEE
Share
Enhance
Exploit
Tools and techniques used in Scope Definition:
APES
Alternatives Identification
Product Analysis
Expert Judgement
Stakeholder Analysis
There is only one Tool & Technique for Risk Management Planning: Planning meetings and analysis.
When the seller selection is based on PRICE, its often called a tender / Bid / Quotation. When the seller selection is based on technical skills / approach, its called a proposal.
Recommended Preventive action is used to bring the project into compliance with the project plan. Recommended corrective action is anything that needs to be done to bring the seller in compliance with the terms of the contract.
Prevention is keeping errors out of the process. Inspection is keeping errors out of the hands of the customer.
Attribute sampling is whether the result conforms or not. In Variables sampling, the result is rated on a continuous scale that measures the degree of conformity.
Common causes (random causes) are normal process variations. Special causes are unusual events.
The result is acceptable if it falls within the range specified by the tolerance control limits. The process is in control if it falls within the control limits.
Seven basic tools of quality: CCFRHPS
Cause and Effect Diagrams.
Control Charts.
Flow charting
Run Chart
Histogram
Pareto Chart
Scatter Diagram
Constraints for human resource planning:
CEO
Collective bargaining agreements
Economic conditions
Organizational Structure
Project Statement of Work describes:
BPS
Business Needed
Product Scope Description
Strategic Plan
· Project Management Methodology
· Expert Judgment (except Direct and Manage Project Execution)
· PMIS
After the Project management plan is developed, it is an input for all successive processes in the Project Integration Management knowledge area.
Activity Attributes Updates is a common output for all the processes in the Project Time Management knowledge area except the first process where activity attributes are created.
Requested Changes is a common output for all the processes in the Project Time Management knowledge area except the Activity Duration Estimating Process.
Tools and techniques used in Risk Identification:
BIRDS (Information Gathering techniques)
CSI (Diagramming techniques)
B I R D S:
Brainstorming
Interviewing
Root cause identification
Delphi technique
SWOT Analysis
C S I:
Cause and Effect Analysis
System or Process Flow charts
Influence Diagrams
Tools and techniques used in Quantitative Risk Analysis:
PIE (Data gathering and representation techniques)
MEDS (Quantitative risk analysis and modeling)
P I E:
Probability Distributions
Interviewing
Expert Judgement
MEDS:
Modeling and Simulation (eg. Monte Carlo Analysis)
EMV Analysis
Decision tree analysis
Sensitivity Analysis (eg. Tornardo Diagram)
Tools and techniques used in Risk Response Planning:
a. Strategies for Negative Risks / Threats:
ATM:
Avoid
Transfer
Mitigate
b. Strategies for Positive Risks / Threats:
SEE
Share
Enhance
Exploit
Tools and techniques used in Scope Definition:
APES
Alternatives Identification
Product Analysis
Expert Judgement
Stakeholder Analysis
There is only one Tool & Technique for Risk Management Planning: Planning meetings and analysis.
When the seller selection is based on PRICE, its often called a tender / Bid / Quotation. When the seller selection is based on technical skills / approach, its called a proposal.
Recommended Preventive action is used to bring the project into compliance with the project plan. Recommended corrective action is anything that needs to be done to bring the seller in compliance with the terms of the contract.
Prevention is keeping errors out of the process. Inspection is keeping errors out of the hands of the customer.
Attribute sampling is whether the result conforms or not. In Variables sampling, the result is rated on a continuous scale that measures the degree of conformity.
Common causes (random causes) are normal process variations. Special causes are unusual events.
The result is acceptable if it falls within the range specified by the tolerance control limits. The process is in control if it falls within the control limits.
Seven basic tools of quality: CCFRHPS
Cause and Effect Diagrams.
Control Charts.
Flow charting
Run Chart
Histogram
Pareto Chart
Scatter Diagram
Constraints for human resource planning:
CEO
Collective bargaining agreements
Economic conditions
Organizational Structure
Project Statement of Work describes:
BPS
Business Needed
Product Scope Description
Strategic Plan
Wednesday, April 22, 2009
LEASON LEARNED – PMP CERTIFICATION EXAM
In continuation of my previous posting on perceiving benefits of certification, I thought I should also present my lesson learned of PMP Exam as well to help you in preparation of the Certification exam.
Study Plan for PMP Exam
I had divided my preparation into three stages
1. Comprehensive Reading:
Select one more book with PMBOK for PMP exam preparation”. I utilized this suggestion while preparing for my exam and I found it “logical” because in this you have full grip on your exam preparation. But also be aware of the fact that studying too many books at the same time results in the loss of control on your preparation.
PMBOK; I recommend PMBOK book for proper exam preparation. I read this book two to three times comprehensively.
Rita’s PMP Book; I just used it as a supplementary book, I also read it once comprehensively and then consulted it only a couple of times to understand any term or definition not defined in the PMBOK such as theories of Motivation etc. It also helps to understand some tricks to approach the problem/scenario described in the question. This not only improved my confidence but also improved my score in PM Fastrack and Kerzner Exame Prep CD during practicing different questions.
2. “Commit to memory”
There are a few things which need “fine” understanding and then preparation for PMP exam which includes ITTO, Formulas for PMP, Page70 PMBOK and Rita Process Chart and different terms like “Value Analysis” “Monte Carlo Analysis” “Design of experiments” etc to answer many questions in the final exam.
First I understood all the ITTOs and then I practiced them asking myself inputs, output and tool & techniques of different process; memorized Rita’s process chart and Page 70 of PMBOK.
3. PMP sample questions
I practiced questions from the following sources
1. Questions form Rita’s PM Fastrack with answer explanation.
2. PMP sample questions at the end of all chapters
3. Kerzner’s PMP practice questions.
4. Questions from some internet sources
I practiced 2500-3000 questions before my final exam.
Final Review:
I planned five to six days for my final review and I reviewed all the chapters, ITTO, Formulas and Glossary in these days. However, a complete review of both books in two days period was very hectic and stressful experience. However, this has increased my confidence on the day of exam.
Exam Day:
I booked my exam at 9am in at Prometric Center. After fulfilling all formalities I sat for exam;
1. First 15 Minutes
In first two to three minutes I went through the entire tutorial for how to use computer and answers the questions in exam. In next 12 minutes, I wrote down all the important formulas such as Earned value and communication, page 70 of PMBOK.
2. 4 Hours time
Before starting exam I had decided that I would complete 50 to 60 questions in one hour time so that I do not have to rush to complete all the questions quickly but when I finished 50 question in less then 50 minutes then I decided that I would go on like this, 50 questions in one hour and I finished 200 question in 3:20 hours and in next 30 minutes I reviewed the marked questions. Around 13:00 hours time I pressed the End Exam button and after giving feedback regarding facility, finally a congratulation message came up and I thanked God Who had helped me in passing this exam. It’s His blessing because I had requested Him a lot through prayers that I wanted to pass it in my first attempt.
I had asked myself few questions after passing PMP exam for lesson learned purpose and here they are:
Do you think that PMP exam was difficult?
No, if you are well prepared for it. This exam is not that much difficult that it cannot be passed. If you have prepared for the exam and practiced sample questions with good understanding I think you can easily pass it in your first attempt.
Do we need to read many books for Exam Preparation?
No. One more book with PMBOK, which is well recommended and recognized globally is enough. I had a lot of material for exam preparation but I only selected Rita’s PMP as a supplementary book for complete preparation and I was satisfied at the end of the exam.
Do I need to memorize ITTO?
ITTO needs “Fine” preparation. No one can tell me how should I prepare, it’s only me who knows how should I go with ITTO. I understood them thoroughly along with practice.
Do I need to practice sample questions even though I am confident about my preparation?
Yes, you do need to practice sample questions but the important thing is that sample questions should be selected from best available resources. Do not select such type of questions which have more then FOUR CHOICES or have choices like “ALL THE ABOVE” “None of Above” etc.
Secondly, do not rush to finish thousands of questions just for your satisfaction that I have finished 10,000 questions. Try to understand each question and its choices, for example if choice A is correct, why A is correct and other choices are not correct, and if A and C are correct then why one of them is best choice. If you do like this, you will definitely pass your PMP easily.
How many questions are needed for practice to pass my exam?
It really depends on your exam preparation. if you have comprehensive preparation then after practicing few hundred questions you will get an idea about your preparation. Otherwise, practice as much as you can. you should practice the sample questions. Look on web, thousands questions are available for practice.
I hope my lesson learned will help you in the preparation of PMP exam. Goodluck!
Study Plan for PMP Exam
I had divided my preparation into three stages
1. Comprehensive Reading:
Select one more book with PMBOK for PMP exam preparation”. I utilized this suggestion while preparing for my exam and I found it “logical” because in this you have full grip on your exam preparation. But also be aware of the fact that studying too many books at the same time results in the loss of control on your preparation.
PMBOK; I recommend PMBOK book for proper exam preparation. I read this book two to three times comprehensively.
Rita’s PMP Book; I just used it as a supplementary book, I also read it once comprehensively and then consulted it only a couple of times to understand any term or definition not defined in the PMBOK such as theories of Motivation etc. It also helps to understand some tricks to approach the problem/scenario described in the question. This not only improved my confidence but also improved my score in PM Fastrack and Kerzner Exame Prep CD during practicing different questions.
2. “Commit to memory”
There are a few things which need “fine” understanding and then preparation for PMP exam which includes ITTO, Formulas for PMP, Page70 PMBOK and Rita Process Chart and different terms like “Value Analysis” “Monte Carlo Analysis” “Design of experiments” etc to answer many questions in the final exam.
First I understood all the ITTOs and then I practiced them asking myself inputs, output and tool & techniques of different process; memorized Rita’s process chart and Page 70 of PMBOK.
3. PMP sample questions
I practiced questions from the following sources
1. Questions form Rita’s PM Fastrack with answer explanation.
2. PMP sample questions at the end of all chapters
3. Kerzner’s PMP practice questions.
4. Questions from some internet sources
I practiced 2500-3000 questions before my final exam.
Final Review:
I planned five to six days for my final review and I reviewed all the chapters, ITTO, Formulas and Glossary in these days. However, a complete review of both books in two days period was very hectic and stressful experience. However, this has increased my confidence on the day of exam.
Exam Day:
I booked my exam at 9am in at Prometric Center. After fulfilling all formalities I sat for exam;
1. First 15 Minutes
In first two to three minutes I went through the entire tutorial for how to use computer and answers the questions in exam. In next 12 minutes, I wrote down all the important formulas such as Earned value and communication, page 70 of PMBOK.
2. 4 Hours time
Before starting exam I had decided that I would complete 50 to 60 questions in one hour time so that I do not have to rush to complete all the questions quickly but when I finished 50 question in less then 50 minutes then I decided that I would go on like this, 50 questions in one hour and I finished 200 question in 3:20 hours and in next 30 minutes I reviewed the marked questions. Around 13:00 hours time I pressed the End Exam button and after giving feedback regarding facility, finally a congratulation message came up and I thanked God Who had helped me in passing this exam. It’s His blessing because I had requested Him a lot through prayers that I wanted to pass it in my first attempt.
I had asked myself few questions after passing PMP exam for lesson learned purpose and here they are:
Do you think that PMP exam was difficult?
No, if you are well prepared for it. This exam is not that much difficult that it cannot be passed. If you have prepared for the exam and practiced sample questions with good understanding I think you can easily pass it in your first attempt.
Do we need to read many books for Exam Preparation?
No. One more book with PMBOK, which is well recommended and recognized globally is enough. I had a lot of material for exam preparation but I only selected Rita’s PMP as a supplementary book for complete preparation and I was satisfied at the end of the exam.
Do I need to memorize ITTO?
ITTO needs “Fine” preparation. No one can tell me how should I prepare, it’s only me who knows how should I go with ITTO. I understood them thoroughly along with practice.
Do I need to practice sample questions even though I am confident about my preparation?
Yes, you do need to practice sample questions but the important thing is that sample questions should be selected from best available resources. Do not select such type of questions which have more then FOUR CHOICES or have choices like “ALL THE ABOVE” “None of Above” etc.
Secondly, do not rush to finish thousands of questions just for your satisfaction that I have finished 10,000 questions. Try to understand each question and its choices, for example if choice A is correct, why A is correct and other choices are not correct, and if A and C are correct then why one of them is best choice. If you do like this, you will definitely pass your PMP easily.
How many questions are needed for practice to pass my exam?
It really depends on your exam preparation. if you have comprehensive preparation then after practicing few hundred questions you will get an idea about your preparation. Otherwise, practice as much as you can. you should practice the sample questions. Look on web, thousands questions are available for practice.
I hope my lesson learned will help you in the preparation of PMP exam. Goodluck!
Tuesday, April 21, 2009
Perceiving Benefits of Certifications:
Due to increasing challenges in the industries, both the Companies and Professionals have started recognizing the importance and value in the certifications.
Different researchers has reckoned the importance and concluded the following benefits of the Certifications. I hope these would be motivating enough to encourage you for certification.
Benefits of Certifications for Professionals
Global Credentials: Certifications are globally accepted means of establishing as well as assessing the essential set of credentials required for a job.
Increased Skills and Knowledge: Certification holders feel that acquiring a technical certification has made them more confident in their jobs and the work they perform. It improves their problem-solving skills on the job and increased their overall job productivity.
Better Career Opportunities: Getting certified can help enhance career prospects.
Greater Remuneration and Promotions: These are the means for greater remuneration, more challenging job profiles leading to promotions.
Job Security: They provide increased job security.
Respect: Are the means of gaining respect amongst peers and colleagues.
Competence: They are hard evidence to determine the level of competence to perform the tasks assigned or any other tasks to be assigned in future.
Benefits of Certifications for Companies/Organizations:
International Benchmark: They provide the management with an internationally accepted benchmark against which both current and prospective employees can be assessed.
New Market Opportunities: Certifications help organization explore new markets thus broadening their horizons for better market opportunities.
Industry Skill Assessment: Certifications are becoming industry standards skill assessment.
Talent Measurement Tool: They are objective measurements of skills and hence easy to use when it comes to comparing and contrasting the talent pool.
Critical Distinguishing Factor: In some cases it becomes the critical distinguishing factor when candidates have similar skill sets and experience.
Improved Processes: Implementing and practicing industry good and best practices always improves the effectiveness and efficiency of an organization eventually increasing ROI.
Selling Point: Advantage and preference is given for winning contracts and business.
So I will advise don’t wait and think about it. As I have mentioned in my previous posting as one way of going extra mile in your work.
Different researchers has reckoned the importance and concluded the following benefits of the Certifications. I hope these would be motivating enough to encourage you for certification.
Benefits of Certifications for Professionals
Global Credentials: Certifications are globally accepted means of establishing as well as assessing the essential set of credentials required for a job.
Increased Skills and Knowledge: Certification holders feel that acquiring a technical certification has made them more confident in their jobs and the work they perform. It improves their problem-solving skills on the job and increased their overall job productivity.
Better Career Opportunities: Getting certified can help enhance career prospects.
Greater Remuneration and Promotions: These are the means for greater remuneration, more challenging job profiles leading to promotions.
Job Security: They provide increased job security.
Respect: Are the means of gaining respect amongst peers and colleagues.
Competence: They are hard evidence to determine the level of competence to perform the tasks assigned or any other tasks to be assigned in future.
Benefits of Certifications for Companies/Organizations:
International Benchmark: They provide the management with an internationally accepted benchmark against which both current and prospective employees can be assessed.
New Market Opportunities: Certifications help organization explore new markets thus broadening their horizons for better market opportunities.
Industry Skill Assessment: Certifications are becoming industry standards skill assessment.
Talent Measurement Tool: They are objective measurements of skills and hence easy to use when it comes to comparing and contrasting the talent pool.
Critical Distinguishing Factor: In some cases it becomes the critical distinguishing factor when candidates have similar skill sets and experience.
Improved Processes: Implementing and practicing industry good and best practices always improves the effectiveness and efficiency of an organization eventually increasing ROI.
Selling Point: Advantage and preference is given for winning contracts and business.
So I will advise don’t wait and think about it. As I have mentioned in my previous posting as one way of going extra mile in your work.
Tuesday, April 14, 2009
How to define Project Objective and Developing Strategy?
You need to consider the main parameters of Project Management (Time, Cost, Scope and Quality) when you build your project objectives.
Do not forget the main questions WHO, WHEN, WHAT, HOW, WHERE (main questions of PM):
Who is the target group
Where is the target group (geography)
What is the product to deliver
When is the product to be deliver
How is the product to be delivered
Once you have defined this you can start making your WBS. You can use LFA as a tool to identify the problem, goal and objectives for your project strategy, for example:
.jpg)
The strategies you put to achieve your objectives and goal will lead you to put the activities and assign the required resources (human and material).
Do not forget the main questions WHO, WHEN, WHAT, HOW, WHERE (main questions of PM):
Who is the target group
Where is the target group (geography)
What is the product to deliver
When is the product to be deliver
How is the product to be delivered
Once you have defined this you can start making your WBS. You can use LFA as a tool to identify the problem, goal and objectives for your project strategy, for example:
The strategies you put to achieve your objectives and goal will lead you to put the activities and assign the required resources (human and material).
How to define Project Objective and Developing Strategy?
You need to consider the main parameters of Project Management (Time, Cost, Scope and Quality) when you build your project objectives.
Do not forget the main questions WHO, WHEN, WHAT, HOW, WHERE (main questions of PM):
Who is the target group
Where is the target group (geography)
What is the product to deliver
When is the product to be deliver
How is the product to be delivered
Once you have defined this you can start making your WBS. It is suggested that you to be consistent in formulating your proposal and using LFA as a tool to identify the problem, goal and objectives for your project proposal, for example:
VISION -SOLUTION
Cause 1
Cause 2
Cause k
Cause n
PROBLEM
Objective 1
(related to cause 1)
Strategy
Objective 2
(related to cause 2)
Objective k
(related to cause k)
Objective n
(related to cause n)
Strategy
Strategy
Strategy
Strategy
Strategy
Strategy
Strategy
Strategy
Strategy
Strategy
Subscribe to:
Posts (Atom)
