How to manage HR projects efficiently and effectively in your organization - A manual for HR and non-HR professionals
- 1.PROJECT MANAGEMENT HOW-TO-GUIDEHow-to-Guide PROJECT MANAGEMENTHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com
2. How-to-Guide PROJECT MANAGEMENTPROJECT MANAGEMENT HOW-TO GUIDE This Guide is part of the PROJECT MANAGEMENT TOOLKIT. This toolkit helps you to prepare and initiate your HR Projects, keep track of project progress and close and review your HR Projects in a structured and professional manner. Step by step, this Guide describes how to set up your HR Project Charter and conduct a project kick-off meeting, how to conduct regular project update meetings and keep your project plan up to date, how to organize a Lessons Learned Workshop and conduct a Project Closure Meeting. For each step in the Guide, you will be introduced to the relevant tools and templates and how to complete them: a template for your Project Charter, template slides for a Kick-Off Meeting, a Project Milestones Plan Worksheet, and so much more.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 3. How-to-Guide PROJECT MANAGEMENTROADMAP OVERVIEW STEPS FOR MANAGING YOUR HR PROJECTSA. Prepare a high level Business Case and get approval from your Sponsor and the commitment of the Steering CommitteeB. Work out the detailed Business Case & Project Organization & PlanningI. Building your Business CaseA. Conduct a Project Kick-off Workshop to align the Project Team Members with the identified Goals & ApproachB. Work out an Action Plan for each Project StageII. Initiating & Planning your HR ProjectHRM Toolshop, 2013, all rights reservedA. Follow-up on the Action Plan and update the Project Milestones Plan and Project Charter whenever appropriateA. Conduct a Lessons Learned Workshop with your Project TeamB. Conduct Regular Project Status Meetings with the Steering CommitteeB. Conduct a Project Closure Meeting with the Project Steering CommitteeIII. Monitoring & Controllingwww.hrmtoolshop.comIV. Reviewing & Closingthe Project 4. How-to-Guide PROJECT MANAGEMENTUSING THIS GUIDE Our How-to-Guides, such as the one you are currently reading, are limited in application: each customer can consult our How-to-Guides, but they cannot be shared, edited, customized, etc... in any format or context. These Guides only serve as comprehensive manuals for you in applying all the HRM Toolshop Tools & Templates, and should be used for that purpose only. Each of our How-to-Guides is therefore only offered in a non-customizable or non-editable format. On the other hand, you are allowed to use the Tools & Templates for which you bought a license, and customize these to your needs, subject to the limitations under the License. For more information: see our General Conditions on www.hrmtoolshop.com.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 5. STEP I BUILDING YOUR BUSINESS CASEA. Prepare a high level Business Case and get approval from your Sponsor and the commitment of the Steering CommitteeB. Work out the detailed Business Case and the Project Organization & PlanningHow-to-Guide PROJECT MANAGEMENT Critical HR Competencies to have: Business Understanding Communication Analytical Thinking Facilitating & ConsultingI. Build your Business Case HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 6. How-to-Guide PROJECT MANAGEMENTEvery project needs strong sponsorship from someone sufficiently senior in the company. Someone who has the authority to support the project and approve the required budget. Usually this will be a board level director or the CEO. One of the main reasons why projects fail is lack of executive sponsorship. It is therefore crucial to find a sponsor for the project you are about to initiate. Your Project Sponsor will act as your best supporter in the companys senior management, be available for informal meetings and advice during the course of the project and take on a proactive role in helping you gain access to the resources that you need.A. PREPARE A HIGH LEVEL BUSINESS CASE 1The sponsor will normally be the person who instigated the business case. If this individual is not a sufficiently senior manager, you will need to get a more senior sponsor. In establishing the steering committee (see further), there will be opportunity to suggest that one of the steering committee members becomes the formal sponsor for the Project.Tool Reference: Project Charter Template Project Approval Meeting TemplateHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 7. How-to-Guide CHANGE MANAGEMENT...SOME PAGES ARE MISSING HERE... Go to www.hrmtoolshop.com and download the entire How-to-GuideHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 8. STEP II INITIATING YOUR HR PROJECT & FINE-TUNING YOUR ACTION PLANSA. Conduct a Project Kick-off Workshop to align the Project Team Members with the identified Goals & ApproachHow-to-Guide PROJECT MANAGEMENT Critical HR Competencies to have: Planning & Organizing Facilitating & ConsultingB. Work out an Action Plan for each Project StageII. Initiate your HR Project and Fine-tune your Action Plans HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 9. How-to-Guide PROJECT MANAGEMENTA. CONDUCT A PROJECT KICKOFF WORKSHOPTool Reference: Project Kick-Off Workshop Template The purpose of the Kick-Off Workshop is to inform the Project Team Members about the agreed planning and align them with the identified objectives and project approach. Prepare the Workshop by reviewing your Project Management documents (Project Charter, Project Milestones Plan Worksheet, Stakeholder Analysis & Communication Plan Template) and use the key information on the Project in your workshop slides. Send a clear invitation to all Project Team Members describing the objectives and expected outcomes for this workshop and why their participation is critical. Stimulate participation of all Project Team Members and close the workshop with a recreational element to stimulate commitment and encourage teamwork.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 10. How-to-Guide CHANGE MANAGEMENT...SOME PAGES ARE MISSING HERE... Go to www.hrmtoolshop.com and download the entire How-to-GuideHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 11. STEP III MONITORING & CONTROLLING YOUR HR PROJECTA. Keep track of the Project Status and update the Project Planning where necessaryHow-to-Guide PROJECT MANAGEMENT Critical HR Competencies to have: Planning & Organizing Facilitating & Consulting CommunicationB. Conduct Regular Project Status Meetings with the Steering CommitteeIII. Monitor & Control your HR Project HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 12. How-to-Guide PROJECT MANAGEMENTA. KEEP TRACK OF THE PROJECT STATUS & UPDATE THE PROJECT PLANNING WHERE NECESSARY - 1Tool Reference: Status Update Report Template During the Monitoring & Controlling Phase of the Project, you will have to: Track time & expenses spent and progress to plan, Communicate within the team, Report on Status & Actuals and variance from budget/plans, and Manage changes, issues, risks, project quality and deliverables. Conduct regular meetings with the Project Team (e.g. once per week or bi-weekly) and keep them informed about important changes, issues, etc. through emails or any other communication channel appropriate for the occasion.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 13. How-to-Guide CHANGE MANAGEMENT...SOME PAGES ARE MISSING HERE... Go to www.hrmtoolshop.com and download the entire How-to-GuideHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 14. STEP IV REVIEWING AND CLOSING THE PROJECTHow-to-Guide PROJECT MANAGEMENTA. Conduct a Lessons Learned Workshop with your Project Team Critical HR Competencies to have:B. Conduct a Project Closure Meeting with the Project Steering Committee Planning & Organizing Facilitating & Consulting Analytical ThinkingIV. Review and Close the ProjectHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 15. How-to-Guide PROJECT MANAGEMENTA. CONDUCT A LESSONS LEARNED WORKSHOP WITH YOUR PROJECT TEAM - 1 At the end of each project, you should take the time to identify what went well and what could have gone better. Plan a Lessons Learned Workshop with your Project Team to evaluate the Project Results and to thank your Project Team Members for their contributions. The goals of such Lessons Learned Workshop are to:Tool Reference: Project Lessons Learned Workshop Template Get a clear view on the processes and strategies applied during the Project that have led to success; Analyse the potential areas of improvement; Formulate improvement strategies; Thank project Team for their contribution and celebrate the Project Achievements. Prepare the workshop throroughly by reviewing the project business case and the identified project outcomes, cost, planning, resources, etc..HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 16. How-to-Guide CHANGE MANAGEMENT...SOME PAGES ARE MISSING HERE... Go to www.hrmtoolshop.com and download the entire How-to-GuideHRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 17. How-to-Guide PROJECT MANAGEMENTPROJECT MANAGEMENT TOOLS OVERVIEW AVAILABLE TOOLS PER STEP IN THE PROCESS* I. Building your Business Case Project Charter Template Project Approval Meeting Risk Analysis Worksheet Stakeholder Analysis & Communication Plan Project Milestones PlanII. Initiating your Project & Finetuning the Action Plans Project Kick-OffIII. Monitoring & Controlling Status Update ReportWorkshop Project Stage Action PlanIV. Reviewing & Closing the Project Project Lessons Learned Workshop Project Closure MeetingSee also Change Management Toolkit* Each tool is also separately available and fully customizable to your needs. HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 18. How-to-Guide PROJECT MANAGEMENTHRM TOOLSHOP The PROJECT MANAGEMENT TOOLKIT is part of the ORGANIZATION & CHANGE category, where you can also find the related HR Toolkits to further develop your organization: Organization Design Toolkit (under construction) HR Change Management Toolkit Go to www.hrmtoolshop.com for more HR Toolkits & Guides.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 19. How-to-Guide PROJECT MANAGEMENTDID YOU LIKE THIS PRODUCT?Explore hundreds of best practice HR documents & tools on www.hrmtoolshop.comYou can also find us at: HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 20. How-to-Guide PROJECT MANAGEMENTUSER TERMS You liked this template and you want to share HRM Toolshops Products with other HR Professionals or Business Professionals with HR Responsibilities? Thank you for respecting our Intellectual Property Rights and referring other interested professionals to www.hrmtoolshop.com! Reproduction, adaptation or translation without permission is prohibited. All HRM Toolshop products are protected by copyright laws and you do not have the right to sell, relicense, sublicense, distribute or assign any of these Products. For more information: see our General Conditions on www.hrmtoolshop.com. The HRM Toolshop products are HR Tools & Templates provided on an as is basis with no warranties or guarantees, including all express, statutory and implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. HRM Toolshop does not warrant that its Products are accurate, reliable, correct, or applicable to your situation or jurisdiction.HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 21. How-to-Guide PROJECT MANAGEMENTWE WELCOME YOU TO THE HRM TOOLSHOP Together, we combine 40 years of HR experience across industries and geographies.It all started years ago, when we ourselves, as HR Professionals, came to realize the hard way, that it is highly time-consuming to find ready-touse, straightforward HR information on the internet. The option to work with expensive consultancy firms being a budgetary challenge in the economic down-turn, we looked for other EFFICIENT ways for designing and customizing our HR instruments ourselves at a high standard. That is how our idea grew to develop pragmatic and generic how-to HR guides around HOT HR processes, such as Strategic Planning, Change Management, Performance & Talent Management! We also wanted to offer great HR tools & templates that people could download quickly and then customize to their own needs. Just like a very professional Do-It-Yourself store for all kinds of HR issues! To ensure the widely applicable usage of our products, we started connecting with senior HR think alikes across the globe, to help create and/or validate our Toolkits. As you read this, we are producing more practical tools & templates for you with this team. Dont hesitate to send us a query through our web shop if you think of something particular you cant find anywhere! Anne & Tania, Brussels, 2013HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.com 22. WHO WE ARETania acquired 20 years of experience through managing international HR Legal Projects and Talent & Development Programs across industries.How-to-Guide PROJECT MANAGEMENTMy fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding processes and skills. As I moved on in various leadership roles, one of them in the Federal Government, I often was challenged with matching people their competencies in critical roles effectively. Over these years, I gained a lot of experience in Talent Development and Competency Management. At that time, Compliance became an important concern in many organizations, and I decided to obtain a Masters Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my own HR consultancy firm, offering specialized services in Talent Management besides running the HRM Toolshop.I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization Design, Change Management and HR Transformation through theory and practice. Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-toearth, operational side of HR! I took up several international HR Director roles in Europe and the Middle East, in various industries: working within different cultures, and how to apply HR practices across locations became my key lessons learnt those years. Summarizing all the things I saw and experienced during my career up until now would be as follows: Running a Successful Business is Being very Smart about how you manage your People and Starts with Genuine Respect. Any successful HR action will derive from this principle. HRM Toolshop, 2013, all rights reservedwww.hrmtoolshop.comAnne gained 20 years of experience in guiding businesses through change, leadership development and strategic HR planning programs internationally.