A Good A Good Beginning Beginning

Makes For A Makes For A Good EndingGood Ending

Old English ProverbOld English Proverb

1. Have Good People1. Have Good People

You can’t have a great program You can’t have a great program without great people in leadership without great people in leadership roles.roles.

Transition and Change needs strong, Transition and Change needs strong, experienced managementexperienced management

Leaders must be “downward” lookingLeaders must be “downward” looking Have an outside “transition” team Have an outside “transition” team

support the programsupport the program

2. Leadership Conference2. Leadership Conference

First two weeks of the programFirst two weeks of the program Team Leads, PM, Key People Team Leads, PM, Key People Mandatory for everyoneMandatory for everyone Establishes the Establishes the

Overall vision Overall vision Processes and proceduresProcesses and procedures WBS/ScheduleWBS/Schedule Staffing planStaffing plan Responsibility MatrixResponsibility Matrix

Culminates in a Kick-off meeting to the Culminates in a Kick-off meeting to the customer and Sr. Managementcustomer and Sr. Management

3. Responsibility Matrix3. Responsibility Matrix

Identify the responsible person for each Identify the responsible person for each detailed activitydetailed activity R – ResponsibleR – Responsible A – AuthorityA – Authority C – CoordinateC – Coordinate I – InformI – Inform

Extremely useful technique for helping Extremely useful technique for helping communication and establishing a communication and establishing a programprogram

Develop the RACI with all the team leads Develop the RACI with all the team leads present present Works out the “inbetween” activitiesWorks out the “inbetween” activities

4. Establish a Business 4. Establish a Business RhythmRhythm Develop a cycle of meetingsDevelop a cycle of meetings

Publish the program calendar and stick with itPublish the program calendar and stick with it Brings immediate order to the programBrings immediate order to the program Suggested meetings are:Suggested meetings are:

Daily Stand-up with PM, Chief Engineer, and Team Leads Daily Stand-up with PM, Chief Engineer, and Team Leads [30 minutes max)[30 minutes max)

Weekly Team Status meeting with PM, Chief Engineer, Weekly Team Status meeting with PM, Chief Engineer, and Team Leadsand Team Leads

Review scheduleReview schedule Review Risk statusReview Risk status Review action item statusReview action item status Discuss and resolve program issuesDiscuss and resolve program issues

Weekly meetings for each teamWeekly meetings for each team Weekly technical exchanges with customerWeekly technical exchanges with customer Weekly PM to customer PM meetingWeekly PM to customer PM meeting Monthly customer Program Management ReviewMonthly customer Program Management Review Monthly company Sr. Management ReviewMonthly company Sr. Management Review Weekly Review boards i.e. ERB, CCB, RRBWeekly Review boards i.e. ERB, CCB, RRB

5. Meeting Minutes5. Meeting Minutes

Take meeting minutes at EVERY meetingTake meeting minutes at EVERY meetingCapture all decisions, discussions, and Capture all decisions, discussions, and

actionsactionsAt meetings, each person will hear At meetings, each person will hear

completely different thingscompletely different thingsEnsures a common understanding of Ensures a common understanding of

discussions, actions, and issue discussions, actions, and issue resolutionsresolutions

Actions go into an action item tracking Actions go into an action item tracking systemsystem

6. Robust Action Item 6. Robust Action Item TrackingTracking

Capture actions from every meetingCapture actions from every meetingEvery action generated needs to have an Every action generated needs to have an

actionee and a due dateactionee and a due dateHave someone in charge of action Have someone in charge of action

itemsitemsEnsures all meeting minutes are written Ensures all meeting minutes are written

and actions are put into the action item and actions are put into the action item repositoryrepository

Generates reports for overdue actions and Generates reports for overdue actions and actions for each personactions for each person

7. Establish a Newsletter for 7. Establish a Newsletter for ProgramProgram

Excellent way to communicate to Sr. Excellent way to communicate to Sr. Management, subcontractor management, Management, subcontractor management, broader community, teambroader community, team

Gives the perception that the program is Gives the perception that the program is professional and run wellprofessional and run well

Suggested topics:Suggested topics: PM Corner to highlight major accomplishments, PM Corner to highlight major accomplishments,

give kudos, spread the vision of the programgive kudos, spread the vision of the program Program Highlights for the monthProgram Highlights for the month Spotlight one person on the program for a Spotlight one person on the program for a

feature articlefeature article Announcements: births, accomplishments of Announcements: births, accomplishments of

people outside work, anniversaries etc…people outside work, anniversaries etc…

8. Empower The Team8. Empower The Team

Push down responsibility and authorityPush down responsibility and authorityBe honest and open – let everyone be Be honest and open – let everyone be

heardheardExciting programs are ones where the Exciting programs are ones where the

culture is entrepreneurialculture is entrepreneurial If team leaders “step back” when If team leaders “step back” when

given authority and responsibility – given authority and responsibility – you have the wrong leadersyou have the wrong leaders

9. Do Lesson’s Learned And 9. Do Lesson’s Learned And Make ChangesMake Changes

Be honest and confront the facts of your Be honest and confront the facts of your programprogram

Good decisions are not possible unless you Good decisions are not possible unless you are looking at the reality of your programare looking at the reality of your program

Make the necessary changesMake the necessary changes Continuous process improvement has Continuous process improvement has

tremendous power!tremendous power! Transformation is gradual without fanfareTransformation is gradual without fanfare People resist change – continuous process People resist change – continuous process

improvement is a steady route towards a great improvement is a steady route towards a great programprogram

10. Days Of Rest10. Days Of Rest

Establish days without meetings Establish days without meetings I do not allow any meetings on FridaysI do not allow any meetings on Fridays

Allows for catch-upAllows for catch-upAllows for PM, Chief Engineer, and Allows for PM, Chief Engineer, and

Team Leads to walk around and talk Team Leads to walk around and talk with the teamwith the team

Allows time for reflectionAllows time for reflection

A Good Start-up…A Good Start-up…

Inspires confidence with the Inspires confidence with the customer, users, management, and customer, users, management, and the teamthe team

People make first impressions of both People make first impressions of both people and a projectpeople and a project

DiscussionDiscussion Roadmap/visionRoadmap/vision Org Chart/Relationship chartOrg Chart/Relationship chart Meeting Minutes out quicklyMeeting Minutes out quickly Intergroup Activities/Cross team activitiesIntergroup Activities/Cross team activities All meetings with agendas/expected outcome of All meetings with agendas/expected outcome of

meetingmeeting 1 page schedule to show roadmap1 page schedule to show roadmap Engage customer at every opportunityEngage customer at every opportunity Clearly define the PM role Clearly define the PM role PM is the buffer between the team and the clientPM is the buffer between the team and the client Action: Determine the next PMI SSC meeting date Action: Determine the next PMI SSC meeting date

in April. Paul Astiz is speaking on starting up a in April. Paul Astiz is speaking on starting up a PMO. Due April 3, 2005 RustyPMO. Due April 3, 2005 Rusty

Action: Chapter meeting to determine direction of Action: Chapter meeting to determine direction of chapter. Due April 10, 2005 Eric Perrellichapter. Due April 10, 2005 Eric Perrelli