Chapter 3.5 Flashcards
define active problem solving?
-ability to understand the problem, identify a vaible solution, then implement the solution
-requires clear understanding of problem
-viable solution focusus on more than just the problem
what are some of the most commonly used problem solving tools and techniques
-root cause analysis (ID underlying cause, using tools like Ishikawa/fishbone, or “5 why’s)
-SWOT analysis
-Mind mapping (creating visual representation of ideas/info related to problem, used to organize thoughts, ID relationships between different ideas)
-decision trees
-Force-field analysis (ID factors that are driving/resisting change/assess potential impact of change)
what are some key factors and questions to consider when evaluating the effectiveness of a project meeting?
-Objectives (were they met)
-Attendance (right group)
-Preparation
-Time management (run efficiently)
-Communication
-Participation
-Action items (clearly ID’d and assigned to appropriate people)
-Feedback
what is involved in the project kickoff meeting?
-communicating projects intent
-explain roles and responsibilities
-expectations for stakeholders
-how project will be executed, monitored, and controlled
-some have it right after project initiation, but usually deeper into project when pm and team have created clear vision of where the project is going
difference between risk ID and risk management?
-Risk id deals with actually identifying risks
-risk mgmt is how to manage, monitor, and track risks
what happens is a risk planning meeting?
-stakeholder analysis
-define stakeholder appetite
-create risk mgmt plan
-define cost/schedule for risk mgmt activities
-assignment of risk responsibilities
Risk management planning also defines and tailors what for a project?
-risk templates the project should use
-definitions and terms for risk levels
-probability according to risk type
-impact of the risks
-guidelines for the probability and impact matrix to be used during risk analysis
what happens in a stakeholder identification meeting?
-help PM and team realize expectations and interests of stakeholders
-ID and document different roles, type of stakeholders, differing objectives, interests, and inputs for the project
what are the five engagement levels for stakeholders?
-Unaware (doesnt know about project/effect it’ll have on them)
-Resistant (knows/doesnt want it)
-Neutral (knows/neither supports/resists)
-Supportive
-Leading (knows/supportive/working to make it successful)
who can help to develop the stakeholder engagement plan?
-Senior mgmt
-consultants
-project team
-leaders within organization
-other PMs with similar project experience
-other experts
-goal is to include as many readily available experts to help you accurately plan an approach to engage stakeholders
what formats can stakeholder meetings take?
-traditional conference room
-focus groups
-panels
-one on one
-etc
what is a tool for larger projects and lots of different stakeholders?
-Stakeholder engagement assessment matrix
-defines all stakeholders/engagement levels
-labeled “C” for current engagement level and “D” for desired
What are communications meetings?
-determine whether current communications approach is working
what happens in the cost management plan meetings?
-cost mgmt plan relies heavily on this
-with key stakeholders and SMEs
-theyll guide and direct about org’s environment, similar projects, help with EEF and OPA youll adhere to in cost management
what are some analytical techniques to analyze anticipated cost of the project, the return on investment, and how the project should be funded?
-Self funding (org pays with their cash flow)
-Funding with equity (org balances expenses with equity in their assets)
-funding with debt (org pays with loan/line of credit)
what are valuable reasons to have face to face meetings?
-enhanced communication
-relationship building
-immediate feedback and clarification
-improved problem-solving and decision making
-increased accountability
-reduced miscommunication
-enhanced creativity and innovation
what is the best communication type for project communications?
face-to-face
what are some tools and techniques used for knowledge management?
-Networking (live and web based)(informal conversations and open-based questions can provide knowledge)
-Communities of practice (Special interest groups, live or web-based)
-Meetings (both live and web-based)
What is the point of project charter meetings?
-bring together stakeholders, project sponsors, and team to discuss, develop, and approve the charter
-stakeholders discuss objectives, requirements, success criteria, assumptions, constraints, and all aspects of project
what are the general purposes of focus groups?
-gather feedback
-understand perspectives
-validate assumptions
-generate ideas
-build relationships (show stakeholders their opinion and perspectives are heard and valued)
what are standup meetings AND what are the purposes?
-short, daily meetings held to provide an update on progress of a project
-provide daily update
-facilitate communication
-improve accountability
-highlight dependencies (helps id potential roadblocks/delays/everyone is aware of role in project)
-ID risks
what is the AGILE daily standup meeting?
-every day during the sprint is the DAILY SCRUM
-15 minute meeting
-each team member says what they accomplished since yesterday, what today is, who they need to see, encountered any issues
-called daily standup because they stand up
-stakeholders invited, but dont speak
what is brainstorming/ground rules for brainstorming?
-creative problem solving technique used to generate large number of ideas in short period of time
-led by facilitator
-negative responses/criticism NOT ALLOWED
-allowed to say anything, even unrealistic/absurd
-all ideas are recorded without any assumptions
what are the uses of brainstorming?
-problem-solving
-decision-making
-risk management
-requirements gathering
-team building
