Module 2: Task & Project Management Flashcards
What is it to be Effective?
To be effective means to be able to produce a desired or intended result.
What does it mean to be Efficient?
To be efficient means to achieve maximum productivity with minimum wasted effort or expense.
What is a Project? (4 things encompass)
- Has a clear timeframe- beginning and end therefore are temporary
- Has a Specific Predefined Purpose. Objectives are set at the beginning:
i.e. time, cost, quality, outcomes - Has Distinct Outcome creating something new or modifying something. Has a high impact so risk is involved
- Is Multistep - involves multiple tasks and therefore requires a team not just one.
What is a Task? (4 things encompass)
- Is a Single Step
- Is more routine, ongoing & operational in nature
- Has limited impact or risk
- Usually completed by one person
Management as it relates to this Module means what?
Process of controlling things, not just reserved for those with “manager” in their title. You can’t control everything, but the goal is to learn how to control the areas you are responsible for so you can have a sense of ownership and achieve better results
Project Management
2.2
Is Project Management a narrow job field?
No, it is a field of study unto itself and can be found in many different industries
What is PMI?
The Project Management Institute is the leading professional membership association for project, program, and portfolio management profession. Offers the PMP certification= Project Management Professional Cert
What is the role as an acting Project Manager? (3)
- Manage all aspects of the project from beginning to end
- Lead and coordinate all efforts of the team
- Meet stated objections and constraints
In other words: - Manage the project
- Manage the team
- Meet the objectives
Who is the Project Owner?
The person who initiates or sponsors the project and defines high-level requirements. They are our “customer.” Their role is to influence the team and remove barriers to completion
Who are the Stakeholders?
The people who are impacted by the project. i.e. could be a certain area of the business like employees or leadership OR it may be external customers.
What are the 10 areas Project Managers need to know and understand?
- Integration- Knowing each part that makes up the whole
- Cost
- Human Resources
- Stakeholder Management
- Scope
- Quality
- Communications
- Time
- Procurement- every activity involved in obtaining the goods and services needed for the project, including sourcing, negotiating terms, purchasing items, receiving and inspecting goods as necessary and keeping records of all the steps in the process
- Risk Management
What does Scope refer to?
The goals and parameters of a project.
What 4 overall skills do Project Managers have?
- Organized
A. The are methodical. Follow systems and processes. Always know where a project
stands and are able to cut through the chaos and disorder. - Time Managers-Effective
A. Understand how long it will take to complete the project. Know how to prioritize
effectively and use resources wisely. Understand it is better to plan something and
take the time to do it verses jumping in and messing up. - Communicator-Excellent
A. They are direct, specific, and clear. Remain composed under stress, and are
politically adept (See flashcard 15) - Follow Up-Diligent
A. Monitor, track, assess, and get status updates on all areas of the project continuously. Can provide an immediate accurate update if asked about any area of the project at any time.
What does Politically Adept mean?
Being able to manage competing demands without caving into pressure, able to influence and persuade others, able to negotiate assertively when needed
What are the 4 Objective Facts that dictate the Success or Failure of a Project? (know for exam) 🧵
- Was it completed?
- Was it completed on or under budget?
- Was it finished on time?
- Did it meet the original goal or stated business objective?
What are the 4 Common Reasons Problems Occur during a Project? (1)
- Lack of Process - Examples: Lack of a timeline or failure to adhere to it or doing tasks out of order = Disaster
2 Why Problems?
- Scoop Creep or Change- Happens when the critical elements as in the goals or parameters of a project are constantly changing or expanding. i.e. Dog in painting.
Happens when insufficient planning on the front end or because of poor alignment processes (not all of the stakeholders are on the same page before the project launch).
3 Why Problems?
Failure of others to do their part. Every person must follow through on their own responsibility. If don’t whole project can go off track. Can be on the PM due to lack of communication or clarity on requests, requirements, and deadlines OR it can fall on the team members due to busy schedules or lack of commitment because don’t value the project.
4 Why Problems?
Budget & Time Underestimation : Happens because of poor management and decision-making processes. Also due to lack of controls- When the timeline or the budget are not managed effectively, they can get out of control. These things just need oversight.
The Stages of a Project
2.2.2
According to PMI, what are the 5 Distinct Stages of a Project?
- Initiating
- Planning
- Executing
- Monitoring and Controlling
- Closing
Specific Example of Project
Project Manager: Lady doing the training videos
Project Owner: ASAP
Stakeholders: Me and others receiving the training
Deliverables: Slides, Training Videos, and training materials
Scope: 60 minutes to discuss each module
What is the first stage and what does it entail?
Stage 1 Initiating: Most Important part
A. Referred to as the Scope of the Project. Clearly establishes
what the project entails and what it DOES NOT entail.
B. Deliverables are Defined by PM- What are the specific,
tangible outcomes produced as a result of the project?
Also Constraints are defined by the PM such as budget
and deadlines
C. PM identifies all stakeholders and business owners along
with team members needed to complete the project.
What is Stage 2 and details?
Stage 2 Planning:
A. Specific Tasks are defined and milestones or phases
established. The PM collects, organizes, and prioritizes all of
the tasks within the project.
B. Knowing how long each task takes is paramount to
establishing the timeline. Safety
margins must be included. Best practice is to include a
50% Safety Margin w/ each task.
C. Take into consideration existing workload of team members. This may take speaking
with each member to get a realistic timeline
D. Understand Precedent and Dependent Tasks (see next 2 cards).
🧵What is a Precedent Task?
A task that must be completed before another is started
🧵What is a Dependent Task?
A task that depends on the completion of another task.
🧵Concurrent Task
A task that can be completed at the same time as another task.
🧵Safety Margin
50% additional time added to estimates to deal with unexpected
What is Stage 3 and details?
Stage 3 Executing: Communicating to others their job
A. Tasks are assigned along with constraints (deadlines and budgets) to team members.
Note: Administrative Professionals struggle with above because they don’t have a title of “manager” and feel it falls outside of their scope of authority. Be at rest: if given this role, you are given all aspects of PM. It is called “Indirect Authority.” When in doubt ask and verify. If team members understand managers have given you indirect authority, they are more willing to submit.
B. Task assignment along with constraints need to be specific and direct: What needs to be done and when. Always make certain there is understanding and agreement.
C. Document verbal communication in writing: i.e. : “ Just to confirm what we spoke about this morning…”
What is Stage 4 and details?
Stage 4 Monitoring and Controlling
A. Ensuring everything is on target and the project is being executed according to plan
1. Never assume team members are completing their tasks on schedule.
2. Always ask questions and offer assistance.
3. Be an accessible leader who diligently and consistently monitors progress. Don’t
micromanage but trust team and just check in frequently.
4. Communication is Essential in this stage (see 4 successful communication
strategies after 5th stage).
What is the 5th and final Stage of a Project and 3 things a project manager does?
Closing:
Project is complete but PM still has work to do. They:
1. Verify specified outcomes were reached
2. Fix any problems
3. Evaluate Results
Also can collect data about what did work and didn’t work. Also debrief the team to discuss the process and lessons learned.
Lastly: PM: Congratulates, thanks, and rewards team for a job well done.
What are 4 Successful Communication strategies in Stage 4 of a project?
* one of these is something you need to ascertain using communication
- Formal Project Meetings:
Should be regular and in person. Allows everyone to give a status update of where they are, what they are working on next, ask questions, gain clarity, brainstorm about how to overcome obstacles and ask for assistance if needed.
Good idea for PM to update all project planning materials and tracking notes to reflect where things are then can share with team. Like a Recap
2 of Successful Communication
- Informal Communication:
Team members should do throughout the project via phone, email, IM, in person etc. PM needs to keep the communication lines open so everyone feels included as to where the project stands and what needs to be done.
3 of Successful Communication
Regular Status Updates:
Should be done with team members throughout the project. Request one BEFORE an upcoming deadline. Check ins on budgets and other restraints frequently too. PM should always have a general idea of where everyone is at with tasks at hand.
4 of Successful Communication
Shared Documentation:
Helpful communication tool so different teams can know the status of a particular part of a project and know when they can begin their part etc. This should be easily accessible to all involved by sharing planning and tracking documents.
Why are Tools for Managing a Project Useful?
Used to assist PM in Organizing, Assigning Tasks, Monitoring Progress, and Communicating with the team.
What are the 4 Most Popular Tools for Managing?
#1
***Just know these 4 options for the TEST!
- Microsoft Project-
More complex PM tool. Used for analyzing & tracking workload, Charting and Visualizing chain of events, budgeting and scheduling.
2 Popular Tools for Managing
- Gantt Chart-
Most popular for traditional PM. Provides a high level visual road map of a project . Can see entire project at a glance:
a. What the various activities are
b. When each activity begins and ends
c. How long each activity is scheduled to last
d. Where activities are scheduled to overlap and by how much
e. The start and end date of the whole project
3 Popular Tools for Managing
- Google Docs-
Online tool that offers cloud mgmt. of documentation. Team members can create, share, edit files quickly and easily anywhere at any time using one central storage location. It is “alive”. This protects from duplication or different version of work too.
Popular Tools for Managing
#4 & #5
- Basecamp- SAS Solution
Web-based PM system that offers a complete suite of tools made to manage every aspect of a project. Collaboration is as simple as logging in to a website - Microsoft Office
Task Management
2.3
What is Task Management?
Even though tasks are single-step actions that are usually done by one person they still need to be managed. Some tasks are more complex and can be considered mini projects, but most are single-step. Tasks are usually assigned at a rapid fire pace and need to be done quickly. As an admin, this is an essential part of my role but can be overwhelming due to the sheer volume of them.
What is first part of Task Management?
Task Collection and Organization. The most used form of task collection is making a list.
1
What are 6 very basic keys to remember when making a list?
Step 1: Collect Everything
1. Do not rely on your memory! Take the time to write down and capture any and all tasks you are responsible for
2 List Making
Step 2: Electronic vs. Paper
Personal preference and work environment. Some companies encourage their employees to use certain systems for certain things. Others leave it up to you.
Paper is the easiest to use vs. some of the cumbersome electronic forms and sometimes these aren’t available for easy access, where as paper is.
Most AP’s use a hybrid- just need to be clear on what you keep where.
i.e. : Use Outlook to remind of time sensitive tasks, reoccurring tasks and schedule a pop up on computer screen the day before it’s due for a reminder. Maybe use paper to capture the one off requests that are due in a day or two.
Important: No matter what combo you use and how, make a choice and stick with it for at least 30 days.
3 List Making
Master vs. Daily Lists
Many AP’s find it helpful to have a master list(electronic) and a daily list(paper?)
What is a Master List?
Has every single task on your plate at any given time. Could be over 100 items. This could include tasks that are immediately due, routine tasks, items due weeks -> Months in the future, or even “Someday” tasks that don’t have a specific due date but that you don’t want to forget about. Easiest to handle on an electronic system
This is HUGE and only to be used as a snap shot. That is why you have the Daily Task List. At end of day, check your Master Task List to see what you might tackle tomorrow.
Place these items on your Daily Task List which can be put on a piece of paper and thrown away at the end of next day. Then you can delete them off of your master list if not a routine task.
4 List Making
Define Next Actions by specially writing down what you need to do. Example: Collect receipts from John
What is a Next Action?
The next action is the physical, visible activity that needs to be done in order to move the current reality to completion.
*Any task on my list should be a one-step act of forward movement.
*Should start with an action verb. Like: “Collect receipts from Doug.” This gives me a very clear action and helps me know the time and attention that will be needed to carry out the task.
5 on List Making
Refer to it Frequently
A task list is an ever changing, living document. Look at it all the time!
Review Master List at the beginning and end of every day. The daily list should be present and referred to frequently as it tells you where to go and what to do. Immediately update the list when needed so it always reflects your current circumstances.
6 on List Making
Cross Things Off:
A Critical part of task management and should not be overlooked.
1. Ensures you don’t duplicate something
2. Ensures you have an accurate view of your workload
3. Give you a powerful sense of accomplishment & motivation
TASK PROCESSING STRATEGIES
2.4
What is a task processing strategy?
The act of actually doing the work and the process behind doing that act. There are strategies to this process to help increase efficiency and effectiveness which increase your overall productivity at work
What is Multitasking and is it good why or why not?
It is the act of performing two or more tasks at the same time. It is actually counterproductive and can do more damage to your performance than good. Only 2.5% of people in controlled studies can multitask without performing worse at either task.
What is Switchtasking?
This is what we do when we multitask- rapidly switch from one task to another. Both require our attention and therefore both are diminished because you can’t accurately give your attention to either. Only 2.5% of people can do this without compromise.
What is Background Tasking?
Tasks that can be done simultaneously because one or both do not require mental effort. It is an awesome way to increase effectiveness and efficiency without compromising time or performance.
Example: Organizing desk while on a conference call.
What is Serial Tasking?
Taking one task at a time in order of priority. Produces much higher quality of work in less time.
What is a key skill to develop when doing tasks?
🧵David Allen calls this what? (Know for TEST)
Concentration
🥋Rapid Refocus: You give your focus entirely to one task allowing a smooth transition to the next task repeating the focus. Then one task doesn’t interfere with the next.
Like a martial artist fighting 4 dudes. Fighting one at a time takes them all out.
What is Batching?
Working on similar tasks one after another to make better use of your time.
Each task has a ramp-up time(setting up) to “get in the groove” as well as a slow-down time at the end of the task (tearing things down or closing things out etc.) i.e. working on Excel spreadsheets or putting a marketing packet together.
Can batch by location too. When go to the copy room- take all of the things you need to copy. Same w/ fax machine etc.
What are some examples of tasks that you can Batch? (10)
- Cleaning
- Data Entry
- Filing
- Making Phone Calls
- Meetings
- Planning
- Emails
- Researching/Reading
- Reporting
- Writing
What is Time Blocking
Blocking out a specific time in the day to accomplish a given task.
Use your calendar to block off uninterrupted time for specific tasks but remember to be flexible. Allot for breaks and interruptions as this is normal work life.
What is Parkinson’s Law? (know for Test)
Says that work will expand or contrast to fill the time available for it’s completion. This means if you have all day to complete one task, it will take all day to do it. In contrast if you assign the same task an hour, you will be more likely to focus and complete it in an hour. 🤯🤯🤯
You can get as much done in a 40 hour workweek that is time-blocked as you would in a 60+ hour workweek that is unstructured!
What are two good results of putting a time block task on your calendar?
It emphasizes the importance of the task because of the concentrated time-block you created and it increases the likelihood of getting it done in a timely manner.
Systems Improvement- In general, What is a system in regards to tasks?
A system is the existing process by which you do the task. It is the established way of doing things.
Some are defined by your company and some are ingrained due to being passed down and it is just the way you do it.
Some systems in a company are deeply entrenched but may not be the most effective way of doing things. Advanced AP will find a way to address such problems and improve them.
What are 5 characteristics(5 C’s) of an Effective System? (know for TEST)
They are:
1. Clear- The established guideline for who does what, when and how is defined
2. Consistent- The established guidelines are followed the same way each time
3. Correct- They yield the same desired outcome each time, if not they are adjusted
4. Consensual- Every party agrees to use the system as defined
5. Concrete- The system is documented on paper/computer not just in the heads of a few.
What are the 4 steps to take when you want to Improve an existing System?
- In order to improve an existing system it must first be clearly documented. Take time to do the task, writing down every single step as if an outsider was going to do it. Time consuming but can’t take short cuts. (Think of B Braun’s Training Manuel).
- After doing this, go back and follow your steps to see what needs to be corrected or added. Ask a co-worker to do it as well.
- Once documented you will notice gaps, overlaps, and inefficiencies. On paper you see things that are unnecessary.
Note** Must also remember systems are not in a vacuum. They are a part of a complicated web that allow company to thrive. Others may be using the system and it may be in place for reasons beyond your awareness.
4. Must gain as much understanding of the context of the system within your company before making changes. So share with management your improvements/suggestions before diving in.
What are 4 questions to ask yourself when considering improving a System?
- How can I make this process more efficient?
- How can I create better results? (decrease errors, improve quality?)
- How can I save money?
- How can I use technology to make this easier, faster, more automated?
