Every Day DPM Workshop Vancouver

Build a brilliant project plan & master the delicate art of client and team communication. It’s a Vancouver workshop made just for digital project managers.

Brett Harned and Rachel Gertz bring you the first ever workshop for people who manage digital projects in Canada.

Transcript

1. Vancouver
   Nov 21, 2015
   A workshop for digital PMs
   @everydaydpm
   

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2. Rachel Gertz
   Digital PM Trainer and Consultant
   Co owner Louder Than Ten
   @thestraymuse
   @louderthanten
   

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3. brettharned.com

   brett@brettharned.com

   @brettharned
   Digital PM Consultant & Coach
   Hi, I’m Brett.
   digitalpmsummit.com

   @digitalPMsummit
   pathfinderdpm.com

   @pathfinderdpm
   

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4. Who’s You?
   

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5. Housekeeping
   

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6. Thank you to our sponsors
   

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7. Wifi: mobify-guest
   Password: gomobile
   

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8. Food
   +
   Drinks
   =
   Bathroom breaks
   

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9. Every Day DPM wants to provide a fun, safe event experience for
   all of you regardless of your gender, gender identity and
   expression, sexual orientation, ability, physical appearance, body
   size, race, age or religion. We won’t tolerate harassment of
   participants. If you break these rules, you may be asked to leave
   and barred from future events.
   Code of Conduct
   Text us at
   604-722-7379
   and we will
   immediately
   address the
   situation.
   

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10. Today’s Schedule
    12:20–2:20 Project Planning Workshop
    2:20–2:50 ~Harvest Demo & Break~
    2:50–4:50 Cultivate a Careful Plan for Communication
    4:50–5:00 Wrap up
    5:00–5:15 ~Drink Break~
    5:15–6:00 Boozy Q&A
    

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11. What do you want
    to talk about today?
    

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12. planning
    exercise
    Project
    

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13. How it works
    1. Review the scenario in front of you
    2. Sketch a plan on your own
    3. Group up and discuss your plans
    4. Create one plan with your group
    5. Snap a photo and tweet your plan
    6. Presentations
    

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14. Review the scenario
    &
    Get planning
    15 Minutes
    

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15. Five Minutes
    

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16. Regroup
    

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17. Project Managers
    Communicate
    For a Living
    

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18. Credit: @brennaheaps, @omniplan
    

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19. Credit: @jennasteckel
    

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20. Credit: @allisin
    

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21. Credit: @arethachoi
    

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22. Communicate
    in a way that
    works
    for everyone.
    

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23. Make a Group
    Plan
    

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24. Discuss Your
    Plans
    15 Minutes
    

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25. Create a
    Master Plan
    20 Minutes
    

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26. Ten Minutes
    

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27. Snap a photo of your plan

    #everydayDPM
    and tweet it
    

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28. Present your
    group plan
    

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29. Project Planning
    Tips & Tricks
    

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30. A Good Plan Will:
    • Communicate major deliverables
    • Show the process by which you will provide
    deliverables or features
    • Communicate timing and deadlines
    • Show dependencies
    • Show team roles and assignments
    

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31. 5 Steps
    to Create
    a Solid Project Plan
    

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32. 1. Research & 

    Pre-planning
    

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33. Know Your Project &
    Stakeholders
    Conduct your own research to dig deeper on:
    • Goals/Outcomes
    • Partnerships and outlying dependencies
    • Potential issues and risks
    

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34. Important Factors to
    Discuss:
    • Product ownership and decision making process
    • Stakeholder interest/involvement levels
    • Key outages, meetings, deadlines and driving
    factors
    • Related or similar projects, goals, and outcomes
    • The best ways to communicate with partners and
    stakeholders (meetings, presentations, etc.)
    

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35. Always Know Your Team
    • Expertise
    • Interests
    • Collaboration and communication styles
    • Availability and workload
    

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36. 2. Draft your plan
    

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37. Start Rough
    • General process
    • Deliverables
    • Sign offs/Feedback and iteration plans
    • Resourcing
    • Deadlines
    

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38. Review ideas
    with
    your team.
    

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39. 3. Move in to a planning tool
    

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40. Break tasks in to sections
    

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41. Assign tasks to groups
    

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42. Use notes to clarify tasks
    

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43. Clarify dependencies
    

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44. Show task start and end
    dates
    

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45. 4. Present and confirm
    

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46. Review the
    plan
    with your
    team
    again.
    

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47. Confirm it.
    Deliver it to
    stakeholders.
    Explain.
    

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48. Be Sure to Discuss
    • Review times
    • Team work times
    • Dependencies
    • Time out, meetings, time off
    • Final deadline
    • Any assumptions you’ve made
    

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49. 5. Manage and Update
    

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50. Plans change

    constantly.
    

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51. Adapt to Change
    • Make updates on progress and changes
    regularly
    • Communicate changes to your team, partners,
    and stakeholders
    • Communicate risks
    

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52. Questions?
    

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54. Let’s Take A Break
    See you at 2:50 PM
    

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55. Thank you to our sponsors
    

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56. Bullet Proof
    Communication Plan
    

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57. What’s in a
    communication plan?
    

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58. Info to client/
    stakeholders
    Info to team Info to management
    Info to point of contact
    

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59. Stakeholders
    ?
    

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60. You
    Your Team
    Internal
    

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61. Primary:
    Point of Contact
    &
    Client Team
    Internal
    

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62. Secondary:
    Execs
    Owners
    Internal
    

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63. Tertiary:
    Board, Legal,
    Advisors
    External
    

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64. R
    A
    C
    I
    esponsible
    ccountable
    onsulted
    nformed
    

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65. Information
    ?
    

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66. goals
    project status
    work breakdown structure
    meetings & notes
    resources
    milestones
    problems
    risks
    changes
    plan updates
    expectations
    roles
    feedback
    improvements
    

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67. Channels
    ?
    

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68. Phone
    Audio Call
    Video Call
    Face to Face
    
    Email
    

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69. Frequency?
    ASAP
    Daily
    Weekly
    Monthly
    As needed
    

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70. Styles
    ?
    

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71. Director
    Communication style Strengths Struggles What they want
    Let them talk about it
    Speaks directly
    Bold
    Influential
    Demanding
    Abrupt
    Domineering
    Give options
    Get to the point
    Explain clearly
    

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72. Socializer
    Communication style Strengths Struggles What they want
    Let them be
    a part of it
    Open
    Warm
    Easygoing
    Too transparent
    No filter
    Lacks self awareness
    To feel included
    Broad facts
    Verbalize opinions
    

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73. Thinker
    Communication style Strengths Struggles What they want
    Let them read it
    Speaks directly and
    frankly
    Sometimes forceful,
    abrupt, interrupt
    Give options
    Get to the point
    Explain clearly
    Communication style Strengths Struggles What they want
    Let them read it
    Detail oriented
    Specifics
    Facts
    Too serious
    Introverted
    Passive
    Transparency
    Specifics
    Processing time
    

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74. Relator
    Communication style Strengths Struggles What they want
    Let them feel it
    Speaks directly and
    frankly
    Sometimes forceful,
    abrupt, interrupt
    Give options
    Get to the point
    Explain clearly
    Communication style Strengths Struggles What they want
    Let them feel it
    Empathic
    Expressive
    Supportive
    Submissive
    Soft spoken
    Indecisive
    Relaxed envmt
    Low conflict
    Reassurance
    

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75. How Formal
    ?
    

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78. You Set the Pace
    & Tone
    

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79. Questions?
    

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80. Build a plan together
    20 Minutes
    

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81. Project Stakeholders
    Crystal Magden
    Marketing Director
    P.O.C.
    Jenny Cherb
    CEO
    Ash Bixby
    Developer
    You &
    Your Team
    

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82. Project Stakeholders
    Crystal Magden P.O.C.
    • Strong, direct
    • Detail oriented
    • 7 yrs in digital
    Jenny Cherb CEO
    • Hands off
    • Suggests phone calls
    • Not good at computers
    Ash Bixby Developer
    • Shy, quiet
    • Sometimes doesn’t
    respond to email
    • Meticulous with code
    • Always on time with
    deliverables
    You & Your Team
    • Great visual designer
    • Sometimes forgets meeting dates
    

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83. Stakeholders
    What can we automate?
    What do we have to do
    in person?
    How do we know if
    we’ve communicated
    clearly?
    What channels?
    What format?
    Who will need to know what, when?
    How formal should you be?
    DPM
    

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84. Regroup
    

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85. What do you
    do if things go
    wrong?
    

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86. Find & Fix The
    Red Flags
    

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87. Scenario One Your P.O.C. is 15 min
    late for every meeting &
    needs to leave early.
    

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88. What does it mean?
    What should you do?
    What are the risks?
    How might this change your plan?
    

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89. Scenario Two
    Long pauses and a
    cough after you ask a
    budget related question
    over audio.
    

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90. What does it mean?
    What should you do?
    What are the risks?
    How might this change your
    plan?
    

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91. Scenario Three
    You hear tension on
    your calls between
    client and other
    stakeholders and
    suddenly they’re not
    agreeing on project
    goals.
    

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92. What does it mean?
    What should you do?
    What are the risks?
    How might this change your
    plan?
    

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93. What red flags do
    you deal with?
    

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94. Questions?
    

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95. Communication

    Tips & Tricks
    

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96. You spend 90%
    of your time
    communicating…
    

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97. Automate ALL
    the things.
    

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100. TextExpander
     

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102. http://lt10.co/slack-dpm
     

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103. Be Obvious
     Oh hai
     

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104. Your question
     is someone
     else’s, too
     ?
     

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105. What’s the
     risk if you
     don’t?
     ?
     

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106. Sweet & Simple
     

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107. Questions?
     

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108. You’ve got this.
     

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109. Let’s Have A Drink
     

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110. Q&A
     (with booze)
     

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111. Thank You!
     @everydaydpm
     

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112. Thank you to our sponsors
     

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