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
2. Rachel Gertz Digital PM Trainer and Consultant Co owner Louder Than Ten @thestraymuse @louderthanten
3. brettharned.com
 brett@brettharned.com
 @brettharned Digital PM Consultant & Coach Hi, I’m Brett. digitalpmsummit.com
 @digitalPMsummit pathfinderdpm.com
 @pathfinderdpm
4. Who’s You?
5. Housekeeping
6. Thank you to our sponsors
7. Wifi: mobify-guest Password: gomobile
8. Food + Drinks = Bathroom breaks
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.
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
11. What do you want to talk about today?
12. planning exercise Project
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
14. Review the scenario & Get planning 15 Minutes
15. Five Minutes
16. Regroup
17. Project Managers Communicate For a Living
18. Credit: @brennaheaps, @omniplan
19. Credit: @jennasteckel
20. Credit: @allisin
21. Credit: @arethachoi
22. Communicate in a way that works for everyone.
23. Make a Group Plan
24. Discuss Your Plans 15 Minutes
25. Create a Master Plan 20 Minutes
26. Ten Minutes
27. Snap a photo of your plan
 #everydayDPM and tweet it
28. Present your group plan
29. Project Planning Tips & Tricks
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
31. 5 Steps to Create a Solid Project Plan
32. 1. Research & 
 Pre-planning
33. Know Your Project & Stakeholders Conduct your own research to dig deeper on: • Goals/Outcomes • Partnerships and outlying dependencies • Potential issues and risks
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.)
35. Always Know Your Team • Expertise • Interests • Collaboration and communication styles • Availability and workload
36. 2. Draft your plan
37. Start Rough • General process • Deliverables • Sign offs/Feedback and iteration plans • Resourcing • Deadlines
38. Review ideas with your team.
39. 3. Move in to a planning tool
40. Break tasks in to sections
41. Assign tasks to groups
42. Use notes to clarify tasks
43. Clarify dependencies
44. Show task start and end dates
45. 4. Present and confirm
46. Review the plan with your team again.
47. Confirm it. Deliver it to stakeholders. Explain.
48. Be Sure to Discuss • Review times • Team work times • Dependencies • Time out, meetings, time off • Final deadline • Any assumptions you’ve made
49. 5. Manage and Update
50. Plans change
 constantly.
51. Adapt to Change • Make updates on progress and changes regularly • Communicate changes to your team, partners, and stakeholders • Communicate risks
52. Questions?
54. Let’s Take A Break See you at 2:50 PM
55. Thank you to our sponsors
56. Bullet Proof Communication Plan
57. What’s in a communication plan?
58. Info to client/ stakeholders Info to team Info to management Info to point of contact
59. Stakeholders ?
60. You Your Team Internal
61. Primary: Point of Contact & Client Team Internal
62. Secondary: Execs Owners Internal
63. Tertiary: Board, Legal, Advisors External
64. R A C I esponsible ccountable onsulted nformed
65. Information ?
66. goals project status work breakdown structure meetings & notes resources milestones problems risks changes plan updates expectations roles feedback improvements
67. Channels ?
68. Phone Audio Call Video Call Face to Face <Instant Message> Email
69. Frequency? ASAP Daily Weekly Monthly As needed
70. Styles ?
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
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
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
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
75. How Formal ?
78. You Set the Pace & Tone
79. Questions?
80. Build a plan together 20 Minutes
81. Project Stakeholders Crystal Magden Marketing Director P.O.C. Jenny Cherb CEO Ash Bixby Developer You & Your Team
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
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
84. Regroup
85. What do you do if things go wrong?
86. Find & Fix The Red Flags
87. Scenario One Your P.O.C. is 15 min late for every meeting & needs to leave early.
88. What does it mean? What should you do? What are the risks? How might this change your plan?
89. Scenario Two Long pauses and a cough after you ask a budget related question over audio.
90. What does it mean? What should you do? What are the risks? How might this change your plan?
91. Scenario Three You hear tension on your calls between client and other stakeholders and suddenly they’re not agreeing on project goals.
92. What does it mean? What should you do? What are the risks? How might this change your plan?
93. What red flags do you deal with?
94. Questions?
95. Communication
 Tips & Tricks
96. You spend 90% of your time communicating…
97. Automate ALL the things.
100. TextExpander
102. http://lt10.co/slack-dpm
103. Be Obvious Oh hai
104. Your question is someone else’s, too ?
105. What’s the risk if you don’t? ?
106. Sweet & Simple
107. Questions?
108. You’ve got this.
109. Let’s Have A Drink
110. Q&A (with booze)
111. Thank You! @everydaydpm
112. Thank you to our sponsors