Digital PM Workshop | Digital PM Summit 2016

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DIGITAL PM WORKSHOP DIGITAL PM SUMMIT :: SAN ANTONIO PRESENTED BY BRETT HARNED  [email protected] | @brettharned 

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AGENDA 1:00-1:30 1:30-3:00   3:00-3:20 3:20-4:45 4:45-5:45 5:45-6:00 6:00-8:00  Introductions, Groups Estimating Projects Exercise  Break Project Planning Exercise PM Challenges Discussion & Presentation Q&A Happy Hour

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TODAY IS ABOUT: LEARNING SHARING PARTICIPATING DEBATING

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FACT: NONE OF US ARE MANAGING PROJECTS THE SAME WAY.

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IT’S OKAY

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GROUPS! HYBRID? WATERFALL? AGILE? Kanban - Scrum - No Estimates - Sprints - Backlogs Milestones - Dependencies A little bit to this, a little bit of that…

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SAY HELL0. WHERE YOU WORK. YOUR TITLE/ROLE. WHAT YOU LIKE ABOUT DPM.

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ESTIMATING & SCOPING EXERCISE + + + + + + + ?

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WHAT WE’LL DO: • Review a project scenario • Discuss and estimate the project together • Present and discuss estimates as a larger group • Create project plans as groups • Present and discuss plans as a larger group

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QUESTIONS?

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YOUR PROJECT:  OBERLIN COLLEGE new.oberlin.edu/arts-and-sciences/ COLLEGE OF ARTS & SCIENCES

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No content

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YOUR CLIENT IS ASKING FOR: • A completely new, responsive website: • Revised IA • New look and feel • Refreshed content • A modern CMS Pretty much everything…

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WITH GOALS TO: • Go responsive! • Increase applicant diversity • Decrease email and call volume for confused applicants • Make prospects more excited about Oberlin

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AND THEY WANT IT IN: SIX MONTHS

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flickr.com/photos/joebenjamin/5009411920 AND YOU’RE LIKE…

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“IT’LL BE FAST AND CHEAP, RIGHT?” - EVERY STAKEHOLDER

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flickr.com/photos/joebenjamin/5009411920 AND AGAIN YOU’RE LIKE…

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NO MATTER WHAT, WE HAVE TO FIGURE IT OUT.

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Given your chosen method, how will you estimate the work and articulate the scope?

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ESTIMATE & SCOPE THE PROJECT 20 MINUTES

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REMEMBER, IT’S JUST AN EXERCISE!

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FIVE MINUTES

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REGROUP

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LET’S DISCUSS

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FOR MY WATERFALL & HYBRID PEEPS

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ARTICULATE EFFORT • Dissect the project, issue, or feature • Discuss goals, timeline, resources • List assumptions • Think about • Stakeholders, partners involved • Team availability and expertise level • Estimate in the open • Compare notes & discuss

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A Work Breakdown Structure (WBS) is a method by which you can visually represent the composition of a project by breaking down all project stages and aspects into their smallest possible components.

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WORK BREAKDOWN STRUCTURE

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WORK BREAKDOWN STRUCTURE: MOVING SEARCH Decide on neighborhood - 1 day Find Realtor - 1 day  Look on realtor.com - 2 days  In-person visits - 12 days BUY Loan approval - 5 days  Make an offer - 2 days  Conduct inspection - 1 day  Settlement - 1 day  MOVE Hire movers - 1 day  Pack boxes - 5 days Get new keys - 1 day Pay movers - 1 day  MOVE - 2 days Total Time: 16 days Total Time: 9 days Total Time: 10 days

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BREAK EVERYTHING DOWN IN TO SUB TASKS

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SEEMS EASY, RIGHT? If you get stuck: • Don’t be afraid to ask questions • Get granular • Ask colleagues for opinions • Check project histories (if you have them) • Remember it’s just an estimate!

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FOR MY AGILE PEEPS

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ARE AGILE PROJECTS EASIER OR HARDER TO ESTIMATE?

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How do I calculate the cost of my agile project if I don’t do all up front planning?

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1. DEMAND A DEDICATED TEAM

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2. CALCULATE TIME-BOXED ITERATIONS

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IN OTHER WORDS… How much does it cost for your whole dedicated team to work on only one project for one month?

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THINGS TO CONSIDER • What roles do you need? • How much time is considered “full time” • Think about company meetings, management tasks, etc. • Will your team be truly dedicated? • Will there be holidays or time off? • Is there a blended rate for the team?

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2. MULTIPLY THE TIME-BOXED ITERATION TO FIT YOUR PROJECT SCHEDULE

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2 WEEK SPRINTS  1 RESOURCE, 1 SPRINT=$5,000  6 MONTHS=12 SPRINTS 1 RESOURCE, 4 WEEKS=$10,000 4 RESOURCES, 12 SPRINTS 4 x $5,000=$20,000x12

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$240,000 PROJECT COST=

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IT WILL NEVER BE PERFECT

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THIS ALLOWS YOU TO SAY: “Our agile release planning session says the Oberlin College website redesign project will take 12 sprints, totaling $240K. Is that estimate in line with what you’ve budgeted?”

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THIS ALLOWS YOU TO SAY: “Sure, Sir Stakeholder, we can add that last- minute request. However, the team says that will take another sprint to complete it as you’ve requested, so the change in project cost will be $20k. Can you authorize the additional budget?”

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THIS ALLOWS YOU TO SAY: “Team, we have to be ruthless about bugs. Any bug that prevents us from going live will cost us $20K in an extra sprint, and you all know our bosses—or our clients—will not be happy about that.”

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THIS ALLOWS YOU TO SAY: “I know we are falling behind, but If we extend the iteration until we feel we are done, I have no way of forecasting the financial impact. However, if we simply extend the project by one extra sprint, I can tell you it will cost exactly $20K.”

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AGAIN. IT WILL NEVER BE PERFECT BUT HAVING BACK UP SURE HELPS.

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SCOPING/ESTIMATING RECOMMENDATIONS • Create small teams to help scope new projects • Create a routine for initiating and scoping new projects (Project intake questionnaire, scoping sessions, an agenda item on team meetings, etc.) • Communicate about expectations around scope and deadline, and use that to create estimates

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http://teamgantt.com/guide-to-project-management/how_to_estimate_projects/

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QUESTIONS?

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BREAK 20 MINUTES

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GROUP PLANNING EXERCISE +

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A complete redesign of Oberlin College’s website We must have a new site in place in 6 months from today The core stakeholders are a web committee, chosen by the College You’re responsible for UX, design, content, and front- and back-end code. THE PROJECT: YOU WILL: • Sketch a plan • List your assumptions CONSIDER: • Process • Tasks & Effort • Roles and Resources • Risks • Stakeholders & Feedback

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PLAN THE PROJECT 20 MINUTES

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A complete redesign of Oberlin College’s website We must have a new site in place in 6 months from today The core stakeholders are a web committee, chosen by the College You’re responsible for UX, design, contet, and front- and back-end code. THE PROJECT: YOU WILL: • Sketch a plan • List your assumptions CONSIDER: • Process • Tasks & Effort • Roles and Resources • Risks • Feedback timing

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FIVE MINUTES

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REGROUP

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PROJECT PLANS ARE A FORM OF COMMUNICATION

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Credit: @brennaheaps, @omniplan

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Credit: @jennasteckel

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Credit: @allisin

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Credit: @arethachoi

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Credit: @trello

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COMMUNICATE IN A WAY THAT WORKS FOR EVERYONE

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FOR MY WATERFALL & HYBRID PEEPS

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PROJECT PLANNING  TIPS & TRICKS

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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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5 STEPS TO CREATE A SOLID PLAN

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1. RESEARCH &   PRE-PLANNING

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KNOW YOUR PRODUCT & STAKEHOLDERS Conduct your own research to dig deeper on: • Goals/Outcomes • Partnerships and outlying dependencies • Potential issues and risks

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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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ALWAYS KNOW YOUR TEAM • Expertise • Interests • Collaboration and communication styles • Availability and workload

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2. DRAFT YOUR PLAN

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START ROUGH • General process • Deliverables • Sign offs/Feedback and iteration plans • Resourcing • Deadlines

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REVIEW YOUR IDEAS  WITH THE TEAM

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3. MOVE IN TO A  PLANNING TOOL

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BREAK TASKS IN TO SECTIONS

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ASSIGN TASKS TO GROUPS

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USE NOTES TO CLARIFY TASKS

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CLARIFY DEPENDENCIES

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SHOW TASK START &   END DATES

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4. PRESENT & CONFIRM

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REVIEW THE PLAN WITH YOUR TEAM AGAIN.

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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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CONFIRM IT. DELIVER TO STAKEHOLDERS. EXPLAIN.

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5. MANAGE & UPDATE

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PLANS CHANGE  CONSTANTLY!

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ADAPT TO CHANGE • Make updates on progress and changes regularly • Communicate changes to your team, partners, and stakeholders • Communicate risks

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QUESTIONS?

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FOR MY AGILE PEEPS

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ADAPTING SCRUM TO CLIENT WORK

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1. IDENTIFY ROLES

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ROLES OF SCRUM • Product Owner • Scrum Master • Development Team • Client • PM • Development Team

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2. DEFINE YOUR CADENCE

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CEREMONIES • Sprint planning: A team planning meeting that determines what to complete in the coming sprint. • Daily stand-up: Also known as a daily scrum, a 15- minute mini-meeting for the software team to sync. • Sprint demo: A sharing meeting where the team shows what they've shipped in that sprint. • Sprint retrospective: A review of what did and didn't go well with actions to make the next sprint better

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BE SURE TO SET CLEAR EXPECTATIONS ABOUT WHO WILL ATTEND EACH CEREMONY.

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2. SET GROUND RULES

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THINGS TO CONSIDER • Additional stakeholders (and the weight of their opinions) • How you will account for feedback • How you will keep clients in the loop regarding budget and risks • Launch dates: Beta? Final?

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BE A STICKLER FOR THE RULES.

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CARRY ON & PLAN

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PROJECT SCENARIOS DISCUSSION & PRESENTATION

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DPM CHALLENGES

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WHAT ARE THE BIGGEST CHALLENGES YOU FACE ON PROJECTS?

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CLUSTER BY CATEGORY TECHNICAL  SKILLS SOFT SKILLS like managing people,  dealing with clients, etc. like process, estimating, etc.

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LET’S DISCUSS

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WE ALL SHARE THE SAME CHALLENGES. LET’S FIX THEM TOGETHER.

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COMMON PROJECT SCENARIOS

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RISKY BUSINESS: You’re relying on stakeholders to deliver content on a weekly basis, but they haven’t sent anything to your team yet…and it’s been 2 weeks. Late content is ALWAYS a problem on web projects. How can you, as a project manager, help to communicate the issue and its effects on the project? 1.

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CREATE A PARALLEL PROCESS FOR CONTENT ON EVERY PROJECT

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CREATE A PARALLEL PROCESS FOR CONTENT

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GET AN EARLY START WITH CONTENT.

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WORK CONTENT INTO THE DESIGN PROCESS

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Set expectations early! Understand how much content you need to support, and how it logically fits together.     That will help you to determine what needs to be written, and who will write it. INFORMATION ARCHITECTURE

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This is the short copy and clear language used to help your users understand the experience. Know that short does not mean easy!    Gain consensus early, but know that the risk of changing labels is low.    NAVIGATION & LABELING

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LONG-FORM CONTENT It takes time to thoughtfully write or rewrite content for a website. Not only do you need to consider the actual writing process, you must account for the time needed to properly review, edit, and approve the content.

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CMS Your CMS can only support your content needs when those needs are clearly defined and shared. If you can select a CMS early on, you can make content decisions in tandem with building the CMS.

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ARTICULATE NEEDS EARLY. ASSIGN RESPONSIBILITY. FOLLOW-UP. COMMUNICATE RISKS.

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6 TIPS TO MANAGE RISK

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1. IDENTIFY RISKS EARLY LIST YOUR ASSUMPTIONS. TALK ABOUT WHY THEY ARE RISKS.   WHAT DOES THAT MEAN FOR THE PROJECT?

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2. BE INCLUSIVE ENSURE YOUR WHOLE TEAM & STAKEHOLDERS ARE AWARE OF ALL PROJECT ACTIVITIES

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3. COMMUNICATE MAKE IT A TOPIC OF DISCUSSION; ADD IT TO STATUS REPORTS

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4. ANALYSE & PRIORITIZE UNDERSTAND IMPACTS  & IDENTIFY POSSIBLE RESPONSES

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5. CLARIFY OWNERSHIP WHO CAN HELP AVOID THE RISK BECOMING A TRUE ISSUE? HOW?

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6. NEVER IGNORE KEEP THEM IN WRITING. MAKE SURE OTHERS ARE AWARE. TRACK THEM.

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SPEAK UP ALWAYS

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QUESTIONS?

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Q&A

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THANK YOU! brettharned.com [email protected] @brettharned pathfinderdpm.com @pathfinderdpm