Points make Projects - Managing workload using project points

Managing workload of a project manager is a tricky task and with that can be easily thrown a curveball with unexpected project issues or internal challenges. In my presentation I’ll be going through tips and tricks to identify in advance the scale of the project management required in any project and how to manage this alongside true capacity and the inevitable challenges that crop up.

Transcript

1. Points make projects M A N A G I N G Y O U R W O R K L O A D W I T H P O I N T S Vicky Walsh
 Twitter: @vkw91
2. o f Praesent commodo cursus magna, vel scelerisque nisl consectetur et. Cras justo odio, dapibus ac facilisis Mail app Praesent commodo cursus magna, vel scelerisque nisl consectetur et. Cras justo odio, dapibus ac facilisis Music/Audio 10 years experience in digital Ran digital transformation projects for some of the UK’s biggest brands Currently manage the projects team at CPL Online - we build engaging e-learning platforms for the hospitality sector Check out what we do: cplonline.co.uk Senior Project Manager That’s me
3. So what are we going to cover? A quick snapshot into the next 30 minutes. d 7 Why our workload is just as important to manage Why points and how do they help? The black magic behind the points An easy 1 2 3 to implement points in your life ! /
4. First up, what do we do? really, what do we actually do?
5. First up, what do we do? really, what do we actually do?
6. First up, what do we do? really, what do we actually do?
7. A piece of planned work or an activity that is finished over a period of time and intended to achieve a particular purpose C A M B R I D G E D I C T I O N A R Y W H A T I S A P R O J E C T ?
8. Why manage our workload? " The more effective we are, the more effective the delivery team is " And the more effective the delivery team is, the better the commercial outcome " BUT! Most importantly for our own 
 mental health and well being
9. Yerkes-Dodson Law Quality of Performance Low Stress Mid Stress High Stress
10. Why workload is important Project Manager 3 years experience Sarah Project Manager 2.5 years experience Tom 7 active projects Surface level at capacity In reality, has plenty of time in the day 5 active projects Surface level has capacity In reality, struggling with workload
11. The truth is, not 
 all projects are created equal. We assume they are, but that just makes an ass out of you and me!
12. In order to understand our capacity, we need to first understand our projects in the real context.
13. 3 Simple Steps The size and complication of any project in the context of 
 managing comes down to 3 simple variable factors. People # Stakeholders and the team around you Technical $ Are we in the comfort zone of what we do? Size Matters ! Are the budgets and scale aligned?
14. understanding the people +1 How tech savvy is the client? Technical Ability Does this line up with your natural communication style Communication preference +1 Are you dealing with a fellow PM to align plans or are you managing both parties? PM to PM? +1 Is Senior Management directly involved in the performance of the project? Connections & visibility +1 Is it a relationship new or an existing partnership? Business relationship +1 Do you have an internal champion for the client such as an Account Manager? Internal Stakeholders +1
15. understanding the people • Stakeholder is a PM - will coordinate client side • AM Team engaged in project • Known relationship 1 Point 1 2 3 4 • Similar working style to client • External stakeholders for 2 integrations 2 Points • Senior management require daily updates • Multiple contacts and departments - not one single point of contact 3 Points
16. understanding the tech Does the existing platform have technical debt which may 
 cause additional challenges? Technical Debt +1 Has this type of project been delivered before within the business? 
 Was it a success? Is it unknown? +1 We all know our top performing developers - are they part of the development team or are you working with a more junior team? Do you have ‘A team’ devs? +1 How many third party integration are required? Are they well documented? Integrations +1
17. understanding the tech • Don’t know what or how 3 Points Foggy Project • Know what and how 1 Point Paint by Numbers • Know how but don’t know what 2 Points Movie • Know what but not how 2 Points Quest How What E D D I E O B E N G
18. £ understanding the scale Is this only an MVP or phase one? What’s the future? +1 What’s the budget? *Remember the commercial budget 
 may not be the amount of hours required to deliver the project. Budget +1 Is this part of a bigger strategy or programme of work with likely impacts? How many moving parts? +1 +1 Is the size of the work actually manageable with the day to day resource you have? Will it wipe your 
 studio resource?
19. So, how does all this add up?
20. adding it all up s Simple brochure website, but there are 4 stakeholders who 
 will need to be engaged for content but have little time. Project 2 - Brochure Website 3 1 1 5 d Sales driven website with two integrations - one with an internal system and another with a well known CRM system Project 3 - Website with CRM integrations 3 2 2 7 f Pushing the boundaries of the tech team and a much larger project than ever taken on before by the business. Many stakeholders and many integrations. Project 4 - New bespoke transactional portal 4* 3 3 10 H Simple one off email campaign Project 1 - Email Campaign 1 1 1 3 Comms Tech Size
21. Ball Ache Factor! For those unsaid political moments
22. Making sense?
23. Why workload is important Project Manager 3 years experience Sarah Also a Project Manager 2.5 years experience Tom Project Points: 35 Project Points: 28 April 0 2.5 5 7.5 10 April 0 2.5 5 7.5 10
24. Managing projects is handling change and risk*. 
 
 By highlighting the risk areas of a project, 
 we see the true scale of the task of the 
 project manager * Remember Risk is simply uncertainly - its not always a bad thing
25. So how much can I handle? There isn’t a hard and fast rule to this - sorry!
 
 As a starting point however: Junior Project Managers - 20 points Project Managers - 35 points Senior Project Managers* - 40 points
26. It won’t fix everything with your workload
27. Marginal gains is not about making small 
 changes and hoping they fly. Rather, it is about breaking down a big problem into small parts in order to rigorously establish what works and what doesn't. M A T T H E W S Y E D
28. A few tips! The four D’s: Delete, Do, Delegate, Defer Zero Inbox Eat that frog Sharing is caring! 

29. our team 3 things to take away 7 Context is key - by highlighting risks areas in projects, we can understand how much time is required to manage them! v It takes time. Calculating your workload is only the start. Make 1% improvements to help handle your project challenges. . Feeling Stressed? Talk! Never suffer in silence if you are feeling the strain of your workload. You have a team around you to support you!
30. Any Questions? T H A N K S F O R L I S T E N I N G !