Project Management Crash Course
Once the cast members know their lines, the filming can begin! And once all of your group members know their duties, the actual work on the project can begin, and tasks can be checked off the list.
"We all want progress, but if you're on the wrong road, progress means doing an about-turn and walking back to the right road." - C. S. Lewis
In this phase you will make sure that all tasks have a team member or members, and you will meet regularly to monitor and control project implementation.
Team Tasks
Step One: Assigning Team and Individual Responsibilities
Each person on a team will be responsible for certain activities. If you are working on this alone, you can skip this section.
- Review your activities on your timeline and assign people to the tasks.
- Assign a "Lead" to each activity. This person will be responsible for organizing the activity and assigning work to others.
- Assign "Activity Assistants" to each activity. These assistants are equally responsible for the activity being completed as scheduled. They can be given tasks by the Lead.
- When assigning group members tasks, keep their roles and responsibilities in mind:
Document and Communicate
Communication Manager: Keeps track of the materials, helps coordinate each team’s internal communication through regular check-ins, makes sure that all teams are getting the information they need from each other, if they have dependent deliverables. The communication manager may also communicate with external stakeholders as needed.
The Individual Project Work Report is a helpful tool to keep members focused on their tasks and timelines, and can be used if you like.
Analyze Impact
Time Manager: Helps teams remain on schedule and coordinates schedules between teams that have dependent deliverables. This manager consults with the Project Manager on the overall project schedule and determines how each team’s progress may impact the bigger picture.
Quality & Risk Manager: Helps teams get the supplies or other resources they need to meet their deliverables with a high quality. This manager works with the Time Manager to target additional resources for teams that may be facing schedule challenges, and/or to prioritize resources for deliverables or activities that present a high risk to the project’s success.
Update and Report
Project Manager: Helps keep the project on time, compares information to the original project goals and makes updates or revisions to the Team Tasks as needed. The Project Manager also reports (formally or informally) to the stakeholders, including teachers.
Step Two: Establish your Monitor and Control Cycle
The monitor and control cycle should occur often enough that no single part of the project can get significantly off track in between check-ins. The length of time you set in between check-ins will depend on your project. During these check-ins you will want to touch on:
- Activities, tasks or milestones that were scheduled to occur
- Anything incomplete
- Anything else that has occurred since your last check-in that you did not account for
During these check-ins you will also fill in your Team Tasks chart in order to ensure everyone is staying on track, and set new timelines and tasks where applicable.
- The Time Manager compares the activities' progress against the project schedule to see if the work is ahead (A), behind (B), on (O) schedule. For each activity, the time manage should place an A, B, or O on the chart.
- The Quality & Risk Manager reviews the chart and for any item behind schedule (B) considers the risk to the overall deliverable or anticipates if this item remains behind schedule. The risk can be rated 1–3. Three is the highest risk.
- Review the additional information regarding resources and setbacks on each team’s status report.
- The Time Manager and Quality & Risk Manager discuss the changes that may need to be made to the Project Plan. These could mean increasing resources (more people needed for a team, different supplies) or revising the schedule in some way. The Time Manager and Quality & Risk Manager will need to work together to be sure that the activities with the highest risk to the project are addressed as top priorities, and that those activities are allocated resources first.
- The Time Manager and Quality & Risk Manager use the chart to record any recommended changes and indicate how that change is expected to affect the Activities, Milestones, Deliverables, or schedule.
If you are experiencing any difficulties working with your group members, you may want to take a look at some strategies for the following collaboration skills:
Drawing out and encouraging quiet group members
Handling difficult group members