Project planning
Careers information, advice and guidance (CIAG) Part of the BPN Boost provision
Welcome & Introductions (PowerPoint will be shared & a Podcast is available)
AIM & OBJECTIVES Aim To develop the ability to plan and structure projects using recognised tools and techniques, engage stakeholders effectively and evaluate project success within an organisational context.
Objectives •Understand the key components of project planning in an organisational context L5: K9, K25, S21 L7: K5, S2, S13 •Identify and apply project planning tools and techniques L5: K6, S5, S8 L7: K7, S3, S10 •Evaluate stakeholder engagement strategies and negotiation techniques L5: K10, S16, S17 L7: K12, S17, S20 •Assess project success L5: S10, S12, S15 L7: S1, S4, S7
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Every child able to receive an excellent education, regardless of background. Work Together Act with Every education professional supported to beIntegrity their best.
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Our Core Values Inspire Learning We aim to change lives for the better by inspiring and developing colleagues working in education. As a team and a network, we inspire each other to grow personally and professionally. Work Together Across the network, personal relationships and collaboration are at the heart of what we do. We show care and support for our candidates, partners and colleagues, and we go the extra mile to get things done. Act with Integrity We can be trusted, and we do what we say we will. We are open and straightforward, tackling challenges head-on rather than avoiding them. We treat each other with respect and dignity. Strive for Excellence We have high expectations of ourselves and others. We invest and innovate to deliver the best learning, systems and outcomes. We keep things simple, use evidence and embrace change to achieve our best.
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Classroom poll… How do you feel about project planning? A.
I have plenty of experience and know (& have used) a range of project management tools.
B.
I have some experience and know of some project management tools (maybe not used them).
C.
I have limited experience of project planning or knowledge of specific project management tools.
D.
I have no experience of delivering projects or knowledge of project management tools.
Aim To develop skills in planning a project, evaluating tools and techniques and assessing stakeholder and organisational needs.
Breakout rooms
Introduce yourself to the group • • • •
Discuss what you already know about project planning Any examples of a project you have already managed? What went well? Even better if..? What KSBs do you think you need to develop?
1. Understand the key components of project planning in an organisational context Resource 1 contains the in-depth detail for each of these headings
Project planning components 1. Project scope
5. Communication plan
2. Timeline & schedule
6. Roles and Responsibilities
3. Budget
7. Work breakdown structure (WBS)
4. Risk management
8. Resource management
2. Identify and apply project planning tools and techniques (Resources 2, 3, 4 & 5)
SWOT analysis A SWOT analysis is a strategic planning tool that helps organisations assess their internal strengths and weaknesses and external opportunities and threats, providing a framework for making informed decisions and developing effective strategies.
PESTLE analysis A PESTLE analysis is a strategic management tool that helps an organisation understand and assess external factors (Political, Economic, Social, Technological, Legal and Environmental) that can impact their operations and strategies.
Risk register A risk register is a project management tool that documents and tracks potential risks, their likelihood, potential impact and mitigation/contingency strategies, serving as a central repository for identifying and managing risks throughout a project's lifecycle.
GANTT chart A Gantt chart is a project management tool that visually represents a project's timeline, tasks and their dependencies, using horizontal bars to show start and end dates, duration and progress.
Project planning scenarios (Resource 6) Breakout rooms Introduce yourself to the group • • • •
Consider each of the four scenarios Which planning tool do you think is the best fit for each? Why? Make a note of your choices (for a poll after the breakout rooms)
Project planning scenarios (Resource 6) Breakout rooms Introduce yourself to the group
• • • •
Consider each of the four scenarios Which planning tool do you think is the best fit for each? Why? Make a note of your choices (for a poll after the breakout rooms)
Classroom poll… Which project planning tool did you choose? Scenario A: Hybrid working rollout Scenario B: Induction overhaul
Scenario C: Departmental relocation Scenario D: Launch of a mentoring scheme
3. Evaluate stakeholder engagement strategies and negotiation techniques (Resource 7) Stakeholder matrix (Mendelow, 1991) A stakeholder matrix is a project management tool that helps identify, analyse and prioritise stakeholders based on their influence and interest in a project, allowing for better communication and engagement strategies.
High power
Low power
High interest
Manage closely Keep fully informed, consult regularly, involve in decision-making.
Keep informed Provide updates, listen to feedback.
Low interest
Keep satisfied Engage selectively, provide key info, monitor concerns.
Monitor only Minimal effort, keep an eye on changing needs.
Breakout rooms • Use a stakeholder matrix (Mendelow, 1991) to assess/evaluate the influence and interest of your key stakeholders • Identify as many stakeholders as you can • Place in the appropriate quadrant • Consider what communication/negotiation strategies you would use • Why?
High power
Low power
High interest
Manage closely Keep fully informed, consult regularly, involve in decision-making.
Keep informed Provide updates, listen to feedback.
Low interest
Keep satisfied Engage selectively, provide key info, monitor concerns.
Monitor only Minimal effort, keep an eye on changing needs.
3. Evaluate stakeholder engagement strategies and negotiation techniques (Resource 7)
4. Assess project success (Resource 8)
Key areas to assess Scope
Stakeholder satisfaction
Timeline
Risk management
Budget
Team satisfaction
Quality
Resource utilisation
4. Assess project success (Resource 8)
Tools and techniques for assessment Surveys
Performance metrics
Post-project reviews
Data analysis
Project management software
4. Assess project success (Resource 8)
Remember to… Define success criteria upfront
Track progress regularly Communicate effectively
Be open to feedback
AIM & OBJECTIVES Aim To develop the ability to plan and structure projects using recognised tools and techniques, engage stakeholders effectively and evaluate project success within an organisational context.
Objectives •Understand the key components of project planning in an organisational context L5: K9, K25, S21 L7: K5, S2, S13 •Identify and apply project planning tools and techniques L5: K6, S5, S8 L7: K7, S3, S10 •Evaluate stakeholder engagement strategies and negotiation techniques L5: K10, S16, S17 L7: K12, S17, S20 •Assess project success L5: S10, S12, S15 L7: S1, S4, S7
Learn. Share. Grow.
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