Project Optimization

How long does it take you to change a flat tire? never tried it before. You’re a project manager, try to estimate or ask your team what will be their estimate? And by the way, do you think you’re going to do any better if you do it together with your team? Stay with me and I’ll show you this little pitstop exercise that will teach you and your team to come up with the best possible realistic estimates, and bring the team trust to the next level. This is part of project managers, not pnps course. Hello, and welcome to all project managers talk pmps. My name is Cindy broken, I am a certified recovering project manager and this is my advanced project management course. Last week, we check the math behind the immutable law of project management stipulating that even a carefully planned project will take you twice as long as expected. Today, I will show you how to beat this law, we will learn an exercise a team exercise that will allow you to come up with the best possible realistic estimates and bring your team morale and trust to the next level. Of course, this is part of project management two dot zero, you will be impressed when you try it with your team, how much the difference will be, your estimates will be much better, you will mitigate quite a few risks, and your team will be closer and more aligned. As project managers, often we have to build a team out of a group of almost perfect strangers. So this exercise in the beginning of the project comes in very handy to put together a real functional team. As you are still watching this course, you must be either an aspiring project manager who needs a boost to get started from the right foot. Or you are a manager who wants to do better with your team. In either case, you have a good drive to make it happen. And this is what’s important when you do this exercise with your team. So let’s do it this way. I’ll do it with you as if you are the project team. And that will show you how to do it later on and as soon as possible with your real team at work. Now, how long will it take you to change a flat tire 15 minutes, five minutes, one hour at least going once going twice. Usually I get something between five minutes and 45 minutes, very rarely one hour. And then we do this exercise with the team on the whiteboard will do a small Gantt chart. And only at this stage, we see that we might have missed a few steps here and there that will take the overall estimate High and High and High. And eventually we’ll stop at something that’s realistic 2025 minutes. Next question, how long do you think it takes the f1 team to change the tire? If you don’t know your mask, Google, and Google will tell you that currently it is under two seconds to change all the four wheels. You see anything? Probably not much. So for this particular workshop with my team, I am using a desperately outdated video. When the pitstop was about seven seconds long. They’re in slow motion, we can actually see something and discuss what we are not doing what the guys are doing. But in this particular case, as we’re using project management dot zero, you remember from our last meetings, we’re not asking or answering the question, why not? We’re asking the question How to because with project management to zero, you can do almost anything and that you ever Yes. So let’s watch this video again. And try to find the gap between the f1 team and our team. I have an important remark to make here. For this exercise to work, your team must be fully involved and engaged door prizes help prepare them beforehand and let the team know that they will fall for the best before for the best participation for the most creative innovation for the most valuable suggestion and so on and so forth. You have a good reason to share some of your company’s work with your team. for technical reasons, I will not be able to do this with you today. But to grab your attention, I’ll promise that I will do something for you for this participation. If you subscribe Send me an email with the promotion code. pitstop, I will do a free q seven culture campus assessment for your project team. Just drop me a line. Now we have come to the core of this exercise understanding the gap between the f1 pitcrew performance and your team performance. You may watch the video again with your team and ask the team to highlight what is the gap between your performance and put it on the whiteboard. And apart from the obvious hard stuff like best tools and limited budget and so forth, your team will probably come up with some other observations softstyle like clear roles, which means that people do not step on each other’s toes, but at the same time, nothing is left and attended. Practice, practice and practice practice makes perfect and monitoring while practicing is the best way to improve your performance sustainably. Finally, teamwork corny as it may sound, but team building is necessary to achieve superior results. With that in mind, now that you know how f1 works differently, change in tires at least 500 times faster than you can think of. You may with your team decide not to just change the estimates of every activity on your project Gantt chart, but to go over the entire tire change project plan and maybe come up with even a different sequence of activities. So what would you have done better with the tire change with a flat tire change? After you know all these points, and probably the people will assume that we would have the necessary toolset readily available the jack is in good shape, oil and functions. Well, the spare will doesn’t need additional pressure and your partner passenger knows how to help and when, and so on. Your graph will change after that. And just going through this analysis will improve your time theoretically and practically. Of course, the insights you gain from this tire change exercise will not immediately change the way your team operates, but it will trigger a discussion. And right here after the pitstop exercise you show the team the real Gantt chart or the real project that the team was working on now and ask them using the same lens to look at the real chart if you have no limitations, and what would you do now differently in your role in this project. Inevitably, many suggestions will follow dependent upon the now on the number of people, you may either ask them to hand them in on paper or use sticky notes and stick them exactly right on the Gantt chart that you should have available for the team to use. Another footnote here in large font, this suggestions must be analyzed, reviewed by the leaders of the organization and the feedback provided to the team. If it’s not done, if the leadership of the organization looking at it from the ivory tower, seeing that it’s a little bit naive and useless, then the motivation of your team will plummet and this exercise will do harm not good. But even one of the suggestions that will inevitably follow and you will get one gem it will cover all the possible costs associated with esteem exercise and pay forward for future exercises of the same nature that you should have with your team on a regular basis. Although this exercise, the tie change exercises primarily directed the doers that the frontline workers and the like it generates a lot of transferable insights for all project stakeholders. Let’s watch the video again. And in addition to the laudable behaviors that were already marked on the whiteboard, the f1 team demonstrates effective communication and the team has a clear system of meetings with updates and feedback and actually feedback and recognition is an integral part of a good team’s performance. And now the leadership there is obvious and all above all the above. behaviors are not possible without capable leadership. You’ll see what’s capable leadership, advanced leadership, enlightened leadership Call it whatever you like, you may come up with your adjective which is better than mine, let me know. But what the guy is doing in this video? Is it advanced leaders like farmers, farmers z create conditions for the width to grow. Likewise, my suggestion to you accept this strategy of a leader as a farmer do not do a project scope, deliver the conditions for the project team to deliver the project scope most effectively and efficiently. One final leadership footnote especially if you are ready to embrace this leader like farmer mentality, those of you who will drive this workshops must digest internalize, mechanisms integral natural part of your project work this focus on the positive the how to approach not why not right you remember that focus on the improvements and not on what someone might have done better, or and what will be the punishment for not having done it properly. If you think that those negative things are critical important, leave them for the risk management sessions. And if you don’t have them, come back again. We’ll cover risk management soon. In a typical control chart, there are extremes that are good and striven bad extremes. And unless this was a fatal accident or a near miss, ignore the bad results for now. eliminate all penalties and reprimands focus on the best results, analyze that how to have your team and praise the team. For the results, the tool may cut your initial estimates by 50%. It will also reduce your costs, mitigate your risks and increase safety. But at first, especially at first you will face pushback, especially in the beginning, people are reluctant to participate in the soft team activities. But you will see the results quite soon. And when they see the results they will change their mind. Consider this the most important phase of your project. Because this is where the project management brings the most value, helping your team to develop and to do their ultimate best. Of course, this exercise requires more than 10 minutes in preparation and implementation. Perhaps we should dedicate an entire class to this exercise the tie change to and discuss it in details because it’s extremely important and extremely powerful in performance improvement and team building process. And when properly done, it unites all the stakeholders towards the same project or company goal. But in this class, we are already running out of time. So try it with your team and get in touch with me to share experiences or to ask a question if something doesn’t work the way you expect it. optimization is a phase in project management to the zero project cycle. However, in reality, this is an ongoing process merged with other phases and activities. So we may touch upon this optimization thing next time. And again and again. When we look at the implementation phase of the project management to the zero project life cycle next week. This is part of project managers not PMP is course to stay in the know subscribe to collective