The Value of Project Templates

from "Method123"

Most Project Managers have old documents lying around, that they refer to when starting new projects. But it takes time to sift through it all to find what you need, only then to have to rewrite it all for your new project. That's where templates come in useful. So read on to learn...

The Value of Project Templates

We're often asked "Why are templates so valuable" so we thought we'd answer the question in this newsletter. There are 5 great reasons why managers and teams find templates so useful. Here they are:

They save you time

On every new project, you have to create new documents to plan, track and report on status. This takes time, especially when many of the documents you create are going to be a one-off. So to save time, use templates to create your documents quickly and easily.

If the templates you use have been well written, then they should be pre-formatted with all of the sections, tables, charts and forms you need. This way, you can avoid having to spend time formatting your documents and purely focus on completing the content. On average, most people save 25% of their time completing project documents, by using properly formatted templates.

They give you direction

In addition to saving you time, well written templates step you through the sections needed to write your document from start to finish. They tell you what you have to write, how and where. They give you direction, so it's crystal clear what has to be done to complete your document.

They make it easier

In short, a good quality template will make the task of creating a project document as easy as 1-2-3. You don't have to stress about what needs to go in your document, how to format it or how to write it up. The template will tell you what information needs to be entered, and it should include practical examples to help you along the way.

They boost your quality

It makes sense that if you use high quality templates, then you will generate high quality documents. High quality templates should be professionally designed, written by experts and aligned with worldwide standards.

They give you confidence

Have you ever been asked to write a document that you're unfamiliar with or have never written before? If so, then you can use a template to get the document layout, tables, charts and completion instructions at your finger tips. All you need to do is to fill-in the gaps. By using templates to complete new documents, you will gain a higher level of confidence in your work, helping you to excel in project management.

Method123 Project Templates save you time and effort creating documents for projects. They are exceptionally high quality and give you the confidence to help you deliver your projects successfully. Whether you're a novice or an expert, you'll find these templates valuable.

Buy the Project Management Kit from Method123.com today.

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The Essential Steps to Managing Projects

from "Method123"

Want to improve your success in managing projects? If you do, then read this newsletter which describes...

The Essential Steps to Managing Projects

There is so much to learn to become a great project manager. You have to juggle time, money, people, equipment and materials. To do it all, some people feel like they have to be a miracle worker! But it's not the case. Just take these essential steps...

Initiate Carefully

When you start your project, wind it up slowly. Define the process by which you're going to manage your project from start to finish. Adopt a Project Life Cycle so you know what you have to do and by when. Then take these steps:

1. Define the project goals, timeline and schedule
2. Quantify the amount of resource you need
3. Specify the project scope and deliverables
4. Decide if you need to outsource to a supplier
5. Recruit your team and set up a project office

Plan In Depth

Then identify all of the tasks needed to complete your project. Prioritize them and calculate how long each will take. Create a detailed project schedule, so you know what you have to do, when and how. Then take these steps:

6. Identify the number of resources you need
7. Set a budget and plan your expenditure
8. List the deliverables and set quality targets
9. Plan your communications so everyone is informed
10. Decide how you are going to manage risks, changes and issues

Execute Swiftly

The next step is to execute your plan quickly and efficiently. This is the longest phase in the project, so you need to work smart to complete this phase on time. Take these steps:

11. Record time spent by your team completing tasks
12. Frequently check your actual vs. planned progress
13. If you start falling behind, take action or get help
14. Resolve risks, issues and changes quickly
15. Keep your team motivated by rewarding good performance

Close and learn

When you've produced all of your deliverables and handed them over to your sponsor or customer, you're ready for closure. Do this by releasing project staff, contractors, suppliers and equipment. Then close your project office and handover documentation. Take the time to identify your lessons learned, as these will be invaluable to your next project.

These are the essential steps in the Project Life Cycle. If you want to learn how to complete these steps in more depth, then download the MPMM Methodology. Whether you're a novice or an expert, you'll find it valuable. Buy the MPMM Project Methodology today.

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Is There Time For Everything?

from F. John Reh - About.com Management Guide"

Time. Never seems to be enough of it. Wish I could make more hours in the day sometimes. Our lead article this week is about different tools to help you make the most of the time you do have.

It's a good thing you're learning how to make better use of your time because there is always something else you have to master to be a good manager. This week we look at two of them, the soft skills requires and the communication skills required of good managers.

Finally, I want to thank all of you who responded to our "best excuses for being late for work" question in last week's newsletter. We got some very interesting responses. If you want to add one or see what your peers wrote go to Late For Work Excuses. There's one there I'm not sure I believe, but most are pretty good.

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The 5 Goals of a Project Manager

from "Method123"

As a Project Manager, you need to manage people, money, suppliers, equipment—the list is never ending. The trick is to be focused. Set yourself 5 personal goals to achieve. If you can meet these simple goals for each project, then you will achieve total success. So read on, to learn...

The 5 Goals of a Project Manager

These goals are generic to all industries and all types of projects. Regardless of your level of experience in project management, set these 5 goals for every project you manage.

Goal 1: To finish on time

This is the oldest but trickiest goal in the book. It's the most difficult because the requirements often change during the project and the schedule was probably optimistic in the first place.

To succeed, you need to manage your scope very carefully. Implement a change control process so that any changes to the scope are properly managed.

Always keep your plan up to date, recording actual vs. planned progress. Identify any deviations from plan and fix them quickly. Use Project Templates to get things done faster.

Goal 2: To finish under budget

To make sure that your project costs don't spiral, you need to set a project budget at the start to compare against. Include in this budget, all of the types of project costs that will accrue, whether they are to do with people, equipment, suppliers or materials. Then work out how much each task in your plan is going to cost to complete and track any deviations from this plan.

Make sure that if you over-spend on some tasks, that you under-spend on others. In this way, you can control your spend and deliver under budget.

Goal 3: To meet the requirements

The goal here is to meet the requirements that were set for the project at the start. Whether the requirements were to install a new IT system, build a bridge or implement new processes, your project needs to produce solutions which meet these requirements 100%.

The trick here is to make sure that you have a detailed enough set of requirements at the beginning. If they are ambiguous in any way, then what was initially seen as a small piece of work could become huge, taking up valuable time and resources to complete.

Goal 4: To keep customers happy

You could finish your project on time, under budget and have met 100% of the requirements-but still have unhappy customers. This is usually because their expectations have changed since the project started and have not been properly managed.

To ensure that your project sponsor, customer and other stakeholders are happy at the end of your project, you need to manage their expectations carefully. Make sure you always keep them properly informed of progress. "Keep it real" by giving them a crystal clear view of progress to date. Let them voice their concerns or ideas regularly. Tell them upfront when you can't deliver on time, or when a change needs to be made. Openness and honesty are always the best tools for setting customer expectations.

Goal 5: To ensure a happy team

If you can do all of this with a happy team, then you'll be more than willing to do it all again for the next project. And that's how your staff will feel also. Staff satisfaction is critical to your project's success.

So keep your team happy by rewarding and recognizing them for their successes. Assign them work that complements their strengths and conduct team building exercises to boost morale. With a happy motivated team, you can achieve anything!

And there you have it. The 5 goals you need to set yourself for every project.

Method123 offers templates to help you work smart to meet your goals. Watch the video or download the Project Management Kit today.

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Results, Not Just Processes

from F. John Reh - About.com Management Guide

In the current economic climate it is especially important to stay focused on results. Procedures are good in cases where companies are short-staffed and people are doing multiple jobs for which they are not fully trained. But don't let procedures get in the way of the desired results.

Manage to the desired end result. Use processes where they help. Ditch the processes that aren't getting you where you need to go. Read this week's first article for more specifics.

I really depend on my laptop. It gives me the freedom to work from almost anywhere and makes me more productive. However, some people take that concept too far. Read our second article about people taking laptops to bed.

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