Project Pointers
by Marta Brockmeyer, Ph.D.
August 2003 Issue 3
Using Project Management Tools
Now that we have an understanding of the project life cycle and triple constraints, let's begin to think about how to structure our work.
The heart of project management is the work breakdown structure, or WBS. This is simply how the project is organized in terms of tasks and activities.
The WBS shows how the large project goals are actually broken down into chunks-tasks and activities that fit together to create the unique aspect of the project. No matter what other tools are used, all project organization begins with a WBS.
Even if you don't use the WBS label, most of your daily work is approached from this point of view. Whether you think out loud and write notes, make more orderly lists, create an outline on a word processor or construct more formal flow charts, the methods are all graphic representations of WBS. What is different about project management tools is their clear display of relationships. You should be able to look at the chosen tool and quickly understand what is occurring currently and what relationship Task A has to Task B. Returning to the project management definition, it is the interconnectedness of tasks that makes a project different from routine efforts.
Project Example
Project management is more easily understood when you think about a particular project. To help explain the value of the WBS and project management tools, one nonprofit example will be mentioned in upcoming newsletters. In this example, Marilyn Cramer is in charge of planning a volunteer recognition luncheon that will be held on June 13.
With the news that she was now project manager on top of all of her other ongoing duties, she might very well have panicked. But Marilyn knew that she could succeed in her new role by applying project management theories and tools.
Work Breakdown Structure
To get started, Marilyn began making notes and lists of the key components of the project. She asked herself what steps were necessary to meet the June 13 deadline, then made sure each was listed somewhere on her sheet of paper. While this initial brainstorming was necessary, her notes were not organized in a way that was very helpful for such a large project. A more meaningful way to lay out the work chunks is found in Figure 1 on the back page.
The WBS consists of six large activity areas, or twenty tasks. This may still sound like a lot of activity, but twenty is a manageable number for consideration. At the top of the Figure 1 structure, the broad project responsibilities are outlined in boxes 1.0 through 6.0. Under each numbered box, a column of related numbers appears. These boxes represent related tasks that fall under the more broad activity. While each of these boxes no doubt has many tasks under it, the project WBS should not be too detailed. It is best used as a simple outline document for the work.
The WBS should be distributed to everyone involved with any aspect of the work. In a large project, the project manager should concentrate on the top layer of boxes and not "micromanage" every single detail in each box. But in smaller organizations, many projects are smaller in scope and may involve a handful of people. In those cases, the project manager may be involved in almost everything.
While this example shows the project structure, each person assigned to the project may create an individual Work Breakdown Structure. Again, the project manager may not need to see the paperwork for each person's separate process, but he or she does need to be assured that all tasks will be completed on time, within budget.
Now, please think about a project currently on your desk. Stop and create a WBS for your project. You will need to complete this planning document before continuing with the work described in the next newsletter and let me know if you need help in the meantime.
Five reasons to plan:
- You're more likely to achieve your goal
- You avoid false starts
- You can link multiple activities
- Everyone can share the vision
- You create a map of the project.
| A project is an organized, temporary endeavor that creates a unique product or service. | |
Want to learn more about Project Management?
Here are a few of Marta's fall training dates:
September 17
Miami Valley Resource Conservation and Development Council Springboro, OH
Sept. 21, 22
International City/County Management Association
Charlotte, NC
October 14
American Red Cross, National Volunteer Management Conference
Cincinnati, OH
October 31
National Association of Social Workers, Missouri Chapter
St. Peters, MO
November 5
Ohio Valley Resource Conservation and Development Council
Portsmouth, OH
November 19
Maumee Valley and Erie Basin Resource Conservation and Development Councils
Findley, OH
