Storytelling with Data to Make Decisions | Google Project Management Certificate

Understanding Data and Data-Informed Decision Making

Introduction to Data-Driven Decisions

• Elita Walker introduces the concept of data and its role in decision-making throughout project journeys, addressing questions on how to effectively use data in projects.

• Emphasizes the ubiquity of data in daily life, from sports statistics to health monitoring, highlighting its relevance in various contexts.

The Role of Data in Job Matching

• Discusses how online job search platforms utilize user-entered data (experience, location, qualifications) to suggest suitable job matches, illustrating a practical application of data-driven decisions.

Project Data and Its Importance

• Outlines the significance of project-related data in preventing issues and achieving success metrics.

• Introduces storytelling as a method to communicate project insights effectively, enhancing stakeholder engagement through compelling narratives paired with data.

The Volume and Nature of Data

• Highlights the staggering amount of data generated daily (2.5 quintillion bytes), setting the stage for understanding what constitutes 'data'—a collection of facts or information.

• Provides an example involving a runner using GPS watch data to track performance over time, demonstrating personal applications of data analysis.

Business Applications of Data Analysis

• Explains how companies leverage customer behavior and demand data for service improvement and product development.

• Uses Netflix as an example that employs data intelligence to enhance user experience by predicting viewer preferences based on historical viewing patterns.

Benefits of Using Data in Project Management

• Encourages project managers to utilize daily data for informed decision-making regarding problem-solving, performance understanding, process improvement, and user comprehension.

Practical Example: Plant Pals Project at Office Green

• Illustrates how analyzing customer buying patterns can inform better inventory decisions for tropical plants based on sales trends.

Improving Processes Through Data Insights

• Discusses how tracking task completion rates and issue escalations can reveal areas needing process improvements within project teams.

Metrics: Measuring Progress and Efficiency

Understanding Metrics in Projects

• Defines metrics as quantifiable measurements used to assess business objectives; emphasizes their variability depending on selected goals per project.

Types of Project Metrics

Productivity Metrics:

• Describes productivity metrics that measure progress over time including milestones (key points indicating progress), tasks (activities with deadlines), projections (predicted outcomes), and duration (total time required).

Key Definitions:

• Milestone: Significant point indicating progress or completion within a project's timeline.

• Task: Specific activity that must be completed within a designated timeframe.

Understanding Project Metrics

Productivity Metrics

• Duration is crucial for project completion, milestones, and meeting deadlines; it can be measured in hours, days, weeks, months, or years.

• Key productivity metrics include milestones, tasks, projections, and duration.

Quality Metrics

• Quality metrics focus on achieving acceptable outcomes and include the number of changes, issues, and cost variance.

• Monitoring the number of changes helps identify risks and inconsistencies from initial project requirements.

• A change log records notable changes to communicate with stakeholders about delays or increased costs effectively.

• Cost variance compares actual spending against budgeted costs; for example, exceeding a budget due to unexpected attendees at an event illustrates this metric's importance.

• While common quality metrics are tracked by project managers, many more exist that can inform decision-making.

Tools for Data Management

• Sophisticated software like Workfront and Jira aids in tracking activities and measuring project health through readable results.

• Data visualization tools such as Tableau help in analyzing data effectively.

Identifying Important Data

Understanding Signals in Project Management

• Recognizing signals that indicate potential problems is essential for maintaining overall project health.

• A signal is defined as an observable change that can highlight early signs of issues within a project.

Prioritizing Data Collection

• Observing team productivity helps identify which tasks contribute most significantly to overall goals; this prioritization informs data collection efforts.

• Focus on collecting data that stakeholders value most; understanding their concerns allows you to prioritize relevant metrics effectively.

Case Study: Managing Stakeholder Concerns

• In a scenario where a manufacturing company aims to release a product by Q3 but faces budget overruns while being ahead of schedule highlights the complexity of managing multiple signals.

How to Use Data Analysis for Project Management

Identifying Areas for Improvement

• Focus on signals from relevant data to identify and prioritize areas needing improvement, especially regarding stakeholder requests that may hinder meeting deadlines.

• Maintain an updated project plan accessible to all stakeholders, providing a high-level overview of project priorities and success criteria.

• Utilize available data points effectively by concentrating on tasks that significantly impact project goals while aligning with stakeholder priorities.

Making Informed Decisions Through Data Analysis

• Understand the importance of data analysis in project management for making informed decisions throughout the project's lifecycle.

• Relate personal budgeting experiences to project management; just as one adjusts spending habits based on budget reviews, project managers must analyze data to inform decision-making.

• Define data analysis as the process of collecting and organizing information to draw conclusions, solve problems, and support business goals.

The Role of Qualitative and Quantitative Data

• Recognize that businesses use data analysis to uncover insights and patterns that drive results; gathering data is only part of the equation—analysis is crucial.

• Example: A rideshare company analyzes rider behavior during peak hours to improve customer support by tracking relevant metrics like traffic times and driver availability.

• After analyzing demand patterns, solutions such as offering incentives can enhance driver participation during peak times, leading to increased customer satisfaction.

Storytelling with Data

• Learn how effective storytelling can present project data compellingly within organizations; storytelling transforms facts into narratives that engage audiences.

• Emphasize the importance of defining your audience before presenting; understanding their concerns helps tailor the presentation's focus.

Steps for Effective Storytelling

Key Data Points in Storytelling

Understanding the Importance of Data

• Identifying key data points is crucial for shaping the narrative and determining project outcomes.

• The speaker shares a personal experience working on a Google Maps project aimed at labeling every business globally, emphasizing the scale of businesses involved.

Tailoring Your Story to Your Audience

• The storytelling approach was specifically designed for an audience of vice presidents from Google Maps and Google Search, highlighting the need to connect users with businesses effectively.

Steps in Effective Storytelling

Step 1: Find Relevant Data

• Begin by searching for trustworthy resources that align with your project's objectives.

• For the Google Maps project, they focused on internal databases to identify which types of businesses were most searched by users.

Step 2: Filter and Analyze Data

• After collecting data, it’s essential to vet its credibility and filter out irrelevant information.

• They analyzed search queries to determine popular business categories like restaurants and hotels, noting that other categories had significantly lower search traffic.

Step 3: Choose Visual Representation

• Selecting effective visualizations (e.g., dashboards, charts, infographics) enhances memory retention and understanding.

• A pie chart was chosen for their project to illustrate that a small number of businesses accounted for most geospecific searches.

Shaping Your Narrative

Crafting a Cohesive Story

• Once data is analyzed and visualized, it's time to create a cohesive narrative that addresses key questions and concerns.

• The goal was to gain agreement from VPs on improving category data in major markets based on insights derived from their analysis.

Gathering Feedback

• Prior to presenting, obtaining feedback from an unbiased individual can help refine the story's clarity and memorability.

The Role of Data Visualization

Enhancing Understanding Through Visualization

• Data visualization simplifies complex information through graphical representations like graphs or maps, aiding comprehension.

Benefits of Using Dashboards

• Dashboards serve as centralized interfaces displaying project progress through metrics and Key Performance Indicators (KPIs).

Tracking Project Objectives

Project Management Visualizations

Importance of Dashboards in Project Management

• Dashboards can showcase average customer satisfaction scores and other key performance indicators (KPIs), such as countdowns to project launches or issue resolution percentages.

• They provide efficient status updates by summarizing project plans, documents, and reports, highlighting the completion status of tasks and milestones.

• A burndown chart is introduced as a valuable visualization tool that measures time against work done versus remaining work, aiding teams in visualizing task completion.

Types of Charts for Project Performance

• Column charts are effective for comparing different activities or progress over time, such as customer numbers or product deliveries year-over-year.

• Pie charts illustrate parts-to-whole relationships, helping to visualize composition within data sets.

• Infographics serve as concise visual representations of information, effectively communicating complex data through graphics and minimal text.

Best Practices for Data Visualization

• Visual tools should communicate strong information without requiring additional explanation; they must be accessible to all stakeholders.

• Use visuals to demonstrate changes over time, frequency correlations, and analyze value and risks associated with projects.

Effective Presentation Techniques

Crafting Your Narrative

• Consider your audience's needs when preparing presentations. Define what you want them to know or do after your presentation.

• Public speaking skills are essential; examples like Brené Brown highlight the importance of confidence and clarity in conveying messages.

Key Strategies for Presentations

• Be precise: Focus on key points relevant to your audience's interests while avoiding unnecessary content that dilutes your message.

• Flexibility is crucial; prepare for unexpected changes during presentations by knowing your most important points well enough to adapt quickly if needed.

How to Deliver an Effective Presentation

Preparation is Key

• Preparing ahead of time can help avoid distractions during your presentation, such as stumbling over sentences or technical issues with slides.

• Practicing in front of team members allows for valuable feedback and helps anticipate audience questions and objections.

• Identifying potential objections beforehand enables you to address concerns proactively, enhancing the overall effectiveness of your narrative.

Crafting a Memorable Narrative

• Integrate data analysis and effective visualization into your storytelling to create a cohesive narrative that resonates with the audience.

• Utilize storytelling techniques, including repetition, to aid retention of information among your audience.

Delivery Techniques

• Maintain good body language by standing upright and keeping hands relaxed at your sides; this conveys confidence.

• Use vocal variety—elevating tone for emphasis—and intentional pauses to enhance engagement while speaking at a slower pace for clarity.

• Make eye contact and maintain warm facial expressions to foster connection with the audience.

Confidence in Presentation