Building Out a Project Plan With Google Sheets | Google Project Management Certificate

Welcome and Project Charter Overview

In this section, the speaker introduces the project charter for Sauce & Spoon's tablet rollout and its significance in organizing project information.

Introduction to Project Charter

• The project charter aids in organizing essential project details, establishing a work framework, and communicating necessary information.

• It serves as a foundation for initiating the project planning stage, transitioning from the initiation phase to the planning phase.

Project Planning and Documentation Analysis

This part delves into creating a project plan for Sauce & Spoon's tablet rollout and analyzing project documentation to identify tasks.

Building Project Plan

• Crafting a project plan showcases the ability to break down large projects into manageable tasks.

• The scenario involves Pita managing the pilot of tablet menus at two locations of Sauce & Spoon, emphasizing completion within scope, time, and budget.

Analyzing Project Documentation

• Utilize various forms of documentation like emails and old plans to identify tasks for new projects.

• Tasks include adding milestones and effective communication techniques such as asking pertinent questions and practicing empathy.

Purpose of Project Plan and Task Identification

Understanding the purpose of a project plan, focusing on task identification based on goals and deliverables.

Purpose of Project Plan

• A project plan documents scope, tasks, milestones, budget, guiding overall activities to maintain project progress.

• Central to the plan is the schedule aiding in time estimates for tasks, milestone determination, and monitoring progress.

Task Identification Process

• Initial steps involve reviewing goals from the charter to list items with associated tasks or milestones.

Analyzing Previous Project Plans

In this section, the importance of reviewing previous project plans to gather inspiration and insights for creating a new task list is discussed.

Extracting Insights from Previous Projects

• Reviewing past project plans can offer valuable inspiration for creating your own task list.

• Previous project documentation can help in identifying possible task durations, subject-matter experts, and suppliers beneficial to your current project.

Task Breakdown and Sequencing

This part emphasizes breaking down large tasks into smaller ones and sequencing tasks based on dependencies for effective project execution.

Effective Task Management Strategies

• Large tasks worked on by multiple individuals can be divided into smaller tasks assigned to individuals for better management.

• Identifying signals indicating prerequisites for certain tasks is crucial; for instance, selecting a tablet vendor before installing tablets.

Importance of Project Planning Documentation

The significance of project planning documentation in documenting scope, milestones, budget, and activities to ensure project alignment is highlighted.

Utilizing Project Documentation for Planning

• Project plans document scope, milestones, budget, and activities essential for keeping projects on track.

• Searching existing project documentation like charters and email threads aids in adding relevant tasks to the plan.

Conducting Online Research for Domain Knowledge

This segment focuses on leveraging online research to enhance domain knowledge crucial for successful project planning.

Gathering Domain Knowledge through Research

• Online research aids in gathering domain knowledge necessary for understanding industry-specific details.

• Analyzing supporting materials helps broaden knowledge about the specific industry or topic related to the project at hand.

Building Industry Expertise through Research

The importance of acquiring industry-specific knowledge through research is emphasized as a key factor in successful project management.

Enhancing Industry Understanding

• Acquiring basic industry understanding is vital when managing projects in unfamiliar sectors like private banking or restaurants.

Online Research Tips

This section discusses the importance of online research in enhancing domain knowledge and provides tips for effective online research.

Importance of Online Research

• Online research aids in increasing domain knowledge about industry terms, techniques, and processes.

• Analyzing key conversations related to a project helps identify more tasks and showcases the ability to synthesize tasks into an organized document.

• Reviewing project documentation and engaging in online research assists in task identification but may not reveal all necessary information.

Tips for Effective Online Research

• Group brainstorming sessions with team members can uncover overlooked tasks and potential challenges.

• One-on-one conversations with team members or external experts help clarify responsibilities and gather insights on specific tasks.

Identifying Tasks Through Conversations

This section emphasizes the significance of discussions with project team members, stakeholders, and experts in identifying project tasks effectively.

Leveraging Team Conversations

• Engaging in group discussions helps uncover complex tasks, understand missing steps, and leverage teammates' expertise.

Consulting Stakeholders

• Connecting with stakeholders who have high interest or influence aids in filling gaps in task lists by gathering valuable insights from subject-matter experts.

Task List Detailing

This part focuses on maintaining the right level of detail in task lists to ensure progress tracking without overwhelming team members.

Task List Management

• Balancing task details is crucial to monitor progress effectively while avoiding excessive plan revisions.

Ordering Task Lists & Identifying Milestones

The discussion centers around organizing task lists efficiently and recognizing milestones within a project plan.

Organizing Tasks & Milestones

Project Task Finalization and Ordering

This section discusses the finalization of project tasks, arranging them in the correct order, and identifying milestones within the project schedule.

Finalizing Project Tasks

• Review project task list to identify larger tasks that can be broken down into smaller subtasks. Add these subtasks to the list.

Arranging Task Order

• Determine the natural sequence of tasks by considering dependencies and prerequisites.

• Have conversations with team members to uncover dependencies or prerequisites for each task.

• Search for information online regarding task prerequisites.

• Rearrange tasks in the project plan based on their order of occurrence.

• Example: Researching tablet models before signing a contract with a supplier.

Identifying Milestones

• Milestones are crucial points indicating progress within a project schedule.

• Identify milestones by evaluating completed work points where stakeholders have particular interest or high-risk tasks signaling phase completion.

• Stakeholders' interest can help determine milestone tasks.

• High-risk or phase completion tasks are often considered milestones due to their impact on overall progress.

Time Estimation Techniques

In this section, the speaker discusses various strategies for accurate time estimation in project management.

Strategies for Accurate Time Estimation

• Comparing expert's estimates against actual time spent on similar tasks enhances accuracy.

• Asking the right questions aids in obtaining precise estimates by understanding task details and assumptions.

• Three-point estimating involves optimistic, most likely, and pessimistic calculations to determine realistic time estimates.

• Three-point estimating includes optimistic (best-case scenario), most likely (normal circumstances), and pessimistic (worst-case scenario) estimates.

• Optimistic estimates assume no issues, most likely considers some issues, while pessimistic anticipates all possible problems.

Example: Three-Point Estimating

The speaker illustrates three-point estimating with an example from the Sauce & Spoon project.

Applying Three-Point Estimating

• Task expert provides time estimates under optimistic, most likely, and pessimistic conditions for staff training using tablets.

• Most likely scenario involves modifications due to vendor limitations or staff issues, leading to a longer timeframe than the best-case estimate.

• Pessimistic conditions include major disruptions like vendor changes or equipment failures, resulting in significant delays compared to other scenarios.

• Research and discussions help identify outcomes for optimistic, most likely, and pessimistic timing to create a comprehensive plan.

Estimating Time and Confidence Levels

In this section, the importance of examining best- and worst-case scenarios when estimating time for tasks is discussed. It emphasizes the need to compare these scenarios with the most likely outcome and incorporate buffers to account for risks while maintaining project efficiency.

Calculating Estimates Effectively

• Estimating based on averages may seem efficient but can be wasteful.

• "Examine best- and worst-case scenario timing."

• Compare with the most likely scenario.

• Building in a buffer for risks ensures project progression at an efficient rate.

• Stakeholders benefit from understanding task completion likelihood based on ratings.

Adding Confidence Ratings to Time Estimates

This part focuses on adding confidence-level ratings to time estimates in project planning. It introduces techniques such as using a three-point technique or polling team members to determine confidence levels effectively.

Enhancing Time Estimates

• Confidence-level ratings range from high to low based on estimate certainty.

• High rating indicates strong confidence; low rating signifies uncertainty.

• Polling team members helps gauge collective confidence levels for accurate estimates.

• Consensus building among team members enhances overall confidence in estimates.

Negotiating Time Estimates

Negotiation skills are crucial when dealing with tasks having low-confidence level ratings or longer-than-expected durations. Techniques like focusing on interests rather than positions aid in reaching mutually beneficial agreements.

Effective Negotiation Strategies

• Negotiating with task experts requires different skills than negotiating with stakeholders.

• Aim for objectively accurate estimates together, not persuasion.

• People's tendencies to overestimate or underestimate require tactful negotiation approaches.

• Utilize techniques like saying no without saying no and focusing on interests, not positions.

Conclusion: Importance of Accurate Estimation

Accurate time estimation is vital for project success. Implementing negotiation techniques specific to time estimates can mitigate uncertainties and ensure realistic planning, benefiting all stakeholders involved.

Ensuring Project Success

• Negotiation skills play a critical role in obtaining accurate time estimates essential for project success.

Negotiating Time Estimates

In this section, negotiation techniques for time estimates are discussed, emphasizing the importance of understanding others' interests and using objective criteria.

Identifying Interests and Needs

• Negotiate by identifying the other person's interests, needs, and motivations.

• Instead of focusing on positions, understand what drives them to complete a task.

Presenting Mutually Beneficial Options

• Propose mutually beneficial options to negotiate time estimates effectively.

• Find compromises that maintain quality while meeting deadlines.

Using Objective Criteria

• Insist on using objective criteria to define time estimates.

• Base agreements on neutral information like market value or research findings.

Practicing Empathy in Communication

This part highlights the significance of empathy in communication, particularly when discussing task estimates and timelines.

Understanding Empathy in Communication

• Empathy is crucial for effective communication; it involves understanding others' feelings and perspectives.

• Make an effort to imagine yourself in the other person's position during discussions.

Avoiding Micromanagement with Empathy

• Micromanaging can stem from a lack of trust; practicing empathy helps avoid this issue.

• Asking questions without empathy may lead team members to feel micromanaged.

Demonstrating Empathy Techniques

• Techniques like listening with curiosity and connecting with experiences show empathy in conversations.

Empathy in Conversations

In this section, the importance of empathy in conversations is discussed, along with practical tips on how to demonstrate empathy effectively.

Demonstrating Empathy

• Demonstrating undivided attention by avoiding distractions like checking phone notifications or texting.

• Closing your laptop to show the person that their sharing is important to you.

• Reviewing the concept of empathy as the ability to understand and feel what others are experiencing.

Tips for Bringing Empathy to Conversations

• Listen with curiosity to truly understand the other person's perspective.

• Repeat what you think you heard to ensure accurate understanding and convey active listening.

• Connect with their experience by acknowledging their emotions and thoughts.

• Recognize judgments that may cloud your understanding of the other person's feelings.

• Be aware of buffering, which can hinder effective communication and empathy.