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The Project Management Tool Kit: 100 Tips and Techniques for Getting the Job Done Right

Book Description

The Project Management Tool Kit presents proven project management practices in an accessible, easy-to-apply format

Based on established methodologies used by successful project managers in many fields, the Tool Kit features comprehensive summaries of all the processes outlined in the most recent edition of the PMBOK® (Project Management Body of Knowledge).

Complete with checklists and other tools for quick implementation, here is a practical and complete guide to mastering any project challenge.

Table of Contents

  1. Copyright
  2. How to Use This Book (Read This First!)
  3. Time Process: Activity Definition (PMBOK® 6.1)
    1. Verify Activities
    2. Describe Activities
    3. Assign Owners
    4. Document Activities
  4. Time Process: Activity Duration Estimating (PMBOK® 6.3)
    1. Determine Duration
    2. Refine Duration Estimates and Reconcile with Effort Estimates
    3. Consider Risks and Alternatives
    4. Capture the Duration Data
  5. Time Process: Activity Sequencing (PMBOK® 6.2)
    1. Review Project Data
    2. Milestones
    3. Identify Dependencies
    4. Document Project Work Sequences
  6. Communication Process: Administrative Closure (PMBOK® 10.4)
    1. Formal Acceptance
    2. Final Project Documentation
    3. Contracts and Accounting
    4. Thank Team Members
    5. Celebration
    6. Project Retrospective Analysis
  7. Teamwork Process: Brainstorming
    1. Prepare
    2. Generate Ideas
    3. Organize the List
  8. General Process: Canceling Projects
    1. Recognize the Situation
    2. Assess the Situation
    3. Terminate
  9. Control Process: Cause-and-Effect Analysis
    1. Sources of Trouble
    2. Describe the Effect
    3. Identify Root Causes
    4. Diagram and Document
  10. Leadership Process: Coaching and Mentoring
    1. Seek Opportunities to Help
    2. Foster an Open Environment
    3. Confidentiality
    4. Ongoing Relationships
  11. Communication Process: Communicating Informally
    1. Unstructured
    2. Structured
  12. Communication Process: Communications Planning (PMBOK® 10.1)
    1. Determine Communication Requirements
    2. Document the Plan and Get Approval
    3. Implement Your Plan
  13. Teamwork Process: Conflict Resolution
    1. Conflict Sources
    2. Overall Methods
    3. Face the Issues
    4. Consider All Perspectives
    5. Seek “Win–Win” Resolutions
    6. If You Find No Resolution
  14. Teamwork Process: Consensus Building for Your Ideas
    1. Plan
    2. Meet
    3. Take Action
  15. Time Process: Constraint Management and Plan Optimization
    1. Document Constraints and Limitations
    2. Identify Discrepancies Between the Bottom-Up Plans and Goals
    3. Use Priorities to Explore Trade-offs
    4. Document the Plan(s)
  16. Procurement Process: Contract Administration (PMBOK® 12.5)
    1. Managing the Relationship
    2. Communicate
    3. Measurement and Payment
    4. Changes
  17. Procurement Process: Contract Closeout (PMBOK® 12.6)
    1. Verify Completion
    2. Final Payment
    3. Documentation
  18. Cost Process: Cost Budgeting (PMBOK ® 7.3)
    1. Identify Direct Project Costs
    2. Determine the Project Budget and Project Cost Profile
    3. Review Project Costs
    4. Manage the Project Budget
  19. Cost Process: Cost Control (PMBOK® 7.4)
    1. Determine Status and Analyze Variances
    2. Plan Responses
    3. Take Action and Document Results
  20. Cost Process: Cost Estimating (PMBOK® 7.2)
    1. Determine Effort
    2. Refine Effort Estimates and Reconcile with Duration Estimates
    3. Calculate Costs and Adjust for Uncertainty
    4. Capture Cost Data
  21. Teamwork Process: Creative Problem Solving
    1. Problem
    2. People
    3. Environment
    4. Approaches
    5. Implement and Communicate
  22. Scope Process: Customer Interviews
    1. Plan the Interview
    2. Conduct the Interview
    3. Capture Results
  23. Teamwork Process: Decision Making
    1. Define the Issue or Question
    2. Determine Logistics and Procedure
    3. Develop Options
    4. Analyze Options and Decide
    5. Communicate and Implement the Decision
  24. Leadership Process: Delegating Responsibility
    1. Set Goals
    2. Review and Update Goals
  25. Teamwork Process: Delphi Technique
    1. Define the Question
    2. Collect Responses
    3. Discuss the Outcome
    4. Repeat the Process
  26. Control Process: Earned Value Management (EVM)
    1. Basis
    2. Analysis
  27. Teamwork Process: Global Teams – Crosscultural Communication
    1. Effects of Distance and Language
    2. Communication Styles
    3. Communication Methods
  28. Teamwork Process: Global Teams – Crosscultural Work Styles
    1. Why Global Projects?
    2. Managing Challenges
  29. Leadership Process: Influence Without Authority
    1. Prepare
    2. Establish Relationships
    3. Maintain Relationships
  30. Communication Process: Information Distribution (PMBOK® 10.2)
    1. Routine Project Team Communications
    2. Management and Summary Information
    3. Project Management Information System (PMIS)
  31. Control Process: Integrated Change Control (PMBOK® 4.3)
    1. Identify Potential Project Changes
    2. Document and Analyze Changes
    3. Decide and Communicate
  32. Leadership Process: Leadership
    1. Foundation
    2. Lead the Team
    3. Deal with Barriers
  33. General Process: Lessons Learned
    1. Prepare
    2. Review
    3. Take Action
  34. Scope Process: Market Research
    1. Define the Problem
    2. Select the Method(s)
    3. Execute Research and Document Results
  35. Teamwork Process: Matrix Teams (Crossfunctional Teams)
    1. Why Matrix Teams?
    2. Building an Effective Matrix Team
    3. Maintaining an Effective Matrix Team
  36. Communication Process: Meeting Preparation
    1. Objective
    2. Agenda
    3. Participants
    4. Logistics
  37. Communication Process: Meeting Execution
    1. Start the Meeting
    2. Run the Meeting
    3. Close the Meeting
    4. Follow Up
  38. Leadership Process: Motivation
    1. Basis
    2. Rewards
    3. Minimize Demotivating Factors
  39. Time Process: Multiple Dependent Projects
    1. Define and Decompose the Program
    2. Plan the Component Projects
    3. Integrate Plans
    4. Track and Manage the Program
  40. Cost Process: Multiple Independent Projects
    1. Plan Each Project
    2. Prioritize the Set of Projects
    3. Roll Up Resource Requirements into an Overall Resource Plan
    4. Adjust Project Objectives
    5. Monitor Progress and Manage Resources
  41. Procurement Process: Negotiating Contracts
    1. Prepare
    2. Conduct Negotiations
    3. Close Negotiations
    4. Finalize and Implement
  42. Control Process: Negotiating Project Changes
    1. Assemble Your Data
    2. Practice
    3. Negotiate
    4. Close the Negotiation
  43. Leadership Process: Organizational Change
    1. Document the Need
    2. Define Roles
    3. Plan for Change
    4. Implement the Change
  44. Human Resource Process: Organizational Planning (PMBOK® 9.1)
    1. Review Staffing Procedures and Standards
    2. Determine Skill and Effort Requirements
    3. Develop a Project Roster
    4. Plan for Staffing
  45. General Process: Organizing for Project Management
    1. Project Management Support
    2. Project Management Methods
  46. Human Resource Process: Performance Problem Resolution
    1. Identify the Situation and Probable Causes
    2. Confront the Problem
    3. Agree on Next Steps
    4. Implement and Track
  47. Communication Process: Performance Reporting (PMBOK® 10.3)
    1. Assess Progress
    2. Review Performance
    3. Report Performance
  48. Control Process: Plan Variance Analysis
    1. Verify Status
    2. Determine Variances
    3. Analyze Impact
    4. Trend Analysis
    5. Document Findings
  49. Communication Process: Presentations
    1. Define
    2. Prepare
    3. Rehearse
    4. Deliver
  50. Control Process: Problem Escalation
    1. Establish the Escalation Process
    2. Escalate as a Last Resort
    3. Implement the Response
  51. Quality Process: Process Improvement
    1. Plan
    2. Baseline
    3. Develop Changes
    4. Implement
    5. Measure Results
  52. Procurement Process: Procurement Planning (PMBOK® 12.1)
    1. Review Project Information
    2. Make versus Buy
    3. Document
    4. Get Approval
  53. General Process: Project Baseline Setting
    1. Review Plans and Objectives
    2. Prepare
    3. Set the Baseline
    4. Manage the Project Baseline
  54. General Process: Project Charter
    1. Collect Inputs
    2. Develop the Charter
    3. Document and Distribute
  55. General Process: Project Infrastructure
    1. List Key Decisions
    2. Infrastructure Decisions List
    3. Resolve Issues and Document Decisions
  56. Scope Process: Project Initiation (PMBOK® 5.1)
    1. Select the Project
    2. Document the Project
    3. Commit Initial Resources
  57. Control Process: Project Metrics – Diagnostic
    1. Analysis Issues
    2. Example Metrics
  58. Control Process: Project Metrics – Predictive
    1. Predictive Metric Baselines
    2. Example Predictive Metrics
  59. Control Process: Project Metrics – Retrospective
    1. Retrospective Metric Baselines
    2. Example Metrics
  60. Control Process: Project Metrics – Selecting and Implementing
    1. Document Desired Behaviors and Outcomes
    2. Define a Set of Measures
    3. Establish a Measurement Baseline
    4. Use the System of Metrics
  61. General Process: Project Objective (Mission)
    1. Draft the Project Objective
    2. Validate the Project Objective
    3. Document and Use the Project Objective
  62. General Process: Project Office
    1. Justify
    2. Implement
  63. General Process: Project Plan Development (PMBOK® 4.1)
    1. Prepare for Planning
    2. Develop the Plans
    3. Finalize Your Plans
  64. General Process: Project Plan Execution (PMBOK® 4.2)
    1. Prepare
    2. The Status Cycle
    3. Review
    4. Closure
  65. General Process: Project Priorities
    1. Objectives and Constraints
    2. Set the Priorities
    3. Periodically Review Priorities
  66. Control Process: Project Review
    1. Plan and Schedule Periodic Reviews
    2. Review the Project
    3. Implement Recommendations and Follow Up
  67. General Process: Project Vision
    1. Assess the Current Environment
    2. Draft the Project Vision Statement
    3. Pursue the Project Vision
  68. Risk Process: Qualitative Risk Analysis (PMBOK® 11.3)
    1. Risk Assessment
    2. Probability Ranges
    3. Impact Ranges
    4. Assessment
    5. Risk Prioritization
  69. Quality Process: Quality Assurance (PMBOK® 8.2)
    1. Audit
    2. Analyze
    3. Implement and Track
  70. Quality Process: Quality Control (PMBOK® 8.3)
    1. Data Collection
    2. Data Analysis
    3. Plan
    4. Do
    5. Check
    6. Act
  71. Quality Process: Quality Planning (PMBOK® 8.1)
    1. Determine Customer Requirements
    2. Document Specifications
    3. Establish Plans
  72. Risk Process: Quantitative Risk Analysis (PMBOK® 11.4)
    1. Quantitative Assessment
    2. Converting Probability Ranges to Estimates
    3. Converting Impact Ranges to Estimates
    4. Assessment
    5. Quantitative Modeling and Computer Simulation
    6. Document Risks and Specific Estimated Consequences
  73. Human Resources Process: Required Skills Analysis
    1. Review the WBS
    2. Determine the Skills Needed
    3. Identify Gaps and Document Capabilities
  74. Human Resources Process: Resource Leveling
    1. Profile Required Resources
    2. Identify Deficits and Surpluses
    3. Reconcile Differences
  75. Cost Process: Resource Planning (PMBOK® 7.1)
    1. Determine Required Resources
    2. Analyze Existing Resources
    3. Document Resource Plans
  76. Human Resources Process: Responsibility Analysis
    1. Roles
    2. Matrix
    3. Analysis
  77. Cost Process: Return on Investment Analysis
    1. ROI Basis and Types of Analysis
  78. Leadership Process: Rewards and Recognition
    1. Intangible Rewards and Recognition
    2. Tangible Rewards and Recognition (Public)
    3. Tangible Rewards and Recognition (Non-public)
  79. Risk Process: Risk Identification (PMBOK® 11.2)
    1. Risk History
    2. Project Planning
    3. Risk Discovery Processes
    4. Document Risks
  80. Risk Process: Risk Management Planning (PMBOK® 11.1)
    1. Stakeholder Risk Tolerance
    2. Determine Risk Management Process
    3. Risk Surveys and Overall Assessment
  81. Risk Process: Risk Monitoring and Control (PMBOK® 11.6)
    1. Monitor Risks
    2. Risk Response
    3. Verify Fix
    4. Document Risk History
  82. Risk Process: Risk Response Planning (PMBOK® 11.5)
    1. Risk Triggers and Timeline
    2. Risk Categorization
    3. Dealing with Causes
    4. Recovery
    5. Overall
  83. Time Process: Schedule Control (PMBOK® 6.5)
    1. Determine Status and Analyze Variances
    2. Plan Responses
    3. Take Action and Document Results
  84. Time Process: Schedule Development (PMBOK® 6.4)
    1. Document Relevant Non-Project Dates and Factors
    2. Analyze and Document the Project Schedule
    3. Adjust Plans to Meet Project Constraints
    4. Document and Use the Schedule
  85. Scope Process: Scope Change Control (PMBOK® 5.5)
    1. Change Process
    2. Change Proposal
    3. Review Change(s)
    4. Communicate and Document
  86. Scope Process: Scope Definition (WBS) (PMBOK® 5.3)
    1. Prepare
    2. Identify Project Work
    3. Organize the Work
    4. Document and Use
  87. Scope Process: Scope Planning (PMBOK® 5.2)
    1. Assemble Deliverable Data
    2. Resolve Unknowns
    3. Document Scope
    4. Obtain Approval
  88. Scope Process: Scope Verification (PMBOK® 5.4)
    1. Review Acceptance Criteria
    2. Test and Evaluate
    3. Document Sign-off (or Status)
  89. Time Process: Software Tools for Project Management
    1. Planning and Scheduling
    2. Communication Tools
    3. Other Tools
  90. Procurement Process: Solicitation (PMBOK® 12.3)
    1. Identify Potential Suppliers
    2. Distribute the RFP
    3. Manage the Bidding Process
    4. Receive the Proposals
  91. Procurement Process: Solicitation Planning (PMBOK® 12.2)
    1. Define Proposal Requirements
    2. Determine Your Process for Evaluation
    3. Write an RFP
  92. Procurement Process: Source Selection (PMBOK® 12.4)
    1. Check the Proposals
    2. Evaluate the Proposals
    3. Contact the Finalist(s)
    4. Negotiate and Sign the Contract
  93. General Process: Sponsorship of Projects
    1. Roles of the Sponsor
    2. Loss of Project Sponsorship
  94. Human Resource Process: Staff Acquisition (PMBOK® 9.2)
    1. Existing Staff
    2. Identify Any Additional Staffing Gaps
    3. Resolve Gaps
    4. Document
  95. General Process: Start-up Workshop
    1. Prepare
    2. Meet
    3. Follow Up
  96. Communication Process: Status Collection
    1. Methods
    2. What to Collect
    3. Pitfalls
  97. Human Resource Process: Team Development (PMBOK® 9.3)
    1. Identify the Skills the Project Requires
    2. Build New Skills
    3. Build an Effective Project Team
  98. Teamwork Process: Teamwork Building and Maintenance
    1. Create a Good Foundation
    2. Build the Team
    3. Maintain Team Relationships
  99. Time Process: Time Management
    1. Document and Prioritize Activities
    2. Plan Your Time
    3. Work Effectively
  100. Leadership Process: Transitioning to Project Leadership
    1. Contrasts
    2. Communication
    3. Leading and Motivating
    4. Planning
    5. Business Focus
  101. Scope Process: User Needs Assessment
    1. Organize and Set Objectives
    2. Identify What You Know
    3. Resolve Unmet Information Needs
    4. Document and Use the Data
  102. Teamwork Process: Virtual Teams – Technical Tools
    1. Tools for Communications
    2. Work Tools
    3. Combine High-Tech with “High Touch”
  103. Index