I came across an article on the PMI web site titled “Three Timeless Project Management Rules”. I was interested in any possible takeaways I could apply to our field project in class. I was able to draw from each the author’s ideas, and apply them to our project to increase efficiency, and help drive a successful end result. The author mentions three rules I was able to apply to the project to potentially benefit the outcome:
1. The number of people connected to the project must aggressively be restricted.
Being a part of a team with seven members, I am quickly beginning to realize this is an essential rule. Currently we are collaborating in email form, due to conflicting work schedules and proximity to each other’s homes. Communication is becoming confusing and frustrating. We all have great ideas to contribute, but many are getting lost or jumbled in the chain of e-mails we have. Currently we have two threads, one with 45 e-mails, and another with 50. Going forward, I think we should assign specific tasks to certain people to limit crazy amounts of input, leading to a more direct and efficient method of collaboration. This also relates to our class discussion regarding selectively choosing who to “cc” or “bcc” on an e-mail, which could be aggressively applied in this case.
2. There must be a minimum number of reports required, but important work must be recorded thoroughly.
Luckily, we have a few required reports that are aiding our group in managing the work, including implementation plans, project proposals, and risk management exercises. From what experience I have so far, I would definitely agree with the statement that work should be recorded thoroughly. In our implementation plan we broke down each step into details, laying out a leader and support for each responsibility. We also added due dates to make sure the project was being executed on time.
3. There must be a monthly cost review covering not only what has been spent and committed, but also projected costs to the conclusion of the program.
Currently we have projected $70 out of pocket budget for our project, which translates to $10 per team member. Our charity has been kind enough to provide promotional advertisements and materials for the day of the event, and the church is donating tables and chairs to utilize during the sale. This has taken care of many of the potentially larger expenses. However it does increase risk in the event, because we are now dependent on these organizations to come through on their promises. Also, any other expenses will be absorbed by our group. Using this idea, I believe we should create a list of necessary supplies needed, and break down costs to make sure we are on budget. Upon purchasing, we should subtract that from our available budget, in order to keep track of what we have left
How do these rules apply to your field project right now? If you had to come up with essential rules for the field project, what would you choose?