Sticky Notes – so much more helpful than I thought!

As I mentioned in my last post, we have a difficult time finding software that works well for our jobs – and is within our budget.  Event Management isn’t always viewed as Project Management and this affects the tools we have at our disposal.  This class has gotten me thinking about a few different, and low cost, ways to organize our work.

I am not a sticky notes person.  I am a clean desk, organized folders, constantly creating and editing my To Do list person.  Sticky notes are cluttered and unorganized.  However, as we talked about using sticky notes for managing work flow, I saw how many ways it could be helpful.  Right now, we are planning the closing event for our successful $300 Million campaign, Many Dreams, One Mission, The Campaign for DePaul University.  It is hard to keep all of the pieces top of mind, and remember who is responsible for what.  Sticky notes help so much with this.  We can move tasks around as one person gets too busy, or we find a better way to do something.  It allows us to see patterns and to fit together work pieces that otherwise do not seem correlated.

We can also use Sticky Notes to place items in the program.  We are frequently talking over who is speaking when, for how long, and in between what other elements in the event.  Being able to put times on the notes, move them around, and adjust other elements really helps us be able to see how our decisions affect timing and over-all event flow.  Also, it does not require us to create 15 versions of the event plan for everyone to look at and compare.  This saves a lot of time on our end.

I was really surprised to find something like Sticky Notes, which I really don’t like in my normal activities, to be such a help to us.

In trying to find other options such as this – low cost but helpful, I did a little research.  I found Scrumy!  http://scrumy.com/  It is an online version of Sticky Notes!  Yay.  Now, I don’t have to have a cluttered up wall, but I can arrange and change my order of things just as easily.  It is a cleaned up version for people like me!

I also found a ton of other uses for post it notes: http://www.projecttimes.com/kiron-bondale/post-it-notes-just-might-be-a-project-managers-best-tool.html  and post it notes with a fancy name: http://leankit.com/kanban/why-use-kanban-boards/

I have to say, I really didn’t see myself find a use for post it notes, beyond the occasional one stuck to my phone with a number I can’t forget, or a message I attach to my computer as I am running out the door.  I might have to put this on my next Staples order though.  Post It Notes – you are going to revolutionize my life.  Thank you 3M.

Winning in Project Management

In my course and readings about successful project managers I have found that successful projects and project managers share some commonalities that lead to their accomplishments.

First of all, I would like to start about what leaders in project management thought defined project management, I will start with a very influential project management school of thinking “IBM”.  IBM defines project management as managing the interrelationship between 3 vital factors in each project and the importance to achieve the ideal balance between all 3 critical factors which are Project Scope, Budget and Time which is commonly referred to by project management professionals PMP’s as the project triangle.

 

 Now, considering the above factors it’s not easy to be able to manage those 3 angels in projects hence, they involve numerous subdivisions to keep track. I will mention those below with the top points that I found best project managers stress on:

  • Planning: common mistakes that caused a lot of projects to fail is that they rushed to start working on the project and went to fast through the planning process. Always give planning the bigger chunk of your time.
  • Time estimation: most valuable take home lesson for me from this project management course and readings about the subject is that time is unforgiving. You can go overboard with the cost and still have a project but when the deadline is due and you have no complete project the cost overboard will be a breeze compare to not having delivered a project at all.
  • Communication: a very vital skill to have as project managers hence, ideas and dreams “final project” in your mind are defiantly not similar across your team members. Try to be very clear!
  • Coordination:  define requirements to each individual and be very clear on delegating responsibilities. Successful project managers have an eye for identifying talents and skills in their team members
  • Tracking: this point I found that there was a lot of stress on by my studies in class and readings. The importance to keep check points alongside the project “success points” is crucial for success of the project!! Assessing each stage and the timeline within a project is one of the most important duties of the project manager.
  • Risk assessment & mitigations: even with the an excellent plan things can go wrong, predicting problems and obstacles is indispensable skill for PM’s while identifying risks is on one side, on the other side providing solutions to those problems forecasted is of the same weight of importance. An important lesson here is to assign a devil’s advocate in your team J
  • Reporting:  understand who your customer is! All projects have an owner or a requester, as a project manager you will have to establish a reporting line between the project developments and your customer. An important lesson here is to establish a good relationship with your customer, after all they are the ones paying your bills 😉

Questions that inspire the thought:

  • Is there an optimal mix in the project triangle? How could we measure it?
  • Which is most important from the three project angles?

References and sources:

www.Projectsmart.co.uk

www.Techrepublic.com

www.acentre.com

www.PMI.org

www.IBM.com

Planning for the Unexpected

Any plan is subject to change and expecting the unexpected is part of the risk management of any plan. Volatility is describing how frequent we’re expecting the change to happen within the planned schedule. The changes can be expected as a result of variety of causes, in summary:

–          Can arise from internal related issues to the project

  • The project target (schedule)
  • The project’s estimated budget
  • The project’s scope
  • Key personnel working on the project

–          Can arise from external issues not necessarily have direct impact:

  • Changes in the industry
  • New technology has been introduced
  • Change in organizational management

Till now I think I have not added anything new to most of you, as what I’m mentioning is an essential part of project’s risk management especially to those who are working in the field.

The interesting part is how much each of those factors affect the project performance? Which one of them affecting the performance the most?

This article addresses these two issues, as researchers found out the following astonishing results after surveying almost 650 experienced project mangers across US & UK in relation to their recent projects,

  1. Changes in key personnel happening once or twice during the project life have a negative impact on the projects performance by being 50% or more under-performance. Moreover, Projects with no changes in key personnel are at risk of under performance by 22%.
  2. Almost all projects experience change and any project is expecting to experience 8 unforeseen changes on average including but not limited to change in schedule, scope and budget. Such changes are expected to extend the schedule by almost 10% than initially estimated.
  3. There is a positive relationship between the size of the project & the volatility. The larger the project, the higher the volatility expected. Ultimately this will lead to affecting the performance negatively.

Drs. Andrew Gemino and Blaize Reich and Dr. Chris Sauer have studied three dimensions of volatility in project management: changes in governance, such as key project personnel; changes in targets, such as budget, schedule and scope, and external changes related to organizational strategy, technology and industry. They found out that out of the three, governance volatility and changes to key personnel had the largest impact and the most devastating.

I don’t have much of experience in project management but I’ve been part of projects during my career path and I think this is very much true. You can have a contingency plan to many factors and succeed but not to human ‘intellectual’ and ‘experience’.

To mitigate this risk, some companies are offering their valuable staff an incentive scheme (retention technique)

1# what do you think, is human asset the most valuable and riskier in running a project? Please share your experience in this matter.

2# what other ways can companies retain their effective staff in order to reduce their risk?

 

Resource: http://pmperspectives.org/article.php?view=full&aid=10, http://epmsource.com/2010/01/14/effective-project-management-with-ms-project-planning-for-the-unexpected/

Beauty and DePaul’s Basketball Beast

New Depaul Arena Mccormick Place

DePaul and the city of Chicago are partnering to build a “large-scale tourism and economic development project” near McCormick place that will be home to DePaul’s men’s and women’s basketball programs. The city of Chicago will contribute $100 million, and DePaul will donate $70 million in order to make this plan a reality. The blueprints include street-level restaurants and shops, a 400-room hotel, an elevated pedestrian walkway, and will hopefully create 3,000- 5,000 permanent jobs and 5,000 additional construction jobs. DePaul also gains naming rights, income from DePaul ticket sales, and revenue from the Big East Conference.

This collaborative effort has been controversial since the city of Chicago does not appear to be in a financial place to make this sort of business move. As an example from recent news, 50 Chicago public schools are closing both due to lack of enrollment and for cost-cutting purposes.

DePaul’s basketball program is not exactly a powerhouse, and game attendance continues to dwindle. This facility will be closer to campus than the current Allstate Arena location, but it will still be 50 blocks away which doesn’t make the proximity ideal. To make matters worse, the United Center offered DePaul the option to benefit from 10 years of free rent plus all ticket revenues, but DePaul declined the proposal. As tuition continues to rise, many students question whether this is the way they feel their precious money should be spent. City representatives claim that the arena will break even the first year, but the numbers used to create these predictions seem to be optimistic and unrealistic.

On the other hand, a project like this could create jobs, further stimulate tourism, and increase tax revenue which could possibly strengthen the city of Chicago which has been struggling. “The majority of the money the city plans to put toward the construction is coming from the Metropolitan Pier and Exposition Authority, which is a separate entity from the city of Chicago. This basically means the MPEA cannot use its resources to help avoid the struggling school system as its sole purpose is to expand Navy Pier and McCormick Place, which are two of the most frequented spots by tourists.” (Fox News) The new arena also offers DePaul an opportunity to rebuild their basketball program by encouraging a higher caliber of athletes that will be enticed by the top-notch facility.

What were your thoughts when you received the e-mail announcement about this new “partnership” from President Holtschneider? Do you think this is a good investment for DePaul? Do you think that it will help DePaul’s basketball program in both attendance and recruiting? Do you think this project will benefit the City of Chicago in the long run?

Sources:

http://www.foxnews.com/sports/2013/06/12/full-court-press-too-hard-to-ignore-benefit-new-depaul-arena/ http://college-

basketball.si.com/2013/05/30/the-obvious-lunacy-of-depauls-new-arena-plan/

Photo Source:

http://www.huffingtonpost.com/2013/05/14/new-depaul-arena-at-mccor_n_3274426.html

Flying Through Quality

Boeing 787 (Google Images)

Quality is an important factor when producing goods and services. Each organization sets its own quality standards based on customers’ demands and needs. If we look at quality from the customers’ perspective we will want to have products that we can rely on when using them, otherwise if the product is defective we might want to stop using it. On the manufacturers’ perspective if the customers are unsure of quality on their products, it is their job to make the necessary adjustments to make the product attractive to the customer again.  When the situation is created by defect on fabrication it can mean big amount of money losses for the manufacturer, therefore it should work on fixing the defects as soon as these are detected in order to avoid bigger losses and not get their reputation hurt.

 

An example of a company restoring confidence in its product is Boeing and the battery problems that its passenger jet 787s has been facing since January and that it cost them to stop flying them. According to an article in the New York Times by Christopher Drew and Jad Mouawad, the Federal Aviation Administration approved in April the company’s plan to fix the batteries of 50 jets that where delivered at that time. The authors explain that the lithium-ion batteries problems were detected when two of them had overheated in two different jets. As soon as the problem was detected its engineers worked on finding the causes of the defective batteries and the best approach to fix it. Collection of data was necessary to support the changes and come up with a plan.  Luckily, the 800 orders that were already planned for the plane were not affected, the authors explain, since it promised a 20 percent fuel savings. After collecting data and analyzing it, the company decided to send several technicians around the world to fix the batteries and install the new system which includes better insulation and other features to prevent batteries incidents (Drew and Mouawad). The article goes on by explaining that even after this efforts by the company to fix the problem, Japanese airlines have asked for more assurance that the incidents will not be likely to happen again or at least detected by introducing monitoring systems for the batteries that would send information about the batteries conditions and replacement of them every certain time period. All this efforts are done in order to recover the customer’s confidence.

 
We can see in this example how a defect might represents serious consequences in the company’s reputation and generate monetary losses. This illustrates the importance of having systems that monitor the quality and processes on production and if problems are presented look for the causes and fix them as soon as possible.

 
Do you think Boeing’s approach to solve the problem was appropriate? Should the company provide monitoring systems that Japanese airlines demand or do you think is enough just by replacing the batteries and the insulation system implemented?

 

Source: http://www.nytimes.com/2013/04/20/business/faa-endorses-boeing-remedy-for-787-battery.html?_r=0&adxnnl=1&pagewanted=all&adxnnlx=1370203420-Yz8jS+nRMM8ILF6/hvaO2g

Retail to E-tail

There are a lot of pros and cons to doing online shopping as opposed to in-store shopping. Online shopping seems like it only affects consumers by giving them a different medium to make their purchases but we fail to realize that it affects the sellers as well. Through online purchases, businesses gather a lot of data about consumers. Sellers can track which sections of items are the most popular, which products are the most viewed and for how long, and which products are most browsed at but not bought. This gives online sellers a competitive advantage over in-store sellers as they know more about their customers. And everyone knows that the understanding your customer is one of the most important factors in having a successful business. This is empowering in-store sellers to seek e-commerce level data.

The article talks about one company that brings customer tracking data to in-store businesses. This is in hopes of slowly bridging the competitive gap between in-store purchases and online purchases. How can they possibly get consumer data without changing the in-store purchase process? By simply observing the customers! Prism Skylabs specializes in in-store surveillance equipment that tracks customer movement. Prism installs special cameras that captures everything in the store and then is sent to the store’s computers where it is processed by Prism’s special software. The images of the actual shoppers are cut out to respect their privacy.

What is so different about Prism’s techniques than regular surveillance cameras? Prism’s software allows them to “look at which products are hot, which are being moved around and touched, and all kinds of data that allow merchandise teams to understand what is going on across a wide range of stores”. This allows the sellers to get information that the type of information that online sellers use to enhance their systems to get more purchases.

Who is using Prism? Right now, Prism has partnered up with 30 retailers. Retailers that Prism is working with include T-Mobile and Famous Footwear. Does it actually work?  A candy store in Oklahoma City was using Prism in their stores and after close observation they changed their premium display to low-selling seasonal candy rather than their famous candies that buyers usually take the time to look through the store to buy. This allowed the store to quantify the customer’s thoughts and make an effective decision in their operations.

Moreover, Prism is not the only data providing company that is emerging. Other companies are picking up on the importance and building unique strategies and techniques to sell to businesses. For example, Shopkick is an app which personalizes deals for a customer in real time as they walk through the store.

Is it worth it to sellers to invest in these data gathering companies?

How do you feel as a consumer towards this type of innovation? Do you feel that you will be making more beneficial purchases or do you feel manipulated by the sellers to buy their preferred products?

Link:http://www.businessweek.com/articles/2013-04-25/to-catch-up-with-e-tail-tools-to-track-shoppers-in-the-store

Innovation: A Gift that Doesn’t Come in a Box

In recent years, the siloed organizational structures common in traditional large corporations creating barriers between company functions are being broken down to foster a more innovative workplace. In the Wall Street Journal article “Together We Innovate,” the authors dispel the “Myth of the lone genius.” In essence, studies show that innovation does not come from one or even a small team of brilliant employees. The three problems that inhibit innovation are: lack of communication between functions, leaving decision-making to only a few company experts, and one-on-one contacts between collaborating partners.

Cross Collaboration

An overarching theme is that the divisions of employee expertise via a functional project organization prevent ideas from different perspectives at key points in the project timeline. The article mentions that by the time a new product idea gets to the marketing team, the concept is so developed that the marketers and teams further down the line cannot have any input. Although this may not seem to be big news to younger generations who highly value open networks and collaborative environments, these insights support a project manager’s decision to utilize a matrix organizational structure. Implementation of flat organizational structures has taken off in companies that highly value innovation and creativity. I have seen this in many ad and marketing agencies that have open desk space and a literal lack of physical barriers between offices and communication.

Open Mind

Leaving the big decisions up to only a few, albeit experts, in a particular project or organization can often throw the seeds of innovation into a desert of unrealistic ideas. Due to the knowledge of these decision-makers of what has proven successful, they often turn down out-of-the-box ideas providing vital opportunities for competitors. This lack of reception to new and risky ideas can stifle innovation in any organizational setting. From my experience, working in a team with limitations can be helpful, but working with a closed-minded decision maker or team leader keeps a lot of creativity and motivation for new ideas at bay.

Formal Network

Often times, companies rely on other organizations to produce innovative ideas. The networks created are likely informal and “eighty percent of the interactions between the company and academia were one-on-one.” It can be a project manager’s nightmare when one of these people leaves and the connection with that employee is lost.  A new relationship must be established with the partner organization. This style of communication is inefficient, very risky, and the result of poor management planning. I have seen this happen many times in student organizations at DePaul and know how frustrating this dilemma is and the strain it puts on what may have been an effective and innovative team.

To answer these three major problems, the article lists several solutions and applications. How would you solve these problems? Maybe you have had similar experiences in your workplace, working on a class project, or in an on-campus organization? How did you overcome these barriers to innovation?

Citation

Cross, Hargadon, et al. “Together We Innovate.” Wall Street Journal. Dow Jones & Company. 19 June 2012. Web. 11 May 2013.

http://online.wsj.com/article/SB118841662730312486.html?mod=WSJ_mgmt_promo_left#articleTabs%3Darticle

Image Source: http://www.freshnetworks.com/blog/2012/12/ten-things-businesses-should-know-about-what-innovation-is-and-isnt/

Wrong for Wrigley?

 

When you think of Chicago, some of the thoughts that come to mind are: great food, tourist sites, and sports. Whether you are visiting or living in the city, nearly everyone loves to go to the Chicago Cubs games, unless you are a Sox’s fan, but even then, the charm of Wrigley Field and the surrounding area is something undeniable. So when Tom Ricketts announced the possibility of moving the Cubs outside of Wrigleyville, you better believe he received backlash. The degree of disapproval of the move came from die-heart fans, rooftop owners, and other local businesses. When I first heard that Wrigley Field might be moving, I was heartbroken. All I could think about was the memories my family and I had from going to the games and making a day out of traveling to the city. Even more than contemplating the move, Ricketts is planning a $500 million renovation that will impact the city, fans, and surrounding businesses as a whole.

At first thought, some fans might say to leave Wrigley the way it is. The old nature and lack of high-technology is what makes the field so charming and historic. However, by looking at this situation through Theo Epstein’s mindset, President of Baseball Operations, I have come to see the more important managerial implications that come along with the $500 million renovation. Decisions of forecasting, location, and organizing are all factors in the Wrigley renovation. Theo has to think of the costs/revenues that will be generated by these renovations and compare that to how the location of each addition will impact the field and businesses that surround the ballpark.
For those of you who are not familiar with the renovation, the $500 million plan requires no city or country money. It will provide a video board in left field that will be 6,000 square feet, and a secondary sign in right field that will be 1,000 square feet. The plans also include a three-story addition that will contain new clubhouse, restrooms, restaurants, and potentially an upper-level deck. Furthermore, there have been talks of a proposed hotel on the McDonald’s lot, a two-story Captain Morgan Club, and open-air plaza on the west side of the park.

 There are many pros and cons of the renovation plan. Some thoughts that should be considered are the local businesses – will having more Wrigley restaurants and a hotel take away from local businesses? More importantly, how will the jumbotron affect the rooftops since they bring revenue to the owners and to the city as well?
My question to you is what do you think of the renovation and the managerial decisions that face the Wrigley organization? The location of the jumbotron, hotel, and restaurants are important decisions to consider in the overall effect of the renovation. How do you feel about the possibility of the hotel that will be built right by the ballpark – would you forecast that expenditure to be revenue raising or simply wrong for Wrigley?

Sources:

1. http://ballparkdigest.com/201305066246/major-league-baseball/news/cubs-submit-wrigley-field-renovation-plans-to-city

2. http://www.dnainfo.com/chicago/20130501/wrigleyville/wrigley-field-renovation-renderings-released-jumbotron-hotel-unveiled

NEXTflix Problem

Netflix is taking a bold move after spending over two years recovering their losses from their last big controversial pricing and programming change. The Netflix CEO Reed Hastings is doing everything possible to avoid another Qwikster disaster.

Since their lose of nearly 800,000 users and 75% of it’s value, Netflix has worked it’s way back to the top with over 29.1 million members, surpassing enterprises like HBO. [1] However, Netflix could not have done this without turning back the focus to their users wants and needs.

Netflix has done a great deal to reinvent their service, pricing and licensing deals. Recently, Netflix has utilized Facebook to create a Netflix Social , where users can link their facebook and Netflix account and view tabs of “what your friends are watching” or “friends favorite”. [2] Netflix also just made a deal with Dreamworks to begin producing another Children’s original animation series. [3]  Furthermore, Netflix’s production and release of 15 new episodes of the popular show Arrested Development  has also received a lot of praise by Netflix users..[4]

Despite their growth and efforts to reconstruct their service, Netflix has run into a new growing problem.

Their current problem is that over 10 million users are not paying for the streaming service Netflix’s CEO is trying to be very cautious about handling the shared user and password issue. Hastings does not want to lose or ban viewers, but instead he wants to keep people positive and excited about Netflix’s service.[5]

Analysts insist that Netflix’s profit would exponentially increase if Hasting’s cracked down on the issue. One analyst believes they could be making up to 5% more per subscriber if they fix their current pricing or offer different plans for users.[6]

Instead, Netflix’s CEO is celebrating the idea “that people love the service”. [7]

The new plan that will be unveiled will allow four streams for $11.99, while the current pricing of $7.99 for two streams per account will still be available. They expect less than 1% of customers to opt for the new plan, but they hope as their service becomes in bigger demand that users will begin to see the value.[8]

Other plans consist of adding a $3 increase for added users , adding extra fees for children programming or limiting the number of devices that can be attached to the account. [9]

Netflix users are vulnerable  since the last price and policy change, so Hastings needs to remain very sensitive to the issue in order to sustain their level of expansion and growth in the market. Therefore, Hastings is not interested in making any drastic changes, but slowly implementing different plans with added benefits.

 

Whether you are a current Netflix user or considering a subscription to Netflix, what plan or price increasewould drive you away? What added benefits or licensing deals would make you keep your subscription?

 

High-Speed Internet: Is it Still High-Speed?

This past week Google announced that they are expanding Google Fiber to Austin, Texas. Google Fiber is Google’s version of high-speed Internet, which can download at up to 1000 Mb per second, and digital cable television service. This is 100 times faster than any other Internet provider. Google Fiber also gives you one terabyte of storage, which can be used to record up to eight HD TV shows simultaneously. Google provides you with a brand new Nexus 7, that you use as a remote to control your TV.

Google Fiber is currently only being provided in Kansas City, KS and Kansas City, MO. Future cities that will have Google Fiber are Westwood, KS, Westwood Hills, KS, Mission Woods, KS, Kansas City North, MO, and Kansas City South, MO. Google offers three prices for Google Fiber:

Google Fiber Network Box
  • Gigabit + TV: $120/month ($300 construction fee waived)
  • Gigabit Internet: $70/month ($300 construction fee waived)
  • Free Internet (5 Mb): $0/month (for at least seven years) + $300 construction fee

These higher Internet speeds would eliminate those irritating YouTube buffers and would speed up downloading/uploading files. However, are the benefits of Google’s high-speed Internet worth the cost? It is estimated that it cost Google $11 billion to install Google Fiber nationwide, 20 million homes. That comes out to roughly $550 per home. With Google waiving the $300 construction fee, it would take five monthly payments of the highest-priced service, Gigabit + TV, to pay for the installation of Google Fiber to a home. Google would not start making a profit until five months after installing the service to a home. That is a long time to make a profit. This could prevent expansion to other cities.

In order to receive support from city politicians and residents, Google will install Google Fiber to public institutions for free. Hospitals, schools, community centers, and libraries will get Google Fiber installed for free. The rollout of Google Fiber also creates jobs in the Austin area and creates economic growth.

But is Google Fiber really necessary? The current U.S. average Internet speed is 7.2 Mb per second. While 7.2 Mb is not ultra-fast, it is still quite fast. Should Google not be focusing on expanding Internet access globally? Google should focus their Internet operations strategy on providing access to areas where it does not exist. We can wait for Google Fiber until everyone has access to the Internet first.

Should Google be waiving the $300 construction fee? Is this a smart way to gain customers or is Google only increasing its own expenses? Why is Google only expanding Google Fiber from town to town and not expanding nationally at one time? How are other Internet service providers going to compete with Google Fiber and its amazingly fast speed? What would you do with download speeds of up to 1000 Mb per second? Overall, does Google have good product strategy and project management in regards to the rollout of Google Fiber?

Sources

Analyst: Google Will Spend $84M Building Out KC’s Fiber Network To 149K Homes; $11B If It Went Nationwide: http://techcrunch.com/2013/04/08/google-fiber-cost-estimate/

Austin Next City for Ultra-fast Google Fiber: http://www.businessweek.com/ap/2013-04-09/austin-expected-to-be-next-stop-for-google-fiber

Google Fiber: https://fiber.google.com/about/

Google Fiber Expands TV, Internet to Austin, Texas: http://www.abcnews.go.com/blogs/technology/2013/04/google-fiber-expands-tv-internet-to-austin-texas

Residents and Businesses Excited for Possibilities Google Fiber Brings: http://www.kxan.com/dpp/news/local/austin/residents-excited-for-possibilities-google-fiber-brings

US Internet Speed Lags Behind S. Korea, Latvia: http://www.abc15.com/dpp/news/science_tech/us-internet-speed-lags-behind-s-korea-latvia