Management

Presentation of a certified project manager to stakeholders

- May 26, 2022 | July 8, 2022 - admin

Although we have already started the work on the project and it was a busy week, I am glad that we have the opportunity to clarify some aspects of our joint work live compared to the beginning.

Before that, let me say a few words about myself and my experience with project management so far to get an idea of ​​me, my way of working, and my potential to meet the challenges of our innovative washing machine project.

I received my project management certificate from BVOP few weeks ago. I earned the title of BVOP Certified Project Manager (BVOPM). Learn more about the best project management certifications: https://www.powerhp.net/what-is-the-best-project-management-certification/

For the last 15 years, I have participated in about 20 projects with different scopes and complexity and duration from 3 to 12 months.

They have all been in large organizations with a complex functional structure and many levels of management, respectively with a complex project structure with many project managers – almost always three – one from the Business side, one from the IT side, and one from the outside floor. -performer.

There has almost always been no distinction between project and functional structure, and in addition, the presence of three project managers has always created serious difficulties in communicating and managing projects.

I have managed individual sub-projects or projects (individual or part of a larger Program), but always in the role of project management by IT.
However, I think that my experience in recent years will be very useful for the self-management of the project (in the sense without two more project managers).
In addition, I believe that my:
• Patience
• Desire to always do things in the best possible way
• Optimism
will give me the strength to deal with the potential challenges in the project of creating and implementing an innovative washing machine.

Our project is also proving to be quite complex, and I think it will be useful to clarify some aspects of our joint work from the very beginning to make it easier and more optimal.
I would like, without committing much of your attention, to keep you informed of the status of the project in a way that is convenient for you and, if necessary, to know how we can coordinate with you in critical situations.

So far, my practice is to send all stakeholders a weekly status report (usually one page in PowerPoint), which provides a synthesized / tabular / status of the project status in all important aspects:

Results to date
To-Dos
Open issues
Deadlines
Prerequisites
Decisions to be made
Budget

If you agree, I would like to send you a similar status in our project – as here I have printed the status report for the past first week to show it to you and be able to assess whether you like the relationship between the amount of information and the level of synthesis. Of course, I am open to suggestions for improvements and changes in form and content.

I have practiced separately so far so that at the beginning of the project at the first meeting with the whole project team we decide and specify the regularity of the project meetings by teams and for the whole project and prepare a matrix of meetings.

In addition, so far we have always prepared a communication matrix, in which for each participant in the project there is data for communication – phone, e-mail, floor and room number in the office, and the preferred method of communication.

Separately, so far we have created a common Project folder on a shared network device, in which we build a project structure of directories and upload all documents: eg status reports, business, and technical requirements, risk analysis, meeting matrix, meeting minutes, communication matrix, test cases, test results, etc. giving the appropriate access to all participants in the project according to their role.

Now let me ask you if you are OK with the proposals for the status of the report, initial meeting to clarify with the team the frequency and format of meetings, a common project folder for project documents, and addition to asking you what is your preferred way of personal communication with you – live or online, in writing or by talking?

I would also like to know what your expectations are for me?

How do you think I did in the first week of the project and what are your recommendations for my future work?

I would like you to work openly together and share with me what you approve of in the way I work, as well as what you disapprove of or consider inappropriate and inappropriate for the optimal management and success of our project.

I am a supporter of open relationships and I always accept and appreciate constructive criticism.
From my side, as you saw in the first week of the project, you can also expect an open and direct attitude on all topics.

References

Presentation of a certified project manager to the client

I am writing to you as a project manager for our joint project for the implementation of an innovative washing machine. I have been in this position for a week.

I would like to begin by apologizing for the e-mail of my predecessor!
I would also like to ask you to give us a chance to maintain mutual trust in the name of the success of the project.

I suggest you organize a live meeting at a time convenient for you together with Mr. Petrov – our Executive Director.

At this meeting, we would like to discuss and try to find a joint constructive solution to the problems and causes on both sides, which lead to delays in the project and non-compliance with deadlines.
We do not aim to look for and blame someone, but rather we want to solve problems together as a team.
We do not want to allow more violations of good manners, constructive work, and mutual trust.

I have experience with such complex scope and structure projects with many involved departments, teams, independent experts, external suppliers, and guarantors and I am aware of the challenges in managing such projects.
I am a supporter of open and direct communication, and set tasks and I do not tolerate unresolved conflicts and unresolved cases. I believe that I have the necessary patience and the necessary dose of positivism to return project management in the optimal direction.
I hope for your support!

Our good cooperation is a key factor in the success of the project.
As before, most often, you will need your assistance in the following aspects:
Additional information about your requirements.
Prioritize your requirements.
Contacts of persons participating in the project on your part.
Regulated access to your used systems and technologies.
Direct contact with third parties with whom you work will benefit us.
If you need assistance with any of the above points and you can not handle only your resources, we are here to offer a solution.

Regarding the communication on the project – I am the main contact person and below in my signature, you will find my phone number, e-mail, and Skype name. You can bother me with any questions.
Separately attached to the e-mail is the first Status Report, which you will receive updated every week.
In addition, you will be given access to the Project Pact, in which all-important project documents will be uploaded.

By the end of this week, you will receive an invitation for the first meeting of the project, which will discuss other organizational issues such as the regularity of project meetings, ways of communication, etc.

At the meeting, you will be able to raise questions and make proposals of any nature related to the project. The whole project team will be present.

Presentation of the certified project manager to the technical team

I have experience with such complex scope and structure projects with many involved departments, teams, independent experts, external suppliers, and guarantors and I am aware of the challenges in managing such projects.

I am a supporter of open and direct communication, and set tasks and I do not tolerate unresolved conflicts and unresolved cases.
I believe that I also have the necessary patience and the necessary dose of positivism to return the project management in the optimal direction.
I hope for your support too!
Our good cooperation is a key factor in the success of the project.
The main principles I strive for in project management are usually:
Providing clarity on requirements
Without interfering with the way any of the project team works, as long as the ethical norms are not violated!
Transparency regarding the status of the project as well as the next decisions and steps
Clear, accurate, and open communication of the main data of the project to all participants
Talks at a more detailed level, but only in the individual sub-project teams
Without looking for guilt and pointing fingers – but rather joint efforts to solve the problems of returning the project on time and on budget
No prejudices
If something goes wrong in the project – then in the first place the project manager has not done his job, then the rest
I strictly follow the good tone and constructive work and I do not tolerate in any way disrespect and rude treatment between participants in the project, but I believe that there will be no need to take measures in this regard
I accept and respect constructive criticism and if any of you notice that I do not follow any or some of the stated principles – please do not hesitate to share with me
I am open to suggestions on optimizing the organization of the project as well as on any aspects related to the designer’s work. I will leave here a few business cards so you know where you can find me.

In addition, here are some organizational topics:

Each of you will receive a weekly status report (usually one page in PowerPoint), which provides a synthesized / tabular / status of the project status in all important aspects:
Results to date
To-Dos
Open issues
Deadlines
Prerequisites
Decisions to be made
Budget

Here I have printed the status report for the past first week. You can pay attention to the relationship between the amount of information and the level of synthesis. The goal is to keep you informed about the status of all aspects of the project with minimal time on your part.
Of course, I am open to suggestions for improvements and changes in form and content.

Separately, by the end of the week, you will receive an invitation to meet again with the whole project team, where we will decide and specify the regularity of project meetings by teams and for the whole project and we will prepare a matrix of meetings.

In addition to the first meeting, I will prepare a communication matrix, in which for each participant in the project there will be data for communication – phone, e-mail, floor and room number in the office, and the preferred method of communication.

Separately, you will have access to a shared Project folder on a shared network device, in which we will upload all documents in a certain project structure of directories: for example status reports, business and technical requirements, risk analysis, meeting matrix, meeting minutes, meeting matrix communication, test cases, test results, etc.

I would also like to know what your expectations are for me?

How do you think I did in the first week of the project and what are your recommendations for my future work?

I would like you to work openly together and share with me what you approve of in the way I work, as well as what you disapprove of or consider inappropriate and inappropriate for the optimal management and success of our project.

I am a supporter of open relationships and I always accept and appreciate constructive criticism.
For my part, you can also expect open and direct treatment on all topics.

Yes, there have been upheavals so far with the project.
But let’s accept failure simply as a detour, not a dead-end! Let’s look at mistakes as doors to new opportunities.

Thank you very much for the meeting and your attention!

I am glad that I chose to be part of your team and I believe in the success of our joint work!

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