pm decision tools 2e

A.S. Sorokin, MBA, PMP

abigfinger@hotmail.com

#1 Brainstorm

2 stages: 1 – Proposals. 2 – Analysis and proofing.RULES FOR 1st stage:

• Do record any idea

• Don’t judge any idea, even silly

• Don’t give up

• Do welcome unusual ideas

• Don’t prove the idea immediately

• Do approve and motivate any proposal, including unreal, bad or stupid ones

RULES FOR 2nd stage:• Try to rationalize every proposal

Types: Delphi, 6-3-5 Brainwriting, Brainsiege, Ship’s council

Purpose: to find out as many as possible ways to resolve an issue

#1-a Reverse Brainstorming

Get a start from a reverse meaning -

1. Try to identify all possible ways to create

a similar issue

2. Define ways to cope with them

3. Select those ways which are more

suitable in your particular situation

#2 MIND MAP

#2 Mind-map

• Mind-map allows:§ to write ideas in structured way by

hierarchy of branches§ to enforce the idea by clear and color

images§ to enforce the topic by color type, size

or bolding§ to show relationship between topics§ to make comments by different signs &

etc.

This is a very useful tool to record Brainstorming results or to remember things

Purpose: It helps to present ideas in a clear, attractive and persuasive way, give it a holistic vision, to promote generation of ideas and understanding

One of the most effective tool to write results of the brainstorm

#3 Planning Poker. Preparation

YOU NEED:

§ the list of tasks

§ a few decks of cards (all shell be similar)

It can be used usual decks, including Ace, 2, 3, 5… King or

Joker (meaning “it is hard to evaluate or task too big, it has to

be divided”), or use the special deck, followed the Fibonacci

row, including 1/2: 0, ½, 1, 2, 3, 5, 8, 13, 20, 40, 100, ?

(meaning “uncertainty”) and “coffee cap” for a break.

The value of the card could be possible duration of task in

man-day or relative difficulty of work. This rule should be set

clear before discussion.

THE MAIN RULE: more value - an uncertainty is greater

Purpose: a kind of brainstorming tool to make an expert solution on duration of project tasks

#3 Planning Poker. Procedure§ Every participant got an own deck of cards

§ Chairman just moderates the discussion, but NOT beinvolved.

§ Use the timer to structure up the discussion.

§ Project manager should make a short review of every task

§ Team should discuss tasks and risks, ask questions; Projectmanager’s job - to record results (corrections to the list oftasks).

§ Every participant choose one card and put it on the tabletop by deck.

§ Each participant in turn flips and calls his card

§ Every high or low vale should be explained. Person who isthe most possible to be assigned to this particular task hasmore influence than others (be sure you considered hisexperience and workload)

§ Follow the procedure until all tasks be discussed

§ Follow up result. Check if everybody agree

#4 MEETINGS

#4 Preparations for a meeting§ DON’T make appointment at Friday evening or Monday

morning. Usually people are less active and attentive that time.

§ DON’T invite more than 10-12 people

§ DO invite only people, who make value or take a decision

§ DO make announcement and invitation prior to the meeting:

agenda, exact time and place

§ DO make sure YOU ARE clear with the point of the meeting

§ DO make sure all invited ARE CLEAR with the point of the

meeting too

§ DO make a proper plan of the meeting: who are the moderator,

minutes taker, kick-off part, who are speakers, how much time

he/she needs to explain the topic, Q&A session, breaks etc.

DON’T held a meeting on issues which can be resolved by other way!

#4 Holding a meeting• DO track the time. Make sure meeting members follow the agenda.

Stop deviations. Make an appointment for another meeting if any important issue risen.

• DO keep business attitude. Avoid unseasonable humor or dog talks between members

• DO separate good news from bad and routine.

• DO accept all questions from members, but answer one-by-one. If nobody can’t answer right now – write it down for further development.

• DO motivate a dialogue and positive discussion instead of a monologue or BLAME GAME.

• DO breaks for refreshment. TIP: It is better to make ONE long break instead of some short.

• DO follow up. Make sure that important things were being heard. Think how to check it.

• DO try to make minutes to help understand topics and made decisions for those who couldn’t attend the meeting

Be sure that your meeting does not last longer than 1.5 hr

…ONE MEETING!

ONE TEAM -

Dark side of meetings

§ Requires a good training - Chairman and participants usually

have no time for that;

§ Waste of time by high cost;

§ One meeting quite often is followed by the next meeting.

§ Great TALK-ers are LITTLE DO-ers;

§ NO-point- LESS information;

§ Vague agenda or purpose - not clear;

§ He who says what he likes, shall hear what he doesn't like;

§ Almost certainly there will be at least one idiot who will spend

the whole time on the useless things;

#5 “Fish-bone” (Ishikawa’s chart)Purpose: to find root causes of issues

The most effective in use with the brainstormFor proper making used maximum found factors for characteristic which registered to be out of predicted value.

RULES FOR USE:

§ Be sure everybody agreed on effect and key issue(-es) before the start

§ Use same nodes for analysis: Manpower, Materials, Machines, Methods, Management, Environment

§ Be brief

§ Think about root cause(-es) for each node

§ Follow each node till its root cause

§ Check “overcrowded” nodes. Split them into smaller “bones”

§ Decide which root causes should be analyzed more precisely?

#5 “Fish-bone” (Ishikawa’s chart)

#6 PRO & CON

STEPS:

1. Collect the information about all options

2. Set up a spreadsheet with each option. Include columns “PRO” and “CON”

3. Fill the arguments into the proper columns

4. Make a weighting of an each argument

5. Select and strike off same arguments in different options

6. Level an important arguments

7. Exclude an inappropriate arguments

8. Check what is left and what kind of arguments In options give maximum weight

9. Make your choice

Purpose: to find proper arguments for proposed options

The most effective in use with the brainstorm

#7 Gap Analysis

1. Analysis of current state:

“Where we are?”

А2. Vision of the goal –

desirable state:

«Where we want to be?»

B

GAP3. What prevent us / or we lack of –

to be where we want?

4. What have we do to get all lack things / or to remove obstacles –to be where we want?

Purpose: to work out a proper plan to achieve a goal

The most effective in use with the brainstorm

#7 Gap Analysis. RADARPurpose: to visualize gaps

The most effective in use with the gap analysis

#8 – “5 Why?”Purpose: to find root causes of issues

The most effective in use with the brainstorm

#8 “5 Why?” (example)

#9 Problem tree

1 – List all found – only really existing, NOT risks or possible – issues. Make them short and clear. Remember: issue is not yet unfound/unseen solution

2 – Select main issue. This analysis could consist of many steps or repeatable because of made mistakes.

3 – Decide which other issues are - “causes” or “consequences”

4 – Set up the tree of “cause-consequence” chains.

5 – Your problem tree is ready!

Purpose: to find root causes of issues

The most effective in use with the brainstorm, 5-WHY and Grouping tools

#9 Problem tree (example)

Solution development

#10 Decision tree (example)

TICK-TACK-TOE

Purpose: to find proper solution

The most effective in use with the brainstorm

#10 Decision tree (example)

#11 Grouping

• Resulting unsorted set of ideas (issues, tasks & etc.) after the brainstorm or other activity

• Set up affinities for items - attributes. Group them by these attributes.

Purpose: to set up some relationship

The good practice is to use it just after the brainstorm happened

#12 Priority setting up

#12 Rules for organizing and remembering elements of the plan

The Goals should be SMART:• Specific

• Measured

• Achievable

• Relevant

• Timely

…. written down

The Plan should be SCHEMES:§ Space§ Cash§ Helpers§ Equipment§ Materials§ Expertise§ Systems

Purpose: structured approach to set up goals and action plan

The good practice is to use it with any activity

#13 RACI: Responsibility matrix Purpose: structured approach to set up responsibility

The good practice is to use it with any action plan