So what is Project? And how it is related to our life? I am not going to discuss the technical definition of project. But in our daily life, you can manage many activities as a project. Whether it is a birthday party, you are preparing for an exam or a trip to Vegas; we can manage these activities as a Project.
Now we will discuss briefly about basic principles of a project management. There are the nine knowledge areas of Project Management.
1. Integration Management.
2. Scope Management
3. Time Management
4. Cost Management
5. Quality Management
6. Human Resource Management
7. Communications Management
8. Risk Management
9. Procurement Management.
Is it looking complicated? Believe me it is not.
See below for the project plan of one of my projects. Again I will not go into details of this Project Plan. By showing this, I just wanted to remind you about actual project plan from our corporate life.
So our project of discussion is Trip to East Coast. We will plan this project in above Project Management Framework.
Scope Management:
We will start this project with scope management. Overall scope of our project is to visit different places on East Coast. Out next step is to break down this scope into more specific details, like the cities which we want to visit and the list of attractions from each city. At first we will note down all the attractions which we would like to visit. Later on we will narrow down this scope, based on availability of time and budget. By this process we will define complete scope of our Trip.
Time Management:
Once we define the scope, we will start working on Time Management. What is the total duration of our trip? What are Start Dates and End Dates? Consider it is a 10 days trip. Now we have to develop rough schedule to visit these places in these 10 days. So we will put tentative dates for each city. Once date for each city is finalized then based on number of days allocated, we will decide how many places we can visit in that city.
Cost Management:
After time management, we will work on the most important part of our project. It is the cost management. So what is the allocated budget of this trip? We will consider it $10000. After budget allocation, next step is to list down the activities that will need money. Activities may be like Flight Tickets, Car Rental, Hotel Booking, Attraction Tickets, and Food etc. Once we have all these activities listed down, we will estimate tentative cost of each activity. After activity cost estimation, add all those activity costs to calculate total cost. If this total cost is more than our allocated budget, which generally is, then we will start working on reducing the estimated cost by eliminating some of the activities or finding some cheaper option.
Quality Management:
After cost management we will think about Quality Management. Let’s take an example of hotel booking. What kind of quality you are expecting from hotel in your allocated budget? You might get decent quality from Holiday Inn but if you want to compromise on quality for limited budget then you can stay in some motel and save some cost over quality. By this way you will give a thought on quality of overall trip activities.
HR Management:
Next topic is HR management. How HR management come into picture of family trip? Yes, you need to take care of needs of all the family members in your trip. It could be a diaper box for your little one or to have dinner on time for your dad. You have to manage your family as a project team. Your main job is to manage expectations and conflicting interests of your family members. Here you need to apply your team management skills as well as your negotiations skills. This is very important area in your trip management. Also at the beginning of trip you need to make your expectations very clear from each of the family member and establish some ground rule e.g. if we are getting late, don’t be panic. We are going there for enjoyment. So even if we miss some attractions, it will be fine.
Communication Management:
After HR Management, we will talk about communications management. You need to start working on communications management early in the project. You need to make everybody well informed. During the trip also you need to make sure that communication is going well within each and every family member.
Risk Management:
For each project you have to think of potential risks and have a risk management plan ready. For a family trip risks could be like bad weather, flight running late, car breakdown, health of family members etc. Once you identify all risks then have risk mitigation plan for each identified risk. For example, for health issues you need to have your regular medicines in your bag. If there is bad weather in one city, you should be able to reschedule your trip so that you visit different places on that day? Try to find as many risks so that you will have plan ready for each identified risk.
Procurement Management:
Once you are ready with all of the above planning then start working on Procurement Management of our project. Here first work on Flight Tickets. You all know the problem of getting reasonable tickets on given dates. After that you can start working on booking of other things like hotel, car, sightseeing tour etc. Here you can talk with different venders and based on you budget and required quality you can do the final bookings.
Once you have plan ready for your trip then next part is execution and monitor and control of this plan. During the trip you need to make sure you will go according to you plan. It will help to have a successful trip. Also during Monitor and Control, you need to make sure nobody is making drastic changes in this plan. If you need to change the plan then first analyze the impact of that change on overall trip and based on your analysis, allow or reject that change.
In this post, I discussed a family trip as a case study but you can apply same principles for any other events in your life. I am sure by applying these basic principles and framework of Project Management; you will become a successful Project Manager in your personal life.
