Transcript Document

USM Internal Conference - June 14, 2002
Athar Rafiq, Project Manager
University of Baltimore
Ground Rules for this session
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My Personal & Professional Tools
For Sharing IF needed (only use as needed)
Background
Definition of objectives for using these tools
– Personal
– Professional
• List of specific tools
– Personal
– Professional
Hopi Wisdom by The Elders,
Oraibi, Arizona Hopi Nation
“You have been telling the people that this is the Eleventh hour.
Now you must go back and tell the people that this is the Hour.
And there are things to be considered. Where are you living?
What are you doing? What are your relationships? Are you in
the right direction? Where is your water? Know your garden.
It is time to speak your truth. Create your community. Be good to
each other. And do not look outside yourself for the leader.
This could be a good time!
There is a river flowing now very fast. It is so great and swift that
there are those who will be afraid. They will try to hold onto
the shore. They will feel that they are being torn apart, and
they will suffer greatly. Know the river has its destination. . . .
Hopi Wisdom ….
The elders say we must let go of the shore, push off into the
middle of the river, keep our eyes open, and our heads above
the water. See who is in there with you and celebrate.
At this time in history, we are to take nothing personally. Least of
all, ourselves. For the moment we do, our spiritual growth and
journey comes to a halt. The time of the lone wolf is over.
Gather yourselves!
Banish the word struggle from your attitude and your vocabulary.
All that we do now must be done in a sacred manner and
celebration. We are the ones we’ve been waiting for.”
(The Effectiveness Institute, Inc., Teamwork, Teambuilding & Team Effectiveness,
Tom Champoux)
Situation Understood = Correct Tool
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What am I working on? CYA
C A
What am I measuring? Mistakes – theirs
What is the daily goal? Stay out of trouble
What is desired results? No one blames me
What is the vocabulary? Evaluate, Discuss, Delay
Long term goal –
– What is long term? Short term? Goal?
Implementation Methodology vs. Culture
• Existing Culture is:
– Comfortable
– Understood
– Familiar
• PS Implementation is:
– Extremely uncomfortable (will I have a job)
– Totally misunderstood (software can do it all)
– Awfully unfamiliar (downright scary)
Specific New Process Requirements
• Phase I
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Change Management process
Information Gathering & Storage process
Communication process
Team building process
• Phase II
– Education on new terminology
• Deliverable
• Timeline
• Testing
– Change Management education
• Personal fears
• Personal issues
• Team issues
• Phase III
– Implementation
– Training
– Testing, Testing, Testing . . . .and more Testing
Defined Situation Changes
• Changes may occur in:
– Business Processes
– Technical Processes
– Organizational Structure (occasionally)
• May impact on:
– Individuals Daily Routine
– Job Definition (Pay scales)
– Team hierarchy
• Short term (2-3 years) requirements:
– Deadline driven (with consequences)
– New skills to be developed
– Bring out the dirty laundry
Daily professional requirements
• Repeat my standard timeline phrase to the team:
– Today + 2 weeks = Current
• Manage FEELINGS, risks, timelines, resources
• Deliver results DAILY
• Manage information efficiently & rapidly
– Lots of incoming information via email, paper, phone calls,
tasks, walk ups, meetings
– Locate & Share lots of different information instantly
– Communicate with everyone
Professional Tools
• Software Tools
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Nelson Email Organizer
SnagIt
David RM’s The Journal
Task Manager 2003
MS Project 2000
Project Central
Knowledge Central
Fine Print
(caelo.com)
(techsmith.com)
(davidrm.com)
(orbisoft.com)
(microsoft.com)
(projectassistants.com)
(projectassistants.com)
(fineprint.com)
Professional Protocols
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Email protocol for fast filing & response
Document template protocol
Document storage protocol
Courtesy protocol
Deliverable protocol
Sharing protocol
Risk Management protocol
Email protocol for fast filing & response
• Nelson Email Organizer
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Sorts by day & correspondent
Can file by date to respond
Bulk mail handler for filing
Workflow enabled
• MS Outlook Rules Wizard
– File messages & responses immediately
– Eliminate junk
– Never, Never, Never open or publish cartoons, jokes, etc.
Document Template Protocol
• Specific directory for standard
forms used previously
• Create MS Word or MS Excel
templates
• Subscribe to Tech and Project
Sites for purchase of template
documents
• Use standard design standards to
match corporate guidelines
Document Storage Protocol
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Organize shared directories ASAP
Organize standards for storage
Conduct weekly housekeeping
Help discuss & request new ideas
Move final versions to PDF or
locked copies
• Everyone can read & store
Courtesy Protocol
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Listen
Lots & Lots of food
Thank You emails, phone calls, cards
Humor
Leave my ego, pride and pomp outside
Deliverable Protocol
• Create deliverables at short time spans
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Signoffs
Testing script
Short report
New instance, etc.
• Recognize the individuals
– More food
– Recognition in front of the team
– Listen for personal issues
Sharing protocol
• Confirm sharing is supported by the organization
• Meet with other institutions frequently on an
individual basis
– Listen for their problem areas
– Offer to help to research and locate a solution
– Follow courtesy protocol
• Research web sites & publish links to specific areas
• Locate white papers
• Ask other institutions
Risk Management Protocol
• Today + 2 weeks = Current
• Ask EACH individual implementer:
– What will you need next week? In two weeks?
– What is going slow today that will hold you up?
– What bothers you about this week’s events?
• NOT everything is on the project plan
• Look down the road
Strive to realize a state of
inward happiness,
independent of
circumstances.
» J. P. Greaves
Personal Requirements
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Family
Friends
Professional recognition
Clear moral baseline
Personal agreements
Personal Tools
• Four agreements
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Be impeccable with my word
Don’t take anything personally
Don’t make assumptions
Always do my best
» Don Miguel Ruiz, The Four Agreements
Appendix –Audience Questions June 14,02
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Describe floor plan?
How are decision made with such a short timeline?
Explain build day?
How can the long hours be reduced?
Where are the trainers located?
How do you suggest training on MS Office products?
What are the go live dates?
Floor Plan Layout
28’ x 68’
Answers
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Decisions – Users are enabled and chairs of their own committees for making rapid decision
with functional teams meeting earlier in the week and technical meetings at the end of the
week.
Build day – All migration of patches, new instances, copies of instances, etc. are done on
Fridays when the functional users are catching up with their notes and documentation.
Reducing long hours – One’s efficiency is directly related to the proficiency of MS Word and
MS Excel and the ability to type notes directly and rapidly on the computer system. Also
establish procedures for filing documents electronically. I also use David RM Journal
software to capture all my notes for quick word searches.
Trainers location – All training will be conducted in a separate lab area designed for training
and under construction.
Training of MS Products – Step by Step learning series are available in the state contract and
are excellent for self learners. It is important to identify the learning style of the individual
and if they require classroom training then you would have to use public courses or on
campus professional courses.
Go live dates for HR is November-December 2002 and Admissions is Mid-September 2002.
The other modules follow closely behind.