What is proactive project management?
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The document discusses proactive project management, emphasizing its importance over reactive management to improve project quality and team morale. It outlines how to shift from a reactive mindset to a proactive approach by focusing on long-term planning, managing risks, and understanding team dynamics. Tips for effective communication, embracing technology, and maintaining a balanced work-life are also provided.
What is proactive project management?
- 1. macegroup.com 1 What is Proactive Project Management?
- 2. Agenda •Introduction •Reactive VS Proactive •What type of person are you? •Last Planner •Some Tips •Q & A What is Proactive Project Management? 2 Penny Hubbard-Brown Deputy Regional Director APAC Stephen Wong Senior Project Manager
- 4. Introduction About Mace What is Proactive Project Management? 4 Mace is an independent international consultancy and construction company, offering highly integrated services across the full property and infrastructure lifecycle. HK $15.6bn
- 5. Both our consultancy and construction services span the entire property life cycle to ensure that our clients can enjoy the benefits of the Mace approach throughout their project or programme, wherever they are in the world. This all-service approach is the key to our strength. 5 Introduction Integrated Service Offer What is Proactive Project Management?
- 6. Proactive VS Reactive What is Proactive Project Management? 6
- 7. •Have you ever had the feeling that you are not in control of your project? •By 0930 you have 20 emails open and haven’t replied to any. •You are awake at 4am! •You generally feel a step or more behind! •Short term busy periods happen but if this is the norm then you will be in FIREFIGHTING MODE and only reacting to present issues as opposed to long term planning. What is Proactive Project Management? 7 Reactive versus Proactive Management
- 8. •Reactive Management – a situation which you can’t or don’t plan ahead for. •Many reasons for getting to this stage: •A problem might have caused a quick change requirement. •Your company might have pulled you onto a difficult project to turn it around. •You may just get a buzz out of working in this way. •Even if you do enjoy working in this manner there are issues with it for your team and the project: What is Proactive Project Management? 8 Reactive versus Proactive Management
- 9. •Reactive teams are likely to deliver lower quality work. •You will miss things. •Your team members will be constantly moved from one problem to the next causing morale issues. •Less likely to spot strategic opportunities till its too late. •You can get very stressed – particularly at 4am! •So how do you move away from reactive into a more proactive management approach? What is Proactive Project Management? 9 Reactive versus Proactive Management
- 10. •TIME –You need to create some urgently. Create lists Prioritise Delegate •PROCESSES –Analyse information and communication flows –What is taking so long? –Can technology help? What is Proactive Project Management? 10 Reactive versus Proactive Management
- 11. •Understand and Manage Risk –Identify and prioritise each risk –Look at mitigation measures – start with high probability and high impact. •Moral –Understand your team – its never too late! •Keep going –Encourage suggestions for how to continually improve processes What is Proactive Project Management? 11 Reactive versus Proactive Management
- 12. •So what does Proactive Management look like? •You are focusing your efforts and attention on long-term as opposed to constantly being in the present moment. •You work well with your teams and understand their strengths and weaknesses. •You constantly monitor the project risks and update and alert key stakeholders and the team to potential changes. •You carry out regular project reviews, ask for feedback and investigate ways to optimise processes. What is Proactive Project Management? 12 Reactive versus Proactive Management
- 13. What type of person are you? What is Proactive Project Management? 13
- 14. To introduce a colourful model of human behaviours that will allow you to: •Understand behavioural differences and needs •Think about how your team may help or hinder stakeholder management •Consider how this knowledge may be used to manage change more effectively by obtaining buy-in and commitment from your stakeholders What is Proactive Project Management? 14 What type of person are you?
- 15. What is Proactive Project Management? 15 The Insights – Color Energies 1.Read all the adjectives 2.Decide what colour is most like you, based on the adjectives 3.Order the others until least like you.
- 16. What is Proactive Project Management? 16 On a good day….. •Knowledgeable and detailed •Has an air of competence •Asks lots of questions •Very thorough right to the end •Quick to build relationships •Friendly and sociable •Adaptable, imaginative •Can see the big picture •Love challenges •Want to get things done •Confident of their ability •Influence others •Builds deep relationships •Natural listener •Sincere and warm •Patient
- 17. What is Proactive Project Management? 17 On a bad day….. Stuffy Indecisive Suspicious Cold Reserved Excitable Frantic Indiscreet Flamboyant Hasty Aggressive Controlling Driving Overbearing Intolerant Docile Bland Plodding Reliant Stubborn
- 18. •We are a combination of ALL four colour energies •We will have a preference for one •Each energy has both strengths and weaknesses •No one colour energy is better or worse than another •We sometimes find our opposites difficult •We must value differences if we are to build more effective relationships •The colours DESCRIBE our behaviour –they don’t DEFINE us What is Proactive Project Management? 18 Four Colour Energies: Key Learning Points
- 19. Last Planner What is Proactive Project Management? 19
- 20. The Lean Transformation •The beginning •The journey •The pay-offs What is Proactive Project Management? 20
- 21. A Lean Tool •Last Planner System What is it Why are we using it When to use it Where to use it How to get started What is Proactive Project Management? 21
- 22. BA Terminal 5, UK What is Proactive Project Management? 22 Client: Heathrow Airport Limited Value: Confidential Role: Facilities Management, Workplace Co- Ordination Services Provided : •Future planning and strategic planning; •Resource reporting monitoring; •Redesigning and retrofitting office accommodation; •Site-wide space planning 20,000 SQ.M of project office space •Graphic design •Project interface to the FM team; •Project management and moves management; •Maintaining up-to-date CAD plans of all exisitng accommodation. •Feasability studies on proposed new office space.
- 23. Some Tips 23
- 24. Being responsible sometimes means upsetting the apple cart What is Proactive Project Management? 24
- 25. Successful execution relies on the ability to communicate well, in good clear prose, with good graphics and good data… this builds confidence. A questionable story destroys confidence What is Proactive Project Management? 25
- 26. What is Proactive Project Management? 26
- 27. Don’t fight technology. Embrace it, learn to use it and then you can take advantage of it What is Proactive Project Management? 27
- 28. Don’t be afraid to challenge the experts, even in their own back yard What is Proactive Project Management? 28
- 29. Your company doesn't really accomplish anything. Plans don't accomplish anything. Theory, processes and systems don't either. PEOPLE do. So get the best you can. What is Proactive Project Management? 29
- 30. Perpetual optimism is a force multiplier. What is Proactive Project Management? 30
- 31. Great Project Managers are almost always great simplifiers, who can cut through argument, debate and doubt, to offer a solution that everybody can understand What is Proactive Project Management? 31
- 32. Have fun! Don't always run at a breakneck pace. Take leave when you've earned it. Work hard and play hard What is Proactive Project Management? 32
- 33. EVERY project needs a bit of this…. What is Proactive Project Management? 33
- 34. Q & A 34