Project Management

Facilities Management

Visual Management Toolbox

PM Connect Visual Toolbox Presentation

The Waterloo regional Project Management Institute (PMI) meets monthly in our Peer-to-Peer P2P PM Connect group.  As a co-Champion, the organization of monthly topics as well as the content and presentation forms part of the Champion roles and responsibilities.  In keeping with this expectation, I presented at our February 2016 seminar a Visual Management Toolbox…. a few important tools that you should know about.

The topic subject of Visual Management was presented in a 3 part seminar; this being part 2.  The theme of that segment was visual management, where the trilogy sub-topics were:

  1. Visual Project Management
  2. Visual Management Toolbox
  3. How to Introduce New Management Philosophies

From a theme prospective, the objective for any and all project managers is to convey key information and messages in a concise and digestible form.  Visual management goes beyond the simple use of visual aids by way of transforming the data into a graphic format that can be rapidly absorbed and understood.  From a toolbox prospective, this presentation aims to introduce and demonstrate a few examples where detailed data can be handily reduced to a clear and concise visual.

For this presentation, four commonly available tools were showcased:

  1. Mind Mapping (The Brain)
  2. Gantt Scheduling (Microsoft Project)
  3. Workflow Management (JIRA)
  4. Collaboration (SharePoint)

From an applications standpoint, four common work space/activities were used as examples:

  1. Brainstorming
  2. Presentation Dashboard preparation
  3. Team planning and daily organization
  4. General work space management

The attached slide deck presents a representation of these applications in the showcased tool.  In keeping with the visual theme, the primary goal of each application glimpse is to demonstrate how a visual portrayal can enhance organizational structure of the data making it easier to understand; and in some cases add a dimension of association that otherwise may not have been apparent.  Pay particular attention to the mind mapping example in terms of multi-dimensional modeling.

Application topics (2) and (3) deal with the age old organizational chasm that divides the business unit from the project team executing the work.  Waterfall (gantt representation) and Agile framework management are often considered incompatible resulting in opposing camps in many organizations.  This very topic is the subject of an earlier blog post.  This presentation demonstrates that both Waterfall and Agile framework are necessary, and that each have inherent strengths that are essential in building a clear and concise visualization in project status reviews.

The final application topic deals with work space management.  As a general model, the work space needs to be segmented to provide for the following groups:

  1. The General Audience
  2. The Stakeholders
  3. The Team

For the purpose of this presentation, a Microsoft SharePoint model was created to provide guarded access to all individuals that would require and/or desire some level of access to the project.  This provides protected environments where sensitive information can be freely shared within a group, and made readily available only to that group.  In my experience, many organizations over utilize email and seriously under utilize SharePoint as a key collaboration tool.

I hope you enjoy and take away some new ideas and knowledge from the attached presentation slide deck.  Please send any feedback that you have.