How to make coffee using Project Management?

Anything can be handle as a Project...

The Project Management Institute, Inc. (PMI) defines project management as "The application of knowledge, skills, tools and techniques to a broad range of activities in order to meet the requirements of a particular project."

So, if we apply these definition we can do anything with PM Methodology. 

This excellent info-graphic explains four elemental phases of PM, a good example that allow us to use the methodology in our daily live:

Poster Author: Gundars Strazdins

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Doughnut Pie Chart

WHAT IS IT AND WHAT’S FOR?

Multi-level Doughnut Pie Charts are a set of concentric circles which is used to visualize hierarchical relationships. It allows you to show symmetrical and asymmetrical tree structures in a consolidated pie-like structure.

Size of each item represents its contribution to the inner parent category. It starts with a single item that is put as a circle in the center. This is the root nod, a concentric ring is set around this central circle to see the breakup of that item. The concentric ring is then segmented to show how various child items have contributed to the parent item.

This chart can be used to show various types of data like: 

 - Multi-tiered data presentation

 - Organization structure

 - Inter-linked tree data

 - Sales breakup

 - Many Others…

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Doughnut Pie Chart

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One Slide Summary

FOCUS ON FACTS & HIGHLIGHTS

Senior professionals are one of the toughest crowds you’ll face as a presenter. That’s why an Executive Summary it’s required; where busy executives can get the highlights just reading a pair of lines.

“They want to know the key information, not all the details”.

So, with this PowerPoint Slide template you will have a visual way to present actual status, Issues / Block Roads and Next Steps as skilled level manager.

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One Slide Summary

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Ishikawa Diagram & 5 Why's Ver. 1.1

FISHBONE DIAGRAM

A fishbone diagram, also called a cause and effect diagram or Ishikawa diagram, is a visualization tool for categorizing the potential causes of a problem in order to identify its root causes.

This tool is used in the "Analyze" phase of Six Sigma’s DMAIC (define, measure, analyze, improve, control) approach to problem solving.

BENEFITS:

Some of them are as follows:

-  Visual tool which is very easy to understand and analyze.

-  Helps to identify the root cause of the problem.

-  Expose possible bottlenecks in the process.

-  Identify ways to improve the process.

-  Prioritizes further analysis and helps you take corrective action.

5 WHYS ANALYSIS

The 5 whys analysis was originally developed by Sakichi Toyoda, and was used to trace the root cause of the problems within the manufacturing process of Toyota Motors.

Today, is frequently used within LEAN Manufacturing, Gemba Kaizen and Six Sigma.

This tool's simplicity gives it great flexibility and it combines well with other methods and techniques.

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Ishikawa Diagram & 5Why's

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Key Events for Project 1.12

WHEN TO USE PROJECT MILESTONES / KEY EVNETS

Milestones are the most important Events for a Project, they’re used to mark:

- Start / Finish of significant phase(s) of work

- Mark a deadline for something

- Show when an important decision is being made.

- Fixed points in time that need calling out specifically.

With this excel file it can be presented in a professional way.

MAIN ADVANTAGES:

- Two ways to visualize Milestones (With/without Duration Progress)

- Today Bar automatically allocated in Graph Chart

- Adjustable Events Positions (Top / Bottom)

- Competition Progress Bar with percentages

- Default twenty Milestones Rows (To increase: Copy Last Row then Insert Copied)

- Function to show Individual Milestones in Graph & Yes/No selection to Activate/Deactivate them.

Download Link:

Key Events for Project

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Attendance Tracker Ver. 1.1

ATTENDANCE TRACKER

Attendance List Control, always helpful. It’s a Simple Tracker with tendency and graphical view. 

Note: To modify "Locations" from Drop Lists go to “Master Data” Sheet and replace actual texts.

  

MAIN CHARACTERISTICS:

- Tendency Graph for attenders - Status Bar Chart Included

- Revision Date (Automatically updates with last Save Time Stamp)

- Visual Icons for each Status.

Download Link:

Attendance Tracker 1.1

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Open Issues List (OIL) Ver. 1.2

WHY AN OPEN ISSUES LIST (OIL) IS NECESSARY?

Simple Tracker that allows to record and follow the progress of every problem or "Issue" that user identifies until the problem is resolved.

Allows the management of their priority and status to keep everyone on the team updated.

MAIN CHARACTERISTICS:

- Three single status Drop list for tasks (Open, Closed & On Hold) and Priority (Low, Normal & High)

- Bar Chart to visualize Internal or Customer Open / Closed items.

- Issue Tracker Graph with 1 to 4 Weeks visibility and priorities summary.

- Revision date automatically updates based on last saved document date.

- Error system Pokayoke for activities close status (If closed date it’s missing Yellow triangle appears)

Download Link:

Open Issues List (OIL) – Ver. 1.2

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Gantt Chart & Action Plan Ver 2.17

WHAT IS A GANTT CHART?

It can be defined as a Visual Bars chart that shows all of the different tasks/sub-tasks of a project and the interaction relate to each other in terms of time. It can be also interpreted as a Timeline. (Invented by Henry Gantt around 1910 / 1915.)

GANTT CHART ELEMENTS

Attached you will find a List of "Basics" that it needs to include but its not limited to:

Project Start Date

When do you plan to start the execution?

Main & Sub-Tasks

Keep focus in Milestones and Activities that bring you a valor to the project.

Start, Duration & Finish of Tasks

All of them needs to include a life cycle that means Start to finish dates.

How tasks group together, overlap and link with each other it’s also important to be considered.

Responsible for Each Task

Who will execute them?

Project Finish Date

Everything that starts needs to have a finish dates.

HOW CAN I CREATE A GANTT / TIMELINE EASILY?

Based on the previous information, I create a template based in MS Excel (Ver. 2013) with automated formulas to make it easy to everyone. Advantages of the file:

-  Full Two Years Gantt Chart

-  130 Rows included by default (Tasks / Sub-Tasks)

-  Start & Finish date automatically calculated by Section

-  Gantt Bars Automatically Calculated

-  Colorized Status (Planned, Delayed, In Progress & Done)

-  Competition Progress bar added (Real vs Plan)

-  Usable "Risk Flags" from Drop List (Medium / High)

-  Plan vs Real dates per task (Filterable)

-  Adjustable Gantt View (Daily or Weekly Bases)

-  Today Date & Actual CW is highlight automatically

-  Select - Copy/Paste function allows Row’s insertion for new tasks

-  Added Quarters to Gantt Chart Timeline

Download Link:

Gantt Chart & Action Plan Ver 2.17

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