When is a Deadline Not Really a Deadline?

Author Donna CatalanoPosted on February 20, 2018March 6, 2019Categories BlogLeave a comment on When is a Deadline Not Really a Deadline?

• Do deadlines approach and pass at your organization with barely a mention?
• Do you work hard to meet deadlines and deliver results, only to see that there is no consequence for fellow team members who rarely finish their work on time?
• How much time and effort do you waste chasing team members to determine if project activities are on schedule or which projects need extra attention because their deadlines are looming?

What is the deadline culture at your organization?

Continue reading “When is a Deadline Not Really a Deadline?”

Mastering The Triple Constraint

Author Donna CatalanoPosted on September 12, 2016April 17, 2019Categories BlogLeave a comment on Mastering The Triple Constraint

In chaos theory, the Butterfly Effect shows how even the slightest change in an initial set of conditions can have a dramatic impact on future events or conditions. Similarly, in project management, the Triple Constraint refers to the three critical and interrelated factors in any project; Scope, Cost, and Schedule, and how even a small change in one of the factors impacts one or both of the other factors.  By understanding of the dependency between scope, cost, and schedule, coupled with good upfront planning, you are sure to see an increase in your project success rates!

On any project, you’ll need to keep in mind that your project plan is not static and that change is the only constant.  The goal is not to prevent any changes to the project plan, it is to actively anticipate the variables and manage them as they present themselves.

A good project manager has already identified the risks to scope, cost, and schedule, estimated likelihood of each risk, and identified options ‘just in case.’ To illustrate the dependency between Scope, Cost, and Schedule, let’s look a few familiar scenarios:

• Scope changes –  it is no surprise that Scope Creep is often cited as the #1 project threat! As various stakeholders want to add more bells and whistles (requirements) you need to understand how to adjust cost (resources) and the schedule accordingly.  When your boss or client says that they want to add some more features to the project, your response, with a smile, is ‘Of course!’ and then you sit with them and review how the expanded scope will in turn affect the cost and/or schedule

• Cost changes – Sometimes, your project is presented with a change in cost/resources.  How many of us have experienced losing key staff who have either quit or been diverted to another project?  The loss will most likely affect either your project schedule or the project scope.  A good project manager will already have planned for this common risk and will be ready to propose some schedule or scope options to accommodate the resource reduction

• Schedule changes –  Your boss may call you on Thursday and say that she needs your report on Monday, which is one week early.  Your options, after you stop grumbling to yourself, are to increase resources (by working over the week-end or enlisting a co-worker to help you on Friday) or reduce the scope or quality of the report (which carries some risks).

So, on your next projects, consider the Triple Constraint and commit to some upfront risk planning.  You’ll be better able to anticipate change, manage your options and, in turn, increase your project success rates.

Donna Catalano, owner of Eastlake Solutions, helps nonprofit organizations assess and strengthen their internal capacity and position themselves for future growth.  Services include consulting, speaking, training, facilitation, and publications in the areas of capacity building, project management, change management, strategic planning, and organizational development. Eastlake Solutions is based in Chicago and Denver – eastlakesolutions.com

How to Avoid 3 Common Project Pitfalls

Author Donna CatalanoPosted on April 13, 2016April 17, 2019Categories BlogLeave a comment on How to Avoid 3 Common Project Pitfalls

Stalled projects?  Most of us know the feeling – the stack of files taunting you from the corner of your desk because you haven’t looked at them for weeks.  You fear, correctly, that not only have deadlines passed, but your original work may be so outdated that you’ll need to start over.  On top of this, you’re living with a sense of dread because it is only a matter of time before your _______________ (fill in the blank with boss, client, or board member) will be asking for a status report.

By understanding strategies to avoid the most common project pitfalls; vague or incomplete project plans, poor estimation of the needed resources, and sporadic or insufficient team communications, you’ll be better equipped to keep any project on time, on budget, and within scope.  Consider these solutions:

• Develop a complete and realistic project plan – time spent planning up-front is NOT wasted time! Resist the urge to jump right in on a project before creating a realistic project plan that considers all of the components and variables.  It is guaranteed that detours will occur so being able to refer back to your solid project plan will help you make adjustments and get back on track without starting over.

• Accurately estimate the needed (human) resources  – very few small- to medium-sized organizations have the luxury of full-time project managers on staff.  In reality, the same people responsible for day-to-day operations are also responsible for the special projects which invariably get pushed to rare periods of ‘free time.’   Be honest about how much time the project manager will need to devote to the project weekly to finish it on-time.  Then you can decide if he/she has sufficient time available (given other responsibilities), or if the completion date needs to be extended or additional resources will need to be secured.

• Maximize the use of technology for team communication – avoid wasting time chasing team members for updates on their portions of the project, or worse, experiencing set-backs when some team members are not aware of important changes in the project plan. Take advantage of increasingly common web-based platforms/intranets (such as SharePoint) for collaboration, status reports, file management, and team communications.  Be sure to also set the team ground rules for the expected use of the intranet and the frequency of status reports.

By integrating these three strategies into your assigned projects, not only will you avoid many common project pitfalls, but you’ll also enjoy a reduction in the number of stalled projects taunting you from the corner of your desk.

Donna Catalano is the owner of Eastlake Solutions, certified Project Management Professional, CARF surveyor, and licensed Nursing Home Administrator.  She provides consulting, speaking, training, facilitation, and publications for nonprofit organizations on project management, strategic planning, organizational development, and quality assurance systems.  Eastlake Solutions is based in Chicago and Denver – eastlakesolutions.com

Selecting and Managing Multiple Projects – How Many Plates Can You Spin At Once?

Author Donna CatalanoPosted on September 27, 2014April 17, 2019Categories BlogLeave a comment on Selecting and Managing Multiple Projects – How Many Plates Can You Spin At Once?

Donna Catalano was honored to speak at the Illinois Association of Rehabilitation Facilities’ annual member conference in Springfield, Illinois.  Attendees, from organizations providing services for people with disabilities across the state, learned valuable techniques for maximizing their resources and increasing their project success rates by ‘doing the right projects and doing the projects right.’

View the full presentation – Selecting and Managing Multiple Projects