Project: Success!

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Project Success!

• Navigating the Project Roadmap from Point A To
  Point Z (with stops at) Leadership, Planning,
  Communication and Selling

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Your Mission Is Possible

• Step 1 Delegate Team Roles Determine
  Leadership
• Step 2 Make a Communication Plan
• Step 3 Research your project
• Step 4 Determine Benefits/Detractors
• Step 5 Budget Your Project
• Step 6 Sell your project

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Whos in Charge? How some have defined
Leadership

• None of us is as smart as all of us.
• Leadership is the process of directing the
  behavior of others toward the accomplishment of
  some common objectives.
• "Leadership is influencing people to get things
  done to a standard and quality above their norm.
  And doing it willingly."
• Leaders do not command excellence, they build
  excellence.

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A good leader is

• Trustworthy
• Confident
• Enthusiastic Passionate about their work
• Committed to excellence
• Intelligent
• Able to focus, think analytically
• Able to remain calm and steadfast
• Inspiring
• Fair-minded
• Forward-looking visionary
• Courageous
• Imaginative

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GBE Mission Statement     GBE will support our
clients efforts with experience, integrity,
innovation and creativity. We will endeavor to
anticipate their needs in a desire to exceed
their expectations. GBE will emphasize
communication throughout all phases of a project.
It is our goal to contribute to each clients
success and to always make their interests our
priority. We want to be a trusted advisor in all
matters related to the built environment.
Translated we are labeling ourselves experts
our clients expect us to be the best. We must
be leaders in our field.
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Tell me again why do we communicate?

• Expression of needs or wants
• Emotions how we feel about something
• Have information we want/need to share
• Have a question need information/help someone
  else might have
• In response to communication from someone else
• To reassure ourselves again emotional or
  informational
• Social interaction
• Essential tool to being part of any community

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The Process of Communication
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Hello?? And they said the telephone was
revolutionary

• Face-to-face
• Telephone
• Email
• Text
• Memo
• Reports
• Instant Message
• Answering machine
• Typed or handwritten note/letter

• Facebook
• Blog
• Twitter
• Wiki
• LinkedIn
• Skype
• Non-verbal nods, shrugs, eyes, yawns
• 3rd person another person transmits your message

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Bottom Line
A relationship, other than by blood or
marriage, is based on communication. And
relationships are what business is all about.
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Murphys Law or, the Big Oops

• Assumptions are the Mother of All F-Ups
• You had the wrong information or it was
  incomplete
• You forgot
• You didnt give everybody the same information
• Improper delivery
• Sender or receiver didnt read/hear correctly
• You didnt listen

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Communications Plan the Project Success!
RoadmapImagine you are leading a caravan of cars
across the countryand you get off at the next
exit. But you dont tell
everybody. People dont like being
surprised. Everyone involved needs to know
what the state of the project is. Team
members wont know what is expected of
them. Last minute changes impact timing,
budgeting and credibility.
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Instead, go in the right direction.

• Some ideas for improving communication
• Split time between focusing on the project and
  communicating with clients and management
• keep the receiver as the focal point, not the
  sender. Try to think about what the receiver of
  the communication needs and the information that
  will be most helpful to them.
• Send frequent updates to team members and clients
  are you communicating often enough?
• Keep a to-do list handy and note all necessary
  tasks and needed communication. Refer to it
  often.

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Helpful Hints

• Keep a to-do list handy and note all necessary
  tasks and needed communication
• Review each project daily were all tasks
  attended to?
• Prioritize your tasks
• Make notes about what you need to cover, be
  prepared
• If there are changes, do you notify all involved?
• If you send a message, do you ask for
  confirmation?
• If you dont receive a reply or confirmation, do
  you call? Ask again?
• Did you make sure the communication was received?
• Ask if there is any communication you should be
  aware of?
• If you had a conversation, type up brief notes
  about what was covered send it to the receiver,
  keep a copy
• Ask what type of communication and frequency they
  prefer
• Write things down!!
• Send yourself a copy of an email (BCC) as a
  reminder to follow-up
• Use the received copy flag
• Okay to back yourself up
• Never assume (that they know something or that
  they got a message)
• Be truthful

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A couple of sports analogies 

• The ballplayer runs to the spot that the ball
  will end up.
• Be where the ball Is going to end up. If you
  anticipate, you wont be caught unprepared (or
  empty-handed).
• Vision try to see whats going on in the entire
  game like chess and look a few moves ahead.
• Always give the client more than they expect.

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When Not To Communicate

• Never answer without all the facts dont
  blurt (you can always say, Let me find out and
  get back to you.)
• You are not emotionally settled angry,
  frustrated, nervous, unprepared
• You dont feel the receiver is receptive

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Project Proposals

• Each team will be assigned a project
• The winning project will be adopted by GBE
• Each project should include the following
• Team introduction and qualifications (name team
  leader and why chosen)
• Project Understanding (Full description of the
  project)
• Exploration of the Benefits and Detractors (for
  the client)
• Project Approach Work Plan
• Communication Plan
• Relevant Experience
• Budget (and payback to investment)

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Proposal Judging

• Each team will make a 20-minute presentation, in
  a manner of their choosing, covering the
  above-mentioned items
• The team should be prepared to discuss their
  process including the importance and effects of
  leadership and communication
• The decision will be made on how well all
  elements, including the creative use of
  resources, were presented and sold to the
  judging panel

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Projects

• Take Me Out to the Ballgame
• The entire GBE staff takes in an Angels Baseball
  Game
• How Green is My Office
• Increasing GBEs day-to-day awareness and
  practice of sustainable living in our own office
• Giving Back to the World
• Setting up a KIVA.org matching contribution plan
• for GBE employees
• Lunch and Learn at GBE
• Creating and implementing a year-long MEP
  in-office education program

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And the winner is

• On May 22nd, each team will have two hours of
  office time to meet
• with their team and work on the presentation. On
  May 29th, each
• team will make a 20-minute presentation.
• Judging will be scored as follows
• Presentation (format, content) 15 points
• Resources (efficient and effective use of
  personnel) 20 points
• Payback Analysis (benefits to company,
  employees) 25 points
• Leadership (describe process) 20 points
• Communication (describe process) 20 points
• Maximum total score 100 points