Getting the Mindset for the PMP

PMP

Note: Click on the video above to watch.

PMP MindsetNailing the PMP Exam: Your Mindset Guide

Many people have asked how to get into the right mindset for the PMP (Project Management Professional) exam, so let’s dive in. Here’s a quick overview (from the video above) of how to approach the exam with the right mindset. We’ll cover general tips, predictive approaches, and Agile strategies to help you succeed.

General Exam Mindset

The mindset idea is the general approach to a project, leadership and the exam questions that are asked on these things to help you get them right the majority of the time.

Here are some general exam mindset ideas from the video above to help you.

  1. Work with What You’ve Got: Assume that all the info you need is in the question. Sometimes, several answers might seem correct. Rank them from best to worst and pick the best one based on the details given.
  2. Avoid Extremes: Try not to go for extreme actions like closing the project or escalating issues immediately. Instead, aim for answers that focus on problem-solving and collaboration.
  3. Be Collaborative: Project managers don’t have all the answers but can get them. Consult your team for their expertise and always involve the project customer for feedback on deliverables.
  4. Stay Simple and Inclusive: Use simple, inclusive tools and methods. For estimating, bottom-up is more accurate but time-consuming, while top-down is quicker but less precise.
  5. Know Your Framework: Identify whether the project is waterfall, agile, or a hybrid. Look for keywords in questions to determine which approach is being tested.

Predictive Exam Mindset

Here are some Predictive exam mindset ideas from the video above to help you.

  1. Your Project Plan: Always create a plan and follow it. If changes are needed, know the change management process: log the change, assess its impact, get approval from the Change Control Board, and communicate the outcome to stakeholders.
  2. Distinguish Risks from Issues: Risks are future uncertainties; issues are problems that have already happened. Use a risk register for risks and an issue log for issues.
  3. Consult Your Team: For solutions, and for estimations, always get input from your team. Their expertise is crucial.
  4. Closing a Project: Follow proper closing steps, including confirming acceptance with the sponsor, finalizing claims for Procurement, transitioning to operations, documenting lessons learned and archiving project information.
  5. Know Stakeholder Communication Needs: Don’t assume; ask your stakeholders what communication they need and how often. Engage them regularly and update as needed.

Agile Exam Mindset

Here are some Agile exam mindset ideas from the video above to help you.

  1. Be a Servant Leader: Remove obstacles for your team, shield them from external issues, and help them grow. Focus on motivating and supporting your team.
  2. Coach the Product Owner: The product owner prioritizes the backlog. If they don’t know how we must coach them and help them improve. They represent the customer and make decisions on what features to prioritize.
  3. Communicate the Vision Often: Clearly outline the project vision, goals, and communication preferences in the project charter.
  4. Co-locate the Team: Whenever possible, have the team work together in the same space. This improves communication and information flow.
  5. Use Face-to-Face Communication: It’s more effective than emails, allowing you to pick up on non-verbal cues.
  6. Visual Management: Use a Kanban board to track work and identify bottlenecks. This helps the team manage work and solve constraints.
  7. Encourage Safe Disagreements: Create an environment where team members can voice disagreements without fear. This fosters a culture of psychological safety.
  8. Review and Improve: Hold retrospectives to review what’s working and what’s not. Use these insights to continuously improve.
  9. Sprint Reviews: Demonstrate completed items to show real progress, not just reports or showcases.

Final Thoughts

Passing the PMP exam is within your reach! It takes effort and self-belief, but with the right mindset and strategies, you can do it. Keep studying, stay confident, and remember: you can do this.

See more PMP articles: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

The Power of Robert Cialdini’s Six Weapons of Influence

Leadership, , , , , ,

Note: Click on the video above to watch.

cartoon of boy leading influencingMastering Project Management with Influence

Project management is a bit like juggling flaming torches—you’re constantly balancing resources, timelines, and expectations, often without having direct control over these things. But fear not! The secret to thriving in this challenging landscape lies in honing your influencing and negotiating skills. Enter Robert Cialdini’s Six Weapons of Influence, a toolkit that’s been a game-changer since 1984. Here’s how you can use these principles to steer your projects toward success.

1. Reciprocation: The Power of Give and Take

Reciprocation is the art of give and take. When someone gives something to you, it often creates a need to give something back.

Ever notice how charities send you a free pen, and then ask for a donation? That’s reciprocation in action. It creates a sense of obligation. In project management, this could come in the form of helping out another team with your resources. When you do this, they’re much more likely to return the favor when you need it.

Pro tip from Cialdini: when someone thanks you, you can reinforce reciprocation by saying, “I’m sure you’d do the same for me.” It subtly sets the stage for future exchanges.

2. Commitment and Consistency: The Power of Small Steps

People are more likely to follow through on a request if it aligns with their past actions, or their self-image. In project management, when you often don’t have direct control, here’s a strategy you can use.

Get people team involved early – if you’re trying to improve a system, start by asking for their input on improvements through a survey. When it comes time to ask for volunteers to help with those changes, they’ll be more inclined to step up because they’ve already committed to the idea, and they want to stay consistent with that initial involvement.

3. Social Proof: The Influence of the Crowd

Social proof means we’re influenced by what others are doing. Have you ever noticed you’re more likely to buy something if you see hundreds of five star reviews? But if there’s only one or two, we hesitate.

If your project involves rolling out a new system and the team is hesitant to use it, try introducing it across the organization gradually. Then showcase successful implementations and have people from the first team share positive feedback to the new teams. When others see their peers benefiting from the change, they’ll be more likely to embrace it themselves.

4. Liking: The Friend Factor

We’re more inclined to say yes to those we like. In project management, this translates to building rapport with key stakeholders. If you’re trying to gain support for a new feature, get to know the influential people involved. Compliment their past achievements, align with their goals, and be genuinely friendly. A little likability can go a long way in winning their support.

5. Authority: The Power of Expertise

Authority means people are more likely to listen to someone with credentials or experience. If you’re pushing for a new framework or tool, flaunt your qualifications. Share your relevant experience, industry standards, and any endorsements from higher-ups. Demonstrating your expertise will make your case more compelling.

6. Scarcity: The Urgency Effect

Scarcity creates a sense of urgency and increases perceived value. If you want your team to adopt a new tool, highlight any limited-time offers or exclusive benefits. Emphasize that the opportunity won’t last forever. By making something seem scarce, you can motivate quicker decisions and actions.

By mastering these six weapons of influence – reciprocation, commitment and consistency, social proof, liking, authority, and scarcity – you can navigate the complexities of project management with greater ease. So, get ready to put these strategies into action and watch your projects thrive!

Keep pushing forward, and remember, with these tools at your disposal, you’re not just managing projects; you’re mastering them.

See more Leadership articles: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

The Agile Manifesto is Being Corrupted – By Us

Agile, Leadership, ,

A Simple Manifesto for Complicated Humans

If you’re working in or studying Project Management, becoming familiar with the Agile Manifesto is crucial. Although it is brief and straightforward, its principles have had a huge impact on project management techniques for more than 23 years now.

The manifesto emphasizes core values like individuals and interactions, working software, customer collaboration, and responding to change, which have proven to be effective when working through complex situations. The only trouble is – as human beings we somehow cannot wait to complicate it again.

We add processes, extra names, extra functions, extra job roles, heck we even add extra departments to handle all this extra stuff we’ve added. The core of the Agile Manifesto is being corrupted, because it is actually hard work keeping things simple.

But the simplicity in the Agile Manifesto highlights a key truth: simple approaches often yield the best results, fostering clarity and efficiency in software development and project management.

Just as simple, refactored code is easier to maintain and less prone to errors than complex code, simple designs are more user-friendly and effective than their intricate counterparts. Embracing the simplicity of the Agile Manifesto allows teams to focus on what truly matters, leading to better outcomes. And doing that often leads to greater success and effectiveness, helping you and your team win.

See more Leadership articles: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

How We See Ourselves Shapes Our Future Actions and Results

Leadership, , , ,

Identity Actions and Results

How Identity Shapes Actions and Results

James Clear’s “Atomic Habits” introduces a transformative approach to habit formation by emphasizing the profound connection between identity and behavior. The core idea is simple yet powerful: our identity shapes our actions, which in turn affect our results, and these results help to reshape our identity.

At the heart of this method is the concept that lasting change begins not with goals but with identity. Clear argues that instead of focusing on what we want to achieve, we should focus on how we see ourselves. This shift from goal-oriented thinking to identity-based habits fundamentally changes how we approach personal development.

Identity Shapes Actions

Clear’s model begins with identity. Our self-perception influences the habits we adopt. For instance, if you identify as a runner, you are more likely to run regularly because it aligns with your self-image. If you see yourself as a healthy eater, choosing nutritious foods becomes a natural extension of who you are rather than a constant struggle. This identity-driven approach to habit formation is more sustainable than relying solely on willpower or external goals.

Actions Affect Results

Once our identity shifts, our actions follow suit. These consistent actions lead to tangible results. In the context of our running example, if you identify as a runner and consistently run, you’ll see improvements in your fitness levels, endurance, and overall health. These results serve as positive feedback, reinforcing your new identity and validating your commitment.

Clear emphasizes the importance of small, incremental changes—what he calls “atomic habits.” These tiny improvements, when compounded over time, lead to significant results. Rather than aiming for drastic transformations, focusing on small, identity-aligned actions ensures steady progress and sustainable growth.

Results Reshape Identity

The results of our actions then reinforce and reshape our identity. As you experience the benefits of your new habits, your self-image evolves. Seeing yourself achieving the goals associated with your new identity strengthens your belief in that identity, creating a positive feedback loop. This loop solidifies your commitment and makes it easier to maintain your habits over time.

For example, if you consistently run and see improvements in your fitness, you not only become more confident in your running abilities but also further internalize the identity of being a runner. This evolving identity makes it even easier to maintain your running routine, as it is now a core part of who you are.

Conclusion

James Clear’s Atomic Habits method underscores the profound impact of identity on habit formation. By focusing on who we want to become, rather than just the outcomes we desire, we align our actions with our self-image, leading to meaningful results. These results, in turn, reinforce and reshape our identity, creating a powerful cycle of personal growth. Embracing this identity-based approach can lead to lasting, transformative change, making it a valuable framework for anyone looking to cultivate better habits and achieve their goals.

See more Leadership articles: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

20 Excel Shortcuts to Clean Up Your Spreadsheet Like a Pro

Excel Tips and Tricks, ,

Note: Click on the video above to watch.

20 Excel Formatting Shortcuts to Clean up Your Data

If you’ve ever copied data into an Excel spreadsheet only for it to come out as a jumbled mess, you know how frustrating it can be to get everything looking just right. The good news is, here are over 20 formatting shortcuts that will help you tidy up your data and get it ready to impress your boss in no time. Let’s transform your chaotic columns into a perfectly formatted spreadsheet!

1. Select All Cells in a Column

To quickly select all cells below your current cell, press Ctrl Shift ↓.

To quickly select the entire table, use Ctrl A. To select all cells in a column or row, use Ctrl Space for columns and Shift Space for rows. This grabs every cell in that column or row, making it easier to apply changes.

2. General Number Format

Got a bunch of numbers and you want to set them to general format? Use Ctrl Shift ~ (that’s the tilde key next to the number 1) to revert them to a general number format.

3. Date Format

To format a column of dates consistently, select the column and press Ctrl Shift # (the hash key). This will give your dates a standard format.

4. Time Format

For times that are all over the place, select the column and press Ctrl Shift @ to apply a uniform time format.

5. Currency Format

To give your numbers a currency makeover, select the cells and press Ctrl Shift $. This will add dollar signs and standardize the formatting.

6. Scientific Format

If you need scientific notation, select your numbers and press Ctrl Shift ^. Perfect for those large or small numbers.

7. Percentage Format

Turn your numbers into percentages by selecting the cells and pressing Ctrl Shift %. If you need more decimal places, use Alt, H, 0 (zero) to add them. Press Alt, H, 9 to reduce decimals.

8. Remove Dollar Signs

If you want to get rid of dollar signs and revert to just numbers, select the cells and press Ctrl Shift ! (the exclamation mark key).

9. Select a Range of Cells

Use Ctrl Shift combined with the arrow keys (left, right, up, or down) to select a range of cells in the direction you choose.

10. Open Formatting Dialog

For more detailed formatting options, hold Ctrl and press 1. This opens the format cells dialog box where you can adjust everything manually.

11. Add Cells

To insert new cells, select where you want to add them and press Ctrl Shift + D. This allows you to expand your table with additional cells.

12. Remove Cells

To delete cells, use Ctrl – (minus sign). This will let you remove cells from your table quickly.

13. Copy and Paste Cells

Copy your selected cells with Ctrl C, and paste them with Ctrl V.

14. Bold Text

Make your text stand out by selecting it and pressing Ctrl B to bold it.

15. Italicize Text

For a bit of emphasis, use Ctrl I to italicize your selected text.

16. Underline Text

To underline text, select it and press Ctrl U.

17. Strikethrough Text

If you need to show text as strikethrough, use Ctrl 5. This crosses out your text for clear visibility.

18. Undo Changes

Made a mistake? Press Ctrl Z to undo your last action. It’s your safety net.

19. Redo Changes

Changed your mind again? Use Ctrl Y to redo the last undone action.

20. Resize Rows or Columns

To adjust the size of rows or columns, select them and use your mouse to drag the borders, or use the shortcut Alt, H, O, I to auto-fit the columns.

There you have it – more than 20 shortcuts to make formatting your spreadsheet a breeze. Whether you’re tidying up data or making it look sharp, these shortcuts will save you time and frustration. So go ahead, give them a try and watch your data transform from messy to immaculate in an instant!

Catch you next time with more handy tips and tricks. Happy formatting!

See more Excel Tips and Tricks: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

How to Handle a Project Crisis

Question of the Day, , ,

Note: Click on the video above to watch.

Handling a Project Crisis: What to Do When Things Go South

So, you’ve just been thrown into the deep end as the lead project manager, and things are looking pretty grim. You’ve got 300 people needing to move into a new building, but with just six weeks until the big day, you find out the new site isn’t even properly authorized, and it’s on tribal land in Arizona. To top it off, the current building is being sold, and the owner is adamant about not allowing remote work. Tomorrow, you’ll be negotiating with a business owner who thinks she’s always right. Sounds like a nightmare, right? Here’s how to tackle this mess like a pro.

1. Keep Cool and Don’t Take It Personally

First off, remember that project management is all about dealing with complex, often chaotic situations. It’s not about taking things personally but rather about finding solutions and options to move forward. If things are falling apart, it’s crucial to stay level-headed and focus on solving the problems rather than stressing over the situation.

2. Present the Reality with a Gantt Chart

One of the best ways to handle a crisis is to lay out the facts clearly. Start by showing the business owner the current status of the project, including the remaining deliverables. Use a project schedule like a Gantt Chart to highlight where things are going to be delayed. Explain which risks or issues are causing delays and how this could potentially push the project back by months. A clear, visual representation of the situation can help make the urgency and impact more tangible.

3. Identify and Manage Risks

Next, categorize what’s happening as either a risk or an issue. A risk is a potential problem that hasn’t happened yet, while an issue is something that’s already occurred. Document these and assess their impacts.

Then, brainstorm possible solutions—can you expedite the process or find temporary alternatives? Assign costs and benefits to each option to help make an informed decision.

4. Use Cost-Benefit Analysis to Prioritize Options

When evaluating solutions, weigh the costs versus the benefits. For instance, if you can speed up getting the certificate of occupancy, what’s the cost, and how much time would it save? Present these options to the business owner to help prioritize which solutions offer the best trade-offs between cost and speed.

5. Employ People Skills

Dealing with a business owner who always thinks she’s right as is the case in this video could use a few people skills to navigate this tricky terrain:

Yes, And:

This technique, borrowed from improv comedy, involves agreeing with the person’s ideas and then adding your own input. For example, if the business owner insists on a certain approach, acknowledge it and then explain what the implications are and what additional steps might be needed. This helps keep the conversation positive and collaborative.

Communication Preferences:

Understand how the business owner prefers to communicate. Do they want detailed emails or face-to-face meetings? Tailoring your communication style to their preference can reduce friction and make your interactions more effective.

Deliver Small Wins:

Build trust by achieving and showcasing small victories. Regularly update the business owner with progress and minor successes to demonstrate that things are moving in the right direction.

Ask Open-Ended Questions:

Use open-ended questions to gather more information and encourage discussion. Instead of asking yes-or-no questions, ask, “What do you think we should do about this issue?” or “How would you like to handle this situation?” This invites the business owner to contribute ideas and feel more involved in the solution.

6. Keep Learning and Adapting

Remember, project management is a skill that improves with experience and continuous learning. Each project, especially the challenging ones, provides an opportunity to enhance your abilities. Stay focused on learning both the technical aspects of project management and the softer people skills that can make or break a project’s success.

Navigating through a project crisis can be daunting, but with a clear approach, effective communication, and problem-solving skills, you can steer the project back on track. Keep calm, stay organized, and remember that every challenge is a chance to grow. You’ve got this!

Until next time, keep pushing forward and learning from each experience.

See more Questions of the Day: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

CAPM versus PMP – What Are They and Which Should You Choose?

PMP,

Note: Click on the video above to watch.

CAPM versus PMP: Different Certificates for Different Times

If you’ve been considering diving into project management certifications, you’ve probably heard about the CAPM (Certified Associate in Project Management) and the PMP (Project Management Professional) from PMI (Project Management Institute). Both certifications can boost your career, but they cater to different needs and levels of experience. Let’s break down the key differences between them to help you figure out which one might be right for you.

Which Certification is Right for You?

CAPM:

If you’re new to project management or looking to switch careers, the CAPM is a great starting point. It’s designed for those who might not have a lot of project management experience but want to demonstrate their understanding of the basics. You don’t need years of experience to qualify for the CAPM, but you do need education and a willingness to learn.

PMP:

On the other hand, the PMP is for seasoned professionals who want to showcase their project management expertise. It’s ideal if you’ve already been leading projects and want to prove your advanced skills and experience. The PMP is recognized globally and can be a powerful credential if you’re aiming to advance in your career or work internationally.

Requirements to Apply

CAPM:

To apply for the CAPM, you need a secondary degree (like a high school diploma or GED) and 23 hours of project management education. The CAPM doesn’t require project management experience, making it accessible for those just starting out.

PMP:

For the PMP, you need more than just education. You need either a secondary degree or GED plus 5 years of professional project management experience, or 3 years of experience leading projects if you have a four-year degree. Additionally, you’ll need 35 contact hours of project management education. If you already hold a CAPM, those education hours count completely towards your PMP application instead.

Exam Differences

CAPM:

The CAPM exam consists of 150 questions to be completed in 3 hours. Of these, 135 are scored, and 15 are “seeded” questions used to test future exam content. The CAPM exam covers project management fundamentals, predictive methodologies (waterfall), Agile frameworks, and business analysis. The breakdown is roughly 36% fundamentals, 17% predictive, 20% Agile, and 27% business analysis in the CAPM Exam Content Outline.

PMP:

The PMP exam is a bit more involved, with 180 questions to be answered in 3 hours and 50 minutes (230 minutes). Out of these, 175 are scored, and 5 are seeded. The PMP exam focuses on people and soft skills (42%), project management processes (50%), and the business environment (8%). This reflects the advanced nature of the PMP and the comprehensive knowledge required.

What to Study for CAPM versus the PMP

CAPM:

To prepare for the CAPM, focus on the exam content outline, the PMBOK (Project Management Body of Knowledge) Guide, and PMI’s guides on process groups and Agile practices. The CAPM requires a solid understanding of project management fundamentals and methodologies.

PMP:

For the PMP, you’ll want to study the same resources as for the CAPM but in greater depth. The PMP also includes additional recommended readings and a more detailed examination of project management processes, leadership skills, and business environment. The PMBOK 7th Edition and the Agile Practice Guide are essential resources for this.

Final Thoughts

Both the CAPM and PMP certifications offer significant value depending on where you are in your project management career. The CAPM is a fantastic entry-level certification that can open doors to new opportunities, while the PMP is a prestigious credential for those with substantial project management experience looking to advance their careers.

Whichever certification you choose, both will enhance your project management skills and add value to your career. With dedication and the right preparation, you can successfully achieve either certification and stand out in the ever-evolving field of project management.

See more PMP Articles and Tips for Passing your Exam: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

The Secret History of Agile: From Japan to America

Agile, PMP, , , , ,

Note: Click on the video above to watch.

hand drawn comic software and car manufacturer working togetherThe Secret History of Agile: Unveiling the Roots of a Revolutionary Methodology

The Agile methodology, a transformative approach in software development, is often mistakenly attributed solely to the Agile Manifesto of 2001. However, the roots of Agile stretch much deeper into history, with influences from manufacturing and even early industrial practices. Let’s check out the lesser-known origins of Agile, and see how it has really evolved from the 19th century to today.

The Waterfall Model: A Misunderstood Beginning

The story of Agile cannot be told without mentioning the Waterfall model, traditionally seen as the “enemy” of Agile. Interestingly, Winston Royce, who formalized the Waterfall model, came up with a more iterative and feedback-driven approach in his final notes. Royce emphasized the importance of integrating feedback from testing into design and requirements, advocating for an iterative process and customer involvement.

This philosophy, remarkably similar to Agile, shows that even the origins of the Waterfall model came from principles that Agile later embraced.

Early Industrial Influences: Toyota’s Innovations

Agile’s principles can be traced back to early industrial practices, particularly those pioneered by Toyota. In 1896, Sakichi Toyoda introduced the “Stop and Notify” concept, also known as Jidoka or autonomation. His invention of an automatic loom that halted production if a needle broke was revolutionary, combining human oversight with machine efficiency. This concept of built-in quality control is a cornerstone of Lean manufacturing and, subsequently, Agile.

Post-War Innovation: The Birth of Lean and Kanban

The real transformation began in 1948 when Toyota faced severe resource constraints post-World War II. This led to the creation of the Toyota Production System, the precursor to Lean manufacturing. Lean emphasizes waste reduction and Kaizen, or continuous improvement. From Lean, Kanban emerged, a method of visualizing the work to optimize flow. This later became integral to Agile software development.

The Agile Manifesto: A Culmination of Decades of Ideas

Agile as formally recognized today was crystallized in 2001 with the Agile Manifesto, but its foundations were laid much earlier. The Manifesto was influenced by various methodologies, including Lean, Kanban, Extreme Programming, Feature Driven Development and Scrum. These frameworks collectively contributed to Agile’s emphasis on flexibility, customer collaboration, and iterative development.

Scrum: A Revolutionary Approach

Scrum, often synonymous with Agile, has its roots in a 1986 white paper titled “The New New Product Development Game” by Japanese researchers Hirotaka Takeuchi and Ikujiro Nonaka. They proposed a holistic, team-based approach to product development, likening it to a rugby team working together to move the ball down the field. This approach emphasized overlapping development phases, self-organizing teams, and continuous learning—key principles that underpin Scrum and Agile.

The Six Secrets of The New New Product Development Game

Takeuchi and Nonaka identified six characteristics of successful product development teams, which resonate strongly with Agile principles:

  • Built-in Instability: Assigning broad goals to capable teams, granting them autonomy and flexibility to meet that goal.
  • Self-organizing Teams: Teams acting like startups, from ideation to implementation, fostering autonomy, self-transcendence, and cross-functional collaboration (the Product Owner idea in Scrum today).
  • Overlapping Development Phases: Continuous interaction between research and development and production to ensure constant progress and iteration.
  • Multi-learning: Encouraging team members to pursue ongoing learning, both within and outside their areas of expertise.
  • Subtle Control: Implementing visual management and maintaining open workspaces to facilitate communication and collaboration.
  • Organizational Transfer of Learning: Converting project activities into standard practices to spread knowledge throughout the organization.

As you can see there are many similarities between Scrum as we know it today, and The New New Product Development Game introduced in 1986, even if some of the names are different.

Conclusion: The Ever-Evolving Journey of Agile

The history of Agile is rich and multifaceted, drawing from various disciplines and evolving over decades. From Royce’s iterative vision for Waterfall to Toyota’s Lean principles and the collaborative ethos of Scrum, Agile embodies a continuous pursuit of improvement and adaptability. Understanding this deep and varied history not only enriches our appreciation of Agile but also underscores its enduring relevance in today’s fast-paced, ever-changing technological landscape.

For those eager to dive deeper into Agile’s principles and practices, comprehensive courses and coaching can offer valuable insights and practical skills. Embracing Agile is not just about adopting a methodology; it’s about joining a long-standing tradition of innovation and excellence in product development.

See more PMP Articles and Tips for Passing your Exam: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

What to Put in Your Project Plan: Agile vs. Waterfall

PMP,

Waterfall vs Agile project plansAgile vs. Waterfall Project Plans

The debate between Agile and Waterfall project management methodologies is a common one, with some individuals favoring Waterfall and others preferring Agile. However, the ultimate goal remains the same: successfully completing a project.

Let’s check out the differences and similarities between Agile and Waterfall project plans, focusing on the tools used in each methodology. It’s important to note that neither approach offers a “free pass”—both require diligent management of scope, stakeholders, schedule, cost, and quality.

Starting a Project: Waterfall

In a Waterfall project, the process begins with creating a business case to weigh the pros and cons of starting or delivering a new product. This is followed by the development of a project charter, which officially kicks off the project with resources and funding from the project sponsor. Early planning documents in Waterfall projects include a change control plan, configuration management plan for version control, benefits management plan, and a comprehensive project management plan covering scope, schedule, cost, and quality.

Starting a Project: Agile

Agile projects, on the other hand, kick off with a team charter and a high-level model of the system, such as a sequence or architecture diagram. Agile methodologies can also use a walking skeleton, a basic version of the system to which features are gradually added. Other planning tools in Agile include the business model canvas or lean canvas, which outline customer problems, proposed solutions, value delivery methods, and competitive advantages.

Gathering Stakeholders: Waterfall

Waterfall projects involve extensive stakeholder planning. A stakeholder register is created to list all stakeholders, classify them by influence and impact, and outline engagement strategies. This detailed planning helps ensure effective communication and stakeholder management throughout the project.

Gathering Stakeholders: Agile

Agile projects also require stakeholder engagement but typically involve less documentation. A team charter outlines the project’s vision, mission, background, team roles, stakeholders, values, and communication and decision-making processes. Agile projects often feature small, co-located teams, typically around nine members, to facilitate quick communication and collaboration.

Gathering Requirements: Waterfall and Agile

Requirement gathering in Waterfall projects involves creating detailed documentation and a requirements traceability matrix to track requirements through to completion.

Agile projects, being more customer-focused, offer various methods for gathering requirements, such as the business model canvas, lean canvas, prototypes, mockups, storyboards, test cases, and acceptance criteria. Agile emphasizes iterative feedback and adaptation to meet customer needs.

Scope and Deliverables

In Waterfall projects, scope and deliverables are defined by a high-level scope description, prioritized features, a work breakdown structure (WBS), and a WBS dictionary detailing resources, costs, dependencies, and durations. The goal is to plan everything upfront, ensuring all work packages are defined before execution.

Agile projects use a product backlog, consisting of high-level epics and detailed user stories. Similar to a WBS, user stories are broken down into manageable tasks for each Sprint. Agile scope management includes mockups, storyboards, user story mapping, and prioritization methods like cost-benefit analysis. Scope is accepted through Sprint reviews, providing regular customer feedback.

Project Schedules

Waterfall schedules involve breaking down the scope into an activity list, sequencing activities, estimating durations, and creating a detailed schedule, often visualized in a Gantt chart.

Agile projects utilize a product roadmap, which can resemble a Gantt chart, to outline feature delivery timelines. Sprint planning determines the work for each Sprint based on team velocity and capacity. Progress is tracked using burn-up and burn-down charts.

Cost Management

Waterfall projects estimate costs for each work package, including contingencies for risks and management reserves for unforeseen scope changes, resulting in an approved baseline budget.

Agile projects typically operate on a fixed-cost model, with a stable, small team working within a set budget and timeframe. The product backlog is prioritized to deliver the highest value items within the fixed budget.

Quality Management

Quality in Waterfall projects is managed through a test and inspection plan, usually conducted at the end of the project.

Agile projects integrate testing throughout development, using techniques like test-driven development (TDD), code inspections, unit testing, and continuous delivery. Quality is verified through Sprint reviews and ongoing customer feedback.

Resource Management

Both methodologies require resource management. Waterfall projects estimate resource needs, create a resource breakdown structure, and assign roles and responsibilities using a responsibility assignment matrix (RAM).

Agile projects emphasize a whole-team approach, with co-located teams of T-shaped individuals possessing a broad skill set and deep expertise in one area. Agile teams use visual management tools and pair programming to enhance collaboration.

Procurement Management

Waterfall projects involve detailed procurement processes, including make-or-buy analysis, source selection criteria, and vendor management.

Agile projects prefer integrating necessary skills within the team but may use fixed-cost, variable-scope contracts to accommodate changing requirements.

Communication Management

Waterfall projects use communication management plans and communication styles assessments to tailor communication methods to stakeholder preferences.

Agile projects prioritize open communication with daily standups, Sprint planning, Sprint reviews, and retrospectives. Visual management tools and open team areas facilitate ongoing communication and collaboration.

Different, But the Same

While Agile and Waterfall project management methodologies differ in their approach, both aim to deliver successful projects. Waterfall focuses on extensive upfront planning and documentation, while Agile emphasizes flexibility, customer feedback, and iterative development. Understanding the strengths and weaknesses of each methodology helps project managers choose the best approach for their specific project needs.

See more PMP Articles and Tips for Passing your Exam: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!

 

How To Learn and Study FAST

PMP, , , ,

Hand drawn boy learning at computerFour Game-Changing Learning Techniques

Have you ever struggled with school or learning something new? Whether you’re studying for a degree, a certification like the PMP, or just trying to grasp a new concept, learning can be challenging. However, everything changed for me when I discovered effective learning techniques. Here are four strategies that revolutionized my approach to learning. These methods complement each other and are incredibly easy to implement. Let’s dive in!

Technique 1: Mind Mapping and Work Breakdown Structure (WBS)

The first technique is mind mapping. Popularized by Tony Buzan in the 1970s, mind mapping is a powerful memory technique. It helps set the scene for your entire learning journey by visually organizing information. Here’s how it works:

Start with the Core Idea:

Place your main topic at the center. For instance, if you’re studying project management, this would be your central idea.

Branch Out:

From the central idea, create branches for subtopics like scope, schedule, and cost. Each of these subtopics can further branch out into more detailed topics, such as turning schedules into activities and then into project timelines.

This method gives you a high-level overview and helps you understand how different concepts interconnect.

In a similar vein, the Work Breakdown Structure (WBS) breaks down a project into smaller, more manageable parts. For example, if you’re preparing for a marathon, your core components might include shoes, training, and stretching. Each of these can be broken down further (e.g., different types of training or stretches).

Technique 2: Practice Exams

Once you have a high-level overview with mind maps, it’s time to delve deeper using practice exams. Practice exams are beneficial because they force your brain to store and recall information. By actively searching for it in your memory, you are embedding it more effectively. Here’s why they work:

  • Recall and Apply: Practice exams make you search for and apply information in various scenarios, reinforcing your knowledge.
  • Real-World Application: They simulate real-world conditions, helping you prepare for actual exams or practical situations.

Regardless of your field—be it project management, mathematics, or any other subject—practice exams are a proven method to deepen your understanding and retention.

Technique 3: The Feynman Method

Named after renowned scientist Richard Feynman, the Feynman Method involves teaching what you’ve learned to others. This technique takes your learning to the next level for a few reasons:

  • Understanding the material enough to speak about it: To teach something effectively, you need to understand it enough to talk about it.
  • Answering others’ questions: Teaching others means fielding their questions, which helps clarify and reinforce your knowledge.

You can practice this method with study friends by giving short lessons or presentations. The process of explaining and discussing topics with others solidifies your understanding and uncovers any gaps in your knowledge.

Technique 4: Focus Techniques (Pomodoro, Peer Pressure, White Noise)

Even with all the right techniques, learning can be challenging if you lack focus. Here are some strategies to improve your concentration:

  • Pomodoro Technique: Break your study time into 20-minute intervals using a timer. After each interval, take a 5-minute break. This method helps overcome procrastination by making study sessions more manageable.
  • Positive Peer Pressure: Study in quiet places like libraries where the focused environment encourages you to concentrate.
  • White Noise: Use background sounds like rain or crickets, which can help drown out distractions and enhance focus. You can find 10-hour loops of these sounds on YouTube.

As you practice these techniques, your ability to focus will improve over time.

You Can Do It!

By using these simple techniques of mind mapping, practice exams, the Feynman Method, and effective focus techniques, you can transform your learning experience and take it to the next level. These strategies will help you retain information, understand complex concepts, and ultimately succeed in your studies. Start implementing them today and become a learning superstar. You can do it!

See more PMP Articles and Tips for Passing your Exam: 

You can see what people are saying about David McLachlan here: REVIEWS

Navigate to Free Project Management and Leadership Articles through the links on the right (or at the bottom if on Mobile) 

PMI PMP 35 PDUs CourseThe Ultimate PMP Project Management Prep Course (35 PDUs)
Agile Certified Practitioner (PMI-ACP 21 PDUs)The Complete Agile Course: PMI-ACP (21 PDUs), Coaching, Jira and MORE! 
50 Project Management Templates Gantt Chart Risk Matrix and more Excel50+ Project Management Templates in Excel and PowerPoint (Gantt Chart, Risk Matrix and more!)
Project Management Plan TemplatesPre-made Project Management Plan Template: Save 100 HOURS!