How To Sign Arizona Banking Presentation

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all right good morning everybody thank you for joining us for the small business bootcamp and resource collective for this thursday march 4th we are excited to have everybody with us today i am robert theobald small business ombudsman and vice president of small business services for the commerce authority we'd like to start by first thanking all of our community partners we could not do these boot camp sessions without them without their time their effort their expertise we appreciate it very much um so the small business boot camp is designed to help small businesses of 20 employees or less emerge from the kobe crisis and return stronger than ever however it is a great resource and tool for all businesses and we welcome all businesses to be on here it is a statewide initiative supported by all our community partners and besides being just a boot camp it is a resource collective and we'll talk about that here in a moment so a small business bootcamp and resource collective website as well as websites that i feel is a great one to favorite put in your bookmark bar on your web browser so you can access it often on there you can have the you have the links to register for upcoming sessions you have a link to the resource collective and then what we have done is all of our previous sessions we recorded them and made them available to review on this website as well under the archive at the bottom of the page and you can go through we have them listed by each week and you can go back and review any of the the sessions watch the videos or review just the content that they shared but we've got all the information from those different sessions available easy access on that archive on the resource collective we have a lot of tools and resources provided by our community partners to help small businesses this is just a sample listing of some of the guides and resources available you can see we've got guides for an insurance unemployment insurance sorry about that reopening restaurants we've got construction manufacturing cosmetology et cetera a ton of different pieces of information that can help small businesses during this time uh with that i'd like to do some updates at this point and share some some key things that are available um links and other things for small businesses first uh there's been some updates to the shutter venue operators grant frequently asked questions so we have that link here for you if you are a venue that falls in that program also yesterday we had a ppp session uh relating to the ppp rule changes that came down last week and and some of that information and of course as soon as we finished the the boot camp a little later in the day the sba added some additional updates to that uh so we have the link uh for the frequently asked questions found on the treasury's homepage that gets in all the details of those updates additionally we've got the ppp lender list if you're still looking to get a first draw or second drop ppp loan the lender list has all the lenders that the sba has been in contact with in arizona to help small businesses with those ppp loans and then the last link is the sba's covet 19 relief options page it is another great page to highlight or favorite um so you can have easy access to it it has information and links to all the main programs that they have the eidl ppp the shuttered venue the debt relief and others [Music] and then finally we want to share with everyone we have a special boot camp special session on the employee retention credit on tuesday march 10th at 9 00 a.m i'm sorry wednesday march 10th there's a little typo there's wednesday's session at 9 00 a.m that session is going to talk about that employee retention credit and for businesses that qualify it can be up to nineteen thousand dollars per employee that you can get in credit it is a big deal that hasn't been talked about much um and so we want to make sure we're sharing that information with everybody so all the arizona businesses can take advantage of that federal program so another way to stay informed about all the going ons with the businesses right now is through our covet 19 arizona business resource page you can find that on our home page with a big blue uh ribbon across the top of our homepage or you can go to azcommerce.com forward slash foven-19 and we have information on business guidance financial resources and many other great things on that page and we constantly update it the information as we have new information available to us some of the aca programs that small businesses can leverage during this time as our small business services we can help connect uh or navigate through the sba and working with the sbdc or score navigate local banking contacts and other programs throughout the state our workforce division can help small businesses looking to hire employees with some of the programs they have or even upskill their employees and our arizona manufacturing extension partnership can help manufacturers throughout the state with their needs during this time additionally if you're looking to start a small business start something on your own or start a side gig or expand your business into new product lines and industries our small business checklist is an online interactive resource that can help small businesses identify the licensing registration and compliance needs at the local state and federal levels it is a great resource you can find that at azcommerce.com forward slash small biz and with that our last website would like to mention is our states covet 19 information and resource page this is everything coveted 19 related not just business and it is arizona together.org it is another website full of a lot of great information so with that we want to look at next week sessions real quick on tuesday march 9th we have how going green can financially help your business i'm really looking forward to this one we've got um local first statewide sustainability director um presenting with us and in past businesses i've seen uh we've done stuff on this where you know doing some green eco-friendly things can save you money in your business so i'm really excited for it it's going to be a great session also on wednesday as i mentioned we have our special session on the employee retention credit and then on thursday we have a great session from steve feld from score um on key business takeaways from 2021 that can help you succeed in 20 all right key business takeaways from 2020 excuse me uh they can help you succeed in 2021 you actually wrote an article on on this content and i really like the article invited to come speak about it with us it's it should be a phenomenal session so we're looking forward to it with that we want to introduce today's speaker um cirilla and uh i cannot pronounce cirillo's share that with us i apologize for for not being better on that but um cirilla is a project management professional and she's got a great presentation for us today so sir i'm gonna go ahead and turn the time over you and let you get started all right i'm gonna share my screen let me hit it one more time all right there we go all right well again my name is serea gaylord and i like to thank aca for inviting me to talk about my favorite subject which is project management i am all things project management uh i own my own company and that's what we do is project management all aspects of project management from uh doing projects to documentation to training and um one of the things that i really like to do is get out in the community and talk about project management to businesses so that they understand how project management can really help their business grow and how it can help them expand as well so today we're not going to talk about the full project management methodology or process because that would be a little bit boring and we need more time to do that but we're going to just focus really on today about planning so today's title is called implementing project plans to streamline success so i want to kind of go through what is planning give you the process of planning give you some tips and best practices so that it can help you with the projects that you have going on because what i'm realizing is businesses are doing three things in today's environment they're either pivoting so they're either changing services or upgrading services or going into new directions as far as services or products they're either reorganizing their businesses looking at the business looking at the or chart see where they can be more uh efficient in their business processes and the resources they have and then the third thing that i know that businesses are doing they're expanding their businesses so if they're in the private sector they're trying to move into the public sector if they're in the public sector or the private sector they're trying to move into expanding and moving their services or products overseas now all three of them have the same thing in common they got projects coming out of each of those different things either if you're pivoting you're going to have practice coming out of there if you're reorganizing you're going to have projects coming out of there and then if you're expanding into other countries you're going to have projects commanded there as well so what i'm here to do is trying to give you some like i said best tips and practices and also some knowledge on parts of uh project management which is planning so that again i want you to be successful i want you to go out there and get those projects and be successful and making sure that you know you're using your all of your resources your cost your technology your time in an efficient manner okay so let's get down to what we're doing here which is what is the purpose of planning the purpose of planning is to provide a roadmap to your success the key word is being roadmap okay if you don't have a plan you don't know where you're going so a roadmap tells you four things i have here where you were so those tasks of what's already been done where you are where you are currently what tasks that you are working on currently where are you going those are those tasks that are out in the future you want to look at those and see okay this is what's coming up um you know this is you know these are the things that i have to do and the last thing it tells you when you have a ride when is the project done if you don't have a plan how do you know any of this where you go where you were where you are where you're going and when you have arrived that's why it's so important to have a plan in place so that when you are bringing those projects in you know all of these four things and you feel confident in um implementing your project on doing those tasks completing those tasks making sure all the resources are there okay so let's talk about this i found this quote online is it call is called proper planning prevents poor performance again proper planning prevents poor performance one of the things i hear from business owners all the time is i just feel overwhelmed i don't have time to plan but you have to have a viable plan if you want to be successful at the end of your project and the key word there is being viable okay you just don't want to throw a plan together and it's not yep i got a plan but what happens is even though you have a plan people don't look at the plan you have a plan and then it puts you put it on the shelf and it's like okay why did you plan that you're not looking at what you're doing looking at the plan and looking at the resources looking at the tasks and look like looking at things that are coming on so proper planning prevents poor performance and what i want to do is look at these different percentages because project management the project management institute which governs the certification of project management they always come out with different stats about project management in different businesses um so they do this big survey and then they um distributed out to what's going on in project management so let's look at 58 58 of businesses do not fully understand the value of project management so even though we you know project management everybody knows about project management you know um you know these are their clients are using project management um they you probably have friends or co-workers or things like other are in doing different projects are on different projects or they're leading different projects but with all of that businesses still don't understand the value of project management and that's why i do these different types of workshops because i want to make sure you understand why project management is important what value it brings into your business and then also educating businesses on the different aspects of project management you know project management can be very overwhelmed overwhelming to businesses and this is why i do what i do is to kind of break those uh concepts down tell you about different tools and techniques you can use in your business because you can choose different tools and techniques you don't have to use the full gambit of project management but it's there for you and then what you do is you take project management and you customize it for your business okay so let me say that again you take it and you customize it customize it for your business i can tell you i've worked with big companies small companies mid-sized companies everybody does project management different okay the thing is that they have the structure in place they understand the different tools and techniques that you can use in project management but they take what they need and they customize it just for their business okay here's another percentage 70 of businesses have at least one project failure in the last 12 months that's a big number if you have one project that you that you know you consider a failure think about all the costs that you put into it think about all the resources the time that you spent on it the technology that you spent on that project only for it to fail and that's not good especially in this type of environment where businesses are trying to ensure that whatever they do they're doing in an efficient manner okay because we don't have at least i don't have unlimited resources i don't have unlimited money i don't have a limited time i don't have um unlimited resources so everything that i have in my business i want to make sure that i'm doing it in an efficient manner okay let's look at forty one percent forty one percent of businesses reported pride poor project performance okay going back to my quote here proper planning prevents poor performance if 41 of businesses are stating that they have reported poor project performance that's again affecting those that your resource your time your money your resources that comes into play and plus your clients as well i mean if you have a project and it's a poor performance project do you really think your clients want to come back and work with you again so if it affects everything in your business here's another step for you eighty percent of employees spent half their time doing rework which means to me the task wasn't clear enough okay that's 80 that's a huge number so which means to me as well you're doubling your time you're doubling your schedule because you're doing rework okay 31 of project failure is due to communication most people don't understand that communication is part of planning and we're going to go through um a few slides uh talking about what's in a plan it's not just a project plan there's other factors that you have to plan for but 31 of projects fail due to communica uh due to a lack of communication on their project and here's another one twelve percent of projects fell due to unclear tasks which goes back to my eighty percent uh of rework okay so when you're thinking about planning think about proper planning prevents poor performance if you do it correctly you you'll be successful however if you don't do it successfully and plan correctly whatever that is in your business because every business is different you're going to look at having poor performance in your projects so what are the benefits of planning number one is going to save you on cost two resources three time and four technology the benefits of planning goes back to i would say go back to what we call the initiation phase which is where you start your product your project it validates that contract that you sign that's lists out all of those different requirements all of those different objectives the cost whatever it is if it's a contract if it's a request for a proposal planning is going to validate that okay and here's why for instance um i was working on a project and part of the contract it stated well you know we're going to have a cost of 50 000 for this whole project when i started planning things out looking at the scopes looking at the different requirements on on the um project itself when i started planning it out guess what the cost had doubled it went from fifty thousand to a hundred thousand which means what they planned for wasn't correctly it was not done correctly or they miscalculated okay so plan is going to validate those costs now those that situation they had two choices they can either give me the fifty thousand dollars the extra fifty thousand dollars so i that i have enough money to do the plan properly and do the project properly or they can take this look at the scope in the requirements and say you know what let's take these out so it can fit their budget okay this type of situation happens all the time right so when you're looking at the benefits of planning not only is this cost resource and time and technology but it's going to validate that contract that rfp that you sign and say it's either going to say yes you did a good job or no um something went wrong either in cost the the resources the time or the technology that you have and this is why planning is so important because you don't want to be in the project in a project where you know fully well your cost your resources your time is not going to um be be correct and it's not really going to make you successful because you don't have the right budget you don't have the right resources and you don't have the right time it's going to set you up for failure so that's why another reason why planning is so important when you're talking about projects so this here is the proper project management process flow so when we um when i get certified when i got certified as a certified project manager through the project management institute this is what i get trained on this is the process now it looks very simple but within these different boxes there's different tools and techniques that you can use to make sure that each phase is done properly so let me just kind of go through this real quick with you um so that you can understand at least the process i teach this in a different class where we actually go through each of these phases um that's but that's another two hour three hour class but let me kind of go through the the process with you um as far as um project management so phase one is what we call initiate or initiating the goal of that phase is to define the goal so that can either be in your contract it could be in your rfp um if you don't have any of those things we actually create what we call a project charter phase one is all about understanding the project itself what are those goals what's in scope what's out of scope what are those requirements what are those initial risks that's on there what's the initial timeline what's the initial project i mean the budget um what are those initial resources that face in that document becomes the foundation for the rest of the project because when you take that document you're using that document to go to the next phase which is the planning phase or the plan phase and the phase that that um the objective for that is to plan the work okay so you go from initiate to plan plan work and this is what we're going to focus on today the next phase is to execute the plan you plan you execute the plan let me say that again you plan you execute the plan how easy is that but it's such a foreign concept to a lot of people because they jump over planning and they go from phase one to phase three with no planning in between and i'm going to show you that in my next chart after you execute you monitor and control this is where the management piece of it this is where you're looking at the plan you're looking at what's being executed and you're looking for any variance you're looking for any problems to solve so that the plan is still moving right um and that the the tasks and everything on that plan is being executed based on the plan okay so phase four what we call monitor and control or managing control you control the project you make sure that if um anything is going outside that project you pull it in you figure it out you you know you resolve those issues so you can get back on track and then continue to execute so that's what we call check the work and then the last phase is what we call close now you think we're closing or closed closing where you close the project it's just okay we you know we're done we disclosed the project um but there is some some tasks in that closing phase um that you will want to make sure that is done prior to um closing out the project which is one of the things is making sure that you completed all of the tasks that's on the project you don't want to close out a project and realize oops we forgot to do something okay that does happen okay so that is the what we call the project management process flow map or the five phases of project management okay so here is what i call current state project management process flow and this is what i deal with with clients so as you can see phase one is to initiate they define the goal they got the contract they sign it great what's missing the plan they will jump from initiate writing to executing and then when i come in and because usually when they bring me in the the projects are going sideways first thing i ask for is you know your your foundational document your contract your rfp or if you did a project charter second thing i'm going to ask for is where's your plan usually they don't have a plan usually they tell me yeah we have the we have the document the foundational document but we started executing okay so my question to the business owner is what are you executing if you don't have a plan and we're going to get to what they usually use for a plan okay so they skip planning to go right into executing and then they feel overwhelmed in phase four because they can't manage the project how are you going to manage a project if you don't have a plan and this is where they get into feeling overwhelmed they don't know what the resources are doing they don't know what their consultants are doing they don't know when uh materials are coming in okay so this is where the kind of phase four is the kind of frustrating phase i like to call it okay and then phase five they try to close their project but by that time they're probably over budget the timelines have already uh doubled or been pushed back so many times because they're trying to figure out what they need to do okay so this is what i call the current state because phase two is not done and when phase two is not done properly it affects all the different phases on a project okay so what did they use in phase two as a plan i i came up with this quote and it says a to-do list is not a project plan so in that current state that phase two is really they're managing a to-do list it's not a plan it's a to-do list now i have a to-do list i sometimes have a daily to-do list sometimes on sunday you know i sit down i have a weekly to-do list a to-do list is not a project plan okay so let's go back to what i talked about at the beginning of the purpose of a plan a to-do list is not going to tell you where you you know what tasks were done in the past okay a to-do list is not going to tell you where you where you're at right now a to-do list is not going to tell you what tasks are are coming up in the future and a to-do list is not going to tell you when you have arrived which means when the project is done okay when you have a to-do list think about your to-do list that you have or if you do the to-do list or weekly to-do list what however you want to do it my to-do list have different things on there you know i could be picking up laundry i could have been paying a certain bill you know then i'll turn back around and say oh yeah i got to talk to you know patty because i have to see you know where she's at with this product or with this task you know i have to follow up on this issue if you look at your to-do list it has random type of tasks on there has nothing to do with your project that you're working on okay so if you get anything out of here out of this out of this um workshop is please do not do a to-do list and then think it's it's your project plan i was talking to a person um a potential client on on of mine on last friday um and he was talking about this he has a to-do list um and he was feeling overwhelmed because he couldn't manage his consultants he doesn't have any employees so he was managing his consultants through a to-do list he was getting upset because you know the consultants didn't know what the consultant was not finishing tasks on time and the first thing i said was do you have a plan do they even know when they're supposed to you know get things done do they understand the overall project itself and he was like no i just you know tell them and i sent them the email and i expected to get it done and you know i try to follow up but you know um they don't talk to me or they he can't get in touch with them okay that's what a to-do list is going to do for you okay so i don't want you feeling overwhelmed um i don't want you feel like you can't manage the project but going back to what i said is proper planning prevents poor performance if you want to prevent poor performance you need to have a viable plan and like i said keyword being viable okay it's got to be something that you can implement not just throwing tasks and stuff on a list with some you know uh uh dates that you know that you're not gonna be able to um to complete and you know your resources you're not sure what they're doing who's supposed to be doing what so you want to make sure you have a viable project plan that you can implement so that when you have a plan you plan you execute the plan that means you have to look at the plan not just do a plan and then you know put it on your desk and be like okay i'm not going to look at that and then turn around and do a to-do list and use that as your project plan okay so we don't want to do that so planning could be very overwhelming you know um it could take some time so what i did here is i broke up planet into three different phases so that we can understand what is planning and what are some of the things that are done in the planning phase so number one is plan the work number two is compose the plan and then number three is to document the plan so i'm going to talk about all three of these different i don't want to say phases but these are the components that make up planning so plan the work first you have to understand the project as i stated before you usually have your contract or if you have a rfp or something if you did a project charter whatever that is the a business case you you need to read those documents to understand the project and understand the why and understand um all the things that are listed um for that project um that you're doing because once you understand the project you can plan better okay the next thing as part of plan the work is research similar projects the person i was talking on friday he does the same types of projects over and over and over again my suggestion is you pull the last three projects and look at those projects just to kind of give you an idea how to do this project itself okay one another thing is look at the lessons learned if you are doing lessons learner surveys read those lessons learn to see exactly what went well in those in those projects what actually you know um went wrong because you want to make sure you understand what went wrong so that in your current project you can account for that and make sure that you don't make the same mistakes you can also look at the resources they use right the timeline that they use as well one of the things about this part of planned work you can really streamline your project planning in this phase like i said if you're doing the same type of work you can set up templates for that particular projects right let's just say you're doing a finance project and you do these type of finance projects all the time well it will make sense to streamline it because you know those tasks are you're gonna need those tasks um for every project right so you can take that and streamline and make it a template so that again you're not spending a lot of time in this you know planning phase so there's certain things that you can do you can template not just the project plan um but you can also template some of the communication plan um the quality plans you can use all of that you may have to make some changes here and there but if you streamline that process you can also um uh have less time to actually start planning um your project um as you go forward again a lot of the complaints i get business owners i don't have time to plan i got like 50 million things to do and i understand that too i have 50 million things to do however i have set up a process for certain projects if i'm getting the same type of projects i have already have the uh project plan i know the tasks that needs to be done i know who needs to do it only thing i'm doing is changing the dates boom i got my project right there may take me you know eight hours or something like that okay um so that's one of the ways you can streamline your process is to have those templates ready for certain types of projects that you do over and over and over again also i wanted to let everybody know that planning is a team effort it's not just one person planning okay even if you're working with consultants let's just say you're working with it consultants and you have a project well if there's an i.t portion of it then that i.t consultant should be able to tell you here these are the tasks that needs to get done this is how long it's going to take me here's who's going to do it you take all that information you put it into your project plan okay so remember plan is just not one person's doing it you might be leading the other project plan okay but bring your team into it ask them what pro or what tasks are needed on these on on this project ask them how long it's going to take ask them who can actually do and who has the time to do it okay so again planning team effort don't do it by yourself so that you won't feel overwhelmed and feel like you don't have the efficient time to actually plan a project so understand the project research similar projects that you've done make sure you read the lessons learned and then make sure you bring a team around you to help plan okay the next component of planning is compose the plan which is phase two planning which is the objective is to create the plan now when we're talking about planning most our project plans most people understand um project plans being a you know task um when it start when it is done the resources and when it's complete and yes that is part of it so when we talking about that and creating a project plan we're usually talking about defining the scope collecting the requirements and then moving down into activities you know requiring uh i won't do that right now but require a matrix is just part of the scope management plan making sure that in your project plan you're um planning for all of those different types of uh requirements that you have on the project the budget everybody understands that you have to have a budget and that's part of the project plan everybody understands that human resource plan that you need to understand who is doing the the task right whether it's your internal team your external which is your client and then and if you're bringing in vendors or consultants everybody understands that okay and understand who is doing the the uh the task at hand and then you have the schedule manage ent plan right um times the task when a task needs to be done you know i can't do this task until this task is complete and then that develops the project plan so everybody i think everybody understands that piece of it however planning is just not it's just not the project plan there's other things that you need to plan for one of those things is what we call the project quality plan these are the metrics that you need to define in the planning phase how are you going to know if you're over budget or under budget or you're just right how are you going to know if your your schedule is on schedule or um it's taking too much time or that you know your schedule is actually um better than what you plan for all right you have to understand what those project metrics are also you may have other metrics that you want to measure um in your plan that may be um um um i mean that may be worth um tracking because it's affecting one piece of your uh your business that is very critical right so you may have a project that let's say i don't know um i used to work for um macy's and i used to be in their call center i remember doing a project where they were upgrading um their software that uh that measured call time right so one of the metrics that we have to measure on a weekly basis is their call time because they you know their call time men have been let's say 85 well since our project was affecting that piece of their business we had to make sure that our project was not interfering in that 85 um call time so we we measure that on a weekly basis okay so if you have other things that you need to measure to make sure that it doesn't affect your critical processes you want to make sure that that's in your quality plan and that we are you are looking at that on a regular basis communication plan going back to my stats um earlier on what i was talking about the communication plan is i think it was 12 now 31 of a project fell due to communication you have to set up a communication plan what does that look like what is the communication plan for the project how are you going to communicate with your internal team how are you going to communicate with your clients and how are you going to communicate with your vendors and consultants what does that look like because i at the end of the day everybody should be moving together on a project okay all the information that you are um uh distributing to these different um teams internal external vendor consult they may be different but they should be saying the same thing you know your at the client should not have different information than your internal team um and everybody doesn't know where they're going because the information is not clear so develop a communication plan whether that is i'm going to send a report out on this date i'm going to update my project plan every friday um the dashboard is going to be updated every tuesday we're going to have a meeting internally you know every wednesday for 30 minutes whatever that is develop that communication plan and then make sure that everybody understands what is the communication for that project okay you get this wrong again it could lead to project failure because then what you'll have is everybody doing what they want to do on the project because they don't really understand what's going on in the project so it's like okay i'll just do this sounds good right um another plan that you want to do is a risk management plan usually risks are in that con in the contract or the rfps or are on the project charter which talks about some of the risks on the project i will tell you that every project has a risk or has some type of risk it may not be you know you may not have 10 risks right you may have one but you need to understand what those risks are you need to identify them you need to rank them you need to have a risk response you make you need to make sure that you identify an owner just in case that risk does show up on your project okay and then also what i like to do for for this risk management plan is tie it back to a task on a on the project okay so that you understand okay this this task right here has a risk assigned to it or a potential risk um so that you understand you're looking and not just at the task being done but making sure that risk doesn't show up on your project okay and then don't forget risks have sometimes some risks have costs related to it which is which goes back to your budget so now if the budget consists of all of the you know costs resources whatever materials that you have but also you should put in if you have a risk that has a cost to it you want to add that to the budget as well because that becomes the budget for the overall project and you need to be able to account for that so when you're talking about risks um one of the things i didn't say is that it's risks that are known risk not unknown risk like you know the the thing in texas right that was environmental unknown risk um but for the risk management plan you want to make sure you understand what those known risks are so that if a risk does show up on your project well you already know what your response is going to be you implement the response and you keep it rolling how easy is that okay um and then also the procurement plan that kind of goes back to the human resource plan the resources if you're bringing resources or consultants or vendors outside um you want to make sure you account for that in a human resource plan and then if there's any materials in there as well but that's all part of the human resource plan and all part of the project plan itself and then you have the stakeholder stakeholder plan you want to make sure that you identify those individuals who are impacted by the project i remember working on a project and we were implementing sap and we forgot to bring in a department um into the project plan um that was affected by the sap and he was not happy and he had a right to be not happy because it was affecting his department so make sure you understand those stakeholders are bring them into the project even if you know sometimes they may not have a direct link to the project but they want to be kept in the know it's okay bring them in so that you can make sure that they understand what's going on in the project you know um if they have any feedback or any suggestions or any any problems you want to make sure that they are they are heard and um that they understand what's going on in the project plan which goes back to your communication plan as well and then also the internal team and then your clients as well they all could be potential stakeholders then the next thing that you have to plan for is change management i have not been on a project that has not had any changes there's always changes going on however you have to have a process in place to take that change um bring that change into the um the plan so that you can understand is does this change really need to happen how is it going to affect my project is it going to increase my cost is it going to increase my timeline is it going to increase the budget okay so when you're talking about change um you want to make sure that you document the change well let me just kind of go back you want to make sure you call out to change okay because sometimes changes can be very subtle um and you don't realize it's actually a change that's why going back to my requirements plan which is you know having those requirements uh matrix there to understand what those requirements are so that you can always uh re reference back when there's a change going on in your project when i have a meeting especially with a client you know first thing i do is bring up the project plan the next thing i have is my requirements matrix because i want to make sure that in this meeting if they talk about a change you know i can reference back to that requirement and say okay this is a requirement are you asking this are you asking to change this okay i don't say yes right away first thing i do is document it document the change and who's requesting the change of whatever requirement that's on your project second thing i'm going to do is analyze the change how is it going to affect the budget the timeline and my resources [Music] then i take all that information and i give it to that person that is asking for the change to say okay this is what's going to happen there's not going to be no effect so there's no effect on the project you want to still approve it or if there's going to be an effect on your cost your time or your budget are you willing to let's just say increase the timeline by two weeks are you willing to provide you know the extra budget maybe twenty five thousand on to the project are you willing to do that and then that's when you seek the approval get the approval if you do get our approval and then you update all the documentation okay and then the last plan is the documentation plan which is how are we going to track the project what tools are we going to track the project with you know when i first started doing project management we tracked our project management plans through excel everybody was doing excel but now you have so many different tools out there that you can use that are that is automated um and that is more collaborative to track your projects so you need to understand what am i going to use uh what software what tools what collaboration tools i'm going to use on this project then you want to understand the documentation storage now there are some project management tools out there where you can store all the project management documents on that software but if that's not what you want it to be then you need to understand what is that what is that um solution is going to be and then who's going to have access to it and then at the end of your project this is where documentation archive um comes into play where are you going to store all the all these documents and um plans where you're going to store them all so you want to make sure you have a updated plan or updated plan that talks about the documentation of the project because documentation on a project is part of your communication plan as well right if i can't find um where the project plan is then how do i know if as a person or resource that's on my project how i'm going to figure out what i need to do okay so documentation plan communication they all go together so this are this is the total plan when it talks about planning for your project because once you have all this documentation together the next thing you want to do is set up a kickoff meeting with the internal team with your um client your external team and your vendors and your consultants and your layout the plan why do we do this number one it makes it it helps to for the team to understand the project this is what we're going to do these are the tasks that we're going to up uh to uh implement this is the um timeline it gives them also a chance to make changes to the project plan as well it gives them that opportunity because we all want feedback right to make sure again we have a viable plan going um into executing we want to make sure we get the buy-in from everybody about yes i'd like to plan you know here are some changes that we need to do with the plan but all in all yes i like the plan this is where we're going and then you can start executing the plan itself so set up a kickoff meeting just to get everybody on the same page get feedback um and then again after you do all of this you have a viable plan that you can execute plan you execute okay and then the third component of planning is document the plan so you've done all the planning um you got all the documentation now it's it's either now it's time to document the plan itself so if you need to go back and update the project plan based on feedback if you have to go and create you know um a document library you know name it whatever it needs to to be this is where you document the plan and then you make sure that everybody understands um hey you know this we're using this tool you know if you need to um look at a document it's on this server and who has access who has read access who has read and write access you bring it all together and get documented and then that way um now you can actually execute okay i thought i'd talk a little bit about project management tools that you can use um for your project plans and in your documentation the ones on the right with the stars those are pretty much very popular ms project is still very popular to use i still use ms project but i also use smartsheet okay ms project i have the desktop version but they also have an online version that you can use as well there's asana i know a lot of people use asana trello is another one a very popular one monday has become very popular as well i know that um if you want to try some of these different um project management software tools online you can i know smartsheet has a 30-day trial so you can go in there and play around with smartsheet for a little while asana and trello they have a free version of their project management software so you can get used to um using uh that their software and planning out your projects itself um again there there's other project management software tools out there that you can use um these are just the most popular ones people are using so go out there look at some of the project management tools that are out there for um to track your project and see which ones work well for you now i can say that the only difference between these different uh project management tools really is the look and feel of it but basically they all do the same thing right you know if you're a very detailed person that's why i like to use ms project and smartsheet but if you're very a very visual person you may want to use asana and trello okay and some of these other ones as well um but make sure that you're in a project management software tool like i said before i used to use back in the day excel we use excel for project management to track all the the tasks and everything like that but now with these tools it becomes much easier to track um you know the project plan itself you can use dashboards they have smile smart she has a dashboard you can create as well that's all part of your communication and then it's so much easier when i was talking about lessons learned oops when i was talking about lessons learned it's so much easier for a person um that's doing a project can go back and look at your project plan look at your communication plan um and pull those information um out so they can plan the next project also as a business you want to pull information from these projects because it's very valuable uh one of the things that it helps you do is estimate your your projects better right estimate the budget better it becomes very efficient but if you're in excel you know you have to create the reports and do those other stuff but if you're in a project management tool you can pull reports very easily from these project management tools so that you can understand what was the cost of this project you know let's look at some of the the timeline let's look at some of the resources that we use you know if you're looking at resources as far as like how many hours um what was the hours for the week that you know the the resources worked it's much easier to pull those reports so that um again you can estimate better or if you're just looking at your overall projects it will give that information much easier than to do it from excel and then you have to create all these different reports but hey if you're an excel um expert more power to you but it's so much easier to use their project management tools um for your project so why does prod why pro planning matters so i found this on youtube and i want to play it um and it kind of gives you some visuals about why planning matters so i hope you guys enjoy this [Music] [Applause] [Music] out of control foreign [Music] [Applause] oh [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Applause] is [Applause] [Music] [Music] [Applause] is [Music] [Applause] [Music] [Applause] [Music] [Music] wow [Music] [Applause] okay so hopefully you enjoyed that we've seen what planning does if you don't plan effectively and when it's done well it's executed well and you get the results that you're looking for okay so here are some resources that you can um go in and learn a little bit more about project management let me go back here um the project management institute again that is the certification um organization that certifies um project managers they also have a phoenix chapter here and then also i have a blog as well that talks a little bit about different aspects of training about project management that can help you with your business and have best tips and practices here is my contact information i would love to hear from you and um if you have any questions please don't hesitate to contact me either my email address or on social media and i will turn it back over to rob robert all right thank you surya um great presentation planning's so important and projects i've been on as well so thank you for sharing this um we are a little over on time so unfortunately we're not going to get to the q a there were two questions um but uh please feel free to reach out directly to saria and she left her email her contact information up there um or you can reach out to us and we will reach out to her to get that those questions answered but uh we thank you for the time great presentation thanks everybody for being here today uh we look forward to everybody being here with us on tuesday but until tuesday morning and we have a great weekend be safe and uh enjoy thanks and we'll see you soon bye