Project Management
101 Basics
101 Basics
Are there other names for "project" at The Hidden Genius Project?
Yes! Someone may ask you to head/launch an initiative, organize a trip, design, or create something.
This can happen often, it is critical that you get approval from your manager before committing.
What is the best communication channel to initiate a new project or plan for visibility purposes?
Varies -discuss with the group and come to an agreement on the best method for most.
Email, Slack, G-chat, and communication features within project management tools are some options
Ordering meals, supplies, site ideas or site needs
Site Directors, unless a Site Director asks a team member to support.
What does it mean to be the project owner or “own the project”?
You should drive the work and support the team at large to ensure the project gets done.
While we are all leaders and may equally share in some responsibilities, the project leaders or drivers of the project must be accountable for the final results.
What is the main responsibility when you are part of the project team?
Do your part to the best of your ability, within the time allotted. If you need deadlines, clear task, or need more communication, it is your responsibility to communicate that.
What is the time commitment of a project?
A project usually will take days, weeks, and months to complete.
What is a critical tool that will easily define success in project management?
Budget
Managing the budget well is a major factor in project management success.
Hiring (staff, YEs, fellows, interns)
Supervisor of the role, Human Resources department, and the interviewing team
What is the one thing that should be clear across the team?
Who the project owner is and that their responsibility is to keep everyone on track.
When the deadlines are.
What do you do if you cannot complete your portions of the project on time?
Inform the project manager or ask for help
What is project management?
Planning and organizing tasks and resources to achieve an objective.
Help! Do we have a tool or process in place already?
Reach out to your supervisor to ask if a doc or process exists. (not a colleague because you want the supervisor-approved tool)
Reach out to the executive member that leads that department or work
Support service managers are the drivers and the site team supports as needed.
Help! The project needs to move but I am NOT getting support.
Speak with the team working on the project to see if there are barriers you can remove.
Talk with your supervisor
Help! I do not know who the project manager is!!
Ask your supervisor or colleagues/someone on the project team for help.
What are the roles in project management?
Project Manager/Lead, Collaborators, Supervisor/Executive Sponsor, Consultants
Name three primary tools used for project management at The Hidden Genius Project
G-Drive Suite, Asana, Monday, Notion, and Smartsheet
What if you need help recruiting, sourcing, or organizing volunteers?
Reach out to Site Director first. Site Directors reach out to Regional Directors.
How frequently should a project manager check in?
Varies
Likely 1-2x week
Someone asked, "can you own the plan and process for this?" What should I do?
Check with your supervisor first. If it is approved, ensure there are clear goals and outcomes. The owner will follow up with the project team on their part of the work. The owner drives the project so that there are always next steps and progress updates if asked about the project.
How do you determine if the ask is a project?
The time and resources necessary to complete the ask.
Can I start a project with a different tool?
Try to use the current tools available first
Discuss it with the full project team and your supervisor before you do
Catalyst Events (Tech Slam, Know your rights camps, etc.)
Programs, Marketing, CPP Mgr, Strategic Initiatives Officer, Executive Officer
What does the project manager ensure?
Success! The goal or main objective is met.
What are the steps to take when starting a project?
First, meet with your manager to make sure you have the capacity to lead this work. If it makes sense, bring the team together (in-person, zoom mtg, or slack channel) to discuss the goals, outcomes, and team roles. Then drive the work.