Reality, redesigned.

I had the opportunity to hear a presentation on project management at the last Flash Forward conference in Boston Marriott Copley Place.

It was given by Daniel Schutzsmith and he did a good job with it. Despite the subject matter, I wasn’t completely bored to tears. In fact I found it quite useful and so I actually took notes. The bulk of my “notes” taken at meetings usually consist mostly of sketched figures, circles with arrows pointing all over the place, and random phrases written in handwriting that only I can decipher. Well, ok, this set of notes was no different. But I was able to fit in alot of valuable info inbetween the drawings. What follows is my summary of the good stuff:

Any project can only be 2 of these:
Cheap + Fast = Crappy Work
Fast + Good = $$$
Cheap + Good = Great work, but done slowly as it takes a backseat to other priorities

4 major phases of project management:

DISCOVERY

Initial meeting with client, get outline of objectives, research, proposal, schedule, tech specs, sitemap

What are the main objectives of the project?
What type of project is it, how will it be deployed?
Define project scope, outline all steps of the process.

Logistics:
Who is the main contact person?
How quickly will I get feedback from client?
Is there established project management on client side?
How are invoices handled?
Payment schedule structure:

1/3 project start, 1/3 midway, 1/3 on delivery
50% upfront, 50% after delivery

Creative:
Original photography/illustration needed? Scope into cost.

DESIGN

IA / Wireframes
Rounds of comps
Revisions

DEVELOP

Database design, framework architecture
Programming
Backend/Frontend considerations
3rd party integration
Alpha, beta launch
Testing

DEPLOY

Launch
Wrap-up meeting - new projects coming up?
Style guide / user manual needed for client?
CMS - drupal, cakephp

Tips for Managing the Client

Assign Tasks/Objectives

when I need to get assets
feedback response time expected (24-48 hrs), and how that impacts schedule

Keep Consistent Communication:

at least weekly updates
note whats been accomplished
ask any questions that come up

One Channel of Communication

keep one person responsible for deadlines, expectations, etc.
watch out for scope creep

Be Honest

need more info to complete project?
time unreasonable?

Under Promise and Over Deliver

we’ll take a look at it and get back to you about that
buy time to do research on whether its possible
overbid project time to create buffer in case something goes wrong

Staying Organized

organize all papers in file folders
standardize file folder structure and naming scheme
organize daily, weekly, monthly tasks
catalog ideas whenever/wherever they occur

When Things Go Bad

Stay focused, don’t act too quickly, and don’t lay blame.
Something in the triangle will have to be sacrificed
Consider the problem and make a calculated decision
Outline steps to fix and deliver to client
Create official change order - what needs to be done, how much it will cost, time needed, sign it and get signature of client with date.
Make sure you have a termination fee in agreement so you are paid for work up to that point, no matter what the reason is for project ending abruptly.