FINDING Yu Shigematsu 2018.01.01

Project management to eliminate gray zone from production site

This article is editing the article which Shigematsu contributed to AdverTimes (Adai) .

“What is PMBOK saying in a word?”, Directors, designers, clients may be asked. It is not expected that such a story as “PMBOK is organizing projects along the ten knowledge areas …”. What is required at a busy production site is intended to be how the director in charge of the project actually uses PMBOK. In such a case, I always answer “I use PMBOK to eliminate the gray zone in a word.” Then, what does it mean to eliminate the gray zone? I hope to explain it through an experience called “Bake egg in the morning” as an example.

Review of Knowledge Area of ​​PMBOK 10

PMBOK is the knowledge system of project management which is currently the world standard. “10 Knowledge Areas” is a navigation map of the whole project, so to speak.

1, Project Integration Management <br /> It is a work area to capture the whole. It is the essential part of the project to overview the entire project and to optimize the whole project.

2, Project scope management “Scope” is all artifacts in the project and sometimes translated as “scope of work”.

3, Project Time Management <br /> Schedule creation / management area.

4, Project Cost Management <br /> Estimates and other areas related to costs.

5, Project Quality Management <br /> This is the area where you set up the degree of completion of deliverables and plan a method to achieve it.

6, Project Human Resource Management <br /> This area decides what kind of structure the project team should have.

7, Project Communication Management <br /> This area decides how to communicate within the project team.

8, Project Risk Management <br /> It is an area to identify in advance what kind of risks are involved in the work and to think about how to respond.

9, Project procurement management <br /> It is an area related to ordering and contracts to external contractors.

10, Project stakeholder management <br /> This is an area to manage relationships with stakeholders.

Clarify the outline of the product to be produced along the "10 knowledge areas"

Suppose you are asked “Please bake egg in the morning.” The client can be a family member, a friend, a lover or anyone. What is the first thing you do when asked to bake eggs? Would you like to ask the client, such as “How to bake?”, “How long would you like to be made?” “How long would you like to eat?” PMBOK’s 10 knowledge areas are the guidelines for covering what we must think about. For example, “What kind of tools to use (procurement management)”, “Who can share the work (human resource management)”, “What if you do not like burning (risk management)” etc. By using the framework of PMBOK, you can check the whole without omission. It is narrower than thinking that it will be understood even if it is not said that the outline of the product to be made is more clearly visible by working on the project while always having the attitude of confirming it as a precaution.

Use "WBS" to clarify what you do and what you do not do

So what kind of thing is included in the work “Bake egg in the morning”? It may actually be included in the client ‘s words “go to buy eggs”, “wash dishes” etc “Please bake eggs in the morning”. In many cases, the client considers the work range to the maximum “I thought that it would do so far”, and the producer thinks the work range as “I thought it would be good so far” as a minimum. Scope management decides what we will do so far, that we will not do so far. I think that it is not hard to imagine, but if you move the scope ambiguously, the probability that trouble will occur will rise. We will create work breakdown structure (WBS) to define its scope and subdivide work. Where to subdivide it depends on the nature of the project, but by subdividing it, we will clarify responsibilities in each task, such as who and what to do.

It is always hard to plan quality

Every time I am involved in the project, I feel that quality management is difficult to plan and difficult to language, out of 10 knowledge areas. We can not make quality things requested by the client unless we firmly grasp the taste of the client and the circumstances at that time. For example, even if it says “I want to eat fluffy omelets”, “What kind of fluffy omelets are good” is varied among people. Sometimes the client himself may not even know what kind of omelet is good. In that case, we must find out what kind of omelet is good with the client. For that reason, it is important to look at the recipe that is helpful, to look back on the omelets eaten in the past, to draw an ideal omelette in a picture, to explore the image inside the head and to share with each other is. It is not the only purpose here to make it clear. The most important thing is to understand each other deeply. And to properly plan the processes necessary to understand.

Project management does not end

Well, let’s assume that the client’s “ideal statue of eggs in the morning” is known. And it turned out that it was “Fluffy omelet with ham and cheese”. In that case, who will go buy ham? What kind of cheese is good? Is the budget sufficient? Whether the schedule is in time, it will be necessary to adjust the plan again according to PMBOK’s 10 knowledge area items.

Even in actual work, there is no project of which everything goes as planned initially. But the important thing is to make a plan covering the entire project and to eliminate the gray zone between the client and the producer. The troubleshooting when problems occur depending on whether planning is prepared in advance or not will change a lot. Project management will not end with just the plan, it will continue from the project execution stage to the end. Continuing deepening mutual understanding with clients using PMBOK is key to the success of the project.

In Loftwork, we publish the full text of “Web Project Management Standard” in 2008, which organized the method of web direction based on PMBOK , free of charge as PDF data .

Yu Shigematsu

AuthorYu Shigematsu(Creative Director)

After graduating from Cinema Department, College of Art of Nihon University, Yu Shigematsu started his career in the film and TV industry and moved into the web industry as a director, where he was involved in a broad range of production services, such as corporate website production, smartphone design and application design. In 2012, he joined Loftwork Inc. He is a proposal director who excels in developing proposals ranging from project and coverage proposals to workshop designing. He is also active (on an occasional basis) as a video producer of music content and others. His hobby is travelling. His favorite film director is Maya Deren.

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