SIMPLY PROJECTS

GTD - Getting Things Done in Evernote with One Notebook | 40Tech

A while back, I was working a job that required much more effort and responsibility than was reflected in my pay grade — familiar story? Well, combined with multiple side-projects, keeping up with my wife, newborn daughter, two dogs and a plethora of other things that required my time and energy, I was drowning. I started researching ways to get things done more efficiently. That’s how I first came across the cultural phenomena (some would just say cult…) that is GTD. A friend of mine who was “in the know” about such things was nice enough to lend me an audio version of a GTD seminar by David Allen. After about 2 weeks of listening (on the train, before bed, whenever I could), and an attempted implementation, I realized that I needed a system that was less file cabinets and paper and more suited to my digital life.

Enter Evernote…

For a different look at Evernote and GTD, check out Dan Gold’s book, Evernote, the Unofficial guide to capturing everything and getting things done. The second edition is out now. If you follow the link to make your purchase, 40Tech gets a small cut. You can also check out our review of the book, which was written before we became an affiliate.

via www.40tech.com

Just sharing info on GTD.Projects are mainly about getting things done.Here is a sidekick to your project management tools and techniques.Different people uses different tools.The best is the one that works for you.

Winning Malaysia FA Cup is a project!

In a few hours time,we shall know who is the winner of this Cup.To come to the final match,each team must gather enough points and win as many games as possible.To-night is the grand finale! The play to-night will demonstrate what each team has acquired in term of knowledge ,skills and techniques to win this game.A mistake is a mistake-no second chance like in the normal construction project where re-work is allowed.Worse still,millions of people are watching the  team players playing their game-either alive or on TV.Every one,especially the team manager of both teams, are under great pressure to perform.

Let the best team wins the game!

PS: Congratulation to Kelantan for winning the Malaysia FA Cup!!!

Effective Project Tracking

Most of us have heard of the phrase,"what gets measured gets done".When I started running using Nike+ shoes with its sensors and wristband,I found to my pleasant suprise that the phrase is true.It records and motivate me to achieve more distance to walk/run.

Now,let us go back to project management on tracking.A plan without tracking is not worth the paper it is written on.Many of us failed to do effective tracking,hence our projects went astray...

It is not my attention to preach about it at this blog,but allow me to share a short note to provoke your mind when you are tracking your project.Please click here and feel free to leave your comments at my facebook or this blog.

Why must we learn project management?

Seven years ago,I wrote in my previous blog why we technical professionals must learn project management.I think it is still valid today.It is a cut and paste from my lecture note.

Let's start with WHY we learn Project Management? 

May be it is best that I used myself as an example because I was a JKR engineer.I joined JKR in July, 1976-a long time ago. When I was transferred to JKR Pasir Mas Kelantan to manage education projects there, no body really guided me to do my work. Then, I was almost 24 years young and a gungho engineer who can?t wait to get his hands on managing projects messing around with projects. I was given a list of education projects in Kelantan Barat, two TA's and few technicians under my command. What do I know about the projects? Just read the contract documents.That's all. Good luck to you, Adib.Does that sound familiar to YOU? 

Since I was trained at British University, let me borrow a good English phrase- I muddle through project management to deliver my projects. The boss will ask; Bila project boleh tender? The DO will ask bila project boleh siap. The contractor will ask: Bila dapat progress payment? At that time, I don't even understand JKR 203C conditions of contract! 

All the way, it was a struggle. Why? Because I was working in a struggling organization then. Now, you boss or leader knows the importance of PM knowledge. That is why we are all here-we are to teach and you to learn. The main purpose, I believe is to strengthen and enhance JKR's core competency i.e project management. May I quote Hamel from HBR: 

To survive and to thrive , the organisation must nurture their core competency. 

When I met Dato Zaini, I told him I have 25 yrs experience in PM-in JKR construction projects and corporate projects. Being an engineer & lawyer as he is, he said sarcastically.Not 25 yrs of experience but 25 yrs of services. And one year of experience repeated 25 times! Imagine that: ONLY ONE YEAR OF EXPERIENCE.Dato Dr Wahid is more kind. He said JKR engineers has only 2 yrs of experience and repeated by the no of years of service divided by 2!. Some will agree and many will disagree with their views but there is some truth in it. But honestly, over the years that you have worked for JKR, how much do you really learn from your experiences? How much knowledge, skills and tools and techniques that you have acquired based solely on your experience? 

In my case, I admit I do not know that much until I started learning to discover the world of knowledge of PM since early 2000. 

In early 2000, I told Tan Sri Omar that I would like become PM consultant? Then, he asked me: What do I know about PM? Well, I told him that I was a JKR engineer for a few years and was CEO of a listed company on KLSE. Tan Sri Omar said: Adib: Go and learn.. take this book(Fast Forward MBA in PM) and go to London to meet people in APM? Then I ask: Do you mean that what we have been doing in JKR is not project management? He replied: NO!(To my understanding:what it means is NOT the project management as what it should be). After that I dared not asked! Not many dare to ask him any question when he was the DG at that time. 

Then my odyssey in PM began and I am still on that journey until to-day..so all of you are welcome to board the ship and began our journey to discover or rediscover PMBOK! 

Actually, we don't learn much from our experience.At first I don't agree with Dr SM Yeoh that I don't learn from experience. Then , I ponder for a week and finally agreed. In term of knowledge, I learn more in the last two years then in the last twenty years. We must learn from our leaders (bosses don't teach) and from our teachers. I also then discovered PMBOK and PMI, APM and meet interesting people along the way..something like a pilgrimage. In a pilgrimage( ex Haji), everyone may have the same roadmap-the road ,laybyes,stops and destination BUT everyone will have his own personal journey. 

People questioned Dato' Dr Wahid ( behind his back ofcourse) and me on why they now have to learn PM? The older engineers of JKR could still completed the jobs without learning PM? I don't know Dato' Wahid's answer but mine is simple. My 90yrs old grandmother told me she used to walk from Bachok(20km) to Kota Bharu for half a day but I would prefer to take my car in half hour. The Pharaoh has built The Pyramid but he did not use any PM software. Well, Pyramid took 200 years to be completed but we wanted our project to be completed by yesterday. 

I hope that short story of my personal experience in JKR answers the first question of WHY. 

Galas By Election is a Project

Preparation for this coming by election is underway.Both Pas and UMNO will contest in this election.From today until 26 Oct.2010 the nomination day,each party shall choose and announce their candidates.From that day,there will be a very intensive political campaign to win the coveted seat!This is a project in its own right[it satisfies PMI definition of a project]  .And it demands a very competent project manager to deliver the result!Officially,each party has only nine days to win the hearts and the minds of the people to vote for their candidates.

Personally,I had one experience in managing a political campaign when my brother was a candidate many,many years ago.It was sleepless nights and very tiring.As in any project management,communication is super important due to fluidity of political situations on the grounds.Fast decisions and delivery of promises are paramount.One thing that I am very sure,there will be a lot of hard work and money spent but no one is sure of winning!

To my friends in UMNO and PAS,good luck.As they say ,may the best man wins...

As a student of project management,I will be watching and learning from the orbiting satellite;-)

Managing event

Managing a construction project is a few months or years of execution phase but in event management, the planning can be a few months but the execution phase can be 2 hours or 2 days!Wedding is an example where many things will go wrong because the parents of the brides/bridegrooms are doing these events for the first time and so many activities are done by inexperienced vendors and family members.

Last Sunday 3rd Oct.,2010,I was a member of the team managing Putrajaya Inter-Parks Ride where more than 200 cyclists took part.Any things can go wrong during the event.One thing I was worried most is the accident or someone may get a heart attack.Most of us are volunteers and thank to Allah swt,the event went well without anyone get hurt,lost and fainted.

One thing I observed that the officers and marshals are quite experienced and dedicated lot!It is about caring for others that made it a successful event.This is not a competition-it was just a fun ride and I saw everyone was friendly to each other.

From PMI Body of Knowledge,one key area stood up in this event is RISK MANAGEMENT.The other one is COMMUNICATION MANAGEMENT.I was very happy to see everyone back to the starting point with a big smile on their faces!

Note on photo: The lady manning the communication and command centre.The men were on the ground with the cycling tribe.

After PM is FM

Facilities management(FM)

A few days ago I have a chat with  a professor of FM.He told me that in the whole life cycle costing of a facility(eg: offices,hospitals etc) the design and construction cost is only about 22% and the rest comes later in the cost of operations and maintenance of the facilities.When I asked him which country is leading the world in this industry,he replied Holland!I also knew Holland is one of the major exporters of world chocolate and yet she does not even have a single cocoa plant!Looking back to 500 years ago,now I think I know why Holland could colonised Indonesia more than 400 years!

Looking back to my beloved country Malaysia,the good professor told me we are 15 years behind in FM.The professor asked me what I am doing and I told him I am in project management(PM) business.Showing some figures to me  which I could not reveal here,I know where the money will be in the next 10 years.Now,I have another reason to go to Amsterdam-not only to cycle with my friend Guus but also to learn more about FM.

Billions of ringgits were spent on our infrastructure but are we doing the right FM for these national assets?Below is a nice bridge I love to photograph at Putrajaya.How do you FM this bridge and many more?

 

Project: To run 7km

I have decided to take part in the coming Olympic Day Run on 26th September,2010.It will kick off at Dataran Merdeka,KL and it is a 7km run.I have to complete it in 90 minutes but my sons have to run the route in 70minutes.Nothing great but it is my first time.

The project began when I decided to take part and it ill end on the race day.I have to register,pay and get myself ready for the event.Now,I have only six days left to practise.It is just like a wedding event.Preparation can take months but the wedding ceremony is only about 3 hours on a pre-determined day.In the case of my coming running event,either I complete the run in 90 minutes or not.No second chance if I fail,except may be another time next year.

Personally I have been  doing my brisk walking since March this year.The record to date shows that I have almost completed walking a cumulative distance of 450km in the 6 months.Yesterday,I did the trial run and I made it-7km in 82minutes.Hopefully on the the race day,I could perform like yesterday or better!

This is a personal project.One criteria of success is completion the run in a specified time.That is the event first level of success.Another thing is more personal to me.It is learning what it takes to get ready for the such an event and as result I get fitter and feel healthier.And that is the business success of this project,insyaAllah

NEW LIFE to Simply Projects Blog

This  blog began on 12th Oct,2003.That was almost 7 years ago!

I started writing a few short notes in a month some years back  but the response to my writings was lukewarm.It was either my contents may not be good enough or the topic is too specialised for common people who are not directly involved with project management .About two years ago I tried to get my friends who are in project management to share a common platform at projek.ning.com but it did not take off well.From then on,it was off and on and from last posting on 5th Oct 2009 until yesterday I have not written anything at all.My few thousands apologies...

I think ,it is timely for me re-activate this blog as active as I could be for my cycling blog since I have resigned from being CEO of my construction company almost two years ago.My younger brother has taken over and he is doing fine.Now,I feel it is timely for me  to go full time as a consultant in project management and other related subject matters like change management, facilities management and property development.When I left the government service way back in May 1984,I joined a GLC in as project manager in property business.I still love the games there!

In about two years from now,I will be 60 years old,insyaAllah.It is high time for me to share whatever little knowledge and experience  with fellow readers and practitioners of my disciplines of knowledge and provide consultancy services and teaching so that I could earn some money to pay my bills.

At the moment,I am still busy with my Ramadhan activities.InsyaAllah,after Eidil Fitri,I plan to write one article a week and the interaction can take place at my Facebook.My new online business address will at my Facebook XPROJECT MANAGEMENT Fan Page.I hope to do a soft launch of my project management business some time around the end of September,2010.

Note: The photo was taken at Seri Negara where we discussed the role of project management in nation building among my fellow directors of Project Management Institute,Malaysian Chapter.

 

PDPM Initiative

Monday, October 05, 2009

Post Disaster Program Management Initiative

Most of us already knew what had happened when earthquake took hundreds of lives and thousands are still missing in West Sumatra in the last few days.That is a sad news, and what is sadder and worse when I heard yesterday that relief supplies have delivery problems to the affected victims.This is not the first time,and it happens all over the world and within one's own country.IMHO, this is management issue that needs to be addressed first at the international forum and later at country and state and even district level.

Have we learnt our management lessons from the past disasters or tragedies?I honestly have a big doubt.My friend was involved in the latest Bukit Antarabangsa slope collapse and when I called him(he was on duty at site then), and asked him how was the rescue operation taking place?He replied,'It is not management of disasters but disaster management! We have a long way to go...

This scenario reminds me of the latest article in PMI(Project Management Institute)  Today,September 2009 Issue on the same subject.You can read about ithere.

Here is the Introduction to the website:

In 2008, the world was hit by 321 natural disasters. About 236,000 people were killed and the total damage of these natural disasters is estimated at 181 billion US dollars. Our universe the Milky Way is 13.8 billion years old, Earth is 4.5 billion years old. The world's population reached 6.8 billion people in 2008. We live on a crowed middle aged planet.

Opps Sikap as a project

The recent Opps Sikap XX has ended and we have seen nothing of significant in the nobel efforts to reduce accidents and deaths on our Malaysian roads especially during festival times.The amount of money,time and efforts were quite a significant over the last few years and yet the results showed no improvement.I just wonder why???

My first question begins with: Are we doing the right things?

And the second question: Are we doing them right?

The above are two basic questions that sometimes got lost in many of our national campaigns.

From my humble and little knowledge in change  management, these issues of careless and reckless driving need a CHANGE MANAGEMENT approach and NOT a monitoring and control approach as I have seen in the activities of the Opps Sikap so far.I suggest the authority to look into this matter as a change process and manage this as annual project with specific deliverables,milestones and KPI's.The performance reviews should be done every quarter and not at every Hari Raya.

No excused at all

This is a sheer neglect on my side about this blog.It should be updated at least once a week but I failed miserably when I got involved in cycling.It is for my professional interests as well in the interest of my business and personal social responsibility to share information and knowledge with fellow readers in the field of project management.By the way,it is easier to write about my cycling,photography,sketching hobbies than my passion for project management,not to mention my latest involvement in facilities management.When it comes to construction projects,facilities managemnet is the other half that may take 25 to 50 years after the project is completed and ready for use.Research indicated that the cost of physical assets acquisition is about 34 % of the total life cost.

In the late 80's,I invited time management expert to teach my managers on how to use Time Management system in their work.When PDA came to my life in late 90's,I left the good pen and paper time management system  behind and now,after reading about Autofocus system by Mark Forster,I am going back to pen and papers.Now, I know the strenghts and weaknesses of both systems.

InsyaAllah,I will try to blog here more on matters relating to the management of projects,facilities and time.

Projek Social Network

Yesterday I discovered ning.com after reading the cover story in the current fastcompany magazine.As early adopters of technology/web,I immediately set up one for my alumni business network and another for Project Social Network.

All of us are involved in a project,one way or the other.Either you are a project manager or a team member or stakeholders to a project.By the way,our lives are our projects!

All are welcome to join and to share our personal experience here.-http://projek.ning.com

No more ceiling price for steel

I believe this is a good news for the construction industry.It is better for the government to pay extra so that contractors can deliver the projects.

Friday May 9, 2008 MYT 7:17:31 PM

No more ceiling price for steel

PUTRAJAYA: The ceiling price on steel will be abolished effective Monday.

Prime Minister Datuk Seri Abdullah Ahmad Badawi said with the abolishment, contractors for conventional projects under the Government could now apply for a change in the price of their contract based on the market price for steel.

"Importers of steel will now be exempted from applying for an import licence and paying import duties. Local steel manufacturers will be allowed to export their products.

"The Government has received many complaints relating to the rising prices of steel products, such as steel billet and bars, in the wake of the difficulty of obtaining supply fixed at the ceiling price.

"This is because the global price for steel is now higher than that in the local market. This has given a negative impact on the construction industry, where it will affect the implementation of the country's development projects," he said Friday in a statement here.

This, according to Abdullah, was the reason the Cabinet decided to liberalise the prices of steel products.

The liberalisation, he said, was in line with the Government's intention to ensure that the country's development process proceeded smoothly.

"It will also ensure that the market for steel products is more transparent and efficient," he said.

Are you an accidental project manager?

Well,to be honest with you I was!It took place more than three decades ago when I was told to manage a few projects.The only qualification I had was a degree in civil engineering from Sheffield University in 1976 and a six months experience in a design office!

Don't be worried if you are one of the many accidental project managers as long as you are willing to learn.Most of us learnt while on the job anyway.I can't remember when I wrote about this subject, but here is a better one from Michael Greer's website.

Another delayed project?

A 9-month delay means the project completed date is expected to be completed 9 months later than the original planned date.The reasons given are nothing new as far as construction projects are concerned.If the planned duration were 9 months longer,the issue of delay would not rise;-)

IMHO,project of this size in scope,complexities and cost,schedule is still important but not the number one factors of success.The interests of the rakyat comes first.The stakeholders analysis of this project will show the list of what really matters in measuring the success of this project.

Tuesday April 22, 2008 MYT 2:16:15 PM

PM: Many reasons for Penang bridge delay

KUALA LUMPUR: The nine-month delay in the Penang second bridge project is due to problems in land acquisition, design and rising cost, said Datuk Seri Abdullah Ahmad Badawi.

The Prime Minister said there were a number of reasons for the delay.

“First, we need to acquire the land needed to develop the project, then there are matters relating to the design. We want to ensure that it is the best design.

“Also the cost needs to be looked at. There may be some changes in the cost because the price of materials have gone up,” he told reporters on Tuesday after delivering his speech at the Asia Europe Culture Ministers Meeting.

Abdullah however believed that the delays should not take too long.

Recently, Penang Chief Minister Lim Guan Eng said the state government planned to meet with the Economic Planning Unit (EPU) to discuss the delays in delivering the second Penang bridge project.

He said the Penang state government was sincere in wanting to co-operate with the Federal Government to build the bridge but warned that if they (Federal Government) adopted a “not to discuss” attitude or did not give the state government due attention, the Penang government would be forced to think of alternatives.

It was reported that the second bridge was originally estimated at RM3.6bil but the costing had gone up to RM4.3b

Book:Napoleon on Project Management

For the last few months,I have been reading articles by Jerry Manas PMP.I learned a lot from the articles and when I saw this book,I immediately bought it for my reference.

To the younger generation of project managers,I suggest you read as many books as you can and learn as much as you can while doing your work.However, I would suggest that you need to learn a lot from those who had been there and done that.Wisdom only comes from the applications of knowledge-the right knowledge and the right knowledge can only be obtained from the right teachers.

Owing to the intrinsic uncertainty nature of projects,anything can go wrong during the course of project delivery no matter what knowledge,skill and tools/techniques being used/applied.At best, we hope to increase the probability of project success if we manage it well.

Desired Change

CHANGE CREATES PROJECTS.PROJECTS MUST BE MANAGED WELL.

To all my friends ,both in BN and PR,all of us must make the
      change to be better in serving the rakyat and at the same time to
      fill the GE12 promises made to the rakyat by all parties.As we all
      know and from the lesson learnt, rhetoric is not enough.What
      matters more is the delivery.Planning is the easier  but execution
      is difficult.By nature, most people resist change.A few years
      ago,I attended a one day seminar at MIM that cost me RM1800-just
      to listen to a change management guru from HBS Prof John Kotter.
      To my friends in politics and are in positions of power to make
      the change for the better for the rakyat,please do the right
      things and do them right.Political and management competencies are
      imperatives in getting from where we are today to the desired change.

*How do we go about doing it? It is a long story...My purpose is to
provoke our minds to think and ponder deeply into the subject matter
before we embark on it.May I recommeNd a few books to read: Leading
Change and The heart of Change published by Harvard Business School.

Repeated mistakes

If we forget about history, most likely history will repeat itself so that we can still have the chance to learn.When history repeats itself twice, it means we have not learned much or refused to learn because we think we know better.Mistakes also do behave in a similar manner...

Denver International Airport had problem with high tech baggage handling system,so was KLIA.Now, we have chaos at Terminal 5,Heathrow.It is hard to think that those who were responsible are incompetent.I believe they have a lot of competent people there.Is it a new complex problem that was too big to manage?Honestly,I donot know and I am not qualified to make any comments/suggestions. However,two things that I am always humbled by any projects-their nature of uncertainties and complexities.

I think project management is just like the sea.No one is the master of the sea.A few were drowned but to those who survived,kindly share your experience with the new 'sailors' so that we can come home alive.

Head of PMO

Here is a copy of the advertisement of the the above mention post.It is not my attention to re-advertise but to share what it entails to  take the job-the roles and responsibities of the head of PMO:

• Employer:  RAILWAYPEOPLE.COM
• Posted: 22 Mar 2008
• Reference: WRPW49186LCOW
• Location: England - Greater London
• Industry: Travel & transport - General
• Contract: Permanent
• Hours: Full Time
• Salary: 500 - 700

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Apply using the following method:

One of the countries leading transport organisations is expanding its Programme Management Office in light of a huge amount of upcoming series of projects and programme of works. A key factor of this role will be to ensure this organisation has a...

One of the countries leading transport organisations is expanding its Programme Management Office in light of a huge amount of upcoming series of projects and programme of works. A key factor of this role will be to ensure this organisation has a clear project management methodology, processes, templates and systems to ensure best practice is maintained across central office staff and projects. A central function of the department as a whole is improve the delivery of projects and to do this a key factor will be to develop and produce a PM Manual, mentor and coach staff on how to set up and effectively deliver capital project(s). The ideal individual will have experience of enhancing PM maturity in a similar transport organisation through application of processes, systems and training initiatives. Also have coached, mentored and reviewed PM staff within a transport environment, and show demonstrable knowledge of the programme management of complex capital projects, including project governance and change control processes. Competitive daily rates on offer to the right individual and a good length of contract on offer.