Monthly Archives: May 2007

Visualizing Project Scope

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One of the most challenging tasks project managers face is creating the project scope statement. Visualization tools and techniques can make this job a lot easier. What better way to facilitate agreement among project stakeholders than a picture?

Here are some principles I find most useful when employing visual communications to create project scope statements.

Principle 1: Larger Context

The most effective scope pictures I have seen always display the project within the context of a much larger concern. For example, a department scope may be best presented in the context of a division. A division might be presented within a company or a company might be presented within its universe of suppliers and customers. Here are a few reasons why this is important:

  • The best project scope statements are not only clear about what is in, but what is out. Putting the project within a larger context makes these two points very clear; "in the circle is in, outside the circle is out."
  • Seeing the project as part of a larger integrated whole helps to identify other dependencies outside the project.
  • Seeing the project as part of a larger integrated whole helps to identify potential risks not obvious to the project team.

Principle 2: Language Neutral

One of the strengths of visual communications is that it transcends the barriers of language. This makes it a great fit when working with mixed stakeholders and diverse project teams.

  • Most project teams are a mixture of business and technical people, both with their own jargon.
  • It is not uncommon to be working with a project team working in at least two different continents and cultures.
  • Pictures tend to accelerate communication and understanding in these circumstances in ways that words and text do not.

Principle 3: Focusing Tool

Pictures are a great way to get instant focus on a topic.

  • Pictures naturally command attention from the group.
  • A good picture is engaging: one that invites the viewers with a strong urge to move things around and refine the picture in some way. This invites discussion and collaboration among the stakeholders.

Principle 4: Unfinished Business

This brings me to my final principle for this post: put just enough detail on the draft picture to get the discussion going. Do not attempt to present a final product. This leaves some work for the group to do. Remember, you are either part of the problem or part of the solution. If you do all the work before hand by providing the solution this only leaves your group with one thing to do…

Yes, creating a project scope statement is challenging, but you can overcome this challenge by adding visual communications to your quiver of tools to get the job done.

How about you? What principles would you add to my list? Please post your ideas via the comment box below.

It’s All Focus: Overcoming the Jitters Before A Presentation

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One of the most common fears or concerns I hear from my clients is nervousness before giving presentations. The best advice I give to overcome the jitters is focus on your audience, not on yourself.

As simple as that may sound, it really works. At the same time it is also the key to giving presentations that are effective, meaningful, and memorable.

Curiosity is perhaps one of the best "jitter repellents" and helps me to focus on those I will be presenting. I like to ask myself questions like:

  • What brought them to this conference?
  • What might they be struggling with and how can I help?
  • What will they be facing with they get back to the office?
  • How can I make sure I give them something tangible to take back with them?
  • Is my presentation easy to read and follow?

When I answer these questions I begin to see real individuals instead of an "audience." It also helps me make sure what I present is practical, relevant, and actionable. Focusing on their immediate needs helps me overcome the feeling that I have to share everything there is to know about this topic. Sometimes we treat our presentations as if they will be the only time the attendee will be exposed to the material.

I recently gave a presentation on a unique way to do business modeling in an organization. Given the needs of my audience I realized that they are faced with a lot of pressure to get things done as quickly as possible. I also realized they were expected to help their stakeholders interpret the results of their modeling and identify and prioritize their next actions steps. This resulted in a focused presentation entitled: "Rapid Business Modeling: Getting to What Matters."

Focusing on the audience helped me in all phases of the presentation cycle: research, creation, delivery, and follow-up. This gave me great peace before, during, and after my presentation. It helped me look into the faces of those attendees and see individuals who were people just like me. I was so focused on them that I did not have the time or desire to worry about how it was going to go, "would I remember everything?", "what about hard questions?", or even "I wonder if my zipper is up all the way?"

Focusing on the audience, not on yourself has helped me to create and delivery better presentations without those "jitters" that seem to go along with putting yourself in front of a large group of people. Try  it. Let me know how it worked for you.

Do you have other things you like to do to eliminate the jitters? Please share with us by using the comment form below.