Project Management For Administrative Professionals
Master The Fundamentals Of Planning & Efficiently Running Projects
Course Description
Master The Fundamentals Of Planning And Efficiently Running Projects
On This Course, You Will:
- Understand the five stages of Project Management (PM), and the role of PM in your organization
- Introduce systems and documentation to effectively manage projects
- Manage multiple priorities and conflicting demands
- Monitor and send updates on project performance, and present updates with confidence
- Maximize the administrative support you provide to your company
Course Overview
Urgent requests, meetings, shifting priorities, unrealistic deadlines! Doesthissound like a typical day for you?
Project Management Can Help.
The tools and techniques associated with Project Management (PM) will give you the confidence you need to get the job done – on time and on budget. In this highly practical four-day course you will learn scheduling, budgeting, and planning skills that will take your project successfully from conception to completion. Whether it is purchasing office equipment, planning a meeting or special event, or creating a presentation, the skills that you will gain by attending this course will ensure that you are equipped to take on the challenges. After Attending This Course You Will:
- Understand the five stages of PM
- Be familiar with PM terminology
- Understand the role of PM in your organization
- Identify how to maximize the administrative support you provide
- Manage multiple priorities and conflicting demands
- Introduce systems and documentation to manage projects
- Monitor and send updates on project performance
- Interpret and use project management tools
- Set agendas for project meetings and produce minutes
- Resolve conflict through collaboration
- Write clear and concise documents
- Present updates on projects with confidence
Who Should Attend?
This course will be highly valuable for administrative professionals across all sectors, including:
- Office Administrators, Coordinators, Managers, and Supervisors
- Executive Secretaries and Assistants
- Personal Assistants
- Administrative Assistants
Course Timings: Registration and coffee will be at 08:00 on Day One. The course will commence at 08:30 and conclude at 14:30 with lunch. There will be two breaks for refreshments and lunch will be served at the end of each day’s sessions.
DAY ONE
An Introduction To Project Management
Understanding The Basic Principles Of PM
- Recognizing and understanding when something needs to be a project
- How to fit projects into your existing workload
- Glossary of the terminology used in PM
Practical Exercises: Assessing your project management skills – Questionnaire
The Five Key Stages Of A Project And What Needs To Happen During Each One
- Initiation
- Planning
- Motivating
- Monitoring
- Closing
Practical Exercises
The Key Players In PM And Their Role
- Defining the Project Manager’srole
- Allocating the different project roles
- Deciding on and allocating responsibilities
- Gaining buy-in and understanding from all the key participants
Practical Exercises
Identifying The Essentials For Success
- Defining the purpose of the project
- How to set clear, realistic goals
- Setting targets and priorities
- Understanding the need for flexibility and change throughout the project
Practical Exercises
How To Manage Your Time Effectively
- Understanding “nonsense” jobs and eliminating them
- Defining the “key result” areas of your role and sticking to Defining the “key result” areas of your role and sticking to them
- Prioritising work and using X-rated time to help plan for the unexpected
- Learning how to delegate, what, and to whom
- Setting the targets and priorities to fit in with the projects’ needs
- Contingency planning
Practical Exercises: Time log analysis
DAY TWO
Designing And Building Your Project Plan
Yesterday Once More
Setting Clear Objectives To Meet Your Business Needs
- Defining the vision
- Understanding the key business needs and drivers
- Setting your aims, goals, and objectives
- Negotiating the deliverables
- Assessing your constraints
- Identifying milestones
Practical Exercises
Listing And Grouping Your Activities
- Asking for specialist advice, inside/outside your organization
- Brainstorming to generate ideas
- Grouping your activities
- Checking for gaps
- Planning a pilot (if it is necessary)
Practical Exercises
Committing Your Resources
- Manpower
- Supplies
- Facilities/equipment
- Others
Practical Exercises
Costing Your Project
- How to calculate and estimate costs
- Ensuring that your budget will allow you to complete all your activities
- Absolute and marginal costing
- Involving the Finance Department to compare your project’s costs with others
Practical Exercises
Creating A Commitment Matrix
Practical Exercises
Tools To Use To Make Your Project Flow
- • Project plans, progress reports, network diagrams, Gantt charts and activity reports
Practical Exercises
DAY THREE
Teamwork
How To Develop Trust And Build Rapport At The Beginning Of The Project
- Developing the team vision together
- Understanding different personalities in the project team and the best way to communicate with them
- Launching the project positively Practical Exercises Creating Flow Within The Project Team
- How to make the best use of diversity in your team
- Facilitating and leading the team when some members may be your seniors
- Understanding motivation drivers to keep up momentum and energy
- Sharing the work and using the best person for the job
Video: Creating flow within a team
Practical Exercises
Active Problem Solving In Project Management
- Encouraging team members to raise concerns
- Anticipating where problems might arise
- Handling tensions
- Analysis of the problem, people, product, process, or procurement
- Using the Six Thinking Hats to achieve win-win solutions
Practical Exercises
Resolving Conflict And Difficult Situations
- Root cause analysis, using RADAR
- Creating win-win solutions for all stakeholders through collaboration
- Involving all stakeholders to make sure the resolutions are implemented and the project retains momentum
Practical Exercises
Negotiating And Influencing
- Knowing how to get buy-in from the different stakeholders
- Using SPACED to determine what is important to whom
- Overcoming barriers and constraints
DAY FOUR
Communication Skills
Managing Information Flow
- Organising your data into a knowledge bank
- Appointing a co-ordinator to update
- Progress review meetings and reporting; how often and how much
- Launching the project positively
Practical Exercises
How To Run Review Meetings
- Developing agendas
- Managing time
- Having the right people attend
- The importance of three-minute feedback
- Preparing for awkward situations and questions
- Making sure the purpose of the meeting has been met
- Reviewing your meetings for effectiveness
Videos: How to run different types of meetings
Practical Exercises
How To Write Project Documentation
- Agree on project team style and set up templates
- Clarify the aim before you begin writing; what do I want to achieve here?
- Use simple words in short, active sentences
- Keeping clear of long, difficult paragraphs
- Structuring logically using mind maps
- Writing for your reader
Practical Exercises
Developing And Presenting Your Project
- Using PowerPoint to add value to your presentation
- How to conquer nerves
- Being persuasive and getting buy-in
- Preparing for awkward questions
Practical Exercises
Re-Assessing Your Project Management Skills
CERTIFICATION
Successful participants will receive Peganix’s Certificate of Completion.
All attendees to a Peganix accredited course receive a Certificate of Accreditation acknowledging their training and their journey to New Skills, New Thinking. Independent research has verified that this recognition is highly valued by your employees.
In-person / On Location
Our team and, your health and safety are our top priority. We have limited our registration numbers to 25 people per meeting to provide enough distance per person, hand sanitizers with face masks will be provided for all attending delegates and a temperature scanner will be available at the venue.
Our team and the venue are fully prepared to assist you.
Live Online / Virtual
Registered delegates can log in and join the live meeting. The online platform will not limit your participation, as you can engage on the platform via live chat text, audio, or video. All live meetings will be recorded and made available to all participants.
At any point, you’re not feeling too well to attend the in-person meeting you can simply log in at home and join live online.
- 6th - 9th September 2022
- Johannesburg, South Africa
- In-Person
- Virtual
Contact Us
- registration@peganix.org.za
- +2711 041 0181
- +2768 053 6221