Sometimes teams will start an assigned project and not be able to manage it due to insufficient knowledge of how to plan and implement it. Other times, the team may have a successful project in the works and are unwilling to bring the project to conclusion or do not know when to tell the primary project is complete. Having a process that shows how to plan and implement as well as start and stop procedures will enable a team to manage projects better. A simple process teams can use is O.P.I.E. The O.P.I.E. process consists of 4 main stages necessary to complete a quality project by a desired date. The stages of O.P.I.E. are Open and Plan, then Implement, and finally End. Pronouncing the O.P.I.E. acronym can be either O-P or O-Pi. Not all projects will require all the steps and outputs of each process stage, however all projects will require each major stage is done.
Key Steps in the Open Stage
Determine Objective - to communicate the project is worth doingDo Analysis - to make sure the project is worth doingGet Preliminary Approval - to make sure the project is feasibleAssign Project Manager - - to make sure the project goes forwardKey Steps in the Plan Stage
Document Specification - to make sure everyone knows the extent and outcome of projectDevelop Schedule - to make sure the timeline is feasibleDetermine Resources - to make sure enough people, equipment, and supplies are givenEstimate Budget - to make sure the project is cost effectiveGet Plan Approval - to make sure the project is financesKey Steps in the Implement Stage
Hold Meetings - to make sure the project problems are discussed and solvedExecute Plan - to stay on track to scheduleMonitor Plan - to track resources and budgetDevelop Communications - to let everyone know what is happening with projectHandle Problems - to make sure team is working together on same goalPrepare Progress Reviews - to let team and management know what is happening with projectGet Performance Approval - to let management approve/disapprove changesKey Steps in the End Stage
Close Administration - to share lesson learned as well as close schedule and release resourcesHold Celebration - to thank team for contributions and motivate future performancePlan Compensation - to motivate team members in future performanceDo Evaluation - to measure project using specific success indicatorsNot all team projects will require all the steps and outputs of each process stage, however all projects will require each major stage is included. Utilizing the O.P.I.E: stages of Open, Plan, Implement, and End; should help teams to know what to do on each project assignment as well as insuring the project has a stopping point so the team can return to normal jobs on a full-time basis or begin work on an important new project.
Note: The process steps above are from the book "OPIE Project Planning and Implementation for Teams" by Shirley Fine Lee, copyright 2012. All rights reserved.
Shirley Fine Lee, author of "R.A!R.A! A Meeting Wizard's Approach" and "T.A.P.P. Steps in Time Management", has worked as a training and development specialist since 1986, and an independent consultant since 2000. She has extensive experience, helping organizations with their team building, training development, meeting facilitation, presentation delivery, and other communication needs. This work involves developing productivity tools, presenting workshops, and writing. For instance, she has authored numerous training manuals and guides, on a wide variety of topics. Her programs include time management, getting organized, problem solving, and team building. Sign up for Shirley's free productivity newsletter on her website or visit her leadership blog. Find out more about her and options she provides on her website at http://www.shirleyfinelee.com/.