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Tools for Project Management, Workshops and Consulting

A Must-Have Compendium of Essential Tools and Techniques

	Brief contents\Overview of tools	2
	Overview of application area of each too<	4
	Table of contents	6
	The author	10

1 Preface

1.1	Preface from Prof. Dr-Ing. Tom Sommerlatte	11
1.2	History of this book	11
1.3	Acknowledgements	12

The book starts with a brief introduction to the competence model on which this book is based, as well as the book's particular focus: improving the methodical competence as part of an individual's personal development.

2 Introduction

2.1	The structure of this book	13
2.2	How to use the book	13
2.3	The target audience of this book	13
2.4	The scope of this book	14
2.5	Skills and competencies for your personal development	14
2.6	Clarification on methodologies, models, tools and techniques	16

Chapter 3 explains the concept - categories of tools and techniques aligned to a problem solving process - followed by a description of how to use the book most effectively and efficiently.

3 The concept and application of this book

3.1	The concept and its components	17
3.2	Problem solving	17
3.2.1	Different problem solving processes and approaches	18
3.2.2	The problem solving process used in this book	19
3.3	Categories of tools	22
3.4	How to select the right tool	24
3.4.1	Overview of tools (A)	25
3.4.2	Where 'in' the problem solving process am I? (B)	25
3.4.3	Checklist for problem solving processes to identify required tool (C)	25
3.4.4	What is the right category? (D)	26
3.4.5	'How to compile the shopping list' (scenario for workshop (E))	26

The subsequent four chapters represent the four problem solving process steps. The sub-chapters contain the relevant categories of tools and techniques.

4 Diagnosis

4.1	Definition of a situation/problem	28
4.1.1	Black box	29
4.1.2	IS - IS NOT	31
4.1.3	Helicoptering	32
4.1.4	Hypothesis	32
4.1.5	Stakeholder map	33
4.1.6	Stakeholder analysis - Expectation management	36
4.1.7	Stakeholder influence matrix	38
4.1.8	Stakeholder accordion	40
4.1.9	Stakeholder swapping	41
4.1.10	Context diagram tool	42
4.1.11	Silo view tool	43
4.1.12	Mind map	44
4.2	Information gathering	46
4.2.1	Guidelines for information gathering activities	47
4.2.2	Interview (unstructured)	49
4.2.3	Climate assessment (structured)	51
4.2.4	Tripod (mixed)	51
4.2.5	Octagon	52
4.2.6	Focus groups (unstructured)	53
4.2.7	Questionnaires (structured)	54
4.2.8	Survey/field study - Dip stick	56
4.2.9	Direct observation (DILO=day in the life of)	57
4.2.10	Delphi or expert panel	58
4.2.11	Desk research/database research	59
4.2.12	5 Whys	60
4.3	Creativity and grouping of information	60
4.3.1	Brainstorming	61
4.3.2	Cardstorming tool	63
4.3.3	6-3-5 tool	64
4.3.4	Nyaka (defect analysis)	64
4.3.5	Bionic	65
4.3.6	Attribute listing	66
4.3.7	Morphological matrix	67
4.3.8	Merlin technique/Osborn checklist	67
4.3.9	Force field	69
4.3.10	Introduction to alternative creativity tools	71
4.3.11	Affinity diagram tool	72
4.3.12	Venn diagram	73
4.3.13	Fishbone or cause-effect tool	74
4.3.14	Pareto (80:20)	76
4.3.15	ABC tool	77

5 Goals and objectives setting

5.1	Goal catalogue	81
5.2	SMART goals	82
5.3	Well-defined outcomes	83
5.4	3P statements	84
5.5	Goal hierarchy	85
5.6	Goal grid	87
5.7	Charter	88
5.8	SNAP	89

6 Analysis and synthesis

6.1	Organisational analysis	93
6.1.1	Organisational structure	93
6.1.2	Span of control	96
6.1.3	Org structure versus process	97
6.1.4	Organisational assessment	99
6.1.5	Powergram	100
6.2	Technical analysis (system, process, data, technology)	102
6.2.1	Architectural decomposition view	102
6.2.2	Functional decomposition	103
6.2.3	Process analysis	104
6.2.4	Entity relationship diagram	107
6.2.5	Logical data relationship	109
6.2.6	Technology and systems landscape	110
6.2.7	Requirements catalogue	111
6.2.8	Logical and functional system modelling	113
6.3	Strategic analysis	115
6.3.1	Value chain analysis	116
6.3.2	Critical success factor (CSF)	119
6.3.3	SWOT and TOWS	121
6.3.4	Life cycle	126
6.3.5	5 Forces	130
6.3.6	Competitor analysis	133
6.3.7	Environmental analysis (PEST)	136
6.3.8	Strategic market group	138
6.3.9	Customer segmentation	141
6.3.10	Strategic Development	143
6.3.11	Business matrix	143
6.3.12	Product/market mix	147
6.3.13	Strategic development options	150
6.3.14	Strategy matrix	153

7 Decision making (incl. evaluation, prioritisation)

155

7.1	Introduction to decision making	156
7.1.1	Decision making process steps	157
7.1.2	Selection table for decision making tools	157
7.2	Decision tree	158
7.3	Perspectives3	159
7.4	Argument balance	161
7.5	Cross of beliefs	162
7.6	Polarities tool	163
7.7	Utility analysis	164
7.8	Nominal group tool	165
7.9	100 Points	167
7.10	Cartesian coordinates	167
7.11	Vromm Yetton	169
7.12	Risk analysis	170
7.13	Prioritisation matrixes	174

Chapter 8 contains all relevant project management tools that are applicable throughout the problem solving process.

8 Project management tools

179

8.1	Project management skills radar	180
8.2	Expectation review tool	182
8.3	Roadmap	183
8.4	Gantt chart	184
8.5	Work breakdown structure (WBS)	185
8.6	Action steps and reviews	187
8.7	Project management roles and responsibilities	188
8.8	Accountability matrix (CIDA)	190
8.9	Project structure components	191
8.10	Project communication plan	193
8.11	Workshop guideline tool	196
8.12	De Bono thinking hats (6 hats)	198
8.13	Booz ball evaluation	199

Chapter 9 provides check questions for all steps of the problem solving process

9 Annexure A - Check questions

200

9.1	Check questions for a project start	200
9.2	Check questions to define the current situation - diagnostic	200
9.3	Check questions to define goals and objectives	201
9.4	Check questions during an analysis	201
9.5	Check questions during decision making	202

Scenarios of typical business situations and a suggested compilation of appropriate key activities, tools and techniques ('shopping lists') can be found in chapter 10.

10 Annexure B - Scenarios ('shopping list' of tools)

203

10.1	Feasibility study	203
10.2	System development	203
10.3	Organisational restructuring	204
10.4	Strategy workshop	205
10.5	Business process improvements	206
10.6	Project definition/scope	206

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Tools for Project Management, Workshops and Consulting

Table of Contents

1

Preface

1.1

Preface from Prof. Dr-Ing. Tom Sommerlatte

1.2

History of this book

1.3

Acknowledgements

2

Introduction

2.1

The structure of this book

2.2

How to use the book

2.3

The target audience of this book

2.4

The scope of this book

2.5

Skills and competencies for your personal development

2.6

Clarification on methodologies, models, tools and techniques

3

The concept and application of this book

3.1

The concept and its components

3.2

Problem solving

3.3

Categories of tools

3.4

How to select the right tool

4

Diagnosis

4.1

Definition of a situation/problem

4.2

Information gathering

4.3

Creativity and grouping of information

5

Goals and objectives setting

5.1

Goal catalogue

5.2

SMART goals

5.3

Well-defined outcomes

5.4

3P statements

5.5

Goal hierarchy

5.6

Goal grid

5.7

Charter

5.8

SNAP

6

Analysis and synthesis

6.1

Organisational analysis

6.2

Technical analysis (system, process, data, technology)

6.3

Strategic analysis

7

Decision making (incl. evaluation, prioritisation)

7.1

Introduction to decision making

7.2

Decision tree

7.3

Perspectives3

7.4

Argument balance

7.5

Cross of beliefs