What is a project office? Milan Krajnc
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What is a project office

Before we start to set up a new organization scheme and structure, we have to carry out a very detailed analysis of the whole company. With this information we draw a map of the current real situation in the organization. At the same time we draw the ideal structure of the project office according to the wishes of the company, public institution, association and the like. This organization then decides for itself which way it wants to go.

A project office is not just a software, but a way of organizing a work process, work organization and way of thinking.

Research has shown that most companies are convinced that they use project management in their
process. However, when asked what a project and what a project office is, only half a percent of
respondents answered correctly. 340 Slovenian companies were included in the survey. A good half of them already have a project office, and only half of them actually use it. And 82 percent of the respondents believe that the project office is software.

Due to a misunderstanding of the term project, project management is also misunderstood. Our project work is too “domestic”: that we all do everything and are responsible for everything. In project work, tasks and responsibilities are precisely defined. There is no more collective responsibility. Project work brings order and organization into the processes of organizations. However, it is important that the entire work process is project based, otherwise there will be confusion.

Introduction of a project office

Before we start to set up a new organizational chart and set up the structure, we have to make a very detailed analysis of the whole company, namely:

  • Analysis of the information flow (what information is exchanged by the employees, what is created, what comes and goes into the company)
  • Analysis of the inventory of processes and the links between them;
  • personality analysis of employees (character, reaction in critical situations, communication, leadership and the like),
  • Analysis of business documents (contracts, travel orders, files, regulations, etc.),
  • Analysis of information systems.

With this information we draw a map of the current real situation in the organization. At the same time we draw the ideal structure of the project office according to the wishes of the company, public institution, association and the like. This organization then decides for itself which way it wants to go.

What all can influence the choice of the path? Flexibility of the individual, change in internal distribution, systematization of jobs, new jobs, new information system, excessive stagnation of production and whatever else could be found. Indeed, the analysis says something about the state of the company and gives a clear picture of what a change in the way of working means. In this way we can find out how the individual reacts, what motivates him, what his strengths are. We analyze where and why bottlenecks occur in the process, where the process has time reserves and where cost savings are possible. In the following we also find out what possibilities there are to introduce a supporting information system.

When a customer decides on a path – it is very important whether he keeps the same team of employees or hires new ones – all employees must be involved.

The project office has only one manager

The organization of a project office requires that all things are in one place. If we look at the picture of the roles in a project-led organization, we see that such a project organization chart has only one leader. He cannot be the leader of any project (then he would not be supervised by anyone), but he can be the contractor. The head of the project office is the director of the organization. As an outside observer, he is unencumbered by the project and therefore notices errors earlier. If the organization is very large, control of the projects is taken over by its assistants, who are specialized in individual professional fields. However, they have to change the area of control from time to time so that they do not fall into fixed patterns.

What is project office - Milan Krajnc
Slika 1: Vloge v projektno vodeni organizaciji

The director is the head of the project office and his assistant is the assistant to the project office. The department heads in the organization are now project managers. However, all others in the organization take on the role of contractors. The project manager selects them according to the content of the project. The departments are transformed into project teams according to the company strategy.

For each project, a team of individuals must be put together who are focused on the same goal and are very independent. Tasks must be carefully divided, communication rules written and expectations clearly formulated. It is therefore best if each individual prepares a report and a plan for the execution of his or her task before starting work. In this way, the project manager will see if everyone
understands him and what he can expect from them. It is important to know how the individuals complement each other and in which areas the tasks are interdependent.  Project work requires serious, team-oriented work.

A typical project meeting

The project team must meet once every 14 days. It only differs if a problem arises that can be solved by the project manager and the individual designer. At project meetings we only talk about projects. Everyone must be informed at all times about changes that affect the progress of the project.

Minutes must be taken of each meeting. The minutes are only a document that is completed. It is recommended to keep the minutes of the forum.

Meeting rules:

  • The meeting must be convened at least one week (several) days before the meeting. The participants of the meeting must then also receive all documents and the agenda.
  • Before the meeting all those present switch off their mobile phones.
  • The meeting is chaired by the person who has organized it.
  • The agenda is read first.
  • The participants make suggestions for the agenda and approve it.
  • The first item of the sitting should be the adoption of the minutes of the previous sitting.
  • The minutes are drawn up by the deputy project leader during the sitting.
  • The minutes should contain questions (indicate who asked them) and answers (write who answered) and conclusions on each item.
  • Only one person should take the floor and at the end of their deliberations give the floor to the next person who wishes to add their comments.
  • All minutes of meetings are stored electronically on the intranet site.

Who is the project manager

We are all project managers who are involved in the project in any way. The first rule of a project
manager is to be honest. There is no manipulation in the project. Everyone must have all the information to do their job smoothly and take full responsibility for it. The project manager must be an independent person, but he or she must communicate with others and must not insist on his or her decision if it is not correct.

Poor communication leads to conflicts

The project can encounter problems for various reasons: mostly due to poor communication or a misunderstanding of the project goal, but also due to exploitation for personal interests.

We solve bad communication by asking everyone involved to give a written report about their work so far and a plan for the future and asking them what they think needs to be done. But we must give them clear rules for reporting. Then we prepare a joint workshop in which we reconcile the common goals so that there are no excuses and no transfer of responsibility to others. Let’s draw up a detailed
error plan, and the prerequisite for a successful solution to the problem is that the project plan was well prepared in the initial phase and that all responsibilities were laid down in the contract.

Employees are also projects

When selecting employees, we have to treat them as if each one were their own project, but of course only in this process. That sounds tough, but we must have the same rules for everyone, so that the relationship does not become strained or we do not have a guilty conscience. We must be very clear and honest about what we expect from them and what their obligations are, and we must emphasize our obligations to them. In a personal meeting, the relationship must of course be honest and friendly.

Project management in public institutions

In public institutions, projects should be more closely monitored, as public money is spent. Since they are supervised by regulatory authorities, the proper management of an individual project is very important. Let us just mention the legally correct implementation of public procurement for major investments. The procedure and documentation is extensive, reports have to be written, costs have to be monitored and so on.

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Because of the way it works, it is most effective to connect public institutions within the city administration as a common service. More and more public institutions are faced with survival or extensive administration, and in such situations they do not worry about the functioning of the project. By connecting under the auspices of the city administration, they can significantly reduce their operating costs. Joint services are set up, specializing in administration, maintenance, accounting, event organization and the like, and each public institution can devote itself to the professional work for which it was set up.

A project is a self-contained unit of tasks with a well-defined goal and a known beginning and end. The work on the project is called project management, and the institution that manages the projects is called project office.
The employees are supposed to work and are also paid by the project.

Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com
Municipality as a project office - Milan Krajnc
CategoriesLatest posts

Municipality as a Project Office

In our work of reorganizing municipal administrations, we always make an analysis / snapshot of the current situation. We find that some work is duplicated, that there are delays in the flow of information, that employees often do not know at what stage the projects are and that employees and management do not understand each other or they speak a “different language”.

The most common findings that lead to “chaos” or the situation in the municipal administration is unclear strategy and direction of the municipality, if the definition of who is the “first” superior to employees (mayor, director, head of office) is unclear, poor communication, consequently unclear distributed work (too general systematization), unevenly distributed responsibility, different conception of projects… As a solution to the situations that arose, we saw a different way of working and organization of the municipal administration. Thus, in ten years of work, we have developed a system of organization of the municipality in the form of a Project Office, and the mode of operation according to the Dynamic Communication Model.

Dinamični model vodenja. Milan Krajnc. Tiskana knjiga.

When we find problems in the organization of the municipal administration, it is difficult to point to the culprit or to the true cause of the error. Most of us are of the opinion that the problems in the organization stem mainly from management, which is a special feature in municipal administrations, as in principle the management is changed every four years, which means that there is not enough time to implement major visible changes. Each mayor also has his own views on the management of the municipality, his own expectations and his own way of working. The team in the municipality in most cases remains unchanged, but in practice it means that every four years they have to adapt and change the way they work… The biggest problem faced by employees in the municipal administration is the unclear definition of superiority. Many times the mayor directly delegates tasks to each employee, and then he receives instructions from the director and / or directly from the chief or head of offices. Work practice suggests that most employees so often receive different information from different sources (superiors) for the same task, which in turn leads to confusion. This is often the main reason for congestion in the municipality, given the fact that municipalities do not have a clearly defined development plan, as a basis for the implementation of project and work activities.

The role of the mayor in the project office

The most important thing is that everyone in the municipal administration performs their tasks and adheres to their responsibilities and competencies. If we explain… the mayor should never be directly involved in the work of the municipal administration, but should contact through the director of the municipal administration. The role of the mayor is more presentable than operational, he is the link between the “people” and the municipal administration, when he tries to realize the wishes of the people through mayoralty within the set goals.

This means that the municipal administration is run exclusively by the director, who has a duty to be in constant contact and coordination with the mayor. In practice, municipalities are also often the founders of various public institutes and agencies. All these institutions are budget users and were established for public good purposes. This means that the municipality must actively cooperate with them, control the use of funds and together with them follow the vision of the municipality. Public institutes and agencies should be understood as an extension of the municipality for the realization of the set vision, where the mayor plays an important role as a coordinator. We have already mentioned that the mayor should not interfere in the operational work of the municipal administration, but should only communicate regularly with the director of the municipal administration. The mayor should also regularly communicate with all directors of public institutes and agencies whose founder or co-founder is the municipality. It is important that all these institutions interact in a unified way in order to achieve the same goals. Even in this case, the mayor must not interfere in the operational work of these institutions. Following the example of the function entrusted to him, it represents only a close link between the institution itself and the municipality, especially from the point of view of the strategic development of the municipality and following the set vision. Unfortunately, we perceive that the practice of Slovenian mayors is often the opposite. Mayors are too involved in the operation itself and therefore often overburdened. The ordinances on the establishment of municipalities clearly define the responsibilities and competencies of the mayor, but in practice this is not the case in most cases.

Občina kot projektna pisarna - Milan Krajnc
Picture 1

If we looked today at how many Slovenian municipalities have a clearly set vision and development strategy, we would be surprised by the modest number. You could say that mayors are not aware enough of their mission. If we allow ourselves to express it symbolically, the mayor is the “voice of the people”. Mayorship should not be an individual experience of achieving political goals, but goals laid by citizens. Certainly politics plays its role here, but when the mayor takes office, he must not represent only his political interests, but the interests of the entire municipality.
However, a strategy set and written down somewhere is not enough to achieve strategic goals. The role of the mayor should be, together with the representatives of the citizens, to regularly monitor whether the set strategy satisfactorily follows the vision and enables the achievement of the set goals. Here, however, we encounter responsibility itself. The mayor is responsible for successfully achieving strategic goals, but practice shows that strategic goals are often set too abstractly and unattainably. In our opinion, part of the responsibility should be prepared to take on those who participated in setting these goals, we are talking about councilors who have a very important role in the development of the municipality. It is the councilors who are the voice of the people who are entrusted to represent the interests of the citizens. It turns out, however, that this role is often intertwined with political machinations. In favor of real efficiency, those who participated in their setting – councilors – should also take part of the responsibility for unrealistically set goals.

Picture 1 clearly indicates that the mayor must act more externally, i.e. be in constant contact and available to the citizens, and at the same time take care of inter-municipal and international integration.

The mayor is obliged to take on the role of coordinator of all key institutions that pursue the same goal set by the citizens. It is also the mayor who should give clear instructions to the directors, who should take care of the efficiency of their employees. Slovenian practice shows that with the new mayor, a new reorganization of the municipality often follows. Due to some new interests, this is understandable, but the reorganization should not be dealt operationally by the mayor, but by the director. The mayor must give the director of the municipal administration only clear guidelines for the development of the municipality, and the director must judge whether he can pursue new goals with the current organizational structure and staff, or whether certain changes will be needed in the municipal administration. It follows that the reorganization of the municipal administration and other support institutions should be carried out only when the development guidelines are clearly defined, ie when the goals that follow the vision are known and when the strategy of the municipality is clearly defined.

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The importance of the vision and development plan as a basis for project activities in the municipality

We all like to remember the election promises that the future first people of the municipality promise us in favor of their victory. Which of the candidates will offer a program that will be written on the skin of our voters? Sports enthusiastically, citizens applaud the new sports hall, culturists take the side of the candidate who offers a cultural home, businessmen demand an industrial zone, and so on. No, this is not a description of pre-election health issues that would betray the municipality in which I live, in fact it is a description of events that can be identified, I am sure, with each of the Slovenian municipalities in our country. And when, after certain terms of office, we look back, which is supposed to be our duty and responsibility to the voters, we find that the long-awaited pre-election promises have been shattered or that they have been partially fulfilled, but still do not meet our expectations. likeable image of our municipality. So we ask ourselves, why is that? Let us recall ko .when, on the basis of the adopted legislation, municipalities in Slovenia began to be established like mushrooms after the rain, their intention was to free themselves as newly formed municipalities from the shackles of connections of the then joint municipal administrations and get the opportunity to develop in the direction of local circumstances. most expedient and priority. But alas, we note, for the most part it was left only on an untapped opportunity. When we talk about the development of the municipality, following the example of Slovenian envy, we began to compare ourselves with neighboring, usually incomparable municipalities, while forgetting to take advantage of local development opportunities, which should be used as an advantage. We think wrongly if we think it is important in the foreground to have a football stadium in every municipality, without it being worthwhile to focus on the individuality that each municipality has.

In the municipality, projects cannot take place uncontrolled, as we like to say overnight, but they must be set in the long run. The most important is the development program for the next ten years, which roughly defines what the municipality will do in the next ten years and how it will use its advantages and potential at the highest level. Even earlier, however, the municipality needs a vision, according to our estimates for the next fifty years. The vision is formed on the basis of natural features and history, in that area. The municipality must have a clear direction on whether to focus on tourism, sports, production, industry… in such a small area we cannot have everything at once, but we must give priority to only one, and other activities are partially adapted. “What will be the bridge over the river where there is no water?”
Only when we have a vision, we can create a Development Plan, which defines the content and timing of projects that will lead to the desired state. It is expedient for the Development Plan to be prepared primarily by citizens, under professional guidance.

The municipality must undertake the development plan comprehensively and invite representatives of various interest groups, the economy… in short, in connection with several different local individuals, who are divided into interest groups. Of course, everyone must be citizens of that municipality. The entire design of the development plan should be led by qualified experts in the field of strategy, project management and communication, who are desirable to be from another place, perhaps even from another region, as they are unencumbered by local problems and much easier to guide groups moving away. from the purpose of socializing or get complicated. As mentioned, the groups should be composed of interests; namely in the field of sports, culture, education, economy… each group formulates its own ideas and proposals, which are then formed in consensus into a comprehensive document. The communication system follows a pyramid system, where suggestions are formed below and then formed vertically into a final opinion. This is not a program of political parties or members of a certain current, but a program of the entire municipality. Only in this way does the program gain credibility, stability and independence. In fact, it should be called “some” world that would take care of tracking and developing this program. Only a development plan can contribute to the long-term rational development of the municipality and thus also to a stable environment, which will be taken into account by the leaders of the municipality in their implementation, neglecting their own interests when changing the term of office. The development plan must be based on the interest of local development and aimed at a meaningful and long-term integrated image of the municipality. The program of candidates in local elections should contain only concrete guidelines with set time and financial plans for the implementation of the adopted development plan, and show their excellence in the implementation of individual items of the plan. After all, only municipalities that have pre-made detailed project drafts and clear projections of local development will be successful in public tenders for drawing state and European funds. It is in this direction that we should think when we talk about the effective development of the municipality in general.

Preparation of the budget on the basis of the development plan

As already mentioned, the basic guidelines should be followed by the mayors in their election promises, because otherwise the program has no value and the municipality consequently begins to deviate from its essence, and above all, development stops. On the basis of the election program or realization of the development plan had to work mainly on concrete solutions and optimization or. innovation of modern times. The electoral program must be a very concrete upgrade of the Development Plan and the basis for the preparation of the budget for an individual year, the responsibility for the preparation of which lies exclusively with the professional services of the municipal administration. The budget as such, in terms of its content and timing, in a way represents a project year, and as such it should be considered, and a map drawn up to realize the realization. Each budget item independently or as a set of several budget items represents an ongoing project and a series of processes, which in the course of implementation take place in different terms, content and finances to the set goal (if we take into account that all projects aim to implement the Development Plan) . That is why a common understanding of the term “project” seems important. The project, from which the project management skills derive in the implementation phase, has four basic stages: definition of goals, planning, production – monitoring and completion of the project.

Based on the knowledge of the situation in the municipalities, we find that they know how to establish a budget quite well, but later lose control over monitoring the implementation and intermediate status of individual projects. A timetable needs to be drawn up for how the budget will be spent.

Tracking the realization of set projects on the basis of budget items

A clear visual picture of the real situation is expressed at some point by a gantt chart.

Občina kot projektna pisarna - Milan Krajnc
Figure 2: Planned activities

We add the duration and execution time from which we make a gantt chart (see Figure 3).

Občina kot projektna pisarna - Milan Krajnc
Figure 3: Gantt chart

The data collected and uniformly created offer a comprehensive overview of the use of funds in the local community, also in connecting municipalities in joint projects when it comes to drawing state funds or European Union funds. Such monitoring of the use of budget control follows the thesis of the expected value of project implementation and provides security and assurance that the municipality independently or in conjunction with another municipality, with timely activities satisfies the planned content, timing and financial plan of projects and achieves full traceability of earmarked spending.
Given the interdependence with human factors, the overview of the availability of employees, responsible persons and contractors within the municipal administration and their share of occupancy on a particular project should not be neglected, which is the basis for planning employee involvement in other work responsibilities in the municipality. With this type of review, we achieve a more rational distribution of the employee’s work tasks and ensure an even workload of employees and relieve overburdened individuals, as we also compose a matrix of competencies and responsibilities for implementation. This information will tell us a realistic picture of project implementation.

Project design

Above all, it is important that we have enough time to prepare for projects. Good project preparation does not only mean setting a schedule or another plan, but a whole set of processes that, in interdependence, significantly affect the subsequent efficiency and effectiveness of project implementation and the achievement of the basic objectives of the project. The data indicate that only about 30% of all projects are actually completed on time, within the estimated costs, with the expected results and the final impact. 20% of projects do not end, while as many as 50% are final, but with changed final goals and expectations. The results of the analysis of projects in Slovenian municipalities reveal that the reasons for this are that projects are rushed, whether an insufficient number of employees are involved in their implementation, or that decisions are made too late, tenders appear at the last minute…. The relatively high level of project implementation failure is largely influenced by the inadequacy of project preparation, and vice versa, when we talk about successfully implemented projects, ie those that were well prepared. In short, if we want the project to return the invested investment in the long run, without itself becoming the subject of a new investment (debugging), it is necessary to prepare well for it and later complete it correctly. The consequences of premature moves on projects are manifested in not achieving the desired results and exceeding the planned value of projects.
With the image of the Gantt chart that we create, we actually see which projects are realistic or we can organize them so that they are realistically derived, not just to meet our impatience. With a visual display, we will get to the optimization, time and financial costs faster. At the same time, we will divide the work among the employees so that they will use 50% of the time for process work (as required by law) and 50% of the time for projects and development, which are projections for an efficient municipal administration.

Občina kot projektna pisarna - Milan Krajnc
Figure 4: Relationship between project and process work

Organizing the entire municipal administration with the elements of a project office

The Municipal Administration performs operational tasks in accordance with the set plan of the municipality and mandatory tasks defined by law. The work of the municipal administration is organized and supervised by the director of the municipal administration. Therefore, all tasks to employees must come from the top, which is represented in the municipal administration by the director. The mayor should not get involved in solving operational problems and problems. Employees are also not allowed to turn to the mayor in their work. First and foremost, they must first turn to their first superior, who can escalate higher, which means that this can be the later superior of our first superior, as long as we don’t get to the director. For the director, however, this path of resolving operational matters is coming to an end. In our experience, however, it often happens that employees turn directly to the mayor. Of course, we cannot say that this is merely a habit of the employees, as the mayors themselves often delegate tasks past the director. And when the delegation of tasks from several directions begins, then we can talk about “organized chaos”. And in this “chaos,” information begins to be lost and responsibilities transferred to co-workers. To make the confusion even greater, according to most of the employees in the municipal administration, it seems that such a way of communication and operation of the municipal administration is completely normal, if not necessary for the performance of public good tasks.
So, if we want the municipal administration to work efficiently, then we must first clarify the very concept of efficiency. The municipal administration should not differ in its way of operating from a company that is on the market. On the contrary, it should take even more account of the laws of the market. Some would say the municipality has nothing to do with the market. However, we are often mistaken here. The municipality markets itself, and the potential buyers are the citizens that the municipality wants to bring to its environment, as well as the citizens that it wants to keep in its municipality. We could say that the municipality has its market share as large as the population of the municipality. Each individual municipality has the opportunity to increase its market share only if it knows how to behave market-wise and attract as many potential new citizens as possible to its environment. The higher the “market share” of the municipality, the higher the funds from the budget. However, it should also be taken into account that municipalities are under the scrutiny of various inspectorates as well as the public themselves due to the disposal of public funds, and this should be an additional reason for market behavior.

Effective and rational operation can be achieved when each employee is aware of their responsibilities and works as a team. In practice, we found that the project approach is also of key importance in municipal administrations. This means that employees need to learn to think project-wise. Every task they carry out must be taken as a project, be it a more or less large-scale project. Each staff member’s task provides for its purpose, its purpose, its content, the deadline and the specific staff to perform it. It is necessary to establish control over individual projects – tasks and to establish an efficient flow of information, as communication plays a key role in every organization.

In the company Sirius.si d.o.o. we have developed a dynamic model of communication in the municipal administration, with the aim of accelerating the flow of information and establishing control over all events. When we talk about supervision, this does not mean that the director must establish control over the operation of the entire municipal administration, but that each employee must establish control over his work and over the information at his disposal. Most tasks in the municipal administration are interdependent among employees. Each individual should clearly define in what form and to what extent his predecessor must provide him with certain information in order to be able to carry out his task effectively in a process. At the same time, he must carry out his activity by passing it on in accordance with the expectations of the staff member involved in the process behind him.
This way of working requires an ongoing exchange of information. However, it is true that employees should first be taught the basics of the project approach, as we find that usually each employee understands the meaning of the project in their own way.

Practice has shown that most employees in the municipal administration understand the “project” only as tenders from EU funds. And, if everyone understands the meaning of the project differently, then it means that there are problems in communication, so it is necessary to unify communication first and establish the “same” language of communication with employees.

The same approach should be used for more demanding investment projects, except that there is a greater scope of tasks and thus greater responsibility of all involved. In these projects, we suggest that part of the responsibility be assumed by those who participated in the creation of the idea itself, or are “guilty” of the creation of the project. These are the saints. Namely, all major and demanding projects are carried out in accordance with the “wishes” of the councilors. And if someone was involved in the creation of the project idea itself, then they should also be involved in the further process of planning, preparation and implementation as a project manager. It means that the Councilors lead their areas and are project managers, while the professional associates are operatives. With such an approach, the municipality would be easier to achieve the set goals, and part of the responsibility would be transferred to the “creators” of the development of the municipality. With such a way of working, the municipality would operate in the form of a project office, supported by a dynamic model of communication. The dynamic model of communication, however, does not only mean the exchange of information between employees, but primarily teaches each individual individually. First of all, we have to learn to communicate with ourselves and organize a project on a weekday, only then can we start to encourage the flow of information between employees and establish a project approach at the level of the entire municipal administration. However, we can organize a working day as a project only when we have mastered the basics of planning activities.

As part of the project approach, each individual must plan their daily, weekly and monthly activities. In daily planning, we define the activities we need to perform for the next day. This is best done at the end of the workday. The next working day, in the morning, we first review the list of tasks that we tackle by priority. Of course, such a list is not constant and will be updated throughout the day. The purpose of daily planning is not to forget about tasks and to stick to deadlines. We repeat the same process of daily planning every working day. Once employees master daily planning, then they embark on weekly planning. This, in turn, requires greater concentration and detailed knowledge of the “rhythm” of the workplace. However, if the employee has previously done daily planning, then he will not have any problems on a weekly basis. Based on the daily plans, at the end of the week we set a weekly plan for the week that follows. The weekly plan includes key tasks that can be planned in advance according to the content of the job. At the beginning of the week, the employee checks their weekly activities, coordinates them and possibly complements them. At the end of the week, he has to check whether he has carried out all the planned activities, or to reschedule them to the next week. When an employee wins weekly planning, he embarks on a monthly one. He refocuses on weekly plans, extracts recurring tasks, and sets a monthly plan at the beginning of the month, in which he introduces activities that are time-bound to the planning month. At the end of the month, a review of monthly activities follows. In this way, the employee checks himself and at the same time takes responsibility for his work.

If we organize the municipal administration as a project office, we can structurally imagine that the director of the municipal administration is in the role of Head of the project office, and below him are the project managers. Project managers draw on human resources and various organizational units (departments / services) to carry out and manage projects. When it comes to development projects, then project managers are councilors, and in the case of procedural tasks assigned by the state, project managers are heads of departments. This is a way for the entire municipal administration to start operating as a project, ie in the form of a project office. The same approach to project organization of work must be taken by all public institutes / agencies under the auspices of the municipality. Each segment (municipal administration, public institutes / agencies) operates on a project basis, but the municipality as a whole must also operate on a project basis. This means that at a higher level it is necessary to establish coordination between the municipal administration and all public institutions within the municipality. The municipality as a whole is organized by the project when the mayor, as the head of the umbrella project office in the municipality, takes care of the coordination of institutions under the auspices of the municipality and the municipal administration. Such an approach enables mutual cooperation on projects and joint drawing of human resources. Namely, the municipal administration as well as public institutes and public agencies within the municipality are going towards the same goal, so combining human resources on joint projects of the municipality is optimal.

Mayor at the head of the Leading Project Office in the municipality!

As we mentioned at the beginning, the mayor is a representative of the people, and the municipal administration and all other institutions under the auspices of the municipality (JZ, JA) are operational to achieve strategic goals. Thus, the role of the mayor is to establish a balance between the set strategic goals of the municipality and the available human, financial, material and technological resources (see Figure 6), which is easiest to establish if the entire municipality acts as an umbrella project office.

Občina kot projektna pisarna - Milan Krajnc
Figure 5: Municipality as an leading project office
LITERATURE:

1. HAUC, Gregor, KRAJNC PAVLICA, Milan. Strategic goals – how to check if we are on the right track ?. In: PALČIČ, Iztok, editor (s). Project Forum 2007, Podčetrtek, 13-15. June 2007. Project Excellence: A Collection of Lectures. Ljubljana: Slovenian Association for Project Management, 2007, p. 229-234. [COBISS.SI-ID 20641592]
2. KRAJNC PAVLICA, Milan. Project management at public institutions. Project Office, Aug. 25 2005, vol. 1, no. 9. [COBISS.SI-ID 20838456]
3. KRAJNC PAVLICA, Milan. Demanding reorganization: project management and personal project office. Business Assistance, May 2006, Vol. 1, no. 2, p. 12-15, ill., Tables. [COBISS.SI-ID 20672056]
4. KRAJNC PAVLICA, Milan. What is a project office? : for only a percentage of respondents, this is the way of working. Business Assistance, May 2006, Vol. 1, no. 2, p. 19-22, ill. [COBISS.SI-ID 20673080]
4. KRAJNC PAVLICA, Milan. The impact of personal goals on project progress. Proj. network Slov., jun. 2006, vol. 9, no. 2, p. 30-33. [COBISS.SI-ID 16363750]
5. KRAJNC PAVLICA, Milan. A project like a stage: “We have to live life and not play!”. Project office, 25 February. 2006, vol. 2, no. 4. [COBISS.SI-ID 20834616]
7. KRAJNC PAVLICA, Milan, KRAJNC PAVLICA, Simona, JANC, Andreja. How to make changes in the work process. Entrepreneur. [Printed ed.], Oct. 2007, vol. 16, no. [9], p. 42-43, fig. [COBISS.SI-ID 20642616]
8. KRAJNC PAVLICA, Milan, KRAJNC PAVLICA, Simona. The goal – for someone who knows where he is sailing, the wind is always favorable. In: PALČIČ, Iztok, editor (s). Project Forum 2007, Podčetrtek, 13-15. June 2007. Project Excellence: A Collection of Lectures. Ljubljana: Slovenian Association for Project Management, 2007, p. 124-129. [COBISS.SI-ID 20641336]
8. KRAJNC PAVLICA, Milan. Reorganization of the work process with the help of project management, with an emphasis on accepting responsibility for human resources. In: STARE, Aljaž, editor (s). Project Forum of the Slovenian Association for Project Management 2005, Otočec, 9 and 10 June 2005. With projects to a higher value! : collection of lectures. Ljubljana: Slovenian Association for Project Management, 2005, p. 195-200. [COBISS.SI-ID 20640056]
10. KRAJNC PAVLICA, Milan. A director’s childhood affects running a business (a company in crisis can be saved by a psychotherapist, not just an economist). Kairos, 2007, vol. 1, no. 1/2, p. 145. [COBISS.SI-ID 20640568]
10. KRAJNC PAVLICA, Milan. The effect of personal objectives on the project objectives. In: SEMOLIČ, Brane (ed.), KERIN, Andrej (ed.), STARE, Aljaž (ed.). Book of abstracts and congress program. Ljubljana: ZPM Slovenian Project Management Association: = ZPM Slovenian Project Management Association, 2006, p. 32. [COBISS.SI-ID 20641080]
12. VILFAN, Joze, KRAJNC PAVLICA, Milan. New paradigm for the Lisbon Strategy. V: Proceedings. Nova Gorica: Mestna občina: Slovenian Business & Research Association, 2005, p. 1-8, fig. [COBISS.SI-ID 20644664]

Sources:

13. Personal experience as a member of the Finance Committee in the Ptuj Municipality from 2004 to 2008 (Milan Krajnc Pavlica)
14. Professional experience, analysis of the work process in more than 50 Slovenian municipalities
15. Editor of the e-journal Project Office ISSN 1854-1240 (Milan Krajnc Pavlica)

Avtor - Milan Krajnc

Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager
I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com

Information project office - Milan Krajnc
CategoriesLatest posts

Office for information projects

The information system must provide all data in one place and must not duplicate work. Such information systems are expensive, so we can also use partial solutions or simple web applications, which we turn into intranets. In this way we mainly connect data from different programs and combine them in one place. It must allow delegation of tasks from one place and an overview by projects. It is
important that the information environment is user-friendly and above all easy to use.

Especially project work can lead to more administrative work. For the security of the project, things must be recorded and reported on a regular basis. This is the most common reason why project management is rarely brought to life. But administrative hurdles can be overcome with a good information system.

The information system is only a support for project work. We do not start the implementation until we have a strategy, a complete organization chart and an analysis of the knowledge of computer science and information technology of all those who will use the information system.

Before we decide on a new information system, we should carry out an analysis of the old system and see what really makes it possible. Only when we find that it is not suitable do we start to look for new possibilities. We must be very careful about the possibility of data transfer, as this can be the biggest obstacle to changing the way we work – no data should be lost or changed.

What do we expect from the information system?

The information system, which we call the project office, must enable us to link all data together. Above all, it should simplify work and rationalize costs and time. It must function as an intranet and extranet, making it possible to work remotely. It must contain all the programs that the company has used up to now: from the financial accounting and marketing program to the reception book, warehouse, etc.

What is a project office? Milan Krajnc

The basis of the information system as a project office must be the business plan of the company.
Every order must be treated like a project, i.e. by clicking on it we see its entire history: all information
about the client and the contractors. All documents in electronic form, news, financial reports and all
activities that have been or will be performed must be attached.

You should communicate directly with the client through the information system (depending on the type of activity) and have an overview of the occupancy of all employees. The system must therefore also contain a common calendar. All documents required by the employees for a smooth work, as well as descriptions of the procedures, the occupancy of the premises and the cars / working machines must be attached. At the same time, it has to inform us about critical paths, missed tasks, traffic jams and similar particularities. In short – the information system must provide all data in one place and must not duplicate work. In all this we must also think about safety, although this can cause some
problems, especially when working from a distance.

Information project office - Milan Krajnc

Such information systems are expensive, so we can also use partial solutions or simple web applications, which we turn into intranets. In this way we mainly combine data from different programs and combine them in one place. It must allow the delegation of tasks from one place and an overview by project. It is important that the information environment is user-friendly and above all easy to use.

If the project offices are not used by everyone involved, the system will not deliver the desired results. However, this can have fatal consequences for the analyzes and reports that are available to management at all times. It is therefore important that the implementation of information solutions does not begin until the project management program is fully prepared.

Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com

Fill out the form bellow to get the free e-book

Prisoners of Virtual Order - Milan Krajnc
CategoriesLatest posts

Prisoners of apparent order!

Every day we listen more and more to how it is necessary to start working on a project, but nobody
knows exactly what that means. Most people are convinced that these are projects, just calls for
proposals, where you apply with an idea. What we really do. We can look at everything about the
project, including how you work.

What exactly is a project?

A project is a one-off action that has a clear goal and at the same time clearly outlines the path you need to take, when it starts, which path you need to take, when and where you will reach the goal.

Is not that the way to work?

Imagine that in the morning you are sitting in a car or on a bicycle, totally confused, and you are just starting to drive, and then you pass a bar where you see a friend and have a coffee with him, and when you get hungry you remember that he is close to home, a mutual acquaintance, and that he always has
something in the fridge, and then all three of you go to the shop to drink a dozen beers; and you sit by the river and reminisce about your youth… and you never came to work!

Now, one day a year you can afford the excuse that you are sick, but what if every day was like this and all people were like this… you’d be living in total chaos. Although, most of us have that feeling, and then we create a virtual order and float between these four walls, and we make it feel like we are in a regular job … and the result of that day is worse than spending the whole day with friends.

Prisoners of apparent order! Milan Krajnc

I have not started writing, I just want to show how we live in an empty space and set ourselves task after task and such tasks without a clear – ultimate goal, just to be distracted because we do not know what we really need to do. That is why some people go to the extreme and organize their private life in a project or, in other words, plan their life to the second. When they say that project work is needed at every turn, even in their private lives. Because only by taking the military route can we remain organized. We human beings have the feeling that we are always getting out of balance and going from one extreme to the other. The result at the weekend is fatigue and very little real reward.

When I write this article, I am constantly referring to human qualities and nature, but we must be aware that it is our qualities that also create processes in the business environment. And if we have not built up a solid personality, we very quickly submit or surrender to the environment or, if the environment has no clear boundaries, we let our personality come alive in the business environment.

That is why we cannot say that companies are equal to each other, because every manager and every group of employees has different characteristics and from this a different process is created, regardless of the fact that companies have the same activity and the same product.

There was a time when companies resorted to the ISO standard, but it served more for marketing than for the actual organization of work. The ISO standard clearly defined the processes and rules to be followed, but did not interfere with people’s nature and habits. To those who introduced it, it seemed perfectly normal for employees to work as they accepted the instructions. Perhaps this really happened, and most thought that by following this standard they would also create order in their personal lives, but human nature is stronger than external factors. Therefore the standard ISO is just an inscription on the wall.

And the companies have once again found themselves in the chaos of a decade ago. The pressure on employees is even greater that more work is needed. And if we take the time actually used and compare it with the company’s income, we find that we are still wasting too much time in vain or, as electricians would say, paying for too much “wasted” energy.

Prisoners of apparent order! Milan Krajnc

So the best form in these times proved to be Project Office. A project office is not just an office where someone carries out projects, but a way of thinking, not one that keeps you trapped in your own thoughts and projects, but a way of thinking that begins to set you free and restore order in your life.

So what is the crucial point that makes one Project Office better than others? As I said at the beginning, it is a project with a clear beginning and end. So the way of thinking of a project teaches us to set clear goals, to have a beginning and an end.

Why is it important to get things done? If we do not finish the project, this thought – the thought – is spinning around in our head over and over again, and when it flies so “freely” through our subconscious, it creates psychological garbage, which is created more and more every day and kills our creativity or. the freedom and peace in our head. Therefore it is important to draw conclusions so that we can move forward.

The project has three phases: Preparation, implementation and conclusion.

All three phases take the same amount of time, although we are used to 95% of the implementation time. Here I am talking about the natural cycle, spring, summer, autumn and winter. The project preparation is like spring, Implementing Summer and Completing Autumn, and all three cycles are of equal length. Winter is a break, a resting place, because this is also an important part of the project
work. There must always be a pause between projects. Especially to rest our thoughts.

When setting up a project work method, the main thing is to eliminate as much empty space as possible from our thoughts and our lives, the “reactive energy”.

How do you set up a Project Office in a company?

Setting up a project office starts with the way of thinking. We have to treat the working day as a project. When we come to work in the morning, we first make an appointment with ourselves, set a goal for the day and define the way to get there as precisely as possible, so we make a daily plan that we try to follow, I am talking about writing down all the activities on your computer or on a piece of paper. Also determine under what conditions… e.g. we need peace, i.e. switch off all distractions (phone, Facebook, Skype). We try to stick to this plan as much as possible, and at the end of the working day we make another meeting with ourselves – we check if we have achieved all the tasks and goals set or not. At the same time, we start working on a plan for the next day, i.e. we make the same plan as you did this morning, so just check tomorrow morning to see what to expect. This means preparing for the day and also finishing it.

Prisoners of apparent order! Milan Krajnc

What do we do with it? By writing some things down, our mind no longer thinks of all the written information, but has the information that everything is collected in one place and it is no longer a matter of not forgetting something, but of developing new ideas or putting them down in writing. Order begins to establish itself in our mind. So we start doing business at work and no longer take it home with us. This is how we start to reduce negative stress by 30%.

It is basically a training, and we start to repeat this way of working, which takes 15 minutes a day, every day for the next three weeks.

After three weeks, we start planning for the whole week, setting daily targets in the weekly plan, because there is still a daily plan, and after the weekly plan, we move on to monthly planning, where only weekly targets are set, and then to annual planning, which in practice is called the annual plan.

So the way of thinking of the project is not something new, it is just a way of moving from one form of action to another, more orderly, and at the same time it does not allow us to return to the original chaos, because we are basically shaping our personality or. one could say we are becoming much more mature.

When we have mastered this way of thinking, we begin to introduce the same concept among the employees, or, in other words, let us begin with this concept of leadership. You will certainly say that you have weekly meetings anyway, but it is a system of meetings. Meetings should be divided into three levels.

Prisoners of apparent order! Milan Krajnc

The first part is intended to solve organizational problems, i.e. what bothers us in the company or hinders us in our daily work, such as communication, lack of materials, relationship with employees. When we finish the first part, we draw conclusions and also write them down. Maybe someone would say that such unimportant things are for the end; but we must be aware that just such things are like a stone in a shoe, there is no way we can relax to reach the final goal.

In the second part of the course, we will deal with development and marketing activities that are designed to direct our thoughts into the future and thus prepare the mind to overcome more easily the problems we will encounter in the last, third part of the course.

The third part is dedicated to projects. Here we review all phases, divide the tasks and solve the problems. By first freeing our minds from insignificant problems, we can now solve real projects that are our main concern and will allow us to survive.

Each sentence should not last longer than 15 minutes, i.e. 45 minutes in total. If a project needs to be worked on separately, only the team meets, so that everyone in the team can listen.

We do the course twice a week, we divide the tasks on Monday, we check the implementation on Thursday. On Friday we do not plan anything, but leave a day to realize things that are important for existence but not vital, and so we slowly prepare for the weekend.

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Of course you will ask yourself, but who works only four days today, because if you want to survive, you have to work 24 hours. That is not true!

It is necessary to put the human being, that is, oneself, in the foreground. We must not subordinate ourselves to business, because business is for us, not us for him. And we really must learn to enjoy ourselves more. And the project-oriented way of working and thinking teaches us exactly that.

To distinguish between private and business life and to be much more efficient in business.

Namely that there is too much empty space in business and private life. The above theory of colleges did indeed develop from the flowing of a river in nature. When the river flows, it is drinkable and clear, when it is dammed, it has a bad smell and taste. It is the same with the flow of information. If we do
not have the information we need to work or live smoothly, we begin to create an unrealistic picture, and this creates an empty space in our lives (This is a dynamic communication model, which is described in more detail in the book: “Between things and doing is all ocean” ).

So as soon as we have mastered this way of communicating with our employees, we start thinking in a project-oriented way. And only now can we start reorganizing or. setting up a Project Office. Because this is how we created the basis, and with the slowly changing habits, the environment was not even aware of it. Everything else is now just a technical set-up.

We see that everything happens in our heads, so we first have to create order in our heads so that the mess does not fall back on our environment.

Prisoners of apparent order! Milan Krajnc

Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end. The financial factor is very important: the hourly rate of the person who will carry out the project, the price of the material and all other costs and profits.

Project management is an orderly way of working. It is clear who does what and what their responsibilities are. The individual is fully responsible for his work.

Setting up a project office is actually a process of reorganizing any organization. The process is similar whether the project work is introduced in a company or in a public institution, community and the like.

A time-consuming and expensive process

The first step is to “clean up” and edit, which includes an analysis of the work process to show us the time constraints. We first have to start with ourselves, create order and set up an organized approach according to common guidelines.

Setting up a project office in a fixed environment is a time-consuming and expensive process. That is why we have to tackle the reorganization step by step. First, a so-called project management office, sometimes known as an investment management service, must be set up. Here, projects are prepared with the relevant departments and then implemented. In this case, the project office has the role of a supervisor and assistant.

Gradually, the way the project works is moving from large investments to regular work. This organizational form of the system is suitable for large companies and state and municipal administration. For small companies or those in the process of being established, it is advisable to reorganize the project at a certain point in time or to start project work as soon as they enter the market.

Far beyond Scandinavia and Japan

The success of a project-organized company also depends on external factors. In practice, however, it can quickly collapse here. After all, the state should also create the conditions for project operation: Change laws, accelerate administrative processes and simplify administrative procedures. As reality is
still far from what we would like to see, we will certainly not find a company in Slovenia that would work entirely according to the rules of the project office.

However, this should not be an excuse for not introducing improvements. Nevertheless, such work can change a lot if we only mention the effective delegation of tasks, the assumption of responsibility and the rethinking of employees. In Europe the conditions for a project office are successfully created by the Scandinavian countries, in Asia by Japan.

The project plan must be very precise

Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end. The financial factor is very important: the hourly rate of the person who will carry out the project, the
price of the material and all other costs and profits.

All these are data that we have to enter into the plan. It is best to make the plan in the form of a table and add a column for realization during the execution. This way we have a realistic picture of the project all the time and see where the deviation comes from. Let’s not forget to set milestones to review the subgoals and measures in case of deviation from the plan.

What is a project?

A project is a one-time undertaking, it is a series of tasks aimed at the same goal, it is limited in time with a known beginning and end.

For and against the project office

Advantages

Order and transparency of processes

Lower costs

Secure transactions

Simplify processes

Relief of the employees

Slabosti

Long introduction due to changes in thinking

Chaos if everyone does not follow the rules

Emotionally feel like we are running out of gas

Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager
I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com

He is the Author of the Dynamic Model of Business Management, based on natural laws. The ultimate goal of DMV is the operation of the company as a Project Office. You can order his books at:

An electronic version of the book can be ordered here.

Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com
Project management and modern project office - Milan Krajnc
CategoriesLatest posts

Project management and modern project office; demanding reorganization

Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end.

The financial factor is very important: the hourly rate of the person who will carry out the project, the price of the material and all other costs and profits.

Project management is an orderly way of working. It is clear who does what and what their responsibilities are. The individual is fully responsible for his work.

Setting up a project office is actually a process of reorganizing any organization. The process is similar whether the project work is introduced in a company or in a public institution, community and the like.

Project management and modern project office - Milan Krajnc

A time-consuming and expensive process

The first step is to “clean up” and edit, which includes an analysis of the work process to show us the time constraints. We first have to start with ourselves, create order and set up an organized approach according to common guidelines.

Setting up a project office in a fixed environment is a time-consuming and expensive process. That is why we have to tackle the reorganization step by step. First, a so-called project management office, sometimes known as an investment management service, must be set up. Here, projects are prepared with the relevant departments and then implemented. In this case, the project office has the role of a supervisor and assistant.

Gradually, the project office’s mode of operation changes from large investments to regular work. This organizational form of the system is suitable for large companies and state and municipal administration. For small companies or those in the process of being set up, it is advisable to reorganize the project at a certain point in time or to start project work as soon as they come onto the market.

Far beyond Scandinavia and Japan

The success of a project-organized company also depends on external factors. In practice, however, it can quickly collapse here. After all, the state should also create the conditions for project operation: Change laws, accelerate administrative processes and simplify administrative procedures. As reality is
still far from what we would like to see, we will certainly not find a company in Slovenia that would work entirely according to the rules of the project office.

However, this should not be an excuse for not introducing improvements. Nevertheless, such work can change a lot if we only mention the effective delegation of tasks, the assumption of responsibility and the rethinking of employees. In Europe the conditions for a project office are successfully created by the Scandinavian countries, in Asia by Japan.

The project plan must be very precise

Each Activity under the project must have a clear indication of what its purpose is and how it will affect the objective of the project, who is responsible for it and who will carry it out, how it relates to other contractors and tasks, the factors and tasks on which it depends, when it starts and when it must end. The financial factor is very important: the hourly rate of the person who will carry out the project, the price of the material and all other costs and profits.

All these are data that we have to enter into the plan. It is best to make the plan in the form of a table and add a column for realization during the execution. This way we have a realistic picture of the project all the time and see where the deviation comes from. Let’s not forget to set milestones to review the subgoals and measures in case of deviation from the plan.

What is a project?

A project is a one-time undertaking, it is a series of tasks aimed at the same goal, it is limited in time with a known beginning and end.

For and against the project office

Advantages

Order and transparency of processes

Lower costs

Secure transactions

Simplify processes

Relief of the employees

Weaknesses

Long introduction due to changes in thinking

Chaos if everyone does not follow the rules

Emotionally feel like we are running out of gas

Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com

Fill out the form bellow to get the free e-book

Project management without management can cause chaos - Milan Krajnc
CategoriesLatest posts

Project management without management can cause chaos

The project should be managed by an expert from the field he/she is in charge of and should be accompanied by a coordinator who carries out the administrative part of the project. Such a coordinator can be a coordinator for all project leaders, i.e. they deal with the profession and he with the administration. After all, it is the administration that causes most problems for the project experts. This person or group of coordinators is called the project office. The role of the project office is not only administration, but also coordination of the project team.

Every other word we hear in meetings and in public is “project”. In the past we used to say that to work in an orderly fashion it is necessary to work on a project, but now that we are working on a project, the problem arises of how to manage such a large number of projects. Project work without proper management can cause even more chaos than we had before we started working on the project.

Project management without management can cause chaos -Milan Krajnc

The project should be managed by an expert from the field he/she is in charge of and should have a coordinator who carries out the administrative part of the project. Such a coordinator can be a coordinator for all the project leaders, which means that they deal with the profession and he with the administration. After all, it is the administration that causes most problems for the project experts. This
person or group of coordinators is called a project office. The role of the project office is not only the administration, but also the coordination of the project team and, as those who are always late would say, “they are after me again”.

The coordinator is therefore the head of the project office, who, together with the project manager, takes care of a well-prepared schedule and budget.

Then the head of the project office informs each contractor about the tasks he has to perform and at the same time checks whether the tasks have been completed (it must not affect the quality and content, i.e. the task of the project manager) when the time is up. checks when the tasks should be completed towards the end. In the event of delays, it must inform all those involved in the project and
especially warn them if the project is on a critical path. All information and group communication must take place via the project office. The head of the project office ensures that all information is in one place and at the same time makes sure that everyone is informed about everything.

The “housewife” should coordinate them
The head of the project office should be a “housewife type”. If we know that a housewife is known for keeping everything in its place in her home, she knows exactly when a food is running out, she never runs out, she manages her finances very carefully and has authority in her field. The head of the project office should have the same qualities. It is sufficient that he or she has at least a sixth degree in economics with a good knowledge of computer science, is conflict-free, orderly and well-organized, and above all knows how to create authority and set limits. If it is a smaller company, this work can also be done by a business assistant. Otherwise, the secretary can be promoted to this position.

The project office is therefore not a free place where projects are managed, but a person who coordinates the information generated by the projects.

Tasks of the project office:

  • Keeping minutes,
  • Inform other members of the project team about changes,
  • Coordination of appointments and meetings,
  • Monitoring of financial and time schedules,
  • to inform about the tasks to be performed,
  • Search for alternative sources.

Fill out the form bellow to get the free e-book

Advantages of establishing a project office:

  • Relief of the experts from the administration,
  • Increase the efficiency of the project team,
  • Improving communication,
  • effective coordination,
  • Risk reduction,
  • to increase the stability of the project,
  • to increase the stability of the project,
  • Save time and money.
Avtor - Milan Krajnc
Author of the article: Milan Krajnc, pedagogue, entrepreneur & crisis manager I teach you to look “at yourself” as a third person. For more information or an introductory meeting, write to me at official@milankrajnc.com
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