Category: Project Management

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You know you’re a Project Manager when… (a lighthearted look at life through a Gantt chart lens)

Let’s be honest: project managers are a rare breed. Equal parts time wizard, people herder, crisis negotiator, and spreadsheet sorcerer, they operate on a different frequency than the rest of us mere mortals.

If you’ve ever wondered “Is that person a project manager?” while watching someone organize their grocery list by aisle and subtask, you’re probably right. And if you are a project manager, well—you’ll recognize yourself in this post. Prepare to laugh, nod, and maybe feel just a little too seen.

How to spot a Project Manager in the wild

1. They bring an agenda to brunch. If your friend shows up to a weekend brunch with a printed itinerary and allocates 12 minutes for ordering mimosas, that’s not just Type A—that’s PMP certified. Don’t fight it. Just accept that brunch will be on time and under budget.

2. Their vacation has milestones. Other people relax on vacation. Project managers build trip timelines in Trello, color-code by activity type, and track real-time progress in Google Sheets. And yes, there’s a contingency plan for rain delays at Disneyland.

3. Their family group chat has a work breakdown structure. Cousin’s wedding? Summer road trip? Holiday gift exchange? You better believe there’s a risk register and a lessons-learned document from 2022. Also, someone has been assigned to monitor Aunt Linda’s tangent-prone toasts.

4. They start meetings with “Let’s Level Set.” PMs can’t help it—it’s in their DNA. Whether it’s a project kickoff or just discussing who’s bringing snacks to game night, a true project manager will always “circle back” and “drive alignment.”

5. They own more whiteboards than pants. This is not a judgment. It’s just… a lot of whiteboards. And Post-its. And highlighters. Some people collect shoes. Project managers collect tools for visualizing ideas and maintaining a grip on a universe constantly threatening to descend into chaos.

What does it really take to be a Project Manager?

It takes nerves of steel, a heart of gold, and an uncanny ability to keep 17 plates spinning while smiling politely at someone who just emailed, “Just checking on the timeline again.”

Project management isn’t just a job title—it’s a mindset. It’s the quiet thrill of a clean handoff. It’s the adrenaline rush of a project board moving from “In Progress” to “Complete.” It’s knowing that “risk mitigation” is more than just a buzzword—it’s your personal religion.

It also takes:

  • Stellar communication (with stakeholders, teams, and occasionally printers).
  • Impressive multitasking (while wondering why no one read the meeting notes).
  • Emotional intelligence (because not all deadlines are created equal).
  • The ability to pivot (and pivot again).
  • And, of course, a deep, abiding love for checklists.

5 things Project Managers love.

  1. Crossing things off a list. Bonus points if it’s done with a flourish.
  2. Color-coded calendars. There’s just something so satisfying about a perfectly planned week.
  3. A well-run stand-up meeting. Quick, efficient, and no tangents. Chef’s kiss.
  4. Stakeholders who actually respond on time. A unicorn, but it happens.
  5. A project plan that survives first contact with reality. (Rare, but beautiful.)

5 things Project Managers hate.

  1. “Quick question” Slack messages that aren’t quick.
  2. Ambiguity. Please define “ASAP.” Do you mean “today” or “before the sun explodes”?
  3. Scope creep. The silent killer of dreams, weekends, and budgets.
  4. People who say “we’ll figure it out later.” Later never comes.
  5. Status meetings with no actual status. Just… no.

So, are you a Project Manager at heart?

Whether you’re managing software launches, construction builds, marketing campaigns—or your extended family’s annual camping trip—project management is more than a role. It’s a worldview. A lifestyle. A calling.

If this blog felt a little too familiar (or made you laugh while recognizing your own meeting habits), then congratulations: You’ve either been a project manager… or you’re destined to become one.

And if you’re ready to take that next step from “accidental PM” to certified pro, RMC Learning Solutions can help you get there with resources and training that support your journey—minus the scope creep.

Because life’s too short to run projects without a plan. Or at least a Gantt chart.

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Enhance your workflow: transitioning to a PMO Role

Entering a role within the Project Management Office (PMO) provides a unique opportunity to expand your impact across an entire organization. PMOs have evolved significantly, moving beyond their traditional focus on governance and compliance to become critical players in aligning projects with strategic organizational goals. They serve as centers of excellence, fostering the professional growth of project managers and playing an integral role in driving technological and cultural advancements. 

Engaging with a PMO allows you to contribute to these strategic initiatives and gain insights into how project management practices can deliver organizational value. PMOs are pivotal in creating an ecosystem where both current and future projects can thrive, offering resources and expertise in areas like financial management, human resources, and communication. 

By working within a PMO, you’ll have the chance to support executives in portfolio management and strategic decision-making, ensuring that projects align with the broader organizational vision. The role offers a broader scope of influence, bridging the gap between individual project execution and overarching organizational objectives. 

For project managers eager to broaden their horizons, a role in the PMO provides the ideal platform to leverage their skills on a larger scale, making a meaningful impact on the organization’s strategic direction.

Distinctions between Project Managers and PMO Supervisors

Project Managers and PMO supervisors each play crucial but distinct roles within an organization. A Project Manager’s primary focus is on the execution and delivery of individual projects, ensuring they meet specific goals and adhere to set timelines and budgets. They are deeply involved in the day-to-day operations, from planning and resource allocation to risk management and stakeholder communication.

On the other hand, PMO supervisors operate at a higher level, overseeing a collection of projects or an entire portfolio. Their role is more strategic, aiming to align these projects with the organization’s long-term goals and objectives. This involves setting project management standards, establishing methodologies, and ensuring that all projects adhere to these guidelines. PMO supervisors work closely with executives, providing insights and data that inform strategic decisions, and they often play a key role in portfolio management.

Additionally, PMO supervisors serve as mentors and resources for project managers, offering guidance and support to ensure the successful delivery of projects. They are responsible for creating an environment where best practices are shared, and continuous improvement is encouraged. Through this support, PMO supervisors help elevate the overall quality and effectiveness of project management within the organization. 

In essence, while Project Managers focus on the tactical aspects of individual projects, PMO supervisors are concerned with the strategic oversight and alignment of multiple projects, driving broader organizational success.

Steps to move into a PMO position

  1. Transitioning into a PMO role requires a thoughtful and proactive approach. Start by networking with PMO practitioners within your organization. This helps you gain insights into the PMO’s functions and opens doors for potential opportunities. Clearly communicate your interest in transitioning to a PMO role, and don’t hesitate to ask about projects where your skills might be of value.
  1. Consider taking on responsibilities that align with PMO activities. This hands-on experience is invaluable for building your expertise in areas relevant to PMO functions. Look for internal development programs that focus on PMO competencies. These programs can provide you with the necessary knowledge and skills to navigate PMO responsibilities effectively.
  1. Volunteering to assist with PMO initiatives is another practical step. By contributing to specific projects, you can demonstrate your commitment and gain a deeper understanding of PMO operations. This proactive involvement not only showcases your initiative but also allows you to build relationships with key stakeholders.
  1. Pursuing professional certifications, such as the Project Management Professional (PMP)® certification, can further bolster your qualifications. These certifications validate your expertise and dedication, giving you a competitive edge when vying for PMO positions. They signal to your organization that you are well-equipped to handle the strategic responsibilities that come with a PMO role.

By strategically networking, seeking relevant development opportunities, and gaining hands-on experience, you can effectively position yourself for a successful transition into a PMO role.

The value of professional certifications

Earning professional certifications, such as the Project Management Professional (PMP)® certification, can be a game-changer when aiming for a PMO role. These certifications act as a formal acknowledgment of your skills, knowledge, and dedication to the field of project management. They can significantly enhance your credibility and marketability within your organization and industry. Certifications demonstrate a high level of expertise and a commitment to adhering to industry standards and best practices.

One of the key advantages of holding a certification is the confidence it instills in your colleagues and superiors. When you are certified, it signals that you possess the competencies required to manage complex projects and drive strategic initiatives. This can be particularly valuable when transitioning to a PMO role, where the scope of responsibilities is broader and more strategic. The rigorous process of obtaining a certification also equips you with up-to-date knowledge and skills, which are crucial in the ever-evolving landscape of project management.

Additionally, professional certifications often open the door to networking opportunities. Being part of a certified community can connect you with like-minded professionals, fostering relationships that can be beneficial for career growth and knowledge sharing. Moreover, many certifications require ongoing education to maintain, ensuring that you remain current with industry trends and advancements. This commitment to continuous learning and improvement aligns well with the strategic and adaptive nature required in a PMO role.

Essential skills for effective PMO leaders

For PMO leaders, several core skills are essential to drive success and align projects with organizational goals. First, strategic thinking is critical. It enables you to connect project management activities with the organization’s long-term objectives, ensuring that each project delivers measurable value. Effective communication is also vital. Being able to articulate changes and project updates clearly and persuasively to executive leaders helps secure buy-in and facilitates smoother transitions.

Collaborative leadership is another key skill. It involves bringing together diverse teams and stakeholders to work toward a common vision. This requires not only managing conflicts but also fostering an environment where everyone feels their contributions are valued. Building and maintaining strong relationships with stakeholders is equally important. This skill helps you understand their needs and expectations, enabling you to tailor project approaches to meet those needs effectively.

Additionally, problem-solving and adaptability are crucial in a PMO role. The ability to quickly assess issues and pivot strategies as needed ensures that projects stay on track despite unforeseen challenges. Lastly, proficiency in financial management and resource allocation ensures that projects are executed within budget and that resources are optimally utilized.

By honing these skills, PMO leaders can effectively guide their teams and projects toward achieving organizational success, making a meaningful impact on both individual projects and the broader strategic objectives of the organization.

Key technical skills required for PMO success

To excel in a PMO role, possessing a robust set of technical skills is paramount. Proficiency in project management software, such as Microsoft Project or Jira, is essential for efficient project planning, tracking, and reporting. These tools enable PMO leaders to maintain oversight of multiple projects, ensuring they stay on schedule and within budget. 

Knowledge of portfolio management software is also critical. These tools help in prioritizing projects, allocating resources effectively, and aligning projects with strategic business goals. Familiarity with data analysis and reporting tools, like Power BI or Tableau, can provide valuable insights into project performance and highlight areas for improvement.

Understanding financial management principles is another key skill. PMO leaders must be adept at budgeting, forecasting, and financial reporting to ensure that projects are financially viable and contribute to the organization’s bottom line. Proficiency in resource management software is equally important, as it allows for the optimal allocation and utilization of resources, preventing bottlenecks and ensuring smooth project execution.

Additionally, strong technical documentation skills are crucial. Creating and maintaining comprehensive project documentation ensures that all stakeholders are informed and that there is a clear record of project progress and decisions.

Incorporating these technical skills into your PMO toolkit not only enhances your ability to manage complex projects but also positions you as a strategic partner in achieving organizational objectives. By leveraging these technical capabilities, you can drive efficiency, innovation, and overall project success.

The need for lifelong learning and adaptation

Project management is an ever-evolving field, requiring leaders to stay updated with the latest methodologies and best practices. Continuous learning enables PMO leaders to navigate the complexities of modern projects, adapt to new challenges, and implement innovative solutions. This proactive approach to education helps in mastering emerging technologies and methodologies, which are crucial for staying competitive. 

Embracing lifelong learning cultivates a mindset of growth and adaptability. It empowers leaders to tackle unforeseen challenges with confidence and agility. Engaging in regular training, attending industry conferences, and participating in professional development courses can all contribute to this growth. This commitment to learning also fosters an environment of continuous improvement within the PMO, encouraging team members to elevate their own skills.

Furthermore, staying current with industry trends and advancements can enhance your ability to drive strategic initiatives. It allows you to identify new opportunities for process improvements and efficiency gains, ultimately contributing to the organization’s success.

Feel free to explore our extensive project management certification classes and learning materials to assist you on your journey.

Links:

Easy and effective tools for stakeholder analysis:https://youtu.be/eT_u6Rp3tcs?si=qW9L1mruGBEU7Aaz

3 ways to lead with emotional intelligence: https://youtu.be/9dLYMHQsblA?si=_CQztA2upPvCjsYg

RMC Learning Solutions CAPM/PMP Certifications: https://rmcls.com/project-management/

Project management fundamentals: https://rmcls.com/project-management-fundamentals/

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Peterson’s LLC Successfully Completes Acquisition of RMC Learning Solutions

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FOR IMMEDIATE RELEASE

Peterson’s LLC Successfully Completes Acquisition of RMC Learning Solutions

Denver, January 25, 2024 – Peterson’s, a long-standing leader in test preparation and educational publishing, is thrilled to announce the successful completion of its acquisition of RMC Learning Solutions. This strategic move represents a pivotal moment in Peterson’s growth strategy and underscores its commitment to innovation and expansion in credentialing markets.

The acquisition of RMC Learning Solutions, a highly respected project management education company known for its PMP, CAPM, and Agile prep, positions Peterson’s to deliver enhanced value to customers and clients. The melding of resources and expertise is expected to drive synergies between organizations.

“We are excited to welcome RMC into the Peterson’s family,” said Mo Lam, President at Peterson’s. “This alignment brings together two entities with a shared commitment to excellence, and we believe it will propel us to new heights in terms of product service offerings and delivery channels.”

Key personnel from RMC are joining Peterson’s, bringing with them a wealth of talent and experience. This infusion of new perspectives is anticipated to further enrich the collaborative culture of Peterson’s and contribute to its ongoing success.

For media inquiries or further information about the acquisition, please contact:

Elizabeth Barry
VP Operations
Peterson’s LLC
pr@petersons.com

About Peterson’s:
Peterson’s is a leading educational publisher dedicated to furthering education after high school and beyond. From culinary school to medical school–and everything in-between–Peterson’s helps you discover, prepare for, and fund your education. www.petersons.com

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All New PMP Exam Prep Audiobook-11th Edition

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RMC Learning Solutions is pleased to announce the release of its new PMP Exam Prep Audio Book.   This new book complements our best-selling “PMP Exam Prep Book – 11th Edition,” and joins the PMP Exam Prep system which includes our Fastrack Exam Simulation Software and our Hot Topics flash card product.

The Need for the PMP Exam Prep Audiobook

In January 2020 the Project Management Institute (PMI) dramatically changed the way it looked at project management and the Project Management Professional (PMP) exam.  Previously, PMI focused on process oriented planned project management.  Competency in other project management techniques such as adaptive project management were tested through other certifications – the Agile Certified Practitioner exam (ACP) and the Disciplined Agile exams.  Up to 2020, while incorporating some aspects of these adaptive practices, the PMP remained primarily focused on planned project management as reflected in the Sixth Edition of PMI’s Body of Knowledge (PMBOK Guide).

 

PMP Exam Changes

In 2020, the PMP underwent significant changes.  Knowledge Areas were replaced by Domains.  PMI’s new Exam Content Outline (ECO) for the PMP tested people on their knowledge of three domains – People, Processes and Business Environment.  PMI continues make improvements to the PMP.

These changes to the exam required a dramatic alteration in the way we trained students to pass the PMP exam, resulting in the 11th Edition of our PMP Exam Prep book.

To complement the new 11th Edition of our book, we have incorporated many of the benefits of audiobooks. Our abridged audio version is designed to assist audio learners to absorb the material necessary for them to pass the exam. Like our other audio books, this audio version allows students to listen to book content anywhere they would listen to music or any other audiobook – in the car, on the bus, in a train or a plane.  You can also read while you listen allowing you to absorb the material from two different pathways.

Changes to the PMP 11th Edition Audiobook

Like the 11th Edition print and cloud exam prep books, the new 11th edition audio book is completely redesigned.  The book is professionally narrated providing over 18 hours of content. It emulates the written book and is organized around PMI’s latest ECO.  Like the written book, the audio book maximizes retention and avoids memorization.  You learn the material, not merely memorize it to spit it back out lateron the exam.

Also, we don’t waste your time.  The book teaches only what you need to learn to get your PMP Certification with an easy to understand, straight forward approach to the material.  This is not an academic presentation in any way.

Discover the PMP Exam Prep Audiobook

RMC’s PMP Exam Prep products are powered by Rita Mulcahy’s 30 + years of global prep training.  Find out more about the PMP Exam Prep Audiobook. We also offer PMP training classes, live and online.

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Scope Management for Agile, Hybrid or Predictive

Project manager on laptop working on project scope management

Managing the scope of a project and making sure it stays on track can be challenging. As a project leader, it can be tough to adjust the way you manage scope based on development approach. Scope management is important because it ensures that the project meets its objectives and delivers value to the organization.

In this post, we’ll explore ways to document project scope and how to use various tools will help you define it. We’ll also learn how to customize these tools to fit your project.

Table of Contents

  1. Scope Management and Business Case
  2. Agile Elevator Statements in Scope Management
  3. Scope Definition Tools & Techniques
  4. Benefits Management Plan and Scope Management
  5. Why Tailoring Scope Is Important

Scope Management and Business Case

A popular way to evaluate a project is to create a business case.  This document justifies the project need typically through economic analysis including cost-benefit analysis and payback period and includes a high-level overview of its objectives, expected benefits, costs, risks, and feasibility. The document provides context and the rationale for the project and is typically done at the time the organization is identifying the need for the project.

The business case can influence scope definition by highlighting the project’s strategic goals, financial investment required, source of project funding and expected outcomes. It can also provide insights into the scope boundaries and the overall direction of the project. It also helps stakeholders understand the project purpose and potential value.

Regardless of the project management development approach used, the business case serves as a valuable reference point throughout the project lifecycle. It helps in maintaining alignment with the project’s strategic objectives, ensuring that the project scope remains focused on delivering the intended business value.

Agile Elevator Statements and Scope Management

Another way to provide a clear scope vision of a project is an elevator statement or agile delivery statement. This statement presents a short, concise description of the project using the following template:

For:     Target customer

Who: Need (the opportunity or problem)

The:    Product/ service or name

Is a:     Product category

That:   Key benefits/reason to buy

Unlike: Primary competitive analysis

We:     Primary differentiation

This tool can be used by you or members of the team to quickly convey the purpose of your project and its value.

Both the business case and the Agile elevator statement are crucial in their respective contexts.  The business case provides a comprehensive justification for the project, while the agile elevator statement offers a succinct and compelling vision.  These documents serve as valuable references throughout the project lifecycle, guiding decision-making, communication efforts and scope management. Now let’s take a closer look at some tools to define scope and how to use them.

Scope Definition Tools and Techniques

There are several tools and techniques that can be used for scope definition in project management. The choice of tools depends on the nature of the project, the complexity of the scope, and the preferences of the project team. Here are some commonly used scope definition tools and tips on tailoring them to suit your project:

Project Scope Statement:

The process of delivering a detailed description of the project and product.  It includes:

  • Product scope
  • Project scope
  • List of project deliverables
  • Acceptance of criteria
  • What is not part of the project
  • Assumptions and constraints

The project scope statement is commonly used on predictive projects. In an Agile project, the concept of a project scope statement is still applicable, although it is adapted to provide a flexible and evolving outline of the project’s objectives, deliverables, and major features. It acts as a reference document that captures the initial scope and guides iterative planning, allowing for continuous refinement of the scope based on feedback and changing requirements throughout the project.

Regardless of the development approach, a project scope statement helps the project manager and the team better understand the project, actively involve stakeholders, and make sure their deliverables meet acceptance or satisfaction criteria.

Work Breakdown Structure (WBS):

A WBS is a hierarchical decomposition of the project’s deliverables into smaller, manageable deliverables know as work packages. It provides a visual representation of the project and product scope and helps in organizing and understanding the project’s components.

To modify the WBS, consider the level of detail needed for your project. You can break down the project into life cycle phases, deliverables, sub-deliverables, to deliverables of a size for clarity of planning, depending on the project size and complexity. In agile, the story map is the decomposition of deliverables for planning. You can break down the project into epics, features, and user stories.

Mind Mapping:

A visual technique that helps in brainstorming and organizing ideas. Start with a central concept, such as the project goal, and branch out to capture related ideas, deliverables, and requirements.

Mind mapping encourages creativity and collaboration, allowing team members to contribute to the scope definition process. Tailor the mind map by customizing the branches and levels based on the specific project requirements.

Prototyping:

This tool involves creating a preliminary model or representation of the project’s end product or service. It helps in clarifying requirements, identifying potential issues, and visualizing the scope.

Modify the prototyping approach by choosing the appropriate level of detail and accuracy (e.g., fidelity) when creating something. It’s about finding the balance between providing enough information to convey meaning without going into too much detail. Low-fidelity prototypes can be quick sketches or mock-ups, while high-fidelity prototypes may involve interactive digital models or functional prototypes.

Interviews and Workshops:

Conducting interviews and workshops with stakeholders and subject matter experts is an effective way to gather requirements and define the project scope.

Adapt the approach by planning and structuring the sessions based on the desired outcomes. Prepare a list of targeted questions, format for capturing requirements, facilitate discussions, and encourage active participation to ensure all relevant perspectives are captured.

Requirements Documentation:

Creating a requirements document is a systematic approach to scope definition. It involves capturing and documenting all project requirements, including functional, technical, and non-functional aspects.

Tailoring the requirements documentation by using templates or frameworks specific to your industry or project management methodology. Structure the document based on the priority, dependencies, and criticality of the requirements.

Benefits Management Plan and Scope Management

The benefits management plan is another tool to understand and deliver the appropriate scope. It is a document that focuses on identifying, measuring, tracking, and realizing the expected benefits of the project. It is usually developed in parallel or after the business case, it helps form the project objectives and scope.

This is a tool that can be applied in various project management approaches, including both agile and predictive methodologies. Its purpose remains consistent, which is to manage and maximize the value and benefits derived from the project’s outcomes as well as how the project outcomes will be maintained and sustained within the organization or by the client.

It is also important in establishing the organizational change requirements and deliverables and planning for the benefits to be fully realized after the project. The specific implementation and techniques used within the plan may vary based on the project management development approach chosen.

Today, more than ever, organizational leaders expect project managers, program managers, portfolio managers and business analyst to balance the project benefits and costs to ensure the organization is getting a value and that benefits expected are realized.

Why Tailoring Scope Is Important

The idea that one size fits all isn’t effective. We can’t just have one approach to any of our tools, techniques, and processes. That’s because the size of the project, its importance, its relevance, and the interconnection with the work in the organization requires us to adapt.

Modifying scope allows for the customization and adjustment of project objectives, deliverables, and requirements to fit the specific needs of a project. It involves making conscious decisions about what should be included or excluded from the project scope based on factors such as project goals, resources, timeline, and stakeholder expectations.

Other benefits include enhanced stakeholder satisfaction and an increased likelihood of meeting their specific requirements. This allows for better risk management and increases the chances of successfully delivering the essential elements of the project.

Learn More About Scope Management

The first step in scope management is to create a big-picture vision, business case and charter of your project. This means getting an overall understanding of what needs to be done. Then, you can adjust the level of detail, methods, and strategies to find the perfect balance between what is wanted and delivering the realistic benefits and value. You can use tools to define the scope that matches the specific features, goals, and expectations of your project’s stakeholders.

To learn more, listen to our free recorded webinar Tailoring Scope for Agile, Hybrid and Predictive and earn 1 PDU.

Sources:

https://business.adobe.com/blog/basics/business-case

https://rmcls.com/domain-needs-assessment/

https://store.rmcls.com/agile-fundamentals-book  Pages 102-103[/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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CAPM Costs and Requirements

Your CAPM certification journey includes knowing the CAPM certification costs and requirements. The CAPM is a globally recognized entry-level certification to help launch your career in project management.  It empowers professionals like you with the knowledge to work effectively with teams on any project in any industry.

CAPM Certification Costs and Requirements

  1. What is the CAPM Certification?
  2. CAPM Exam Costs
  3. CAPM Exam Certification Requirements
  4. More Ways to Earn CAPM Certification Hours
  5. How to Prepare for the CAPM Certification

What is CAPM Certification?

The CAPM exam demonstrates the competency and foundational skills in project management.  The Project Management Institute (PMI) offers the CAPM certification for individuals who want to gain more responsibility or add project management skills to their current role.  In July 2023, the CAPM certification exam will change to integrate content across project management including agile and business analysis.

On 25 July, the new CAPM certification exam will be available and will better support customers in their career journey by going beyond the PMBOK® Guide to integrate content across project management including business analysis & agile.

The value of CAPM certification exam extends beyond validating project management best practices. Common principles and processes can also improve work from one project to the next.  It can also increase opportunities for new roles and responsibilities, improve leadership skills and enhance salary opportunities.

CAPM Exam Costs

PMI charges a fee to apply for the CAPM. You have 1-year to pass the examination and you may take the examination up to three times.  Following is a breakdown of costs:

  • $225 for PMI members
  • $300 for non-members

Other related fees associated with the CAPM exam include exam retakes, cancellation fees for scheduled exams, certification renewal and exam preparation materials and training.

Exam Retakes:  You will be charged for each exam retake.  PMI notes the discounted fee for an exam retake is subject to regional and membership pricing rules.

Exam Cancellation: If you reschedule or cancel your exam within 30 days of your scheduled appointment, you will be charged a fee of $70.

Certification Renewal: Every three years, your CAPM certification must be renewed. PMI members pay $60 and non-members pay $150 to renew the CAPM certification.  You are also required to complete 15 professional development units related to project management for learning, teaching others, or volunteering.  You can pay for an eLearning course or a bundle of classes to fulfill the 15 PDUs.

Exam Preparation:  For an additional fee, you can pay for CAPM exam prep materials or training courses. Prices vary depending on the type of preparation.  Self-study materials include a study guide which costs between $40 – $80, exam simulation costs about $150 and an on-demand eLearning course costs up to $600.

CAPM Exam Certification Requirements

To take the exam, you must meet the requirements as outlined by PMI.

  • A high school diploma, GED or global equivalent
  • 23 contact hours of project management education

Note: You can meet the 23 contact hours when you take a CAPM Exam prep instructor led class or a CAPM Exam prep eLearning course.  Both options provide materials and instruction to help you prepare for your exam while fulfilling the 23 contact hours of formal education to complete your certification application.  You need to complete your coursework hours at the time of your exam.

More Ways to Earn CAPM Certification Hours

According to the CAPM ECO, the 23 contact hours can include content from project management topics including: quality, scope, time, cost, resources, communications, risk, procurement and integration management.  When looking for courses, workshops, training sessions and self-study guides, look for a reputable education provider such as PMI Chapters and partners, training companies and employer programs.

How to Prepare for the CAPM Certification

You can take the current CAPM certification exam until July 24, 2023 using RMC current classes, materials, and eLearning courses. After that, you can count on RMC to provide you with the most current exam preparation materials. RMC has analyzed the Exam Content Outline and is updates to our Rita Mulcahy’s PMP Exam Prep System and our Exam Prep Courses.

Stay current on CAPM exam updates by attending our free webinar Taking The CAPM® Exam: What You Need to Know.

Sources:

CAPM Examination Content Outline[/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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5 Strategies to Manage Project Communication  

Small team sitting in a conference room managing project communications.

How you manage project communication is one of, if not the most important aspects of project management. Poor communication has been cited as the biggest problem impacting projects. A great deal of a project manager’s time is spent communicating with management, the team, the customer, and other stakeholders. Proper project management requires a process to define, plan, manage, and control communication which makes it a top skill needed by everyone on projects. 

The project manager is key in establishing and maintaining an environment that allows the project team to communicate, according the PMBOK Guide, Seventh Edition,   Project managers set the tone for success by modeling behaviors such as transparency, respect, and positive disclosure and following a process to manage communications on their projects.  Following are 5 strategies you can use today to manage your project communications. management 

Strategies to Manage Project Communication

  1. Identify & Analyze Stakeholders  
  2. Plan Project Communications  
  3. Send & Receive Information to Manage Project Communication 
  4. Manage Stakeholder Engagement 
  5. Monitor & Control Communication 

Strategy 1: Identify and Analyze Stakeholders  

Start by identifying the people and organizations involved in or impacted by the project or the product being developed.  These individuals or entities can positively or negatively impact outcomes over the course of the project. This step is important to help manage project communication. You can read more about stakeholder identification here.  

Project managers must also understand all their stakeholders’ requirements and expectations their level of influence, extent, and length of their involvement, as well communication needs and preferences.  

Managing stakeholder expectations — the belief or mental image of the future — can differ by stakeholder.  That’s why project managers need to talk through all expectations, to make sure that everyone shares the same desired outcomes. This sets the stage for communication planning.  

Strategy 2: Plan Project Communications  

Armed with the information from our stakeholders, it’s time to start planning project communications. Planning is about considering the project’s overall communications approach. It begins by defining what actions deliver the desired outcomes such as: 

  • The right information gets to the appropriate stakeholder, is clear and understandable, and arrives in the appropriate format at the right time. 
  • Communications are measured and analyzed on a regular basis and changed as needed. 
  • Stakeholders understand what communication is expected of them and the communication they receive meets their needs on the project.

There are several benefits to having a communication plan in place including improved stakeholder engagement and a decrease in communication problems, conflict, and rework.  

As a result of planning communications, the project manager should have a document description of the communication needs of the stakeholders and a strategy to meet them. Plan components may include: 

  • What needs to be communicated, why and between whom?
  • What is the preferred method of communication?
  • Who is going to provide what information, the level of frequency and detail?
  • Who has access to what communications, who can impart information, and who can edit?
  • How to tailor communication based upon language and culture?

Once the plan is in place, we can determine how to send and receive information.  

Strategy 3: Send & Receive Information to Manage Project Communication 

The most basic communications only ensure the message has been delivered.  Excellent project communications require a more comprehensive approach that includes the sender, the receiver, and confirmation that the message is correctly understood.  Both the sender and the receiver are responsible for ensuring the message has been properly interpreted and understood.  

Reports, information radiators, and individual communications are the artifacts of project communications.  While these artifacts are updated on a regular basis, it is important to look at how each of these documents are part of and are influencing the project communication plan.  In addition to communication plan updates on project status, issues and issue resolutions, here are some other communication plan artifacts: 

  • Issue status or log
  • Project reports and presentations
  • Updated project records
  • Lessons learned documentation
  • Project document updates
  • Risk and stakeholder registers 

Strategy 4: Manage Stakeholder Engagement 

At this point, stakeholders have been identified and analyzed. You have planned and are using key artifacts that help you communicate with your stakeholders at the right time with the right information. Another strategy to manage project communications has to do with stakeholder engagement.  

The key is to establish and maintain a common understanding of the project, its objectives, constraints and how they all interact to deliver the desired value throughout the project. Each stakeholder’s needs have been planned so when changes are needed, the project manager is able to adjust and maintain high levels of engagement with each stakeholder.  

Strategy 5: Monitor & Control Communication 

While the project manager is effectively communicating on the project, they are at the same time monitoring communication to ensure information is getting to where it is needed, is clear and allows stakeholders to act as necessary. The key to monitoring and controlling our communication is to make sure that that the information being communicated is being understood, and that it’s being understood in the intended way. 

When monitoring and controlling communications, there are several ways to identify and measure compliance to the communication plan.  For example, you can review the data of the project’s status, known as work performance information. Work performance data includes: 

  • Performance
  • Metrics captured in various control processes
  • Changes, risks, and issues
  • Forecasts

Reviewing this information allows you to validate that the team is being productive and achieving the project goals.  Work performance information can be organized into project management plan updates or project document updates, each of which allow you to identify and communicate information that stakeholders need.   

Learn More About How to Manage Project Communication 

If you’re interested in learning how to manage project communications, check out RMC’s eLearning course, Project Communications and Stakeholder Engagement shows you how to manage project communications and engage your stakeholders. You may also be interested in our Leading with Emotional Intelligence and Organizational Awareness eLearning course to elevate your leadership skills.  

Sources: 

https://rmcls.com/communications-management-plan-in-project-management/

https://www.teamgantt.com/blog/why-communication-is-important-in-project-management [/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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How to Study for the PMP Exam: Best Study Tips to Help You Prepare

Woman at her desk preparing to study for the PMP exam.

Are you thinking about taking the PMP exam? Then it’s time to consider how you’ll prepare to pass the exam. The exam can be challenging.  The test lasts about 4 hours and consists of 180 situational style questions. To view some sample questions, see our PMP exam simulation free demo. It’s essential to understand – not memorize – the exam concepts to pass the PMP.

Here we share insights and tips informed by over 30 years of preparing students to pass the PMP on their first try!

How to Study for PMP Exam in 2023

  1. Use the Right PMP Exam Prep Resources
  2. Understand the PMP Exam Content Outline
  3. Know Your Study Style
  4. Determine How Much Time You Have to Prepare
  5. Choose your PMP Exam Prep Materials
  6. Use a PMP Exam Simulator
  7. Focus on Your Knowledge Gaps
  8. Test Again

Tip 1: Use the Right PMP Exam Prep Resources

When considering professional prep resources, look at how long the company has been providing PMP training. Longevity shows a commitment to the growth of the profession and the development of project managers.  RMC has shown this commitment since Rita Mulcahy published the PMP exam prep book in 1998.

Ask other certified project managers what they used to study.  As a professional training company RMC leverages its project management knowledge to develop quality materials that are aligned to the most current topics on the test. As a quality PMP training company, RMC has a proven prep method and a variety of teaching tools that fit your learning preferences.

Beware of free materials available on the internet that claim to help you study; you need to make sure these materials are based on the most current version of PMI® PMP Examination Content Outline (PMP-ECO). These providers may have good intentions, but they probably do not have the project management training expertise or up to date with the current exam information.

Tip 2: Understand the PMP Exam Content Outline

The PMP certification is based on the PMP-ECO.  It covers the content you will need to know for the PMP exam.  It is more important than ever to read and understand the ECO because it covers the domains and introduces adaptive approaches to project management and the PMP exam.

There are many resources that you can use to learn about the topics covered on the PMP exam. The current PMP exam includes content from the PMBOK® Guide 7th edition, Process Groups: A Practice Guide, Agile Practice Guide and more. These resources can aid your exam preparation. However, you shouldn’t have to read these resources cover to cover if your training company has done it for you. RMC’s materials bring together the terminology and concepts from these key resources. We synthesize the information in a way that makes it easier to understand and prepare for the exam.

Tip 3: Know Your Study Style

Begin by asking yourself if you prefer to study on your own or with others?  Do you like to create your own study plan and schedule, or would you prefer a guided approach? Do you learn best reading written materials, listening, and engaging in discussion, or working hands-on using case studies and exercises? Answering these questions will inform your PMP exam study timeline and influence how you choose to prepare.

Tip 4. Determine How Much Time You Have to Prepare

How long you have to study will depend on when you can schedule the PMP exam. If you only have a short period of time, consider an instructor-led class or an on demand, self-paced course.  Both options teach you everything you need to pass the exam. They usually include an exam simulation and other tools to enhance your learning.

Instructor-led courses are typically taught over consecutive days and students are expected to study up to 40 hours after class.  RMC’s Instructor-led classes offers a pass guarantee.   A self-paced eLearning course allows you to study at your own pace.

If you have several months to get ready, an on-demand PMP course or self-study materials are great options.  If you don’t have that much time to get ready, an instructor led course might be a better solution for you.

Tip 5: Choose your PMP Exam Prep Materials

An in-person class or eLearning course, usually includes an exam prep book with purchase. RMC recommends when you read the prep book for the first time you complete all the exercises in each chapter.

After you have read through your PMP exam prep book once or completed your prep course, you consider joining a study group. Working in a small group of no more than 3 to 4 individuals will shorten your study time and make studying more effective. You can find a study group through your local PMI chapter. Facebook and LinkedIn also have ways to connect with study groups.

Finally, consider supplementing your study options with practice tests and flashcards.  We go into further detail later, but as you think about your plan, know that both are invaluable tools that allow you to interact with the exam material in different ways.

Tip 6: Use a PMP Exam Simulator

When you are comfortable with the test material, it’s time to take a full exam simulation using an exam software, like PM FASTrack® Cloud.  Simulated exams allow you to get comfortable with the question types and exam timing.

We recommend using a PMP exam simulator with a large database of questions to experience a variety of question types. This step will provide you with a baseline against which you can track your progress.  You’ll quickly discover what you know and where you need to study more.

Review each question you got wrong in the exam simulation. Write down the specific reason for each wrong answer, creating a list. Assess why the correct choice is correct and why the other answers are wrong. Again, look for trends in your understanding and add problem areas to the list. Refer to the chapters in your prep book to fill in your knowledge gaps and correct any errors.  This is an excellent time to take targeted exam simulations by specific topics to fill your gaps.

Skim the sections or chapters on which you did well to keep those fresh in your mind. If you are using flashcards, remove the concepts you understand so you are singularly focused on your knowledge gaps. RMC’s PMP exam prep flashcards include this filtering option.

Tip 7: Focus on Your Knowledge Gaps

A good PMP exam simulator will analyze your performance and help you identify where you need to concentrate your studies.

As part of your process, build in time to work on your knowledge gaps.

Tip 8: Test Again

Limit yourself to no more than two full PMP exam simulations before you take the actual exam. Don’t fall into the trap of memorizing versus understanding the answers.

If you don’t score over 70 percent the first time you take a full exam simulation, you need to identify your knowledge gaps and study those before taking another simulated exam.   Once you score over 75 percent, you should be ready to take the real exam.  Continue to use your list, flashcards, and other helpful materials to retain what you have learned leading up to the test.

Use These Study Tips to Help You Prepare

It all really boils down to time, resources, support, and practice. Set aside the time required to tackle the topics covered on the PMP exam and use the highest quality resources, such as RMC Exam Prep products.

Lastly, here are some things to consider about meeting the PMP requirements and details about the exam itself. If you have additional questions about the exam, consider attending one of RMC’s free webinars called Taking the PMP Exam: What you need to know.

Good luck!

Sources:

https://www.ais-cpa.com/how-to-increase-pmp-exam-score-and-pass-pmp-exam/

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How to Choose a Project Management Methodology?

Close up of two business people talking about project management methodologies

What Type of Project Management Methodology is Best?

While attending an Agile conference, I heard a lot of discussion about the types of project management methodology from pure agile teams, waterfall teams, and a combination of the two. Several presenters stressed the importance of being a 100% dedicated agile team. They stated that the only way to be successful is to make sure your team or company follows the Scrum/Kanban/XP/etc. methodology in its purest form. Other presenters called out these statements as false and went on to discuss numerous examples of blended approaches that have worked at their company or with their clients.

How can an organization trying to understand agile figure out the best approach when so many experts in the field have different opinions?

Best Project Management Methodologies

  1. Project Structure
  2. What About a Blended Approach?
  3. Benefits of an Adaptive Approach
  4. Choose the Methodology that Works Best for your Organization
  5. Sharpen Your Agile and Hybrid Skills Sets

Project Structure

If we, as an organization, want our projects to be more successful in our customers’ eyes, we need to start asking the right questions.  How do we create a project structure that works for our current environment, team, and clientele? Is this a product we need to get to market faster? How can we get our stakeholders/customers more involved? What really defines success?

In today’s environment, many organizations are trying to figure out how to be more “agile” or adaptable. Many organizations are transitioning to the agile approach, kicking off agile pilots, and having great success. Wonderful! But just as many are failing. This is why I’m suggesting that we need to ask the right questions to determine what will be successful within our organizations. What really is the best approach for our environment, on a particular product or project?

What About a Blended Agile Approach?

It is possible to blend agile and traditional project management practices together in the right proportions to fit your project and environment. Blending some of the structure of traditional project management with the fluidity of agile can be quite liberating. I have seen this type of approach work in organizations where there’s resistance to agile among the leaders and mid-management. Leadership support is key when making any type of organizational transition.

Change is very scary to many individuals. It is easier for leaders to buy in to agile practices when the project team is asking, not to throw out all the current processes (which usually have been in place for ten or more years), but to blend the approaches in a way that means more value, quicker release to market, and more satisfied customers and employees.

Benefits of an Adaptive Approach

If you are interested in taking more of an iterative and adaptive approach to project management, consider the following key points:

  • Collaborate daily with your key stakeholders.  Communication is critical. Consistent collaboration with your key stakeholders can only make your project more successful. Increased visibility is never a bad thing, and it enhances your ability to succeed on the next three items.
  • Emphasize maximizing business value. How can we get to the market more quickly with a minimal viable product?
  • Reduce unnecessary documentation. Using an agile approach does not mean there’s no documentation, but there is less documentation than in traditional project management. Figure out what level of documentation is necessary to ensure your leaders, team members, and customers feel comfortable.
  • Be more adaptive to change. Customers tell us they know what they want, but they discover what they want when they experience it. Using an iterative approach makes us more adaptive to change requests, but also allows the customer to experience the product as the team is building it.

Choose the Methodology That Works for Your Organization

In conclusion, with proper planning, coaching, and training, organizations can choose a project management methodology that works best for their project teams, customers, and environment. At the conference, most presenters really stressed the importance of working with a qualified agile coach to help assess your organization’s maturity and determine the best approach for your project and environment. Waterfall, agile, and blended approaches all work!

Planning, coaching, and training for any type of project transition are the key to success with any methodology. We all need to drop our preconceived notions that one particular methodology is better than another. Find the one that will make your team and project more viable, productive, and collaborative.

Sharpen Your Agile and Hybrid Skill Set

Regardless of methodology, having a comprehensive understanding of agile and predictive approaches allows you to adapt based upon the project and your business environment.

If you want to run more projects using agile practices or a hybrid approach, RMC has options for you to discover.  RMC has many offerings including our Agile Fundamentals book, available in hard copy or in an online subscription format.  RMC also offers a self-directed Agile Fundamentals eLearning Course that teaches agile project development, practices, tools, and techniques. Our Hybrid Agile eLearning course teaches you what you need to know to combine predictive and agile approaches.

Sources:

https://www.teamwork.com/project-management-guide/project-management-methodologies/[/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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Project Vision and Mission

Two Business colleagues standing around table discussing

Project managers are expected lead, engage, and empower their teams and stakeholders toward outcomes that deliver value to the organization and your customers. Defining a clear project vision and mission for the project gives direction and meaning to the team to deliver the project goals. This leads to greater accountability for the” why” and “how” of the project.

Establishing the mission and vision is key, whether you are executing a predictive or agile project or using a hybrid approach. Let’s define what’s in a vision and mission statement and how to craft one of your own.

Vision and Mission for Projects

  1. What is a Vision and Mission for Projects?
  2. Why is the Project Vision and Mission Important?
  3. Connecting Work and Achievement
  4. How Do You Create a Vision and Mission Statement?

What is a Vision and Mission for Projects?

Project Vision Statement – The Why Project Mission Statement – The What and The How
  • Communicates where the organization or customer want or need to be at the end of a project.
  • The vision helps state the expected benefits and the future state where the benefits will be realized.
  • Defines the problem we are trying to solve or the goal we wish to achieve. It includes the purpose, focus and the objectives for what we are trying to do.
  • The mission describes how the team will work to deliver the product, service, or result.  It focuses on the approach to achieve the objectives.

Why is the Project Vision and Mission Important?

The vision empowers the project team by answering “why.”  Team members are tired of just executing without a sense of the bigger picture.  They want to be a part of the solution, making a difference through their contributions.  Vision gives direction and meaning to the work.  It helps fosters growth and engagement in the effort.  It lends focus to the project and can lead to better ideas and fewer fire drills.

The mission confirms the benefits and value of the project. It answers the “what” and “how” question. The mission helps motivate your team to move forward, allowing each team member to own their work and decisions to support the common goal.  It provides the basis for performance metrics and evaluation. When the team understands the direction, it informs their analysis and decision-making. Mission also establishes a framework for work behaviors and responsibilities.

Connecting Work and Achievement

The communication of the project vision and mission is an ongoing part of the plan. The vision and mission need to be shared with project stakeholders. Regularly refer to them in meetings and other communications to maintain alignment and identify possible misunderstanding.  Link them to efforts, deliverables, and milestones through the project. Use them to inspire and motivate the team.

How Do You Create a Vision and Mission Statement for a Project?

Prepare the Team:

Set the stage by preparing them for what will happen and its value. The investment in the team’s knowledge inspires their commitment.

  • Define what the team will be doing, why and when?
  • Communicate how the vision and mission statements will be used.
  • What are known project objectives.
  • Prepare for resistance.
  • Understand the needs and of introverts and extroverts.

Create the Project Vision Statement:

Describe the desired future state of the project. It answers the “why” question. Your vision statement can be written out or it can be mapped out to give the team guidance and direction. Include the following key elements:

  • What are the final project goals? What are you trying to achieve through the project?
  • List examples in broad terms of what the future will look like. Ask what is the greater good you are trying to solve for? What is the need?
  • What are you organizing your efforts to change?
  • Imagine the risks if the project is unsuccessful.
  • Describe each example in terms of “I wish” or “Wouldn’t it be great if?”
  • Refine the statements that should stay in the vision.
  • Imagine it as reality and capture the data for strategy development.

Develop the Project Mission Statement:

Your vision needs a strategy! You need a summary of the purpose, the focus, and the aim that we are trying to achieve today. The mission statement answers the following:

  • What is the project?
  • Who are we doing this for?
  • What are the objectives?
  • What does it take to reach the objectives?

Review for the Mission for Changes:

The mission is likely to go through some changes during the project. Schedule a periodic evaluation informed by the following questions:

  • Do our efforts align with the vision and mission? (Are we off-track)
  • Do we still have a shared vision?
  • What have we learned?
  • What should be adjusted?

Learn More on this Topic

Developing a project vision and mission is a worthwhile exercise for project leaders.  Taking the time to do so can positively impact your team’s understanding of what you are trying to achieve and how the team will work to solve the need.  If you want to learn more about mission and vision, RMC offers a Strategic Business Management Best Practices eLearning course.  This course is worth a total of 33 PDUs (2 Technical, 4 Leadership and 27 Strategic).  We also cover this topic extensively in Rita’s PMP Exam Prep book which is a great project management reference guide

You can also listen to our webinar Empowering Your Project Team with Vision and Mission and earn 1 Free PDU.

Sources:

Current PMP Exam Content Outline

https://www.lytho.com/blog/the-case-for-a-project-mission-statement