🎯 PM Framework: Supporting Knowledge Areas
The Orchestra Analogy 🎻
Imagine you’re the conductor of a big orchestra. You have musicians (resources), they need to talk to each other (communications), sometimes things go wrong (risks), you buy instruments (procurement), and everyone watching wants a great show (stakeholders).
That’s project management! Let’s explore each section of your orchestra.
🧑🤝🧑 Resource Management Overview
What is it?
Resource Management is like being the coach of a sports team. You need to know:
- Who is on your team?
- What can each person do?
- When do you need them?
The Lemonade Stand Example 🍋
You’re opening a lemonade stand. You need:
| Resource | What They Do | When Needed |
|---|---|---|
| Mom | Makes lemonade | Morning |
| Dad | Builds the stand | Day before |
| You | Sells lemonade | All day |
| Sister | Counts money | Evening |
Key Concepts
1. Plan Resource Management
First, write down what help you need.
2. Estimate Activity Resources
Figure out HOW MUCH help you need. Example: “I need 2 helpers for 3 hours each.”
3. Acquire Resources
Get the people and things you need. Example: “Ask Mom and Dad to help.”
4. Develop Team
Make your team better! Example: “Teach your sister how to make change.”
5. Manage Team
Keep everyone happy and working well. Example: “Give breaks, say thank you!”
graph TD A[Plan Resources] --> B[Estimate Needs] B --> C[Get Resources] C --> D[Develop Team] D --> E[Manage Team] E --> F[Happy Team!]
💡 Remember This!
Resources = People + Things + Time
A good project manager knows WHAT they have and uses it WISELY.
📢 Communications Management
What is it?
Communications is like being a really good storyteller AND listener. You need to:
- Tell the right people the right things
- Listen to what others say
- Make sure everyone understands
The Birthday Party Example 🎂
You’re planning a surprise birthday party:
| Who | What to Tell | How | When |
|---|---|---|---|
| Friends | Party details | Text | 1 week before |
| Mom | Need cake | Talk | 2 days before |
| Birthday person | NOTHING! | Silence | Until party |
| Decorators | Where to put things | Show them | Day of |
See? Different people need different messages!
Key Concepts
1. Plan Communications Management
Decide WHO needs to know WHAT.
2. Manage Communications
Actually share the information. Example: “Send the party invites!”
3. Monitor Communications
Check if people got the message. Example: “Did everyone RSVP?”
The 5 W’s of Communication
┌─────────────────────────────────┐
│ WHO needs to know? │
│ WHAT do they need to know? │
│ WHEN do they need to know? │
│ WHERE will you tell them? │
│ WHY do they need this info? │
└─────────────────────────────────┘
💡 Remember This!
Good communication = Right message + Right person + Right time
Too much info is bad. Too little is bad. Just right is PERFECT!
⚠️ Risk Management Overview
What is it?
Risk Management is like carrying an umbrella. You don’t KNOW it will rain, but you’re READY if it does!
The Picnic Example 🧺
You’re planning a picnic. What could go wrong?
| Risk | How Likely? | How Bad? | What to Do |
|---|---|---|---|
| Rain | Medium | High | Bring tent |
| No food | Low | Very High | Make list |
| Get lost | Low | Medium | Use GPS |
| Bugs | High | Low | Bug spray |
Key Concepts
1. Plan Risk Management
Decide HOW you’ll handle problems.
2. Identify Risks
Ask: “What could go wrong?” Example: “What if it rains? What if we forget the sandwiches?”
3. Analyze Risks (Qualitative)
Ask: “How likely is this? How bad would it be?”
4. Analyze Risks (Quantitative)
Use numbers to measure risk. Example: “There’s a 30% chance of rain.”
5. Plan Risk Responses
Decide what to do about each risk:
- Avoid it (don’t go on rainy days)
- Transfer it (get insurance)
- Mitigate it (bring an umbrella)
- Accept it (we’ll get a little wet, that’s okay)
6. Monitor Risks
Keep watching for problems!
graph TD A[Identify Risks] --> B[Analyze] B --> C[Plan Response] C --> D[Monitor] D --> A
💡 Remember This!
Risk = Uncertainty × Impact
Smart project managers don’t ignore problems—they PREPARE for them!
🛒 Procurement Management
What is it?
Procurement is like shopping for your project. You need to:
- Know what to buy
- Find the best seller
- Make a deal
- Check you got what you paid for
The Treehouse Example 🏠
You want to build a treehouse but can’t do it alone:
| What You Need | Buy or Make? | Where to Get? |
|---|---|---|
| Wood | Buy | Hardware store |
| Nails | Buy | Hardware store |
| Design | Make | Draw it yourself |
| Building help | Buy | Hire carpenter |
Key Concepts
1. Plan Procurement Management
Decide what to buy vs. make yourself.
Make or Buy Decision:
┌────────────────────────────────────┐
│ Can we do it ourselves? │
│ Is it cheaper to buy? │
│ Do we have time to make it? │
│ Is quality better if we buy? │
└────────────────────────────────────┘
2. Conduct Procurements
Go shopping! Find sellers, compare, and choose. Example: “Get quotes from 3 carpenters.”
3. Control Procurements
Make sure you get what you paid for. Example: “Check that the wood is the right size.”
Types of Contracts
| Type | What It Means | Example |
|---|---|---|
| Fixed Price | You pay ONE price | “Build my treehouse for $500” |
| Time & Materials | Pay for hours + stuff | “$20/hour + wood costs” |
| Cost Plus | Pay costs + extra | “Your costs + 10% profit” |
💡 Remember This!
Procurement = Getting what you need from others
Always get it in WRITING. Clear contracts = happy everyone!
👥 Stakeholder Management
What is it?
Stakeholders are ALL the people who care about your project. Some help you. Some might get in your way. You need to keep them ALL happy!
The School Play Example 🎭
You’re in the school play. Who cares about it?
| Stakeholder | What They Want | How Important? |
|---|---|---|
| Principal | Good school image | Very High |
| Parents | See their kids | High |
| Students | Have fun | High |
| Neighbors | Not too loud | Medium |
| Janitor | Easy cleanup | Low |
Everyone matters—but some matter MORE!
Key Concepts
1. Identify Stakeholders
Make a list of everyone who cares.
2. Plan Stakeholder Engagement
Decide how to work with each person.
The Power/Interest Grid:
High Interest
│
┌────────┼────────┐
│ Keep │ Manage │
│Informed│ Closely│
├────────┼────────┤
│Monitor │ Keep │
│ Only │Satisfied│
└────────┼────────┘
│
Low Interest
Low Power ──────── High Power
3. Manage Stakeholder Engagement
Actually work with them! Example: “Give parents weekly updates.”
4. Monitor Stakeholder Engagement
Check if stakeholders are still happy. Example: “Are the neighbors still okay with rehearsal noise?”
Engagement Levels
| Level | What It Means | Example |
|---|---|---|
| Unaware | Don’t know about project | Neighbors didn’t know about the play |
| Resistant | Don’t like the project | Janitor upset about extra work |
| Neutral | Don’t care much | Some teachers |
| Supportive | Like the project | Parents excited to help |
| Leading | Helping run it | Drama teacher |
💡 Remember This!
Happy stakeholders = Successful project
Know WHO matters, WHAT they want, and keep them in the loop!
🎯 Putting It All Together
Remember our orchestra? Here’s how it all connects:
graph TD A[Your Project] --> B[Resources] A --> C[Communications] A --> D[Risks] A --> E[Procurement] A --> F[Stakeholders] B --> G[Success!] C --> G D --> G E --> G F --> G
Quick Summary
| Knowledge Area | One-Liner |
|---|---|
| Resources | Get the right people and things |
| Communications | Tell the right people the right things |
| Risks | Prepare for what might go wrong |
| Procurement | Buy what you can’t make |
| Stakeholders | Keep everyone happy |
🌟 You’ve Got This!
Managing a project is like being the conductor of an orchestra:
- Know your musicians (Resources)
- Help them communicate (Communications)
- Be ready for wrong notes (Risks)
- Get the right instruments (Procurement)
- Make the audience happy (Stakeholders)
When all five work together, you create a MASTERPIECE! 🎵
“A project manager is not a hero who does everything alone. They’re the conductor who helps everyone play their best music together.”