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Nicolai Andler Tools for Project Management, Workshops and Consulting Nicolai Andler graduated from the Technical University of Berlin with a combined Masters of Commerce and Masters of Chemical Engineering degree with distinction. The Technical University of Berlin is one of the few universities that have a faculty for systems engineering, which is the science on which this book is partly based. He also holds a Master of Management degree from the French Graduate School of Business in Toulouse (Grande Ecole Supérieure de Commerce de Toulouse – MBA equivalent) with a specialization in ‘management of multinational groups’ and ‘international business strategies.’ Before founding his own company, the Ignite Group, Nicolai Andler was a senior consultant with an IT and CRM consultancy for several years. Prior to working in the IT consulting field, he had freelance experience in management consulting in Europe and several years of management con- sulting (business transformation projects focusing on business process reengineering and supply chain improvements) with an international management consultancy in South Africa. He has worked with clients in the financial services (retail banking, life insurance, and employee bene- fit), public sector (education, revenue and customs, government agencies), waste management, chemical and petrochemical industries. Acknowledgement This book would not have been possible without the direct and indirect help and support of many individuals. I would like to formally express my appreciation and gratitude to Tom Roegner, William van Zyl, Dominique le Roux, Harry Schmitz, Louis Stanford, Dr. Dirk D. Müller, Michael Gold and Dr. Hans-Otto Naumann for their constructive feedback, suggestions and support. Their contributions have influenced the book substantially. Finally, I would like to dedicate this book to my parents, Elisabeth and Erwin Andler, for their love, trust, support and never-ending faith in me. Tools for Project Management, Workshops and Consulting A must-have compendium of essential tools and techniques by Nicolai Andler Second revised and enlarged edition, 2011 www.publicis-books.de Complete ebook edition of Nicolai Andler, „Tools for Project Management, Workshops and Consulting“, ISBN 978-3-89578-370-8 (Print edition) 2nd edition, 2011 ISBN 978-3-89578-671-6 Publisher: Publicis Publishing © Publicis Erlangen, Zweigniederlassung der PWW GmbH 5 Brief contents/Overview of tools The author’s rating is based on his subjective perception of ease of use and effectiveness (‘added value for time invested’). Advanced experience/ skill required Average experience/ skill Easy; just try it! Purpose of category Tools or technique name Page Ease of use Effective- ness Define situation/ problem Problem definition 50 Problem tree 56 Reverse the problem 60 Hypotheses 61 Hypothesis tree 63 Competing hypothesis 66 Issue tree 67 Influence matrix 70 Fishbone or Cause-effect tool 72 Black box 74 IS – IS NOT 77 Stakeholder analysis 79 Stakeholder map 84 Stakeholder expectation management 87 Stakeholder influence matrix 89 Stakeholder accordion 91 Stakeholder swapping 93 Context diagram tool 95 Silo view tool 99 Helicoptering 101 Mind map 102 Information gathering Information gathering plan 110 Interview 111 Tripod 113 Octagon 114 Focus groups 115 Questionnaire 117 Survey/field study – dipstick 119 Direct observation (DILO) 121 Delphi or expert panel 123 Desk research/database research 123 5 Whys 125 Climate assessment 125 Brief contents/Overview of tools 6 Creativity Brainstorming 130 Cardstorming tool 132 6-3-5 tool 134 Nyaka 135 Bionic 136 Attribute listing 137 Morphological matrix 138 Merlin technique/Osborn checklist 139 Lotus blossom 143 Irritating words 144 Mental provocation 146 Introduction to alternative creativity tools 147 – – Information consolidation Pareto (80:20) 150 ABC tool 153 Information matrix 155 Card sorting 157 Affinity diagram tool 158 Venn diagram 160 Force field 162 Goal setting Objectives tree 167 Goal hierarchy 169 Charter 172 Goal catalogue 174 SMART goals 176 Goal grid 178 Well-defined outcomes 179 3 P statements 181 SNAP 182 Organisational analysis Organisational structure 190 Diamond grading tool 195 Org structure versus process 196 Span of control 198 Organisational assessment 200 Powergram 201 Technical analysis Architectural decomposition view 204 Logical data relationship 206 Functional decomposition 208 Process analysis 209 Entity relationship diagram 213 Technology and systems landscape 215 Requirements catalogue 217 Logical and functional system modelling 219 Strategic analysis Value chain analysis 222 Critical success factor (CSF) 226 SWOT and TOWS 230 Life cycle 237 5 Forces 242 Competitor analysis 246 Environmental analysis (PEST) 250 Strategic market group 2 52 Customer segmentation 256 Strategic development Business matrix 260 Product/market mix 264 Strategic development options 268 Strategy matrix 273 Purpose of category Tools or technique name Page Ease of use Effective- ness Brief contents/Overview of tools 7 Decision making Decision tree 281 Perspectives 3 283 Argument balance 284 Polarities tool 286 Swap sorting tool 287 Pair ranking 288 Nominal group tool 290 100 Points 291 Utility analysis 292 Cartesian coordinates 294 Cross of beliefs 296 Vroom Yetton 297 Risk analysis 299 Prioritisation matrices 305 Project management Project contract 318 LogFrame 321 Project roadmap/programme 327 Work breakdown structure 329 Gantt chart 333 Project work plan 334 Project environment analysis 335 Project structure 337 Project management roles and responsibilities 339 Project communication plan 342 Accountability matrix (CIDA) 346 Stakeholder communication 348 Workshop guideline 350 Expectation review tool 352 Booz ball evaluation 353 Six thinking hats 354 Action steps and reviews 355 Project management skills radar 357 Checklists and questions Check questions for a project start 360 Check questions to review ideas and qualitative information 361 Check questions to define the current situation – diagnostic 361 Check questions to define goals and objectives 362 Check questions during an analysis 363 Check questions during decision making 364 Check questions for the project initiation phase 365 Scenarios (‘shopping list’ of tools) Author’s top 10 tools 366 Good practice for project and problem definition 366 Project planning and definition 368 Strategic analysis 369 Org analysis and org design 370 Organisational restructuring 371 Feasibility study 371 System development 372 Strategy workshop 373 Business process improvements 374 Purpose of category Tools or technique name Page Ease of use Effective- ness 8 Application areas of each tool (At the end of the book, there is an alphabetically sorted overview.) Name of tool or technique Page Define Situation Informa- tion gather- ing Cre- ativity Informa- tion consoli- dation Goal setting Org. analysis Techni- cal analysis Stra- tegic analysis Decision making Project manage- ment Problem definition 50 Problem tree 56 Reverse the problem 60 Hypotheses 61 Hypothesis tree 63 Competing hypothesis 66 Issue tree 67 Influence matrix 70 Fishbone or Cause-effect tool 72 Black box 74 IS – IS NOT 77 Stakeholder analysis 79 Stakeholder map 84 Stakeholder expectation management 87 Stakeholder influence matrix 89 Stakeholder accordion 91 Stakeholder swapping 93 Context diagram tool 95 Silo view tool 99 Helicoptering 101 Mind map 102 Information gathering plan 110 Interview 111 Tripod 113 Octagon 114 Focus groups 115 Questionnaire 117 Survey/field study – dipstick 119 Direct observation (DILO) 121 Delphi or expert panel 123 Desk research/database research 123 Application areas of each tool 9 5 Whys 125 Climate assessment 125 Brainstorming 130 Cardstorming tool 132 6-3-5 tool 134 Nyaka 135 Bionic 136 Attribute listing 137 Morphological matrix 138 Merlin technique/Osborn checklist 139 Lotus blossom 143 Irritating words 144 Mental provocation 146 Pareto (80:20) 150 ABC tool 153 Information matrix 155 Card sorting 157 Affinity diagram tool 158 Venn diagram 160 Force field 162 Objectives tree 167 Goal hierarchy 169 Charter 172 Goal catalogue 174 SMART goals 176 Goal grid 178 Well-defined outcomes 179 3 P statements 181 SNAP 182 Organisational structure 190 Diamond grading tool 195 Org structure versus process 196 Span of control 198 Organisational assessment 200 Powergram 201 Name of tool or technique Page Define Situation Informa- tion gather- ing Cre- ativity Informa- tion consoli- dation Goal setting Org. analysis Techni- cal analysis Stra- tegic analysis Decision making Project manage- ment