Collaboration Toolbox Project Management Agenda

1. Collaboration ToolboxProject ManagementAgenda Introduction 5 Minutes Team Formation Model 40 Minutes Active Listening 20 Minutes Project Management Introduction 5 Minutes Project Management Initiating 10 Minutes Reporting Activities 15 Minutes Entrance Conference and Rotation 1 10 Minutes Questions about the Course 5 Minutes

2. Collaboration ToolboxProject Management2.5 SUMMARY OF ASSIGNMENTS WEEK ONE All major papers are uploaded on to Stellar ActivityTime or Due Date Team signs up for Entrance Conference By Monday, Feb 13, midnight URLhttp://doodle.com/poll/xmcmckhm6s4ysyfb Set up Dropbox Recorder by Sat Feb 11 Rotation Schedule (c.f. ECB) Recorder uploads to website Tues, Feb 14 midnight Fill out Situational Leadership Questionnaire (Mod 9) By Sat Feb 11 midnight Ground Rules, Mission Statement, Strengths & Weaknesses, Expectations (c.f. ECB) Recorder uploads to Dropbox By 10PM night before Entrance Conference Web-based and lab-specific EHS training Completed before entering lab Weekly Team Meeting Decide on time and Record in first Weekly Progress Report Weekly Faculty Meeting Decide on Time and Record in first Weekly Progress Report Library, Excel, PowerPoint Training. MatLab Sign up as instructed

3. Collaboration ToolboxProject ManagementDefinition Careful Planning Organizing Motivating Controlling Resources and People to achieve definite goals and meet specific success criteria

4. Collaboration ToolboxTeam Formation ModelNine Steps Step 1 Exchange Personal Information Step 2 Create and Rotate Specified Roles Step 3 Exchange Interpersonal and Technical Information Strengths and Weaknesses Expectations Step 4 Mission Statement Step 5 Ground Rules - Meeting Team Expectations Step 6 Team Life Cycles Step 7 Systems for Reporting Activities Step 8 Weekly planned Meetings (Team and Faculty) Step 9 Project and Time Management

5. The Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activity Setting up Dropbox 1. Dropboxes are all set up except one team needs to change subject line to standardized subject line. 2. Complete instructions are on Project Management website labeled “Dropbox” Instructions Also in Course Manual Section Section 3.4. Many have created folder but not the subfolders. 3. The Recorder should be the Dropbox coordinator a. Responsible for Setting up the team folders Project Leader and Recorder share documents with other team members, the project management coordinator, and faculty who want to follow your work as it develops. 5. Use Dropbox for sharing the files that team members work with during the semester a. Unreliable collaborative tool device  Close out your team folder at the end of the semester

6. Choose Roles • Project Leader • Recorder • Oral Presenter • Rotation Schedule • Teams 2, 3, 9, and 11 • Access through Project Management website • Under Announcements • Rotate Roles evening of Oral Presentation Collaboration ToolboxTeam Formation Model Step 2. Choose Roles

7. Hints Project Leader is busiest the first and second rotations Recorder is busiest the second week of the first rotation Oral Presenter is busiest the first rotation Oral Presenters for Rotation 2 - Final for 10.32 is April 14; Presentation is April 20 and Progress Report is returned April 13 Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Choose Roles

8. Have you prepared a Rotation Schedule and gone to Collaboration Toolbox website and recorder information? Project Leader Recorder Oral Presenter Roles are rotated on evening of Oral Presentation Transition Meetings are first week of next rotation Collaboration ToolboxTeam Formation Model Formation Stage Step 2. Choose Roles

9. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission FormattingModule 3.4 Formatting Material Submission Strengths and Weaknesses Team Member’s Name: List Strengths List next Strength Etc. Then Weaknesses done in same format

10. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission Formatting Example Strengths and Weaknesses Name: Team # Technical Strengths: core chemical engineering knowledge, including mass and energy balances, chemical reaction kinetics and thermodynamics, basic fluid mechanics, basic heat and mass transfer processes, liquid-vapor equilibrium. Technical Weaknesses: mechanical engineering knowledge on reactor and processes design. What do you want to develop in this area during the term? I want to apply directly the known chemical engineering concepts and knowledge in an integrated manner to the problem-solving process, at the same time gain further knowledge in reactor and processes design and control. Interpersonal Strengths: I can engage and facilitate discussions; have active-listening skills. Interpersonal Weaknesses: I did not have much experience with team-work and team-communication, and sometime still have bias when listening and exchanging ideas. What do you want to develop in this area during the term? I want to develop effective communication skills for team-work. Writing and Editing Strengths: I am familiar with scientific style and format; have written 15+ reports for previous lab classes. Writing and Editing Weaknesses: I do not have previous experience with project-based reports; need proof-read and editing for writing. What do you want to develop in this area during the term? Further improve scientific writing skills; develop project-based writing skills (agenda, minutes, weekly reports, entrance and exit reports, etc.) Presentation Strengths: I did 10 to 15-minute presentations for previous lab classes, familiar with basic structures and styles for a research presentation. Presentation Weaknesses: I loss calm and confident easily when under pressure What do you want to develop in this area during the term? Further enhance presentations skills: structures, timing, body language, pronunciation, voice)

11. Collaboration ToolboxProject Management Initiating How will others influence how the outcomes will be met? Technical and administration staff have an impact on the outcomes Establish good communication systems with others Safety issues (Safety Advisor) Ordering (Teaching Assistant and Administrative Staff) Library searches (Librarian and Writing Instructors) Expertly learn to manage your laboratory equipment (Teaching Assistant) Seek out other resources (Everyone) Example: Explain to Project Management Coordinator overview of the project and team interaction in detail Faculty Advisor and the Industrial Consultant need technical details explained and overview of how the team is interacting

12. Collaboration ToolboxProject Management Initiating What are others’ expectations? How are expectations integrated into the goals of the project? Key Outcomes Understanding of how the people involved especially the team will initiate and implement the project Understanding of dynamics of the industrial consultant in relationship to the faculty advisor and others working on the project will impact the time constraints

13. Collaboration ToolboxTeam Formation ModelFormation StageStep 3. Exchange Expectations Record 5 or more Expectations of You as a Team Member and Your Team Members Use to create Mission Statement and Ground Rules Reference for Weekly Progress Reports for Section 4 and delegating Tasks on Activity Lists Transition Meetings in Rotation 2 and 3 Analyze whether the team is on track

14. Collaboration ToolboxProject Management Planning and Design Example Goal Initiating the project Output Write a proposal Oral Presentation Tasks Form the team Calculate a schedule Determine what resources are needed Schedule weekly faculty and team meetings Schedule writing instruction meetings Schedule Entrance Conference Assumptions include Where to find information Where to hold Meetings

15. Collaboration ToolboxTeam Formation ModelFormation StageStep 3. Exchange Expectations Project Leader collects Faculty Advisor, Teaching Assistant and Project Management Coordinator’s Expectations (some faculty advisors give the expectations to you orally in the faculty meeting) Have them give you a list of their Expectations for your team for the Project Once they have replied: Send the recorder a copy of the expectations for Dropbox folder and list in First Weekly Progress Report

16. Collaboration Toolbox Team Formation Model Step 3. Individual Strength and Weaknesses Expectations Helps team to decide relevant Ground Rules Supports team discussions Organize Writing Assignments and Oral Presentations Helps to Plan and Execute the Project

17. Collaboration ToolboxTeam Formation ModelEntrance Conference Material Submission Formatting Example – Expectations Team # Team Members Expectations Team Member’s Name: Follow a schedule and plan of action Complete written materials and project tasks ahead of schedule Don’t be afraid of asking for clarification from faculty Work well with team members and divide workload appropriately Don’t commit myself to more than can be accomplished Expectations You Have for Your Team Members while Participating on the 10.26/10/29 Team Develop and follow a project plan Meet intermediate deadlines for project tasks Communicate any concerns, scheduling conflicts, etc in advance Provide constructive feedback to each other Be open to suggestions and feedback Team Member’s Name: Team Members Expectations Do work on-time and take responsibility quickly and usefully for things I did wrong or not at all. Don’t avoid problems. Control my emotions when stressed and act rationally and courteously. Don’t over commit myself Put in the work necessary to complete the project in a reasonable manner.

18. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 5 One: Define the Project's Primary Goals Foundation and the reasons to accomplish the project. May be augmented and expanded or change direction Periodic review for accuracy Discuss: Team flexibility and ability to continuously improve team and task process Explain team’s commitment to innovative approaches for maintaining quality Task approaches to problem solving Define purpose, values and direction Provide a clear and compelling statement of the team’s direction What the team will be doing long term? State the team’s objectives Achievement of extraordinary goals

19. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 5 Two: Define the Project's Formal Organizational Structure Use ground rules, meetings, reporting activities and other team structures to support the organizational structure. Discuss: Definition of your team culture Authority for team to improve Commitment to innovative approaches Maintaining quality approaches to problem solving Sources of the team’s competitive strengths and advantages (use exercises)

20. Collaboration ToolboxTeam Formation ModelStep 4. Mission StatementModule 5 Three: Define the Project's Daily Operational Structure. Use your knowledge of each other’s strengths and weaknesses Time availability to create daily operational structure. Structural changes to meet Project's goals within the context of resources available Discuss: Communication structure Plan how to be flexible and to continuously improve team and task process A system to be used for innovation and quality Creation of a system for problem-solving How to implement qualifications for a quality work product.

21. Collaboration ToolboxTeam Formation ModelFormation StageStep 4. Brainstorming the Mission StatementModule 5.1 • Use colored post its (one color per team member) • Write one idea for each element on a separate Postit • One: Define Primary Goals • Two: Define the Project's Formal Organizational Structure • Three: Define the Project's Daily Operational Structure • Go to wall and Coordinate Ideas • Recorder take Post its to use to Formulate your Mission Statementwhen you meet

22. Ground Rules are Systems helping the Team to Function and Collaborate • Role Responsibilities • Meetings • Conflict • Decorum and Ethical Conduct • Safety • Communication • Project Planning • Task Delegation • Preparing and Writing Reports • Planning a Collaborative Oral Presentation • Systems you need to create for your team! • Creation of Ground Rules includes expectations of team members, faculty and consultants Collaboration ToolboxTeam Formation ModelStep 5. Creating Ground Rules -Meeting Team ExpectationsModule 4

23. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities Weekly Progress Report Section 4 Module 7.a/b Online version Schedule of Assignments corrected on Stellar Version on Project Management Website always correct

24. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities Weekly Progress Report Section 4 Module 7.a/b Schedule of Weekly Progress Report Assignments Section 4: Team is having a specific problem please discuss your problem. Use the Project Management information to describe how your team is dealing with the problem, executing your project and maintaining the team. The list each week includes items expected to be relevant to activities that week. Students should select items relevant to their team as well as any issues not mentioned and fit within length limits we discussed. (250 words – 2 paragraphs about 1 page in length) (Examples are in Module 7.4.a)

25. Collaboration ToolboxTeam Formation Model Step 8. MeetingsCourse Manual Section 3 – Module 7.1 Decide on regular times for weekly meetings Notify by e-mail Project Leader is the Facilitator of the Team and Faculty Meetings Team Meetings are held Weekly agendas sent 24 Hours in advance Preparation Weekly Activity Lists Planning - Minutes Editing Papers Faculty Meetings are held Weekly and at the Faculty Advisor’s Discretion agendas sent 24 Hours in advance Preparation Weekly Progress Report Minutes to record the team’s activities

26. Collaboration ToolboxTeam Formation Model Step 6. Team Life Cycles –Formation (Module 8) Questions: Discuss (5 minutes) What are we suppose to do together? What are the feelings associated with Formation? Do I want to get involved in this? Is everyone committed to this? What are the pros an cons to being on this team? What are the behaviors? Observe Learning in Lecture and Meetings How can I contribute? What is expected of me? What are the personal agendas of the other team members? Will we get along? What will you contribute? Can I trust you? What tasks do the team perform in the stage? Module 8.2-8.6

27. Collaboration ToolboxProject Management Planning and Design Example Tech savvy researchers implement ideas using the right tools: Mendeley Google Calendar or another app that allows long-term planning as well as scheduling appointments Google Calendar can be synced over all your devices since it is in the cloud Logical Framework Dropbox or other SharePoint portals Activity Lists to prioritize and use different levels of task explanation A tool for reducing stress

28. Reports: Weekly Progress Reports with Activity Lists Agendas Proposal Progress Report Final Paper Completion Report Send Reports or Upload to Stellar and/or Dropbox when indicated to: Faculty Advisor Industrial Consultant Project Management Coordinator Team Members Teaching Assistant CI Writing Instructor as indicated Set up Dropbox: Recorder sets up Dropbox Project Leader reviews for errors and changes Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities

29. Collaboration ToolboxProject Management Planning and Design Project Management Planning Tools to create a Project Proposal Logical Framework Gantt Charts Proposal written individually; content discussed collaboratively Agendas Meetings Weekly Progress Reports with Activity Lists Literature Review

30. Collaboration ToolboxProject Management Planning and Design Create an outline from the project description, logical framework, and information gleaned from meetings with your faculty advisor Develop an understanding of project without much detail fill in the detail over the next four weeks Example Create a generic plan for your project Describe at a high level what is expected within the project on the Logical Framework

31. Collaboration ToolboxProject Management Planning and Design Rotation 1 Week 1 Form the team and understand the research question – Logical Framework Week 2 Read literature Discuss Literature review Decide what papers are relevant to your project Decide on required research skills Pilot studies if necessary Order materials Week 3 Set up equipment in laboratory Plan Experiments Create Logical Framework used when writing your proposal Week 4 Organize access to research sources Collaborate with team members on information to be put into proposal Write Proposal Week 5 Continue to read literature Set up equipment in laboratory Initiate Experiments Week 6 Data collection and analysis Rewrite proposal and present oral presentation

32. Collaboration ToolboxProject Management Monitoring and Controlling In 10.26 procedures to successfully monitor and control your project Meetings with your team, faculty advisors, project management coordinator, and writing instructors Oral Presentations Periodic Written Reports Weekly Progress Reports Agendas Activity Lists with team deadlines for tasks Meeting Minutes Team Calendar

33. Collaboration ToolboxTeam Formation ModelStep 7. Reporting Activities - Leader Transition Meeting Goal of Meeting is to use 1. Show your ability to communicate the team process to others 2. Suggestions by Current Project Leader to Future Project Leader to support continuity 3. Develop ability to make suggestions for improvement in your team culture

34. Collaboration ToolboxTeam Leader Formation ModelStep 7. Reporting Activities – Completion ReportModule 13.2/3 and 3 Assess how the Team completed the Project Discuss the Team Process and how this Process affected the Task Process

35. Collaboration ToolboxEntrance Conference Module 3Conference Participation You decide as a Team when your Conference will be held Doodle Conferences TimesFebruary 15 – February 27 If none of the times work for your team contact Anton or myself Schedule Entrance Conference by February 14 Duration One hour Laboratory Teaching Assistant should attend All must participate “no excuses” Conference cancelled if all team members not in attendance You can reschedule because of illness or unforeseen circumstances

36. Collaboration Toolbox Team Correspondence bburrell@mit.edu cottrial@mit.edu When e-mailing in subject line: Last name-team#-your e-mail subject-date or sequential number Reports: Weekly Progress Reports Team and Faculty Meeting Agendas Minutes Completion Report (uploaded into Dropbox) **Send reports as an attachment must have same information in subject line of word documents. Do not send or upload to Dropbox any of the above documents in PDF format, unless you also upload in word format.

37. Collaboration ToolboxEntrance Conference Team BookletMaterial Submission and Assignment Entrance Conference Read Module 1.4; 8 Night before the Conference Discussion at conference Recorder uploads into separate folders in Drop Box 24 hours before your Entrance Conference the following (must be before 10pm night before) DOCUMENTS - NO PDFs Ground Rules Drop Box folder - “Ground Rules” Mission Statement (Drop Box folder - “Mission Statement” Personal Strength and Weaknesses Drop Box Folder – “Strengths, Weaknesses” Expectations (Drop Box Folder – “Expectations”) Team Calendar Send me a URL Show schedule for experiments and meetings and other term commitments. You choose what calendar your team will use (Drop Box folder link to Calendar) Decide on Team meeting weekly time Faculty meeting weekly time

38. Situational Leadership Purpose: 1. Acquaint Project Leaders with how to manage effective task assignments 3. Exercise to practice Situational Leadership Sharing the Team Experience Purpose: 1. Problem Solve with other teams 2. Learn to discuss team process problems and use effective conflict management techniques to solve them 3. Introduction to Principled Negotiation Practices Collaboration ToolboxLecturesPurpose

39. Collaboration ToolboxProject ManagementDefinition Applying: Knowledge - Integrating your Technical Knowledge Structures - Ground Rules, Reporting Activities Skills - Integrating your Laboratory, Communication and Leadership Skills Tools - Reporting Activities, Meetings Techniques - Improving Laboratory Skills, Critical Thinking Historically - Managing projects was informal and concentrated on budgets and technical skills Currently - Formally implementing a project is an integral a skill as technical knowledge

40. Collaboration ToolboxProject Management Knowledge Areas Team Formation Time Management Resource Procurement Synthesis Scope Cost Communication Risk Management Resource Management Team Maintenance Conflict Management Leadership Skills

41. Collaboration ToolboxProject Attributes Temporary endeavors undertaken to create a unique product, service, or result Defined beginning and specific end with a defined scope and resources Unique Specific set of operations designed to accomplish a singular objective Often includes people who don’t usually work together Examples of projects Development of software for an improved business process Construction of a building or bridge In this course Initial research into a problem that industry wishes to solve

42. Collaboration ToolboxProject Management Steps Formation Stage of Team Development (Module 8)  Conceiving Your Project Sheets; Meetings on Tuesday with Advisors Formation and Criticism Stage of Team Development Initiating Lecture and Meetings today; Forming the Team; Entrance Conference and Materials; Situational Leadership Criticism and Synthesis Stage of Team Development Planning and Design Rotation One Logical Framework; Proposal; Oral Presentation

43. Collaboration ToolboxProject Management Steps Criticism and Synthesis Stage of Team Development Executing Rotation Two Intensive Laboratory Experiments; Transition Meeting Accomplishment Stage of Team Development Monitoring and Controlling Progress Report; Oral Presentation Rotation 2; Sharing the Team Experience; Completion Stage of Team Development Closing Rotation 3 Final Report; Oral Presentation 3; Exit Conference

44. Collaboration ToolboxProject Management Conceiving Faculty advisor conceived project Project description with the initial conception of the project Your team’s objective Formulate a plan for initiating, planning, and executing the project

45. Collaboration ToolboxProject Management Types of Teams Individuals making decision on their own is rare Teams of people Combine ideas, judgments, and strategies Share information Implement and maintain projects Conduct meetings Complete tasks Improves efficiency to obtain research results Boost morale Takes more effort than working independently Members devote time building and maintaining relationships with other members

46. Collaboration ToolboxProject Management Types of Teams You will be on what is called a Limited-life team Created for specific purposes Once accomplished, teams are disbanded Examples of limited life teams Development team designing a new product Doing research on a specific problem Task force created to resolve a specific problem Ongoing teamsno identified ending point Example Department team meeting regularly to plan, review goals, and assess performance Three basic team types: Working groups Process teams Self-managed teams

47. Collaboration ToolboxTeam Formation ModelSuccessful Team Formation Theory What does a team need to do to form successfully? Thinking System Theory People and an organization do not exist as an island part of a larger matrix of systems that function more or less independently, yet interdependently Quickly Form the Team Before initiating the Project’s technical tasks Accomplish Formation Tasks Early and efficiently to avoid surprises Mission Statement To understand project’s goals and team member’s agendas Ground Rules Systems of behavior to reduce uncertainty; establish boundaries Team Life Cycles Check team process progress Reporting Activities Convey progress to interested others Weekly Formal Meetings Brainstorming, writing papers, discussing oral presentations, analyzing data, solving problems Plan the Project Planning decisions are the team’s not the faculty’s therefore plan wisely

48. Collaboration ToolboxActive ListeningGoals and Objectives How to Understand the Project’s Overall Goals and Objectives

49. Collaboration ToolboxActive ListeningDefinition Three processes involved in listening Receiving Processing Sending Thinking and considering meaning

50. Collaboration ToolboxActive ListeningBarriers to Active Listening Bias Selective hearing Hearing only what you want to hear Poor communication skills