Objectives:

Upon successful completion of this course, participants will be able to:

• Apply the five phases of the project management lifecycle (Initiation to Closure) to administrative projects.
• Define clear project scope, objectives, and deliverables using a Statement of Work (SOW).
• Develop a comprehensive Work Breakdown Structure (WBS) and realistic project schedule.
• Identify, assess, and develop mitigation strategies for common administrative project risks.
• Manage stakeholders and communicate project status effectively to executives and team members.
• Utilize project management tools (e.g., Trello, Asana, Planner) for tracking tasks and timelines.
• Control project resources, manage minor budgets, and track procurement effectively.
• Lead and motivate project teams, ensuring accountability and successful project delivery.

Target Audience:

• Administrative Assistants and Executive Assistants leading office projects
• Office Managers and Department Coordinators
• Anyone responsible for coordinating complex, multi-phased administrative initiatives
• Professionals seeking foundational project management skills (non-IT focus)
• Staff who manage organizational changes like software rollouts or office moves
• Individuals looking to gain formal project management language and methodology

• Case study simulation of a complex administrative project (e.g., office move) applying all phases.
• Group activity: developing a Work Breakdown Structure (WBS) and schedule for a defined initiative.
• Hands-on lab work utilizing project management software (e.g., Planner) for task tracking.
• Role-playing scenarios for managing scope creep and escalating project risks.
• Individual exercise in drafting a Project Charter and a Stakeholder Communication Plan.
• Discussions on effective team leadership and conflict resolution within a project context.
• Post-project audit and financial reconciliation practical application.

Unit 1: Initiation and Definition

• Defining a project vs. an ongoing administrative task and identifying administrative project types.
• Conducting a feasibility study and developing a Project Charter and Business Case.
• Writing a clear, measurable Statement of Work (SOW) that prevents scope creep.
• Identifying the project sponsor, key stakeholders, and governance structure.

• Techniques for identifying all impacted parties and their specific project needs.
• Conducting effective interviews and workshops for gathering detailed requirements.
• Managing expectations and communicating potential project limitations early on.
• Creating a comprehensive Stakeholder Register and Communications Plan.

Unit 2: Planning and Scheduling

• Breaking down the project scope into manageable deliverables and task packages.
• Creating a comprehensive WBS for a common administrative project (e.g., event planning).
• Estimating the time, cost, and resources required for each task.
• Defining task dependencies and critical path analysis basics.

• Developing a realistic project schedule using Gantt charts or timeline views.
• Allocating administrative, personnel, and financial resources to project tasks.
• Identifying and managing potential resource conflicts and bottlenecks.
• Utilizing project management software (Planner, Asana) for schedule tracking.

Unit 3: Risk and Quality Management

• Identifying common risks in administrative projects (vendor failure, time conflicts, budget overruns).
• Qualitative and quantitative techniques for assessing the probability and impact of risks.
• Developing proactive risk response strategies (mitigate, transfer, avoid, accept).
• Creating a simple Risk Register and monitoring tool.

• Defining clear quality standards for project deliverables (e.g., document accuracy, event success).
• Implementing a formal process for managing scope change requests (Change Control).
• Conducting quality reviews and inspections throughout the project lifecycle.
• Ensuring administrative output aligns with organizational standards and policies.

Unit 4: Execution and Communication

• Techniques for motivating and leading a cross-functional project team.
• Effective delegation, accountability, and follow-up for project tasks.
• Managing team conflict and resolving interpersonal issues quickly.
• Conducting effective, focused project status meetings.

• Tailoring status reports for different audiences (executive summary vs. detailed task list).
• Maintaining a centralized, consistent system for all project communication.
• Escalating critical issues to the sponsor and stakeholders promptly and professionally.
• Archiving key communication decisions and project documents.

Unit 5: Monitoring, Control, and Closure

• Tracking progress against the baseline schedule and identifying deviations.
• Implementing corrective actions to bring off-track projects back into line.
• Managing procurement, invoice tracking, and budget adherence during execution.
• Forecasting the remaining time and cost to project completion (EAC/ETC).

• Formally closing out the project, obtaining final sign-off from the sponsor.
• Completing all final documentation, financial reconciliation, and contract closures.
• Conducting a "Lessons Learned" meeting to capture successes and areas for improvement.
• Celebrating success and formally releasing the project team.