Identify and manage each step with a Work Breakdown Structure
Work Breakdown Structure
As with most tools which are used in Engineering and Project Management, there are times when it should be regarded as absolutely essential and there are other times when it just isn’t worth the effort. This page isn’t about teaching Work Breakdown Structure (WBS). Its about knowing when and why it should be used.
I had been through a long period of time dealing with very competent engineering contractors. I didn’t need to get into a great deal of detail. I told them what I wanted, when I wanted it and it happened. Too Easy
A few years ago I was working as a Project Manager in a food company which ran 24/6. I was working on a contract basis and they directed that I use a particular contractor (who was new to me) in order to modify some process conveyors in 2 stages. There was a window of opportunity over a long weekend for the first stage.
The contractor came in to look at the work beforehand and was very convincing, I had no reason to think that they would not do an excellent job.
Without going into detail, it was an absolute disaster and whilst we managed to get a result, it was more by good luck plus a lot of very hard, stressful work.
It was a wake up call for me
I made sure that the second stage was fully covered by a very comprehensive Work Breakdown Structure (WBS)
Again, the work needed to be done during a planned outage, over a weekend
This time it was planned to the nth degree
Every nut and bolt was captured
Who was doing what and estimated timelines for the work
There was contingency for additional resource in the event that the work was falling behind
When I first advised the contractor that I needed a comprehensive WBS I met severe resistance
This was a foreign concept – they had never experienced this before
To start with it was very painful, I worked hand in hand with them during the initial part of the process highlighting specifically the level of detail required
Once the initial resistance was broken down they could appreciate the benefits
By asking the questions such as Who will do it ?, How will it be done ? , Walk me through the work, most of the issues where identified and solved before the work actually started
The second stage was a breath of fresh air by comparison with the first stage and was very successful
The contractors were very pleased to take on board the learning’s and I know that they were using it as a sales tool by actively promoting the WBS process to their customers
My learning’s were - to not get complacent and to always ask the question – Does this project need a WBS ? and if it does – to what level of detail
Not every project needs a WBS – It’s a value judgement which comes with experience.
If in doubt – ask the question
What could go wrong ?
What would be the ramification ?
Still not sure ? - Just Do It
Not Only - But Also ……
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R PhilosophyReview – Refresh – Reset
There is a time and place for very thorough documentation but not every job or interaction needs it
If the job doesn’t need it – it is a waste of time, energy and cash.
If it is required and you ain’t got it - there could be a big problem. There is an old saying - “if it’s not documented - it ever happened”
Overview
We are all different people
Some people will instinctively produce lots of documentation whether it is required or not
Too Much Documentation ? - OR Not Enough ?
Others are very light on documentation, even though it is obviously required
The level of documentation needs to suit the job at hand
If it is an Engineering Scope of Work, Technical Document or very specific subject matter - then it needs to cover EVERY contingency. Every last minor detail needs to be covered.
The Minutes of a meeting may not need all of the arguments – BUT need to be very clear regarding what action was agreed and - if there was dissent – it needs to document that dissent and by whom
Grey areas are informal/chance verbal interactions – or a casual conversation – if important decisions or comments are made which are binding or similar – they need to be captured.
Emails are a good way – with a cc to your manager and any other relative people -
It could be something along the lines of:-
Following our conversation on Tuesday 10th March – I confirm that it was agreed to XXXXX etc …. Please confirm or otherwise
Not all people are good to deal with – some people will have a notorious reputation for being difficult – not responding to emails etc – If you have to deal with a person like this – You may wish to end your email with a sentence such as …. “Unless specifically advised otherwise, I will take it that the above meets with your approval”…. And of course cc everyone who may have even the slightest interest in the project
It is vitally important that all documentation is clear and unambiguous
It is always a good idea to get a third party who is completely unfamiliar with the project or subject matter to look over the documentation and confirm that it is clear and understandable
And finally - ensure that you have a very good Filing System - so that if needed - you can actually find it!
Not Only - But Also ….
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Regardless of your current status – always ask the question – Is there a Better Way and visit the 3R web page for an overview of the 3R PhilosophyReview – Refresh – Reset
The same names seem to be there all of the time. Whilst others teams come, have a brief moment of fame and then disappear into the backwaters.
Why is this so? And can the same philosophy for successful sports teams be applied to successful businesses?
Or - Can you - as an individual – apply the sporting ethos and philosophies to your work, in order to be the best that you possibly can be.
Study the successful teams
Why are they consistently successful
How do they build a culture of success
What makes a positive winning attitude
There are many factors
You don’t need to “reinvent the wheel”
They don’t give up after a loss – but take the learning’s on board and come back stronger
In very competitive environments they manage to find a (what is sometimes a very small) winning edge
Going Forwards ..
If you think that adopting the sporting philosophy will get you the winners trophy - there are many resources “out there” for you to follow up
Not Only - But Also …….
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R PhilosophyReview – Refresh – Reset
Deliberate or accidental misunderstandings can be a result of relying on verbal communication, Therefore it is vital to always - Keep A Paper Trail - i.e. to keep accurate records. There may be a deliberate intention to “muddy the waters” or there may have been an “off the cuff” comment which was taken as a firm commitment or a similar statement uttered in the heat of the moment to placate an irate individual or to win a purchase order.
In some instances it may be a case of companies or individuals not having disciplined procedures in place. But if “the sediment hits the fan” ….. The bottom line is ………
If its not Documented - It didn’t Happen
It is very easy for people to verbally say or agree to many things – but when the time comes to honor that verbal dialogue, there can be a chasm between what you “thought” that you heard or agreed to, and what others “ maintain” that they actually said or intended to say.
Key Points
Many Things Could Happen - Keep A Paper Trail
Follow company protocols – Keep a Record – Keep a Paper Trail
If there are gaps in company protocols - Keep your own Records/Paper Trail
Keep a record – emails – meeting minutes, hand written notes, dates, conversations etc - all communication, agreements and decisions which could come back and bite you
It sounds like like basic stuff – but enthusiasm, fear and various other emotions can significantly impact decisions and recollections of verbal conversations – particularly if there are financial implications - Get It In Writing and signed off if possible
If the sediment hits the fan – a Paper Trail will verify what was actually said/agreed – without any wriggle room
It goes without saying that the amount of detail is relative to the subject matter – to ensure that there can be no misunderstanding of what was said/agreed
You hope that you will never need it – However, Murphy’s Law tells us that if we have it – it is unlikely to ever be needed – But if we don’t have it …………. We could be in trouble !!!
This web page is not trying to teach complicated methodologies or heavy instruction. The aim is for quick, simple, basic and effective Tips and Tricks to get you back on track and to keep you there by following the 3R’ Philosophy
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
In my early days I sat through many meetings with no fixed Agenda. Many times they would meander off the subject matters or were hijacked by participants with side objectives or “pet” issues and the meetings achieved very little other than to waste everyone’s time.
It is critical to always have an Agenda for all meetings and to keep meetings to a fixed time.
Meetings Agenda
Personally I do not like meetings to go longer than 1 hour. But there is no hard and fixed rule.
Although not directly part of this post - You may also consider “Stand Up” meetings as a way to encourage shorter meetings. As the name implies - all participants stand during the meeting - Some people like them - Some do not.
General Guidelines
Always have an agenda
Distribute the agenda to participants well before the meeting
Request confirmation of the agenda – to minimize the risk of the meeting being hi jacked by someone with another agenda
Set a time for each item on the agenda – a stop watch or similar is obviously required
Plus a nominated timekeeper
Make it clear at the start of the meeting that the agenda and times are to be followed
If anyone wants to change the agenda at this stage – the answer is NO - Unless there is a very good reason – Obviously common sense needs to prevail
New issues may need to be the subject of a new meeting - Which will need to be arranged for a new date
Note that the allotted times are a guide – allow some latitude
If a participant is going well over the allotted time – They need to be “politely” reminded of the time limit
If the issue is likely to need extended time/debate/discussion - It should be closed down and noted/minuted with something along the lines of … the XYZ subject/issue was not resolved because of ABC and another meeting will be scheduled to address this….. - together with any relevant detail.
It is very important to be polite but firm – if required - A slice of humor will help to soften any tensions
Focus on the desired outcomes
Keep the meeting on track and do not wander off into ancillary areas
And finally - Always keep accurate minutes of the meeting - it is important to Minute All Meetings
Not Only - But Also……
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R PhilosophyReview – Refresh – Reset
Hasten Slowly - Avoid the Knee Jerk reaction - Lots of frantic activity might look impressive to an outsider - But may not equate to actual Productive Work
The pressure and urgency is always there for speed and a knee jerk reaction
It can be a good idea to take a step back and look at the project/problem/breakdown/whatever in a calm and measured way – without the pressure
The challenge is to rise above and take a birds eye view.
Hasten Slowly And Succeed
Lets step back for a few minutes and review the situation
What are the drivers
Who is doing the driving
Is it a reasonable request – it may be – but still needs to be thought through and a rational, logical process used
Sort the wheat from the chaff
Be diplomatic and apply logic- Take the emotion out of the decision making process
Look at the issue in a calm and measured way
Going Forwards ..
I know that it is easier said than done – but it’s got to be worth a try
….. Hasten Slowly …..
Not Only - But Also…..
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Go to - Engineering the 3R Way for an overview of the 3R Philosophy Review – Refresh – Reset
The emails keep coming in. Messages keep coming in. The phone never stops ringing.
Actions are required from every meeting and conversation. And you feel completely overwhelmed ?
There is an instinctive desire to understand and work on every issue - BUT the reality is that there are only a given number of productive hours in a work day. Maybe the time has come to adopt a DO - DUMP OR DELEGATE strategy in order to maintain your sanity.
DO - DUMP OR DELEGATE
I once had a boss whose favorite saying was -
“There are 24 hours in day – and then you have the night time to catch up”
Needless to say – he was very good at delegating
Do you find yourself putting issues to one side with the intention of coming back to them at some stage in the future – maybe later in the day when everyone else has gone home and it’s quiet or putting in a few hours at home later in the evening or maybe trying to catch up by working on the weekend? With laptops and the internet its all too easy - the pressure is on to do more extra work from home.
Before you become a workaholic and are completely burned out – Switch to the Do - Dump - Delegate method of managing the flood of emails and messages and other stuff – don’t put it to one side with the intention of coming back to it later - Don’t keep it hanging around or “on hold”
DO - DUMP OR DELEGATE
Not Only - But Also…..
When there is a need to take a deep breath and take a break
Open List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Regardless of your current status – always ask the question – Is there a Better Way and
visit the 3R web page for an overview of the 3R philosophy Review – Refresh – Reset
The Coffee Break Engineering Trivia Quiz - No.1155 is a challenging selection of General Engineering Trivia questions and answers - sometimes you just don’t know what you don’t know, but you’re sure that you did know or that you should know and when you see the answers you know that once upon a time you probably did know !
Challenge your colleagues - can they answer more than you ?
Go to - Engineering the 3R Way for an overview of the 3R Philosophy and link to the full list of topics
Then Take A Break
With the List Of Pages – Engineering Nostalgia for pages of Old Engineer Memories from Engineering practice in the 1960’s/70’s/80’s - with a bit of armed forces and medieval trivia thrown in
Or check out Engineering Odd Bits for odd subject matter - including humor and comment
In medical terminology - What does DNA stand for...
A Capnometer is an instrument which compares pressures, it is typically a glass U-tube containing mercury, in which pressure is indicated by the difference in levels in the two arms of the tube – True or False
A Capnometer is a device that measures carbon dioxide (CO2) concentrations in respired gases – A Manometer compares pressures
OEE is a method of measuring and then optimising the efficiency of a Machine or a Manufacturing Plant . OEE stands for Overall Equipment Effectiveness – True or False
What year was the Doomsday Clock started…
A Weber bar is a device used for…
T.J.Creamer made Twitter history on Jan 22nd 2010 by sending the first live tweet from…
From The International Space Station
SWG, AWG, W&M; and BWG are are all measures of Light Intensity – True or False
They are all measures of Wire Gauge or the diameter of wire
In Civil Engineering, a Culvert is the name given to a drain or channel crossing under a road, pavement, sidewalk or similar – True or False
In a piping system, Stationary Head is the name given to the vertical distance from inlet water elevation to discharge elevation – True or False
it is called Static Head
A Scintillometer measures Atmospheric Turbulence - True or False
Engineering Trivia Quiz No.1155
A white belt
The birth of a new light with challenges ahead – stay positive and try to move forwards with the next Engineering Trivia Quiz
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Engineering Trivia Quiz No.1155
A blue belt
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Engineering Trivia Quiz No.1155
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Engineering Trivia Quiz No.1155
A black belt
You have mastered the skills and have the ability to enlighten others with your knowledge – keep it up with the next Engineering Trivia Quiz
