Planning poker: a versatile management and decision-making tool

  17 October 2024
  Method    , ,

Planning poker is a fun, collaborative tool using a card game where each member of a team evaluates a task or decision by choosing a card corresponding to a specific value. The cards are revealed simultaneously, then discussed until a consensus is reached. This avoids influence bias and encourages collective participation in decision-making and the management of various priorities.

Planning poker is often used by agile project teams, but it can also be used to address other important issues within an organisation.

How can planning poker be used?

  1. Prioritising tasks and projects
    Planning poker enables tasks or projects to be ranked according to their impact, urgency or complexity, by fostering a collective consensus. This helps to better manage priorities by taking into account different points of view.
  2. Risk assessment
    The tool can be used to estimate the probability and impact of risks in a project, making it easier to take informed decisions on preventive action.
  3. Allocation of resources
    Thanks to collaborative estimation, planning poker helps to better allocate resources according to the needs and capacities of the team, thereby optimising efficiency.
  4. Strategic decision-making
    Planning poker can be used to evaluate strategic options by weighing up different factors (costs, benefits, feasibility). This makes decision-making more transparent and collective.
  5. Continuous process improvement
    By assessing the performance of internal processes, planning poker makes it easier to identify areas for improvement, taking into account the opinions of all employees.
  6. Estimating tasks in an agile project
    The main use of planning poker is to estimate the tasks in a project managed by an agile team. Each team member gives a numerical estimate (based on complexity points or units of time) to assess the effort required to complete a task. This collective estimate enables different points of view to be taken into account and uncertainty to be reduced by reaching a consensus, which is crucial for effective sprint planning and priority management.

The benefits of planning poker for an organisation

Using planning poker encourages collective participation, reduces decision-making bias and improves communication between teams. Its adaptable approach makes it useful in many contexts: prioritisation, risk management, strategic decisions, etc. By integrating this tool into your processes, you can optimise team commitment and improve the overall management of your organisation.

Poker planning cards

Planning poker uses a pack of cards in which each card represents a numerical estimate. The values of the cards are based on the Fibonacci sequence (1, 2, 3, 5, 8, 13, 21, etc) with a few adjustments to make the sequence easier to use in a professional context (such as the addition of the 0 and 0.5 cards, the upper values rounded up to 20, 40 and 100 and the ‘?’ symbol to indicate uncertainty).

Why take inspiration from the Fibonacci sequence?

The Fibonacci sequence is used because it reflects the idea that the more complex a task, the more difficult it becomes to estimate its effort precisely. The values increase exponentially, capturing this uncertainty. This increasing difference helps teams to avoid focusing too much on minor differences when tasks become more complex and uncertain.

In short, using the Fibonacci sequence encourages teams to focus on orders of magnitude rather than over-precise estimates, taking into account the natural margins of error in estimating complex tasks.


Welcome to Ayung Dari: A new force for transformation at Prefix

  12 September 2024
  Dialogue    ,

Facilitator specialising in human leadership development

In a world where economic and societal paradigms are changing rapidly, it’s essential for companies to adapt flexibly, but also to strengthen their human dimension. With this in mind, I’m delighted to welcome Ayung Dari, who joins Prefix as a Personal Transformation Facilitator.

As E. F. Schumacher so aptly put it in Small is Beautiful, “Economics is too fragmentary to reach valid conclusions if it is not complemented by a broader study.”. This is an ideal time to rethink our economic and managerial models, placing people and the environment at the heart of corporate strategies.

Ayung embodies this transformation, offering coaching that helps us identify our blocks, reprogramme our limiting beliefs and boost our self-esteem, ultimately releasing our potential and enabling us to manifest our life as we have always wanted to live it.

Based on new neural pathways, this process draws on neuroscience, Vedic psychology, systemic constellations (epigenetics) and the notion of pleasure. In particular, it is based on neuroplasticity, the brain’s incredible capacity to change throughout our lives. It’s a fact: every time we learn or do something new, our brain changes.

Experience and expertise

Drawing on her diverse experience in neuroscience, systemic constellations, Ayurvedic therapy and the economy of meaning, Ayung has developed a holistic approach that integrates scientific, human and spiritual perspectives. Her expertise in neuroscience, particularly neuroplasticity, enables her to help managers understand how the brain can reorganise and evolve through new habits and learning. She also draws on systemic constellations to address unconscious dynamics in professional and personal relationships, offering her clients a framework for exploring blockages and strengthening their leadership.

Her training in Ayurvedic medicine adds a complementary dimension to her approach. Ayurveda, with its vision of balance between body, mind and environment, enables Ayung to integrate wellness practices focused on prevention and inner harmony. This holistic approach enables her to combine age-old healing methods with modern advances in neuroscience, creating a unique form of support in which physical, mental and emotional health are at the heart of personal and professional success. By combining these different disciplines, she helps our clients develop a deeper awareness of themselves and build more resilient and ethical businesses.

An invitation to change

Today, geopolitics, technology and climate change are redefining our priorities. It is in this context that human-centred leadership takes on its full meaning. Through a combination of empathy, caring, determination and resilience, Ayung helps leaders reconcile bold vision with humility, courage with confidence, while fostering an environment where psychological safety and creativity are at their peak.

With the arrival of Ayung, Prefix reinforces its commitment to supporting businesses in a changing world. Together, we are rethinking the role of leadership and redefining success around more human, conscious and sustainable values.


Cross Boards: An innovation in SME governance

  11 July 2024
  Method   

Small and medium-sized enterprises (SMEs) play a crucial role in the economy, but many of them face recurring challenges in terms of governance and strategic decision-making. Often, in the absence of resources or formal structures such as a board of directors or advisory committee, these businesses are forced to rely on the shoulders of their managers for all important strategic decisions.

A consultative and collaborative approach

It is in this context that Cross Boards are emerging as an innovative and collaborative solution. The idea is simple but powerful: to bring SME managers together in mutual advisory boards, where they can share experiences, critical perspectives and offer advice to each other.

Cross Boards are not just about filling an organisational void, but about transforming the way small businesses approach governance. This consultative approach encourages voluntary exchange between peers, allowing participants to benefit from constructive feedback and diverse expertise without the constraints associated with setting up a traditional board structure.

Adaptability

What particularly sets Cross Boards apart is their adaptability. They offer the possibility of modifying the composition of boards in line with the company’s changing challenges and objectives. This flexibility is essential if organisations are to remain reactive in the face of a changing environment, or when they are in a phase of evolution or transformation.

In incubation

At the time of writing, the Cross Boards solution is in the Prefix Incubator. The aim of this initial phase is to refine the concept, evaluate its effectiveness and adjust the processes based on feedback from participants. Ultimately, the aim is to extend this initiative to a wide range of entrepreneurs, define clear rules for participation and create a self-sustaining solution for SMEs.

If you are a business manager interested in the idea of benefiting from Cross Boards or contributing to its development, we invite you to get actively involved. Your participation could not only enrich your own expertise but also shape the future of SME governance.

To find out more, you can follow the solution in the Incubator.


Circular Project Management

  2 July 2024
  Solution   

DESCRIPTION

Context

The evolution of project management has seen the emergence of two different methodological trends. The first, known as predictive, emerged at the end of the 19th century with the onset of industrialisation and a new need for methods. The second, known as empirical, emerged in the 1990s with the emergence of agile and collaborative methods.

Since both approaches share the same objective of bringing projects to fruition as successfully as possible and managing the same parameters (deadlines, costs, resources, etc.), we at Prefix always thought it would be possible to create a method that merged these two management philosophies.

So, after studying and practising predictive and agile approaches, Prefix developed Circular Project Management in 2021.

Solution

Circular Project Management is a universal project management method that offers the following advantages:

  • It can be implemented in an agile, predictive or mixed way.
  • It is ideal for bringing together people who have been trained in different project management methods.
  • It can easily be adapted to the scale and complexity of the project.

Licence

Circular Project Management is publicly available under the Common Creatives licencse BY-NC-ND 4.0, 2021 Prefix Sàrl.

LIFE AFTER THE INCUBATOR

Prefix can train, certify and support you in implementing Circular Project Management.

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TRAINING

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CERTIFICATION

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COACHING

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The company is evolving and changing

  12 June 2024
  Company    ,

Reason for being

Ten years after its creation, Prefix is gradually changing its DNA, evolving from a mission centred on project management expertise to a focus on developing new organisational management solutions.

By organisational management solutions, we mean all aspects requiring management and control within an organisation, such as :

  • Governance (mission, purpose, values)
  • General management (strategic objectives, organisational structure)
  • Operational management (business processes, projects)
  • Human resources management (collective and emotional intelligence)

Values

  • Pleasure. Joy, fulfilment and wonder are the driving forces behind the development and implementation of our solutions. We’re no longer talking about work, we’re talking about entrepreneurship!
  • Fusion. We combine ideas, talents, methods and values to create something greater than the sum of its parts. Rather than compartmentalising or opposing, we prefer to merge.
  • Universality. Our solutions must be able to address as many users as possible, regardless of their environment, context, culture or geography.
  • Aesthetics. As aeronautical engineers say: ‘An aesthetically pleasing aircraft will fly well’. We pay particular attention to balance, fluidity, coherence and harmony in our solutions.
  • Well-being. Our solutions promote individual and collective well-being in a holistic way, whether in physical, mental, environmental or financial terms.
  • Adaptability. Our solutions must be able to adjust to changes, whether they come from needs inside or outside the organisation. They are organic.

Integrating new talents

To support the evolution of Prefix’s raison d’être, we will be bringing on board new people who will bring complementary expertise and open up new horizons.

In line with the values mentioned above, Prefix will adopt an active recruitment approach to identify skills that meet specific needs, while remaining open to unsolicited applications. These contributions will enable Prefix to continue to develop its raison d’être, under the impetus of new collaborations.

Incubator

As part of the evolution of its mission, Prefix is launching its Incubator, a platform dedicated to the development and testing of new organisational management solutions. Once these solutions have been created, tested in the field and consolidated, they will be made available under an open licence.

At the same time, the Prefix team will be working alongside its customers to help them integrate and deploy these solutions, and then take ownership of them so that they can evolve independently.

This is the path followed by the Circular Project Management method, which has now been matured, taught and applied by Prefix customers for several years.


Why do organisations have everything to lose by neglecting to manage their project portfolio?

  6 June 2024
  Method   

Project portfolio management is often neglected, if not totally absent, in many organisations. The most common justification given is lack of time or the complexity of such an approach, whereas in reality it is often a question of a lack of awareness of the importance of this aspect in running an organisation.

Why does an organisation carry out projects?

An organisation can be represented schematically by a pyramid structure divided into three distinct parts.

Strategy. The top of the pyramid symbolises the mission, the reason for being and the strategic objectives of the organisation. These terms define the general direction and the framework within which the organisation operates.

Processes. Processes are at the heart of the organisation’s activity. They represent its business, its know-how, as well as the tacit knowledge and collective expertise accumulated over time. Continuous and repetitive, they generate value for the organisation and its customers. This value can take many forms, including financial benefits, reputation, comfort, social responsibility and sustainability.

Projects. Projects are temporary initiatives designed to stabilise or increase the added value generated by organisational processes. Acting as drivers of change, projects play a crucial role in an organisation’s ability to adapt to its environment and, consequently, to maintain or even increase the value generated by its processes.

Why manage a project portfolio?

Organisations often have a good command of their business processes, given that they represent their source of revenue. Without such effective management of all its projects, the organisation risks encountering difficulties in achieving its strategic objectives, innovating, adapting to its competitive environment and responding to changing market needs. This lack of project portfolio management can compromise its competitiveness and long-term survival.

What’s more, the financial and human resources needed to carry out these projects are often limited, as they are already largely used up by existing processes. Consequently, effective project portfolio management enables the organisation to optimise the allocation of its resources, prioritise initiatives that feed the strategy and maximise returns on investment.

How do you manage a project portfolio?

Defining strategy. Strategy is responsible for setting the broad direction and priorities of the organisation. In a well-managed organisation, all processes and the project portfolio are adjusted to meet this strategy.

Measuring consistency. Before authorising a project within the portfolio, it is important to measure its consistency with the organisation’s strategy. If a project is in line with the objectives and vision, it will make sense within the portfolio. If it is deemed too inconsistent, it will have to be adapted, put on hold or abandoned.

Prioritising projects. Prioritising projects is essential to ensure optimal management of the project portfolio. It ensures that limited resources are allocated wisely and that projects contribute effectively to the organisation’s overall objectives.

Project planning. It is crucial to plan the implementation of projects according to the availability of resources and their priority. This involves drawing up a realistic timetable, taking into account time constraints, team capabilities, available budgets and dependencies between projects.

Appoint a PMO. The PMO (Project Management Officer) will be responsible for overseeing the organisation’s project portfolio. In addition to this supervision, the PMO can also play the role of ‘guardian of the project methodology’, ensuring that best project management practices are followed consistently, and offer coaching to project managers.


How do you manage time and cost overruns on your projects?

  7 May 2024
  Method    , , ,

Among the many challenges faced by project managers, time and budget overruns stand out as one of the most frequently encountered problems. These overruns can compromise the success of a project and have a significant impact on your organisation and its stakeholders.

How can project managers overcome these obstacles to achieve the desired end result?

Many factors can contribute to time and budget overruns in a project, but most have their origins in poor initial definition and planning, ineffective risk management or clumsy contingency management.

Definition and initial planning

I systematically observe projects that have already started but for which there is no scoping memo, or where the scoping memo is incomplete or badly drafted. In other words, the scope of the project has not been clearly defined.

I also frequently notice a lack of detailed planning, i.e. a detailed schedule and budget, or poorly conceived and imprecise plans.

Without a clearly defined framework and initial detailed plans, it becomes extremely difficult to align with the COPIL or the customer on what constitutes an overrun. This is bound to lead to chaos and frustration for all the stakeholders involved.

The obvious solution is to invest the time needed to draw up these initial documents before even committing to the project. In any case, rough initial documentation is better than no documentation at all, but it is clear that the more detailed and accurate the documentation, the easier it will be to respond to unforeseen circumstances. It is up to project managers to adapt the complexity of this documentation to the complexity of the project, and not to overwhelm stakeholders with details that are not necessary for the nature of the project.

The quality of these documents depends on their structure and content, as well as the quality of the estimates. To achieve this, it is essential to work in collaboration and to build and estimate directly with the business experts. A project manager is a facilitator, an integrator, and can never have the same depth of expertise as each individual operational stakeholder.

As far as good practice in estimating is concerned, an article has been devoted to this subject.

Risks management

Unidentified or poorly managed risks can lead, among other consequences, to problems that delay the project and increase costs.

Just as some projects are not documented in a detailed schedule or budget, I see even more frequently projects where no thought has been given to risk management.

I strongly recommend systematically carrying out a risk analysis for all projects, whatever their complexity. For an uncomplicated or low-stakes project, a high-level risk analysis, such as a SWOT analysis, may suffice.

On the other hand, complex or high-stakes projects absolutely must be the subject of a detailed risk analysis. Inevitably, some of these risks, if not managed, will lead to delays or cost overruns.

Managing the unexpected

All project managers are aware that as soon as a project’s schedule and budget are established, they quickly become obsolete. The environment in which any project evolves is dynamic and changing, requiring constant management of unplanned events.

Establishing a detailed schedule and budget does not guarantee that the project will run smoothly. However, it does allow project managers and the COPIL to be much more effective in their decision-making, as these plans enable them to quickly understand the consequences of an unforeseen event on the scope of the project.

A minor contingency, i.e. an event that does not alter the scope of the project, will be managed at operational level and will require an adjustment to the detailed plans.

On the other hand, a major unforeseen event, which calls into question the scope of the project, will have to be dealt with at strategic level. This will involve adjusting the scope note, or even abandoning the project, and this falls under the authority of the COPIL.


Interview with Michel Burla, Director of the Oils & Fats Division, Centravo Group

  4 April 2024
  Dialogue    , ,

Can you introduce yourself, your organisation and your role in it?

My name is Michel Burla, and I have been in charge of the Oils and Fats segment of the Centravo Group since 2019. This segment is based on two sites, an oils and fats refinery in Lyss (BE) and a margarine factory in Mitlödi (GL). It employs 120 people and generates annual sales of CHF 120 million.

Why did you decide to use Prefix’s services?

I had the opportunity to discuss project management with Philippe Lauper, who suggested that I carry out a test to establish my organisation’s project management maturity. The result of the test showed that we had a lot of room for improvement!

What were the main challenges or problems you faced before Prefix came on board?

We already had a project management process in place, but it was clumsily defined, incomplete and not recognised as a process within the group. In short, we lacked project skills and culture. The test also revealed to me that we had no control over our project portfolio.

Which of Prefix’s services did you choose?

Following the test, Prefix was able to make me a proposal targeted at our weaknesses. We chose to start with a full Circular Project Management course and training on the Microsoft Project scheduling tool, so as to build up our skills. After that, we took out a support subscription to become more autonomous.

What struck you most about Circular Project Management, the Prefix method?

I appreciate the flexibility that this method offers. It corresponds well to the frequent changes in our company’s environment (customer requirements, legal requirements). I also appreciate its simplicity and adaptability.

I also like the shape of the 8 method, or lemniscate depending on how you read it. It gives me a good mnemonic to remember it. Since the training course, I’ve been using it regularly to explain certain principles of project management to people around me.

Have you noticed any significant improvements in your team’s productivity or efficiency since working with Prefix?

Yes, clearly. Following the training, we overhauled our entire project management process and the associated documents, and integrated them into our quality system. From now on, we won’t accept any project that doesn’t comply with the method. Thanks to this, we’ve been able to revitalise dormant projects, increase the number of parallel projects and improve our credibility with the group and our customers.

When I read the results of the test, I found it hard to accept that we had major shortcomings in project management, but now we’ve stopped tinkering with things, we’re taking a professional approach. Not only has it made my job easier, it’s also re-energised my team. We should have made this investment much earlier!

What struck you most about Prefix’s services?

For me, Prefix is the art of asking the right questions and coming up with the answers. Everyone in my team is now involved in the project management process and we’ve got into the habit of asking ourselves the right questions!

Can you share a funny or unusual anecdote that happened while you were accompanied by Prefix?

We had planned to do the training in English, the language most common to Prefix and my team. In the end, the oral exchanges were a spontaneous mix of German, Swiss German, English and French. In the end, we all spoke Prefixian!

What other question would you like to answer?

Has the Centravo Group benefited from the return on its investment in Prefix?

Before committing myself, I made a quick calculation of the cost per hour and per person of the team I had tied up for this process. It turned out to be negligible compared with the estimated time saved thanks to our increased skills. I’d advise everyone to start with the test and go through the same experience as we did.

Is there anything else you’d like to add?

I love the quote that says “When a man’s hungry, it’s better to teach him to fish than to give him a fish“. Prefix has been like our fishing rod!


Why isn’t anyone using the potential of the Project Management Triangle?

  6 March 2024
  Method   

What does the Triangle represent?

The Project Management Triangle, sometimes called the Magic Triangle, is a universally recognised concept. There are various interpretations of it, but they all reflect the major constraints that frame a project. Here, I will use a representation of the Triangle that illustrates four constraints common to all projects: Result, Time, Cost and the Human factor.

Result. The first parameter of the Project Management Triangle concerns the constraint of the expected end result, i.e. the objectives to be achieved and the deliverables to be produced as part of the project.

Time. One side of the Triangle represents the time constraint, in other words the time allowed to deliver the expected result of the project.

Cost. The second side of the triangle represents the financial constraint, in other words the costs associated with the project.

Human. The fourth constraint, the human factor, represents the availability and performance of the people needed to make the project a success. Too rarely identified in the Magic Triangle, it is nevertheless at the heart of any project approach.

Trivial definition or useful resource?

Unfortunately, many project managers perceive the Project Management Triangle as a trivial definition, devoid of any usefulness. Too often relegated to the status of an academic concept, the Magic Triangle is seen as a cliché with no relevance to the real world of dynamic projects. It’s obvious… Everyone knows that… Project managers see it as such a ubiquitous concept that it is of no use.. And yet, this careless perception obscures the true essence of the Magic Triangle, which goes far beyond a mere academic formula.

In fact, understanding the flexibility inherent in these constraints turns out to be a strategic asset for those who manage to master it, thus transforming the Project Management Triangle into an instrument that offers the possibility of anticipating and adjusting the methods used to control the project. It is by exploring beyond the surface that we discover the richness and usefulness of this simple representation.

Reality on the ground

Project managers take on a role in which the main responsibility is to successfully navigate through the unforeseen events that constantly challenge the path initially planned. Their task is to choose a route taking advantage of limited resources, all with the aim of achieving the desired end result. However, this roadmap is constantly being challenged, as the reality on the ground brings its share of unforeseen events every day.

These unforeseen events, whether they be delays, resource problems, changes of priority or any other unforeseen obstacle, continually test the robustness of the route initially chosen. Project managers must therefore be masters of adaptability, ready to constantly reassess and adjust the trajectory in the light of changing circumstances.

Postponing the Paris Olympics?

By understanding the flexibility of a project’s major constraints from the outset, managers can anticipate the potential changes to which they will need to be able to react and thus adapt quickly to unforeseen circumstances.

An inflexible constraint is one less lever for project managers. For example, if there are unforeseen circumstances in the preparations for the 2024 Olympic Games in Paris, it will be impossible to postpone the dates. This leaves only the option of committing more resources or delivering a worse result than originally expected.

Once they have understood how to use the Magic Triangle, project managers will adapt their tools and the route chosen to achieve the result, sometimes even modifying the scope of the project so as to reintroduce flexibility with regard to one or other of the constraints. The key is to create flexibility where there is too little, or to plan alternatives in advance.

In short, mastering the flexibility of constraints at the start of a project transforms the manager into an informed navigator, better prepared to deal with the unexpected and take advantage of sudden opportunities. It’s a strategic way of choosing the ideal path to ultimate success, where agility becomes a valuable asset in the project manager’s toolbox.


How can you successfully estimate time and costs?

  5 February 2024
  Method    , ,

The challenge of each estimate is to identify the most realistic value possible, so that at the end of the project, the difference between the estimated value and the actual value is as small as possible.

To get as close as possible to this realistic value, I use the following approach:

  1. I start by noting the value that comes to me intuitively, whatever it may be.
  2. I use one or more of the following estimation methods:
    • By breakdown. Breaking down the element to be estimated into sub-elements, up to a level at which it becomes possible to make an estimate.
    • Expert judgement. Consultation with people experienced in the field related to the item being valued.
    • Estimation by analogy. Reference to similar projects or project elements whose value is known through experimentation, while adapting this value to the new context.
    • Parametric estimation. Estimate based on statistical data specific to the field of the element being estimated.
    • Mean value. Calculation of an average value, based on the most optimistic value and the most pessimistic value.
    • Poker planning. Collaborative and consensual estimation method, using a pack of cards bearing different values.
  3. I add to the value obtained a reserve linked to the level of uncertainty in the estimate. This reserve can range from 10% to cover a minor contingency to 300% for highly uncertain situations. For very specific projects, some people use the pi-figure method to define the reserve to be included in their estimates.
  4. I compare the intuitive value with the value established using one of the above methods. If they are consistent, I have sufficient confidence in the value established. If the values are inconsistent, I redo the intuitive estimate and use other methods.

The pi-figure method

The pi-figure method is entirely empirical and can be interpreted by the fact that a non-performing team spends 3x as much time carrying out the tasks it has estimated and that there is 3x as much work behind the unknown tasks.

The method therefore consists of combining these two factors to estimate the amount by which the value should be multiplied to include the reserve, according to the following rules:

  • π^2 when the project team is not yet performing well and is doing something it does not know how to do,
  • π when the project team is not yet performing well but is doing something it knows how to do,
  • π when the project team is performing well but doing something they don’t know anything about,
  • √π when the project team is performing well and doing something it knows how to do.

The word of the ibex

Carl Barde said:

Although nobody is able to go back and take a new departure, anybody can start from now and make a brand new ending.

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