Voices on Project Management

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Voices on Project Management offers insights, tips, advice and personal stories from project managers in different regions and industries. The goal is to get you thinking, and spark a discussion. So, if you read something that you agree with - or even disagree with - leave a comment.

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Cameron McGaughy
Marian Haus
Lynda Bourne
Lung-Hung Chou
Bernadine Douglas
Kevin Korterud
Conrado Morlan
Peter Tarhanidis
Mario Trentim
Jen Skrabak
David Wakeman
Roberto Toledo
Cecilia Wong
Vivek Prakash
Cyndee Miller
Shobhna Raghupathy

Recent Posts

How to Think Like an Elite Project Management Professional

Seattle's Troubled Tunnel: 3 Communications Tips for Regaining the Public's Trust

Project Managers as Change Agents

2025 Vision: The Future of PMOs

My New Year’s Resolution: Become SMARTer

Seattle's Troubled Tunnel: 3 Communications Tips for Regaining the Public's Trust

One of the biggest public works projects in the United States right now has some major problems. It’s a more than $3 billion effort in Seattle, Washington to replace the Alaskan Way Viaduct, an aging elevated highway on the city’s waterfront, with a 2-mile-long tunnel. If you’ve been keeping an eye on the project, you know that the tunnel-boring machine (dubbed “Bertha”) broke down more than a year ago, creating various challenges and overruns. Public outcry is mounting.

Now, if you’re like me and believe in the power of communication to ensure that projects run more smoothly, the tunnel project has highlighted the need for more openness, better stakeholder management and speaking to your audience in understandable ways, instead of falling into buzzwords or corporate speak.

If I were working on the project right now, here are three things I would look at to regain the public’s trust and help everyone in Seattle and the state of Washington understand exactly where the project is.

 

1. Be willing to convey incomplete information. The project’s big challenge is that the machine built specifically for drilling the tunnel encountered a setback when it struck a metal pipe during the excavation process. Unfortunately, it took project leaders over a week to convey the extent of Bertha’s problem, the course of action and any sort of timeline to get things back on track. Since Bertha stopped working in December 2013, information has trickled out to stakeholders.

The project’s leaders could have set a much different tone early on by stating what they know and what it means to the project—along with an acknowledgement that they really aren’t 100 percent sure what the solution is, and a clear statement that they will work to provide status updates to all stakeholders as often as possible.

Instead, it’s been “hard to get straight answers,” as the Seattle radio station KUOW put it.

 

2. Be honest. This really goes hand in hand with the first point about having the confidence to convey information that is accurate, even if it is incomplete. The public has begun to doubt that project leaders are being honest about the tunnel’s current status and future. This is partly because when the city’s department of transportation (DOT) or the state government has updated the community about the project, they have given information that seems farfetched and is tough to believe in light of Bertha’s lack of progress.

Case in point: A DOT official recently toldSeattle’s City Council that the project was “70-percent complete.” That claim was met with a great deal of skepticism by journalists and members of the community.

The lesson for project managers is: Don’t fudge information to avoid blowback. In the long run, you are putting your project at a strategic disadvantage because you may lose funding or you may come under heavier oversight…or worse. So just explain things in an honest and forthcoming manner.

 

3. Be consistent in the delivery of information. A lack of consistent communications has been one of the big failings for the Seattle project team. And when there’s an information void, it will usually be filled by something you aren’t going to like. In this instance, the lack of communications has led to a real breakdown of trust.

That’s why you need to make a plan for communicating consistently with stakeholders. It should include the best ways to communicate with specific stakeholder groups, and a plan for gathering accurate, up-to-date information from the project team. To ensure timely gathering, build the consistent delivery of information into day-to-day project activities. Set a schedule of when you want your team members to communicate information to you, and hold them accountable.

In turn, you need to inform key stakeholders of when and how you’ll communicate information to them, and then stick to that plan.

 

In most cases, communications comes down to recognizing the importance of clarity in effective project leadership. In Seattle, you can see what a lack of a clear process can do to the trust between stakeholders and the project team. I’m confident that most unsuccessful projects began to unravel when communications stopped being clear and consistent.

         What do you think? 

Posted by David Wakeman on: January 23, 2015 10:14 AM | Permalink | Comments (0)

8 New Year’s Resolutions for Your Project Portfolio

By Jen L. Skrabak, PMP, PfMP

As you reflect on 2014 and prepare for the New Year, consider these eight resolutions for your project portfolio in 2015.

1.     Be a portfolio leader. Don’t just manage the portfolio — lead it by thinking in terms of profits and losses. In that sense, how does it compare to other portfolios or business units? What was your 2014 return on investment, and what is your 2015 estimated return? Is this within your organization’s expectations? What projects/programs were a drag and should be stopped? What projects/programs have the potential to generate the most returns and can be a calculated risk? (A calculated risk has a reasonable probability of generating a return; of course, what is “reasonable” depends on your organization’s risk appetite and threshold.)  If you were an investor, would you invest in your portfolio? Asking these questions may help you decide what to do differently in 2015.

2.     Accelerate the business. Ensure strategic alignment by thinking about your portfolio as dynamic and agile — an accelerator to business goals and objectives. How can you free up resources to innovate rather than just keep the lights on?

3.     Sell your portfolio’s value by understanding your audience. Speak the organization’s language while remembering the 5 C’s: clear, concise, credible, creative and compelling:

Clear— Frame the discussion in terms the other party can easily relate to and understand.

Concise— Long decks and presentations will lose your audience. Think elevator speeches: If you can’t sum it up in a sentence or two, it’s probably too complicated to understand. And if it’s too complicated, then you will not have the opportunity to influence, let alone reach agreement.

Credible— Know what you’re talking about and be prepared. This means doing your homework before coming to the table.

Creative— Look beyond the obvious to find the solution.

Compelling— Always know what’s important to the other party and what will drive them to action. Tease out the underlying need instead of only the stated desire. Understand what your bottom line is, and theirs.

4.     Establish a culture of innovation. Do this, and you can deliver long-term as well as quick wins. 

5.     Make data-driven decisions.Look at the facts to drive decisions, not emotions. Don’t get attached to pet projects.

6.     Engage with the world.Go beyond stakeholder engagement at work. Don’t forget about yourself, your home and your community.

7.     Trust your instincts. If something doesn’t feel right, it probably isn’t. That little voice is an early indicator — listen to it. Sometimes when we forge ahead against our instincts, we find out later that it would have been better to take another course.

8.     Find meaning in your portfolio. Your portfolio delivers the impossible — innovative projects and programs that have not been done before. What achievements in the past year were key to the organization, in terms of values, culture and feeding creative juices? How can you do more of that in 2015?

Posted by Jen Skrabak on: January 06, 2015 02:34 PM | Permalink | Comments (2)

How Managers Can Grow Into Leaders

As we move toward the end of the year and prepare our personal and professional goals for 2015, I’ve been thinking about how someone can go from being just a manager to being a leader.

 

Years ago, a big project I was working on with American Express and one of its partners ran into trouble. A lot of factors probably led to that, but one still stands out to me:  I was succeeding as a manager but failing as a leader. And that was the project’s ultimate downfall.

 

Over the years, I’ve been able to reflect and grow from that experience. Here are three ways you can use my experience to help you become more of a leader in 2015.

 

1.   Focus on the vision. Managers are, by their nature, implementers. We get tasked with projects that we may not have had a great deal of input into. But just because we’re helping our sponsors reach their goals doesn’t mean we can’t apply our vision as well. To focus on vision in your management and leadership, start by formulating what this project means to you, the organization, the team and the end users. Then, most importantly, personalize those aspects that are likely to inspire your team.

2.   Focus on important conversations.I once read that a project manager spends 90 percent of his or her time communicating. To become a better leader, focus on the most important of these conversations: ones with your sponsor and your team. They are the people who are going to be able to inform you about changes in circumstances, troubles in a project or resource challenges. While there are lots of important people to talk with, the most important are the ones who have the most direct impact on the project’s success or failure — so prioritize those.

3.   Look at the long-term.This advice ties into having a vision for your project and having conversations with your important team members and sponsors. But thinking long-term also means you need to infuse your vision and conversations with a future orientation. This might mean that you talk with your sponsor about how a project fits into a long-term strategic plan for the organization. Or, it might mean that you spend time during conversations with your team members asking about their goals and values. This can allow you to shift your actions and assignments in a way that delivers on the promise of the current project. At the same time, you will have built a stronger understanding and real relationship with your sponsors and teams that will transcend your current project and have lasting benefits for projects and years to come.

 

What are some of the ways you’ve helped make yourself a stronger leader, rather than solely a manager?  

Posted by David Wakeman on: December 09, 2014 10:37 PM | Permalink | Comments (7)

Ten Lessons for PMs, from PMI North America Congress 2014

By Conrado Morlan, PMP, PgMP, PfMP

“Everyone can be my teacher.”

—Alfonso Bucero, PMI-RMP, PMP, PMI Fellow


After a two-year absence from PMI® Global Congress—North America, I literally ran — my hotel in Phoenix, Arizona, USA, was 3.1 miles (5 kilometers) from the convention center — to get my registration package. This year I did not want to miss the great opportunities to meet and learn from fellow project practitioners. This year’s congress was rich in learning opportunities. My top 10 lessons learned from congress were:


1. Give back to the community. A group of global project managers volunteered to roll up their sleeves to help revitalize John F. Long Elementary School in Phoenix. Kids and teachers welcomed the volunteers (project managers turned project team members), organized them into teams, and assigned specific tasks inside and outside the school buildings. After tasks were completed, the volunteers were awarded a priceless reward: the smiling faces of kids and teachers. By all means, this was the best way to start congress.

 

2. Houston, we have a problem — but as project managers, we also have the solution. The news broke by noon Saturday: There was a fire at the hotel across the street from the congress, and all 800 guests (most of them congress attendees) had to be evacuated. Yet by early evening, all guests were relocated to other hotels in the area. The PMI Phoenix Chapter and congress organizers responded very quickly with a contingency plan: New hotels were identified, transportation arrangements and schedules to and from new hotels and the convention center were set, and attendees were notified via email and social media. This was a real life lesson on how project managers work under pressure and manage problems in projects.

 

3. Tips for being a team leader, from a sports legend. Earvin “Magic” Johnson was the first keynote speaker and walked us through his journey in basketball. He shared the brighter and darker moments of his career and related them to the project management profession. When Magic joined the Los Angeles Lakers, he brought a set of technical skills that, combined with those of his teammates, helped the team to succeed. Magic kept enhancing his skills working with other players and learning new techniques from them to improve his game. To improve our game as project managers, we need to acquire and master new skills as well — and nowadays, strategic and leadership skills are required to better execute projects and make our organization successful.

 

4. Think sideways. For those times when project practitioners put in all their efforts and do not get expected results, keynote speaker Tamara Kleinberg invited us to “think sideways.” That is, exit from the vicious cycle of trying to address issues by providing a lot of answers based on hypothesis, and enter a virtuous cycle in which you start asking questions that will give you hints on how to resolve issues. Great innovation is about asking the questions, not having the answers. She urged us to stop assuming and start asking more, and turn ourselves into conductors of innovation.

 

5. Learn from everyone. Mr. Bucero urged us to learn from each individual we interact with at congress: delegates, volunteers, presenters and keynote speakers. During breakfast and lunch, congress attendees took the opportunity to discuss their experiences and acquire knowledge from global peers. As many found out, sometimes the same issue is resolved in different ways around the world.

 

6. Multitasking isn’t the silver bullet. Keynote speaker Dr. Daniel J. Levitin’s scientific research proved the concept of multitasking does not exist. When you multitask, your brain shifts in rapid cycles among tasks, which leads it to consume a lot of glucose and produce cortisole, a substance that impairs decision-making. Dr. Levitin recommends focusing on one task at a time and partitioning your day into several productivity periods. Turning off electronics to maintain focus as well as taking breaks translates into efficiency.

 

7. Organizational project management (OPM) trends upward. Several Areas of Focus presentations touched on OPM, ranging from interpersonal skills for success as a portfolio manager to transforming from project to program manager and competencies for successfully driving strategic initiatives. Presenters pointed out the importance of building technical, leadership and strategic and business management skills to deliver excellence today and in the future to emerge as a new breed of project executives.

 

8. PfMPs are in demand. The Portfolio Management Professional (PfMP)® credential ribbon was available for the first time at congress. Not many people knew about the new core certification and asked for more details. On hand were a few of the first 150 PfMPs® from around the world. These PfMP “ambassadors” showed how credential holders can help organizations to align projects and investments with organizational strategy, enable organizational agility, and consistently deliver better results and sustainable competitive advantage.

 

9. Leave your comfort zone. Inspiring closing keynote speaker Vince Poscente shared his four-year journey from recreational weekend skier to Olympian at the 1992 Winter Olympics. Mr. Poscente learned that to succeed, you need to, “Do what your competition is not willing to do.” If you wonder what those things are, they’re the ones we’re also not willing to do. Your homework now is to ask: What will I do to beat my competition?

 

10. Network, network, network. Having the chance to interact with 2,000-plus delegates from over 50 countries is a great opportunity to find the next challenge in your professional career. I met in person the recipient of the Kerzner Award and fellow Voices on Project Management blogger Mario Trentim and the vice president of the PMI Romania Chapter, Ana-Maria Dogaru, and discussed projects and collaboration opportunities that we may start in the near future.

 

After three wonderful days, congress came to a close. Now it’s time to put in practice all the acquired knowledge to emerge as a new breed of project executives — and save the date for next year’s North America congress in Orlando, Florida, USA.

 

Did you attend congress? What were your top lessons learned?

Posted by Conrado Morlan on: November 30, 2014 08:45 PM | Permalink | Comments (0)

Managing for Stakeholders — Not Stakeholder Management

The new Knowledge Area, stakeholder management, was cheerfully welcomed in A Guide to the Project Management Body of Knowledge (PMBOK® Guide)—Fifth Edition.


We all agree on the importance of stakeholder management. It’s common sense. However, it is not common practice. Few project managers have a formal approach to stakeholder management. And many organizations lack guidelines to manage stakeholders.

Figure 1: Lack of stakeholder management leads to poor results. (Trentim, 2013)

 

Most of us rely on soft skills, communication and leadership to manage stakeholders. But while they’re helpful, interpersonal skills are far from being the sole way to implement stakeholder management. As a matter of fact, there are hard skills in stakeholder management — tools, techniques and methods that should be diligently applied to enhance stakeholder management and improve project success rates. 

 

For example, there are at least 10 different tools for stakeholder identification. Often, project managers rely only on brainstorming to write a stakeholder registry, conforming to the methodology imposed by a project management office (PMO). That’s why I believe we need a paradigm shift.

 


Figure 2: The virtuous cycle—as opposed to the “vicious cycle”—for managing stakeholders (Trentim, 2013)

 

A project manager’s goal is to add value. Value depends on stakeholder expectations and perception. Consequently, the project manager’s goal is to engage and involve stakeholders in value creation. This is what we call managing for stakeholders.

 

On the contrary, the term stakeholder management assumes we can manage expectations. This is wrong. We cannot manage people, to paraphrase U.S. author and businessman Stephen Covey. We lead people. We persuade and influence stakeholders.

 

In 2013, the Project Management Institute published my book, Managing Stakeholders as Clients. It presents a framework with a paradigm shift from traditional stakeholder management by first setting the premise that we can’t manage stakeholders or their expectations — we can only lead, influence and persuade people. To my surprise, I was the recipient of PMI Educational Foundation’s 2014 Kerzner Award* at PMI® Global Congress 2014—North Americafor my results in managing projects and programs. But in particular, the award recognized my creation of this stakeholder management framework and the results of its application.

 

The main difference between stakeholder management and managing for stakeholders is this: Stakeholder management’s goal is to manage stakeholders’ expectations, enhancing support and reducing negative impacts — a reactive measure. It’s almost as if project managers develop stakeholder management plans to protect themselves from external interference.

 

Managing for stakeholders means involving and engaging stakeholders in value creation, boosting their support and having them take ownership in a proactive way. Managing for stakeholders embraces change as a learning process.

 

 

While stakeholder management is instrumental, employing processes for conformity, managing for stakeholders is results-oriented. In summary, stakeholder management is an attempt to manage stakeholders’ expectations toward the project. On the other hand, managing for stakeholders is clearly oriented to manage the project and its results for the stakeholders, on behalf of their changing needs and expectations.

 

Now that it’s clear we should start approaching stakeholder management from a different perspective, in my next post I’ll share more tips and details from Managing Stakeholders as Clients. Don’t miss it!

 

How do you manage for stakeholders?

 

*The PMI Educational Foundationadministers the prestigious Kerzner Award. The Kerzner Award is sponsored by International Institute for Learning, Inc. (IIL)to recognize a project manager who most emulates the professional dedication and excellence of Dr. Harold Kerzner, PhD, MS, MBA.

Posted by Mario Trentim on: November 25, 2014 09:53 PM | Permalink | Comments (3)
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