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
Vivek Prakash
Cyndee Miller
Shobhna Raghupathy
Wanda Curlee
Rebecca Braglio
Rex Holmlin

Recent Posts

To Develop Projects Managers, You Have to Understand How Adults Learn

Beyond Crisis Management: Are You Breaking Bad Stakeholder Habits?

The Three Levels of Success

What you need to know when tackling big projects

ICANN and the Need for Portfolio Management

To Develop Projects Managers, You Have to Understand How Adults Learn

By Peter Tarhanidis

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Many organizations rely on traditional curriculum-based learning to develop project leaders. However, such approaches are deeply rooted in pedagogy—the teaching of children.

Even though top managers at many organizations invest in traditional project management curricula, these courses have limited utility for adult project managers, slowing down the organization from reaching goals. In my experience, organizations tend to employ disparate training methodologies while teams dive into execution with little planning. With scattered approaches to talent management and knowledge transfer, they miss project goals.

All this creates an opportunity for an enterprise-wide approach that integrates contemporary adult learning and development practices.

Leveraging this approach allows the organization to motivate and sustain increased individual and project performance to achieve the organization’s strategic plan.

In coming up with such an approach, organizations should consider several adult learning and development theories. For example, consider Malcolm Knowles’ six aspects of successful adult learning: self-directed learning, building experiences, developing social networks, the practicability of using new knowledge, the internal drive to want to understand why, and how to use new knowledge.

And they must also keep in mind how the aging project management workforce of project managers drives organizational performance. Other considerations include:

  1. Employee learning is necessary due to fast-paced changes in demographics, technology and globalization. But those employees are already busy staffing the growing demands of strategic initiatives.
  2. Adult learning models should be the foundation of your training programs.
  3. Traditional adult development theories must expand to include integrative learning models.
  4. Self-directed learning must integrate new transformational approaches that provide for content delivery and experiential learning.
  5. The impact of cognitive development processes on intelligence and aging can yield new and useful approaches to teaching and learning.

Try these eight steps to build a more flexible and integrated adult learning framework. 

  1. Identify self-directed approaches for employees to acquire knowledge, information and skills, and readily apply them to meet organizational outcomes.
  2. Create a learning environment that helps make sense of practitioner situations and allows for reflective dialogues to create solutions to problems and new knowledge.
  3. Sponsor internal networks, social media and gaming/simulation technology to distribute information.
  4. Define clear levels of learning that can be achieved by moving across boundaries. Examples of such boundaries can be small, medium, large projects or local, national, global projects.
  5. Leverage experts to instruct groups. If the organization is seen to value the role of teacher, others will want to teach as well, reinforcing a continuous cycle of development.
  6. Encourage learning on the job, so that an employee’s learning is based on understanding the effects of his or her actions in an environment.
  7. Launch communities of practice that are based on the influence of the community to develop the group expertise.
  8. Engage quick feedback through co-participation or co-emergence of learning based on everyday interactions through peers, leaders or certain situations.

New integrative learning approaches are required to increase project managers’ competence while motivating and sustaining older adult learners.

By applying these practices to critical needed competencies, organizations can create new capabilities to meet their strategic plans.

Posted by Peter Tarhanidis on: August 04, 2015 09:58 PM | Permalink | Comments (0)

What you need to know when tackling big projects

Transitioning from small to large projects can be daunting, but big projects are not necessarily more problematic. You are still using the same leadership skills. You should be continuing with the same oversight on details and risks. You should remain constant with communication flows—going back and forth with stakeholders.

The main area of concern for either size project is the scale you use. Here are three areas of measurement to pay particular attention to when moving to big projects.

Your workload will be different. You may choose to use fewer tools for a small project, while in a large project, the tools you choose to use will have more criteria to include. For example, you may not need a fully elaborated communications plan for a small project. For a large project, however, such items as messages to stakeholders will most likely have more approval reviews before distribution, and you will need to monitor this more closely. 

Project tasks will be viewed differently. The project plan could increase from 50 items to hundreds with more responsible resources to track. Dependencies, delays, milestones and deadlines could come from directions requiring more consideration. Plan negotiations of these more carefully, because Impacts could be more detrimental in a large project.   

The success of a project is worthwhile to the stakeholders no matter the size of the project. However, the budget and the planned vs. actual actions will hold more significance in a larger project. There will also be cause to celebrate a win for any size project. But in a large project, success or nonsuccess will most likely be more visible and hold a heavier weight. Be prepared to conduct more testing and verifications.

Ask yourself if less is more to be concerned about, or if more is less to be concerned about. Your answer should be in the measurement of the end result.

What do you find important to not overlook when transitioning from a small project to a large project and vice versa?
 

 

Posted by Bernadine Douglas on: July 21, 2015 08:08 PM | Permalink | Comments (0)

ICANN and the Need for Portfolio Management

By Wanda Curlee

The Internet Corporation for Assigned Names and Numbers (ICANN) oversees the Internet’s system of domain names, which include .com, .edu, .gov and .mil, among others. More broadly, the not-for-profit organization aims to keep the Internet “secure, stable and interoperable,” while promoting competition.

Unfortunately, for several reasons ICANN is in the midst of organizational change. ICANN’s current president and CEO announced in May that he’ll be leaving the organization next March, and the search for a new CEO will start soon. More countries are voicing their desire for free or low-cost Internet access and more domain name categories, while pushing their agendas. The disruptive potential of the Internet of Things is making ICANN leadership think as well.

All this change is driving change within ICANN—and creating a wonderful opportunity for portfolio managers.

ICANN needs to focus on strategic goals, which need to tie back to its charter. A strong portfolio manager should be able to assist the new CEO in pursuing and achieving strategic alignment. The portfolio manager will focus country representatives and those that work within ICANN to ensure that projects and programs meet a strategic need.

The organization may require more than one portfolio manager. There may be one master portfolio with several sub-portfolios focusing on specific strategies or goals. Alternatively, there may be several portfolios reporting straight into the C-suite.

The new CEO and other executives will provide strategic direction, and the portfolio manager should have their ear. While executives resolve strategic issues and travel to give presentations, work with governments and testify before government agencies, the portfolio manager is focused on driving strategic initiatives to the finish line.

The portfolio manager is the person at the helm turning strategic goals into results while making course adjustments when necessary. This is accomplished with a healthy governance structure, an understanding of the industry and environmental factors, and constant communication with the C-suite sponsor and major stakeholders.

I’ve focused on ICANN here, but this scenario is largely true for many organizations operating in the dynamic IT and telecommunications industries. The CEO and other executives' suite collectively serve as the captain, while the portfolio manager provides guidance to maintain a healthy bottom line while still achieving the organization’s strategic objectives.

 

 

 

Posted by Wanda Curlee on: July 17, 2015 08:23 AM | Permalink | Comments (2)

Want Strategic Alignment? Get To Know Your Sponsor!

by Dave Wakeman

If you read this blog regularly, you may have noticed that I’ve been focusing on strategy a lot lately. The reason is simple: The alignment between projects and strategy tends to be a significant driver of organizational success.

For this post, I want to focus on a crucial figure when it comes to alignment: the sponsor. In working to align projects and strategy, the sponsor really is the key to whether or not your efforts will be successful.

For this reason, it’s essential that project managers candidly communicate with sponsors. You need to understand how the project fits into the organization and how you can position your project in a way that will deliver on your organization’s strategy.

Here are three tips for optimizing sponsor relations.

1. Keep Pushing for Answers: We’ve all dealt with projects and clients that give us some variation of the classic line from our parents: “Because I said so.” That may have worked for our parents, but it won’t work too well for our careers.

As a proactive leader in your organization, you need to work with your sponsor to understand how the project fits into the organization’s strategy. For some of you, that may seem difficult, but if you frame the questions around wanting to understand where you may be challenged for resources or time, you can usually get the conversation started.

Other questions that will help you discover how well your project aligns with the organization’s goals are:

  • How high a priority is this currently?
  • I’ve read the requirements and goals, but I’m still unclear. What should the ultimate outcome of this project be?

2. Communicate Consistently: One of the big challenges of aligning strategy and projects is that you’re busy, your sponsor is busy, and your team is busy. This is no excuse for not communicating consistently. In fact, a constant stream of demands is a reason you should be communicating consistently—that way you ensure that no one’s efforts are wasted on something that is no longer relevant.

To make sure you communicate consistently with your sponsor, use the following framework:

  • First, set up appropriate reporting and meeting schedules with your team.
  • Second, take the time to digest the information gleaned from your team.
  • Third, adjust your actions and activities to reflect the new realities on the ground.
  • Fourth, set up a consistent time to brief and update your sponsor. Keep that appointment religiously.
  • Finally, get the sponsor’s commitment that important matters can and will be addressed quickly to keep the project on track.

3. Embrace Change: I’m sure that at one time or another we’ve all felt humiliated and downtrodden because our most dear project has been shut down for no discernable reason and we can’t get an explanation from anyone.

These situations are challenging. But you owe it to yourself, your team and your sponsor to embrace change. You also need to proactively address the change, positive or negative, with your sponsor. This will help you gain information that will allow you to make better decisions. But it will also encourage an open dialogue with your sponsor.

Also, proactively dealing with change can be extremely helpful in assisting your sponsor on new courses of action based upon the new information and the new realities that your projects face.

To accelerate your ability to embrace change, ask questions like:

  • How will this change impact our organizational mission?
  • Is this change happening because the project wasn’t in alignment?
  • Does this change provide an opportunity for us to embrace a new set of circumstances or new business opportunities?

I’m curious to find out how you handle these kind of strategic communications with your sponsors. Let me know in a comment below! 

If you enjoyed this post, make sure you sign up for my newsletters: I've now got 2. Once a week, I will send you an email about delivering value in your business. Daily, Monday-Friday, recieve the small business MBA where you will learn tools and techniques along with action items that will help you become more valuable to your business or the organization you work in. For either or both, email me at dave@davewakeman.com!  

Posted by David Wakeman on: July 15, 2015 02:25 PM | Permalink | Comments (6)

The 5 Ingredients for Getting the Best From Your Team

What’s the most important asset of your project? Your budget? A great project management tool? Your expertise and skills? They’re all valuable, yet the most important asset is your project team!

Projects are done by people, so success depends heavily on them. Imagine you have budget constraints; if you have talented and motivated people, they’ll find a way to move ahead.

Imagine you have an ancient project management tool; if you have the most reliable people, you might skip tracking the standard deviation of your project tasks’ duration estimates.

Imagine you’re relatively new to project management; if you have great team members, they’ll move the project ahead and drag you along till you get up to speed.

Now imagine you have an unmotivated, disorganized or poorly skilled project team. Regardless of how good the other project assets are, your job as project manager will be difficult and it’s likely your project will fail.

Sometimes as project managers, we neglect our most priceless asset—the project team. We focus too much on a project’s deliverables, the timeline, or making the end customer or sponsor happy.

Don’t get distracted. By treating your project team like any other asset of the project, you will be acting as a project administrator. By focusing on the quality, happiness and development of your project team, you will be acting like a project leader.

Here are five key ingredients for being a successful project leader and getting the best from your project team:

1) Motivation: Motivate and inspire the team by listening, mentoring, coaching, guiding and putting emphasis on people’s values. Establish a common set of values or a team credo.

2) Focus: Being busy with detailed project activities, team members might not see the forest for the trees—they might forget why the project is being done in the first place. Explain the focus by describing the end goal (the “what”). Articulate the benefits (the “why”) of achieving the project outcome.

3) Empowerment: Make your team members feel responsible for their work and accountable for the project success. It’s not just your project; it’s theirs too. Instead of assigning or delegating tasks, foster proactiveness and independence.

4) Skills Development: The daily project work should offer your team the chance to gain experience and develop expertise. Skills development during a project is a byproduct that is often neglected.

5) Appreciation: Throughout the project, take the time to appreciate and celebrate achievements. This will motivate the team and boost optimism and self-confidence, which will ultimately drive increased performance.

The ability to mix these ingredients into your team mark the difference between being a project manager and a project leader. A project manager will focus on the activities to be done and will assign them to people. A project leader will focus on the team and empower and motivate its members to achieve the project goals.

Are you a project administrator or project leader? How do you get the best from your team?

Posted by Marian Haus on: July 09, 2015 04:46 PM | Permalink | Comments (7)
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