Project Management

Lockdown! Just Like That Everything Changes (Now You Lead)

From the Eye on the Workforce Blog
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Workforce management is a key part of project success, but project managers often find it difficult to get trustworthy information on what really works. From interpersonal interactions to big workforce issues we'll look the latest research and proven techniques to find the most effective solutions for your projects.

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Just like that things can change. When you are the project manager you are expected to respond, even if the source driving the change is far from the boundaries of your project. Even if the source is a global pandemic. The right response makes all the difference. The wrong response can be deleterious to the project and to your career. Being a leader means responding appropriately even when you are not sure which direction to go.

The situation is not as fraught as it seems, though. The fact is that you do not have to have all the answers to be a good leader. You can have the same questions as everyone else. To be a leader in a situation like this you have to use a different set of skills, those that are useful in the transition period between discovery of the change and when the response is clear.

What I have for you here, then, are some tips about what is important now and how to do it. After those tips are links to articles I have written previously that should also be useful now. I will continue to add new tips helping you respond to the global pandemic with links to useful articles and posts from the past.

Be a Good Listener

One of the most useful things you can do now is be a good listener.  Make your team members feel valued and listened to. Listen without comment or judgement to complaints, stories, ramblings and so on. Just being able to vent will help workers "process" what is happening and to later focus better on next steps. Showing empathy is a sign of a good leader and will gain support of your team.

Talk to individuals to find out what specific questions they have, what guidance they need. Groups often don't allow individuals to be open with comments. Use the phone to better pick up on verbal queues and respond clearly.

Projectmanagement.com just had a monthly theme of leading-edge trends. Showing empathy is an increasingly desirable trait. There is no better time than now to display your ability in this area. For example:

  • Be calm and forgiving
  • Give plenty of positive feedback
  • Respond to individual personal situations
  • Add plenty of time to handle errors
  • Find answers to questions that your team has and report back to them

More articles of mine that will help you display leadership during this time:

https://www.projectmanagement.com/articles/265000/The-Virtue-of-Patience

https://www.projectmanagement.com/articles/268526/Maintaining-Engagement-as-Part-of-Change-Management-

https://www.projectmanagement.com/articles/263095/Control-Techniques-for-the-Workforce--Dealing-With-The-Unsaid-

Use a Resource Schedule

A resource schedule is a valuable tool when a major event changes availability of resources especially when these changes are drastic. A resource schedule provides you with a list of resources and dates when each are supposed to be working on your project. It is a valuable guide to help you determine the impact of any constraint you have. The more drastic the change or constraints, the more useful it is. It also becomes a source of objective information for you to generate resource-related reports from your project.

You may have a resource schedule which is captured in a spreadsheet or on some type of project management or resource management application. This is a more formal rigorous method and will help you manage changes or manage conflicts due to an extension of your schedule

If you are not managing a project with such rigor and formality, then start one now. List all project team members in a column on the left and, to the right, add columns that show at least week by week. Add details for availability that you know, whether people are available or not.

Everything else is clearly what you don’t know. Do some research to fill in blanks but expect there to be gaps during major change. Maybe you cannot contact an individual or group for whatever reason. All this is important for your analysis and objective reporting of status.

Keep Learning as You Work

I’m sure you need many options for guidance now. I did some research on my previous articles that may be relevant to your particular situation in this global rolling event.

These are articles related to managing virtual teams better:

https://www.projectmanagement.com/articles/426745/Celebrate-More-with-Virtual-Teams

https://www.projectmanagement.com/articles/378912/Tactics-for-a-PMs-Consultative-Approach

https://www.projectmanagement.com/articles/305586/Three-Tactics-to-Improve-Performance-Through-Influence

https://www.projectmanagement.com/articles/282737/Build-a-Virtual-Team-Work-Infrastructure-to-Avoid-Collaboration-Misfires

You will have to have productive and constructive conversations with your sponsor and stakeholders during this period, so here are articles related to doing that better:

https://www.projectmanagement.com/articles/286674/Tips-for-Better-Sponsor-Interactions

https://www.projectmanagement.com/articles/295709/Communication-Before-Big-Project-Change--Part-1-

https://www.projectmanagement.com/articles/297019/Communication-Before-Big-Project-Change--Part-2-

https://www.projectmanagement.com/articles/288977/Your-New-Priority--Retaining-Project-Workers

Here are two articles connected to problem solving better. You can imagine that there will be a few problems to solve.

https://www.projectmanagement.com/articles/613499/Promote-Creativity-for-Better-Team-Problem-Solving

https://www.projectmanagement.com/articles/284673/Four-Steps-to-Solving-Problems---Despite-Being-an-Outsider

Last but not least, see posts on this blog after you filter on Change Management.

Stay safe!

 

Posted on: April 09, 2020 07:56 AM | Permalink

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