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
Vivek Prakash
Christian Bisson
Cyndee Miller
Shobhna Raghupathy
Rex Holmlin
Roberto Toledo
Taralyn Frasqueri-Molina
Wanda Curlee

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The Case for Grassroots Communities of Practice

By Peter Tarhanidis

These days there is such a high influx of projects and such a demand for project managers, but such a limited supply of practitioners. How can companies help their project professionals improve their skills and knowledge so that they can work to meet that need?

Leaders deliver more results by sponsoring grassroots project management learning and development programs. Common approaches and best practices are shared across all levels of project managers—ranging from novices to practitioners. Therefore, if an organization has more employees who can learn to leverage project management disciplines, then the organization can meet the increasing demand, and are more likely to develop mature practices that achieve better results.

One type of grassroots effort is to establish a project management community of practice (CoP). CoPs are groups of people who share a craft or a profession. Members operationalize the processes and strategies they learn in an instructional setting. The group evolves based on common interests or missions with the goal of gaining knowledge related to their field.

For project managers, there is a specific added benefit of CoPs. They bring together a group who are traditionally part of separately managed units within an organization focused on strategic portfolios and programs.

CoP members develop by sharing information and experiences, which in turn develops professional competence and personal leadership. CoPs are interactive places to meet online, discuss ideas and build the profession’s body of knowledge. Knowledge is developed that is both explicit (concepts, principles, procedures) and implicit (knowledge that we cannot articulate).

In my experience, I have seen CoP utilized in lieu of project management offices. The members define a common set of tools, process and methodology. The CoP distributed work across more participants, increased their productivity to deliver hundreds of projects, improved the visibility of the members with management and positioned members for functional rotations throughout the business.

Which do you think drive better performance outcomes—establishing hierarchal project management organizations or mature project management disciplines through CoPs?

Posted by Peter Tarhanidis on: September 21, 2016 07:46 PM | Permalink | Comments (3)

Why Email Is Not Your Friend (part 2)

By Christian Bisson, PMP

In my last post, I discussed why you should manage projects via project management tools rather than via email. Let’s imagine you’re making the transition—a wise choice, congratulations! But it may not be smooth sailing as you embed the tool into day-to-day team life.

This post talks about challenges you might encounter a long the way, and how to address them.

1. Cannot use the tool

Not everyone can pick up a tool and learn how to use it on their own. And more often than not, training given to people is not fine-tuned to each individual’s needs.

Some will struggle, meaning they will avoid the use of the tool and revert back to emails or other means to get their work done. In this instance, you might even be asked to stop using the tool yourself because others struggle.

Although abandoning the tool might seem like a quicker way of fixing the issue, it’s actually addressing a symptom, not a cause. Avoiding the use of the tool is not going to be beneficial to anyone long-term.

Instead, take the time to help anyone who struggles, or prepare customized training for your team members. Ask them where they are having trouble, and show them how they can achieve what they need to do.

2. Annoyed by notifications

Oddly, one recurring complaint of using a project management tool instead of emails is receiving too many emails. For instance, when people comment within a task, the tool might email once per comment.

There are two ways you can mitigate the amount of emails:

  • Guide people toward their notification settings so they are configured to meet their needs. Some like to have lots of emails; others prefer to use activity feeds or a notification dashboard within the tool.
  • A project management tool should not replace a conversation. Invite people to discuss issues in person or via a conference call instead of having 10 back-and-forth debates within an item of the tool.

3. Partial access or multiple tools

Many organizations work with more than one tool, which can be very effective in some cases. However, what often happens is that team members are confused because they do not know where to go to see their tasks. In addition, sometimes team members in other locations do not have access to the tool.

All this means the project manager struggles to manage all the work of a project since tasks can’t be assigned to everyone or tasks are split into different locations.

This can be tricky to deal with if the project manager cannot select tools and access. However, the objective is to have everyone on board use one project management tool only. This lets all team members know where to get the information they need and allows the project manager to have a complete view of the project in one place.

4. Email lovers

There are some who feel they cannot live without email. Even when the project management tool has all the information and properly archives it, some team members still want that information emailed to them. Project managers should not resort to sending information within the tool and also sending an email to that person, which is duplicated effort for nothing.

In these cases, it is important to show the person that the same objective can be met with the tool. Show him or her how to access the information easily and how to archive a project workspace if that is a long-term concern when closing a project.

Posted by Christian Bisson on: June 22, 2016 07:30 PM | Permalink | Comments (17)

What Do Next-Gen Project Leaders Look Like?

by Dave Wakeman

Care to do a little thought experiment with me? Let’s imagine what the new and improved next-gen project leader should look like. And let’s come up with a few key attributes that would make this new and improved project leader successful.

Here are a few of my ideas about how to achieve success in the future of project management:

1. Emphasize strategic ownership of your projects and your role in the organization.

I know that I’ve been hitting a constant drumbeat over the last few months about the need for project managers to become more strategic in their thinking and their actions. For good reason: As our businesses and organizations become more project-focused, the need to think and act strategically becomes a key factor in our success or failure.

One way you can jump on this before everyone else does is by always taking the initiative to frame your projects in a strategic manner when dealing with your sponsors and key stakeholders. Work with sponsors on ways that you can manipulate and focus your projects strategically.

2. Less domain knowledge and more business acumen.

The project management role in an organization has changed. Even in industries that have long embraced project management principles and the job title (e.g., IT), technical knowledge aspects have become less important because of specialization.

What has replaced the emphasis on specialization in the project manager’s role? An emphasis on strategic thinking and business acumen. This is likely to accelerate to become the new normal.

You can take advantage of this trend by working to think about your projects as tools to increase the value of your company and its products and services to your customers and prospects.

3. Communicate or die.

This last point shouldn’t be a surprise. Being a good communicator has been the differentiator between successful and unsuccessful project managers as long as project management has been a thing.

But as our world becomes more interconnected through technology, with teams dispersed across continents instead of floors, the ability to effectively communicate is going to be more and more important. And the ability to be that communicator is going to have a bigger and more meaningful impact on your career and your success in your organization.

What qualities do you think next-gen project leaders require? Please post your comments below! 

By the way, I write a weekly newsletter that focuses on strategy, value, and performance. If you enjoyed this piece, you will really enjoy the weekly newsletter. Make sure you never miss it! Sign up here or send me an email at dave@davewakeman.com! 

Posted by David Wakeman on: May 23, 2016 10:14 AM | Permalink | Comments (2)

How to Think Big While Managing Small Projects (Part 2)

 

 

By Kevin Korterud

 

My last posthttp://www.projectmanagement.com/blog/Voices-on-Project-Management/20344/ offered two tips for project managers who want to develop a big-project mindset while executing small projects: leverage support resources and implement quality assurance practices. But why stop there? Here are two more.

 

1. Understand Change Management     

It’s easy to think small projects don’t require many business change management activities. But even a project that has a modest projected budget could face unforeseen change management activities.

 

For example, I worked on a project several years back that was straightforward to implement but required specialized support for remote locations. The original project budget estimate had not considered this.

 

Even for projects of modest size, project managers should examine the need for business change management activities such as business process transitions, different types and levels of training materials, and measuring the timely adoption of the functionality the project creates.

 

2. Validate the Project’s Complexity and Forecasting    

Project managers running small projects are often handed a budget and schedule that allow for neither timely nor successful implementation. This usually comes about from poor estimation processes that don’t take into consideration the necessary complexity analysis typically found on big projects.

 

This in turn can create budget and schedule errors of a much larger percentage than the small project can absorb. In addition, small project schedules can be affected by adjustments of large projects if they share a project or technical dependency, which creates unanticipated impacts to schedule and budget.  

 

Project managers can save themselves a lot of future pain by initially confirming the complexity assumptions for the project before proceeding. In addition, project managers running small projects still need to undertake the same level of forecasting rigor found on large projects: resource availability, work planning, milestone progress, cross-project and technical dependencies, business outage windows and other considerations that can more greatly impact a small project.    

 

When project managers “think big” on small projects, it allows them to be successful no matter the size of the project. Do you have any advice for project managers running small projects on how to think big?

 

Posted by Kevin Korterud on: May 06, 2016 05:26 AM | Permalink | Comments (4)

Why I’m Glad I Got My PMP

By Conrado Morlan

Over the years, I’ve had many discussions about whether project managers should pursue the Project Management Professional (PMP)® credential. Some people argue that extensive experience is much better than the knowledge they can acquire through the PMP credential.

I appreciate the value of my counterparts’ experience and respect their opinions. Before I earned my PMP certification, I shared their views. But while studying the PMBOK® Guide—my employer required all project managers to be certified within six months of hiring—I found that my experiential knowledge was enhanced by the new tools and techniques I learned about. I wished I had known about them during previous projects.

My eyes were also opened by a quote from Lewis E. Platt: “The danger of success is to think what made you successful in the past will make you successful in the future.

The project management profession, like many others, evolves constantly. As a responsible practitioner, I need to keep my skills and knowledge current by reading the latest PMBOK® Guide edition, as well as being familiar with evolving methodologies and standards in project management.

Here’s an example of why not keeping up with the latest publications and standards can be problematic. I often hear people talk about the “triple constraint.” But that concept is not in the latest edition of the PMBOK®. Nowadays, project management is a strategic competency for organizations. It enables them to tie project results to business goals—and thus, better compete in their markets.

Finishing a project on time, on budget and within scope doesn’t necessarily help an organization meet its business goals. Today, organizations need to respond quickly to internal and external influences, which may lead to sudden changes in scope, budget, and schedule.

The need for competent project managers will persist—PMI projects  that between 2010-2020, 15.7 million new project management jobs will be created in just seven project-intensive industries.

Organizations no longer look for project managers with technical skills only. They’re looking for people whose technical skills are complemented by business, strategic management, and leadership skills.

The project management profession is changing, and pursuing a certification makes it more likely that you’ll stay up to date with the times.

What’s your view on the value (or lack thereof) of the PMP certification? Share your thoughts below.

Posted by Conrado Morlan on: March 30, 2016 08:01 PM | Permalink | Comments (8)
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