by Kevin Korterud
The technology found in today’s automobiles is simply amazing. Front and side traffic radar units, anti-dozing head movement detectors, driving timers that alert drivers when they should stop for a break — all good examples of accident prevention mechanisms.
Projects to some degree are like automobiles: They are on a journey to deliver passengers (the project team and stakeholders) to a pre-determined destination. However, despite the introduction of many modern project management technologies, research shows that we continue to experience project accidents. These accidents result in extensive and costly rework to get a project back on track.
I think part of the solution to avoid these potential problems is to borrow from recent automobile technologies as a way to detect troublesome signals. These signals are not readily perceivable from traditional project management methods.
Here are a few examples of anticipatory signals that portend the onset of a skid that often leads to a project accident.
A core competency of a project manager is to determine the schedule, budget and progress trajectory of a project. The project forecast is essential to determine where the project will finish for these measurements. Schedule, budget and progress forecasts from team members that exhibit great degrees of change over prior reporting periods are indicative of trending to an accident. This downward spiral is exacerbated when the forecast measurements come with great uncertainty; e.g., “I don’t know what this will take to finish.”
Several techniques can be employed to reduce the volatility of forecasting. Some of these techniques include initiating a peer review of the forecast with another project manager or supplier subject matter expert, as well as pausing the project to recalibrate the forecast in a dedicated working session. Taking time to implement these and other techniques to mitigate forecast volatility will get the project back on track before an accident.
2. Static Project Status
Project status reports can offer a tremendous amount of value to a project manager. They accumulate both qualitative and quantitative data that sheds light on the current project state. But, despite the visibility status reports provide, they’re just a snapshot. That limits their ability to show progress trends. In addition, a project status report that does not show content changes week over week indicates that the project is likely stalled and headed toward an accident.
To increase the anticipatory value of a project status report, introduce trending and predictive data for risks, issues, deliverables and milestones. This allows the project team to determine what level of progress has been achieved, as well as what progress to expect. It also better positions the project manager to escalate mitigations to avoid an impending project accident.
At the beginning of a project, stakeholder engagement and enthusiasm is typically high. This is not unlike the start of a road trip. But, as time passes on a project, the level of enthusiasm and engagement can begin to wane. Stakeholder engagement over time will face tough tests from project risks to resource challenges to dependency conflicts. Each can sap the energy levels of stakeholders. This leads to passive engagement at best and complete disengagement and absenteeism at worst.
To keep stakeholder engagement at the proper level, stakeholders need to be treated like any other resource on a project. Their time needs to be managed in work plans to avoid oversubscribing their capacity. In addition, their work should be focused on higher value activities that promote project progress. Providing the team access to project support staff to maximize productivity also helps further stakeholder engagement and leads to persistent engagement.
Perhaps one day in the future there will be technology solutions that provide anticipatory signals for projects headed for an accident. Until that day comes, however, project managers still need to think organically and look for hidden signals of dangers to project budgets, schedules and progress.
What do you see as the leading indicators that a project is trending toward disaster?
High-Performance Teams Are Purpose-Driven
Education and Training,
Human Aspects of PM,
New to Project Management,
Nontraditional Project Management,
Reflections on the PM Life,
Categories: Benefits Realization, Best Practices, Career Help, Change Management, Communication, Complexity, Education and Training, Facilitation, Generational PM, Human Aspects of PM, Human Resources, Innovation, Leadership, Lessons Learned, Mentoring, New to Project Management, Nontraditional Project Management, Program Management, Project Delivery, Project Failure, Reflections on the PM Life, Risk Management, Stakeholder, Strategy, Talent Management, Teams
By Peter Tarhanidis, Ph.D., M.B.A.
Program teams should collaborate like a world-class orchestra.
This ideal state of team engagement and performance requires the presence of several key elements, including an engaged sponsor, a governance committee, a project manager and a status dashboard to communicate performance.
However, maximizing this level of performance is especially challenging when working with cross-functional groups, external stakeholders and shareholders. This increases the complexity of the human performance aspects of team management.
I recall one assignment I worked on that required the team to design and build a new centralized model to bring together three different operations. The team was given two additional challenges. The first challenge was to consolidate disparate teams into two geographic centers. They also had to reduce the overall timeline from 18 months to 10 months.
These challenges exacerbated how teams were not working well with their counterparts. They quickly became dysfunctional and lost their purpose. The project was crashing.
Stepping into this situation I decided to conduct a stakeholder analysis. I used this approach as an intervention method to understand the underlying themes. The analysis revealed the team:
After reflecting on the team’s feedback, I realized that most members wanted to find meaning in their work. It seemed no one was developing their sense of shared purpose and putting their strengths to work toward this program.
I decided I needed to re-invest them as members of the team. To get the team back to performing well, I:
This approach strengthened the program and delivered on the challenges.
The lesson learned is, do not simply apply methods and approaches in complex program delivery. Manage the team’s purpose and establish shared values as an important driver of overall delivery.
How do you manage that purpose and invest in high-performing teams?
3 Tips to Enhance Your Leadership IQ
Education and Training,
Human Aspects of PM,
Reflections on the PM Life,
Categories: Benefits Realization, Best Practices, Career Help, Change Management, Communication, Communication, Complexity, Education and Training, Ethics, Facilitation, Human Aspects of PM, Human Resources, Innovation, Innovation, Leadership, Leadership, Lessons Learned, Lessons Learned, Mentoring, Program Management, Project Delivery, Project Failure, Project Planning, Project Requirements, Reflections on the PM Life, Risk Management, Roundtable, Social Responsibility, Stakeholder, Strategy, Talent Management, Teams
By Peter Tarhanidis
The boards I serve have common opportunities and challenges revolving around promoting a brand, balancing the operating budget and growing capital. Yet, while flawless leadership is expected, in actuality it is difficult to sustain.
As I reflected on why many organizations were challenged around execution, I realized that executives must improve their leadership intelligence around three key factors to enable success:
In my experience as a mentor and leadership coach, these tips can help align decision-making, leader accountability and stakeholder engagement to the needs of the customers, and improve the overall culture of the organization. As a result, the brand will come to life.
How have you improved your leadership intelligence?
In my last post A Better Path Forward For Federal Programs , I discussed how the Program Management Improvement Accountability Act empowers the Office of Management and Budget to create a program and project management strategy for the U.S. federal government.
The legislation also requires the heads of several U.S. government agencies—including the Departments of Agriculture, Department of Labor, Department of Commerce, Department of Energy and Department of Education—to designate one senior team member to serve as its program management improvement officer. In this role, the senior team member will be responsible for implementing program management policies established by the agency and developing a strategy for enhancing the role of program managers within the agency.
The program management improvement officer also has another set of responsibilities that I find particularly interesting. The law says the project management improvement officer must develop a strategy for enhancing the role of program managers within the agency. This includes expanding training and educational opportunities for program managers. This portion of the legislation creates a formal process for program managers to strengthen their existing competencies and allows project managers to develop into program managers (I once wrote a post on this topic).
Given the complexities inherent to contemporary program management, professional development initiatives will successfully prepare program managers for progressively larger delivery responsibilities. In addition, they will create an opportunity to centralize lessons learned on existing delivery programs for even more effective future program management.
Admittedly, when I first heard of this legislation, I was somewhat doubtful of its ability to influence program management results. However, after diving into the details, I’ve become an advocate. I’m excited about the new standard it will set for federal program delivery—and the prospects it holds for building similar program management capabilities in the private sector.
We may jest about the effectiveness of government regulations, policies and practices—but this legislation has the potential to significantly boost program management innovation in the public sector.
Do you believe the Program Management Improvement Accountability Act will spur program delivery improvements in your workplace?
By Conrado Morlan
Risk identification is one of the first tasks many project managers tackle when they’re assigned a new project. But identifying risks can’t be a one-time effort.
The risk log is a living document that needs to be scrubbed and updated on a regular basis. Future internal or external factors can always impact the project.
And while it may be natural to think of risks as negative, that’s not always the case. Risks can also present opportunities that uncover new project benefits or enhance the benefits that were originally defined.
Here are a few examples of risks—and opportunities—that emerged during a project and took me by surprise.
Force Majeure: The Eruptions of Eyjafjallajökull
The eruptions of Eyjafjallajökull in Iceland caused enormous disruption to air transportation across western and northern Europe in 2010.
While much of the media focused on air travel, freight-transport customers around the world also experienced parcel delivery delays.
At the time, I was deploying a regional project across the Americas for a global logistics firm. The project was put on hold so all employees could support the emergency effort to deliver parcels during the crisis.
The response plan rerouted flights originally scheduled for the hub in Germany to several cities in Italy where parcels were then transported via ground vehicles. And customer service representatives increased communication with customers about their shipment’s status.
In the end, the logistics company didn’t lose any customers and, in fact, many customers were pleased with how the force majeure was handled. The company also demonstrated to the customer the company’s effective emergency plan for crisis situations.
While this unforeseen risk delayed the regional project I was working on, I kept the project stakeholders informed frequently of the project team activities throughout the crisis and shared the actions to be taken to bring the project back on track.
Geopolitical Events: Fidel Castro’s Death
In December 2015, the United States and Cuba agreed to re-establish regularly scheduled flights, allowing selected U.S. airlines daily trips between the two countries.
During the first quarter of 2016, those airlines were launching projects to open new services to one or more destinations in Cuba. It was a daunting job. The projects would need to comply with U.S. and Cuban regulations. And information was not flowing rapidly between the two countries.
The airline I was supporting was awarded three Cuban destinations. But in November, while we were finalizing details for the first flight to Havana, we learned about Fidel Castro’s death.
During the mourning period, all communications with Cuban government officials and agencies were suspended. Trips airline employees working on the project had planned to take to Cuba were canceled.
The project team was uncertain what this delay would mean for the first scheduled flights to Havana. To address the potential risk, different scenarios that included the postponement and cancelation of flights were defined and mitigation plans were drafted for potential implementation.
After the mourning period, communications were restored and project activities normalized. Ultimately, the geopolitical event did not impact the scheduled flights, but it was a risk that could not have been anticipated.
As a project manager, what unforeseen risks have impacted your projects? How did you address and mitigate those risks?