By Conrado Morlan
I’ve been running for eight-plus years—ever since my son suggested I do a half marathon in San Antonio, Texas, USA. So when a friend suggested I try a triathlon, I was ready for it. At that point, three years ago, I had 10 full marathons and 15 half marathons under my belt.
The triathlon includes three disciplines in a single event: swimming, cycling and running. It was the athletic challenge I needed, similar to the professional challenge I encountered when I moved across industries to keep leading and managing projects.
To get ready for the triathlon, I had to go back to the pool and start swimming after a long time away. I borrowed a road bike from a friend to start the formal training. We worked out on our own on weekdays and as a team on weekends.
That first experience transformed me into a triathlete enthusiast, which led me eventually to the Ironman 70.3. The "70.3" refers to the total distance in miles covered in the race, consisting of a 1.2-mile swim, a 56-mile bike ride, and a 13.1-mile run.
The short distance triathlons helped prepare me for the Ironman 70.3. And as I’ve come to realize, learnings I’ve made along the way also apply to project management. These are my three main findings:
1. Expertise and Experimentation
Mastering all three disciplines in a triathlon can be difficult. My background is in running, but I was new to swimming and cycling. My coach gave good tips and workouts that helped me manage my bicycle on hills, navigate sharp turns and use all of my leg muscles to have a better stroke.
For swimming, I followed my instinct and experimented with the breaststroke. I soon felt confident in the pool and gradually in open waters. My experiment worked out, as I finished my swim in the Ironman 70.3 about 20 minutes ahead of the cut-off time.
As a project management practitioner, you may have mastered an industry-standard methodology and need to catch up with the new trends. In the triathlon, you may not transfer skills from swimming to cycling or running, but in project management, you can.
Communication, time management, and people management are required regardless of the methodology or best practice that will be used in the project. This gives you room to experiment. At project checkpoints, you can inspect, adapt and make the required changes to improve your project and be successful.
2. Transition Is Key
The transition is where the triathlete moves from one discipline to another, changing equipment. The area should be prepared in advance, with the gear set up in a way that helps the athlete have a smooth and fast transition. The time spent there may define the winner of the competition.
I would compare the transition area with the risk registry. The more prepared the project manager is, the less impact there will be to the project. The “gear” in your risk register will include the most impacting risk(s), the risk owner and the actions required to mitigate the risk if it arises. It’s a working registry, so the project manager should keep adding risks during the project as required.
3. Anybody Can Help You
A triathlon is not a team event, but that does not restrict the triathlete from getting support from others. Before the competition, the athlete may have followed a training plan supported by a coach, they might have been mentored by fellow triathletes and, last but not least, they likely benefited from family support.
It’s common for some triathletes to have a race sherpa on the competition day. The athlete and sherpa will discuss beforehand what tasks each will take on during the race. In short, a race sherpa will lend a hand whenever necessary and cheer for the athlete during the competition.
As a project manager, you have your project team, stakeholders and sponsor(s), but that does not restrict you from getting help from people outside the project. You may have an internal or external mentor, somebody in your organization who can be influential and help you address issues. I used to have a list of people in the organization I contacted in advance. I let them know about the project and asked them if I could ask for support if needed. That simple action helped me on several occasions when I faced a challenge.
If you are an athlete and a project manager, what lessons have you learned from practicing your favorite sport? Please share your thoughts below.
Unlock the Value of Artificial Intelligence
Calculating Project Value,
Nontraditional Project Management,
Categories: Agile, Benefits Realization, Best Practices, Calculating Project Value, Change Management, Complexity, Innovation, Leadership, Leadership, Nontraditional Project Management, Portfolio Management, Program Management, Project Delivery, Project Planning, Project Requirements, Roundtable, Strategy
By Peter Tarhanidis
Artificial intelligence is no longer a tool we’ll use on projects in the future. Right now, many organizations are formalizing the use of advanced data analytics from innovative technologies, algorithms and AI visualization techniques into strategic projects.
The maturity of advanced data analytics is creating an opportunity for organizations to unlock value. The McKinsey Global Institute estimates AI’s global economic impact could climb to US$13 trillion by 2030.
As an example, in the healthcare industry, Allied Market Research reports rising demand for data analytics solutions due to the growth in data from electronic health records, among other factors. The global healthcare analytics market was valued at US$16.9 billion in 2017, and the report forecasts it to reach US$67.8 billion by 2025.
The Evolution of AI Maturity
Everyday examples of these solutions range from simple automated dashboards, remote check deposit, Siri-like assistants, ride-sharing apps, Facebook, Instagram, autopilot and autonomous cars.
Tips on Successful Transformation
As a project leader, take these steps to avoid key pitfalls:
Please comment below on what approaches you have taken to enable advanced data analytics in your role or in your organization.
There are fundamentally two types of organizations: functional and projectized. Of course, between those there are various combinations of functional and projectized in the form of matrix and hybrid.
Every organization type has its own advantages and disadvantages, but from the project point of view, functional organizations are most challenging, due to their focus on individual functional work.
A typical functional organization has departments like R&D, operations, procurement, human resources, quality assurance and—on occasion—project management. Each department focuses on its own area.
The challenge is, projects are often multifunctional, crossing various functions and requiring contributions from all departments. In a typical functional organization, there is no one who looks after projects end to end and connects all the dots. A project manager has little authority over the resources of other departments. All told, this results in several challenges:
Despite all these challenges, a project manager still has the responsibility to make the project successful. How can they do this?
Let’s discuss some tools and techniques that a project manager can use:
Until you get to know the stakeholders and analyze their engagement, a project cannot be successful. The communication strategy is key to bind stakeholders, and any communication strategy without proper stakeholder analysis will be ineffective. Moreover, it will lead to chaos.
A project launch, the kickoff meeting is an important event and may decide its fate. It helps in onboarding functional managers, securing their buy-in and building trust. Take time to ask each functional manager what they want from the project in order to support it.
The project will become a struggle if trust is not built among stakeholders, especially in a functional organization. The kickoff is the starting point. Project managers need to build transparency and create opportunities for networking and exchanging ideas. Keep functional managers informed about project progress and seek their help when required. In turn, offer help when they need it. A helping mind set could be key to build trust.
In a functional organization there is a fair possibility that people on the project work in silos. Therefore it is important for the project manager to create networking opportunities for greater interaction among contributors and supporters. Informal networking events could be more effective.
Due to the different goals of independent functions, varied personalities and the loosely coupled structure of functional organizations, different functional managers may have opinions that differ from the project manager’s. To get a functional manager’s buy-in, conflict management skills are essential. Please refer my post The Techniques That Don't Resolve Conflict. A project manager has to find a solution where both the functional manager and project manager feel they’re winning and achieving their goals.
Communication is an underlying skill required to apply all the tools we’ve discussed so far. A project manager has to focus on two aspects: establishing an information system and ensuring effective interaction with team members and stakeholders. A project management information system keeps stakeholders informed and fosters collaboration. Effective interaction requires active listening skills. Here, refer to my posts Listen Up and 8 Steps for Better Listening. Listening skills help you understand others better, do stakeholder analysis, make up your mind and thereby communicate effectively.
I’d love to hear from you: How do you drive your projects to success in a functional organization? I look forward to reading your thoughts.
By Ramiro Rodrigues
A great deal of effort is often put into a project kick-off meeting—so why isn’t that visibility just as important on the other end of the project?
What is a project closing party?
A project closing party is an event that intends to provide visibility and recognition to the main professionals involved in a completed project. Obviously, there is no sense in celebrating a project that got aborted or that didn’t reach its main goals and targets. So, we are talking about those projects that managed to get to end with the best combination of its intended results.
Within this proposal, it is reasonable to say that what will drive the size of the closing event will be the size (and budget) of the specific project, since it is necessary to achieve coherence between these variables.
What are the benefits?
I see two arguments for hosting these events at the end of a project—one strategic and one motivational.
On the strategic side, a closing party brings visibility to the executing organization (and, if applicable, the hiring organization) that the project has reached its predicted goals. It will help to reinforce to those at the strategic level of the organization that the team is capable and reliable.
From a motivational standpoint, these events will help recognize the efforts of the project team.
How should they be executed?
If you think a closing event could benefit your project efforts, here are some tips to abide by:
Done well, events like a project closing party can have positive repercussions on your next projects.
Do you regularly host or attend closing events at the end of your projects? I’d love to hear your thoughts!
by Ramiro Rodrigues
Project managers: Are you sometimes looking to make plans faster but without being superficial and therefore riskier to the project?
Developed in the 1980s, design thinking is a structured mental model that seeks the identification of innovative solutions to complex problems. Although the concept has existed for decades, it’s only made its presence known in the corporate environment over the last 10 years.
Swiss business theorist and author Alexander Osterwalder similarly sought to accelerate collaborative reasoning when he introduced the Business Model Canvas. Canvas helps organizations map, discuss, rework and innovate their business model in one image.
But a series of proposals for the use of the Business Model Canvas for various purposes outside of business models has also appeared — including innovation, corporate education, product development, marketing and more.
For project professionals looking at alternatives to developing quicker and more collaborative planning, Canvas may sound like a great option. Of all the proposals that come up for the use of Canvas in a project environment, integrating stakeholders may be the best. Canvas brings stakeholders into the process and will help to minimize resistance and increase collaboration, resulting in a better proposal for planning problems and making the project more aligned to the interests of organizations.
But while the arguments put forward for Canvas all seem positive, there is still a dilemma: Can Canvas fully replace the overall project plan and the planning process? Is it possible to do without a schedule of activities, a detailed cash flow, a matrix of analyzed risks — just to limit ourselves to a few examples?
That is probably too extreme.
The general sense is that the integration of Canvas with specific planning — such as the cost plan and the risk plan — is the most productive and generates the best results.
It may be worth asking your project management office for their thoughts.
Have you ever used a Canvas for your project planning efforts? If so, what tips can you share?