Guessing is not a strategy: How to build decision velocity with AI and real-time data
June 10, 2026 | Live Webinar
Successful Project Review Meetings
| I recently attended one of the most focused and efficient project review meetings I've ever been to. It was conducted as a workshop to review the project recommendations proposed to the team. I wanted to share why I thought it worked so well. Picture this: There was a workshop organizer, who facilitated the meeting. We sat in a large room that could seat about 10-12 people. There were representatives from various suppliers. It was quiet and we were the only ones generating conversations in that space. No cell phones were allowed. The rules for the review, which were developed and distributed beforehand by the organizer, outlined how we would share our ideas, record decisions and deal with issues that arose outside of the agenda. All participants were reminded that on-the-spot decision-making was required. The purpose and the goal of the review were clarified. All participants had to either agree or disagree with each decision. If there was a disagreement, a discussion took place to clarify the requirements and bridge the gap to reach a final decision. Having senior decision-makers present allowed us to get through all the points with velocity. We were able to not only review the proposed changes, but also make policy decisions on the spot and discuss relevant details without doubts or assumptions. We recorded anything that needed further work, like the identified gaps, as actions. Project teams spend many hours in project meetings, especially when teams are not well connected in purpose, goals and operating as a group. As a result, these teams end up having multiple meetings before generating decisions. When sub teams within a project have their own meetings to work out their portion of a solution in a vacuum, for example, it's easy to spend a portion of a project time unproductively, without reaching important decisions. In general, I find that many meetings are often not as productive as they could ultimately be. They take place more frequently than this type of a focused workshop. What can you take away from this? Before the meeting or workshop consider setting expectations, be clear on the rules and format, and have each participant agree on how the meeting or workshop is going to be structured and what is expected from each and every one of the participants. What do you think is essential for a successful project solution or review meeting? Editor's Note: Deputy Secretary for the U.S. Department of Energy, Daniel Poneman, also discusses a successful approach to project review meetings in the final portion of his February 2011 podcast for PM Network® magazine. |
What Elevators Can Teach Us About Project Management
| People in elevators fall into two broad groups: One group walks into the car, pushes the button and waits for the control system to do its job. The second group has what I call Advanced Button Pushing Syndrome (ABPS). They believe that the more they push the buttons, the faster the elevator will move. Of course, second and subsequent button pushes add no value at all, but when an elevator arrives after someone pushed the button six times, they truly believe it made a difference. Some people need to feel in control, even if they aren't. ABPS can be found in the workplace, too. When a project is running behind schedule or over budget, it's the equivalent of a slow responding elevator. Project managers with ABPS may demand additional meetings or more frequent reports from the project team. Time and money could be better spent working on the project deliverables, but these resources are diverted to placate the manager's need for control --to the detriment of the project. Unfortunately, when the project is eventually delivered, the project manager believes all of the extra reports and meetings helped achieve the outcome. But correlation is not the same as causation. Unfortunately, there is no easy way of measuring how much sooner the project would have finished if the resources had not been diverted by the manager's ABPS. This isn't a clear-cut situation. It's easy to go from requesting useful information that will help inform decisions to a situation where the requested reports and meetings are actually counterproductive. The next time you are considering requesting more reports or extra meetings, think about ABPS. Will the diversion from the project's work be constructive or detrimental? Do you know of project managers who suffer from ABPS in the workplace? How did it affect the project outcome? |
Mobile Project Management
Categories:
Nontraditional Project Management
Categories: Nontraditional Project Management
| Emerging technologies are changing the dynamics of project team leadership and communication. And the way people have begun using mobile platforms is presenting some challenges. Prior to 2006, mobility had a very narrow landscape. Organizations that allowed their work force to have cell phones were usually restricted to one carrier, platform and equipment model. The majority of these phones were used for e-mail and conversations. Fast-forward to January 9, 2007 and the introduction of the iPhone, which introduced users to a world of new mobile capabilities. While users immediately wanted to start using the iPhone at work, IT, security and cost issues made it impossible for many to do so. And to compound the problem, additional devices continued to appear with exciting, productive new features. Over the last few years, many organizations have caught on and begun to take advantage of these mobile work force capabilities. Such resources have introduced many intriguing possibilities for project managers as well. But this also means that now project teams are working across multiple platforms with unique requirements and configurations, which can cause performance and compatibility issues. Some organizations are taking such steps as implementing mobile application program interface (API) layers in their infrastructure, referred to as "Mobile Enterprise Application Platforms" (MEAPs). They allow users to run software shells on their devices and overcome platform differences while providing access to disparate tools. Other organizations have simply decided to continue to limit their work force to one standard device, choosing to take advantage of some new device capabilities and sacrifice others. Because this challenge is in its infancy, we've yet to see a solution. Can all of your mobile project team members effectively interact with conflicting mobile platforms? If not, do you have a plan to mitigate this? How is this situation affecting your project team? |
Know Your Project Team Members
| One of the first steps you should take as a new project manager is team reconnaissance. And the most valuable information you can get at this stage is how your team members feel about their projects and the process of project management. Once you get past the pleasantries, ask each team member what they think of the current project slate. Are there too many projects or not enough? Which projects do they find interesting? Which ones do they feel are wastes of time? Take the time to find out how well your team thinks projects have been run in the past. You'll get your best information from the people who actually did the work. Find out what did and did not work. Find out if your team members understand why some projects were championed and others canceled. This inquiry will show if they understand the sponsor's decision-making process. You'll also learn how far removed team members are from project sponsors (or decision makers). Dig to see if members "get" what their role is in the implementation of projects. This shows whether they understand how they fit into the project management process and how important they are to the completion of successful projects. These meetings don't have to be interrogations. Grilling team members with too many questions at once may put them off. Slowly uncovering your team members' perceptions puts you in a better position to refine your approach. You can also gain buy-in for your approach, especially if you've sensed some reluctance to accepting a standardized project management procedure. When you find out how far removed your team members feel from projects and processes, you'll be able to make an impact right away. By serving as the connection between the project team and the sponsors, you not only position yourself as the "go-to" person for information -- you also become the voice of the project. You can filter information from the sponsors to team members and take team members' feedback to the sponsors. By doing a little investigating, you may find that it's the first time anyone has listened to the opinions of the team. And as a new project manager, showing the team that you've heard them will take you a long way. How have you gotten to know your new team? |
Project Planning for Career Success
Categories:
Career Development
Categories: Career Development
| In my December 21 post, I suggested that to have successful careers as project managers, we must manage projects effectively. And that depends on solid planning. Imagine two project teams, Team A and Team B. They take on exactly the same work. Team A does a poor and hasty job of planning, and the project manager commits to complete the work in 12 months, at a cost of US$1 million. Team B does a more careful job of planning, and the project manager commits to complete exactly the same work in 14 months, at a cost of US$1.2 million. Teams A and B deliver precisely the same result, at the same cost, in the same amount of time. Total project duration: 13 months. Total project cost: US$1.1 million. But consider how they're evaluated: "Project Team A Exceeds Budget by $100,000, Delivered Late. Project Manager is Fired." "Project Team B Delivered Early and Under Budget. Celebration in Honor of Project Manager." The essential difference between a well-managed project and a poorly managed one is, in my estimation, entirely in the planning. Planning is about the creation of expectations. In this case, expectations were created and then either fulfilled or not, with all other factors being equal. What do you think: Does successful project planning create a successful project management career? |