Voices on Project Management

When facing a challenge in a project or during the evolution of your product, it's natural to look for quick solutions that can help you move forward. However, this approach can lead to "patching" the symptoms rather than addressing the root cause of the problem. 

In the context of agile software development, a good example of patching that I see trending is relying too much on the Scrum Master as a "Swiss army knife," where any problem is fixed by expecting them to compensate in some way.

While it's true that the Scrum Master is a versatile member of the team, it's important to remember that their primary responsibility is to facilitate the Scrum framework, not to be a jack-of-all-trades.

Instead of treating the Scrum Master as a catch-all role, it's crucial to find the core problem that's causing the challenge and address it directly. This may require some investigation, analysis and collaboration among the team members, but the payoff can be significant. By identifying the root cause, you can avoid repeating the same issue in the future, improve the overall quality of the product, and increase the team's productivity and morale.

So, how can you find the core problem when facing a challenge? Here are some steps that can help:

1. Define the problem. Start by clarifying what exactly the challenge is that you're facing. Is it a technical issue, a communication problem, a misalignment of expectations or something else? Write down a clear and concise description of the problem that everyone can understand.

2. Collect data. Gather information about the problem by talking to stakeholders, reviewing documentation, analyzing metrics or conducting user research. The goal is to get a holistic view of the problem, its impact and its potential causes.

3. Analyze the data. Once you have collected the data, you need to make sense of it. Look for patterns, trends and insights that can help you identify the root cause. This may require some critical thinking, brainstorming or hypothesis testing.

4. Validate the hypothesis. Once you have a working theory of what's causing the problem, test it by gathering more evidence, conducting experiments or soliciting feedback from the team. The goal is to confirm or refute your hypothesis and refine your understanding of the problem.

5. Address the root cause. Finally, once you have identified the core problem, take action to address it directly. This may involve implementing a new process, fixing a bug, improving communication or changing the team's dynamics.

Conclusion
By following these steps, you can avoid the temptation to patch the symptoms and instead focus on solving the core problem. This not only benefits the current project/product, but also builds a culture of continuous improvement and learning that can help the team succeed in the long run. 

So, the next time you face a challenge, resist the urge to rely on the Scrum Master as a Swiss army knife and instead use their expertise to facilitate the process of finding the root cause.

How do you deal with challenges?

By Yasmina Khelifi, PMI-ACP, PMI-PBA, PMP

We’re one quarter into 2023, and hectic days are succeeding. Routine is back as you keep your nose to the grindstone.

But stop for a moment and ask: What do you envision for yourself as a project manager for the coming year? You may have (or become) a mentor, or you may have a personal board of advisors.

Ultimately, you are the origin of your own change. To help you take the reins, I'm sharing three ideas to level up your leadership:

1. Embrace passion and diversity. You may have been in the same role for a while, or with the same team—and entrenched in routine. Ask yourself these questions:

• What energizes you with work? This can be something related to technology, innovation, new problems to solve, new ways of working, etc.
• Are you taking advantage of the diversity on your team? Teams can be diverse by age, gender, profession, knowledge, culture, academic backgrounds and more.

​​​​​​​​​​​​​​By embracing your passions and the knowledge that comes from diversity, you can unleash fresh energy because you’ll get new perspectives, meet new people and discover new environments.

If your day job doesn’t bring the novelty and diversity you need, look for other opportunities within your organization—or outside of it. What communities can you join? I joined a marketing community, and it has become a great source of creativity. You can also try new activities, like sports, music, or learning a new language. Who knows? You might discover new strengths you never knew you had.

2. Get involved—and go beyond. Regardless of the years of project management and leadership experience you have, you can make an impact through your knowledge and lessons learned.

For example, through my work, I was asked to talk at a high school about my job as a project manager. Not long ago, I would have considered the opportunity a waste of time—but it was interesting to hear the perspectives and questions of young people.

In another volunteer activity, I got contacted to present on project management to some students at a university. It was unpaid and involved some work and preparation. Before, I would have shirked the opportunity—partly because of my fear or not being able to answer all their questions, and partly because of the benefits (or my perceived lack thereof) that I could earn from it.

Now, I hesitate less as it is a way to give back and go beyond my day job. More importantly, it is a way to share my knowledge and learn how to present my expertise comprehensively. I just need to adapt my communication, which is a learning experience for me.

In both cases, it was a short one-off event. What about you? Are there conferences where you can help or present? Were you contacted by your alumni community? Did you ever accept or decline a similar engagement? What about volunteering in your community?

3. Ask for feedback. If you work in the corporate world, you most likely have regular performance reviews. Perhaps it is systematically done; and sometimes, it doesn't happen. And yet, feedback—both positive and negative—is a great way to uncover things you are not aware of. It can strengthen your brand—and more importantly, help you gain confidence. Do you take the opportunity to ask for feedback from your colleagues?

Many years ago, I took part in a 360-feedback assessment where the consultant sent an anonymous survey to colleagues. This year, I did the same by myself. I wanted to get new insights about the way I manage projects from a technical and behavioral point of view. I also wanted to see what strengths people identified for me. It didn’t take me long to create the survey. The outcome was insightful and gave me new improvement paths.

What other things have you planned to level up your leadership?

By Lynda Bourne

Agile in its various forms is becoming mainstream, and this means an increasing number of commercial contracts are being delivered by contractors who either choose, or are required, to use an agile methodology to create their contracted deliverables. While this is probably a good thing, this shift in approach can cause a number of problems. This post is a start in looking for practical solutions to some of these issues.

Two of the core tenets of agile are welcoming change to add value, and working with the client to discuss and resolve problems. While these are highly desirable attributes that should be welcomed in any contractual situation, what happens when the relationship breaks down, as it will on occasion?

The simple answer is that every contract is subject to law, and the ultimate solution to a dispute is a trial—after which a judge will decide the outcome based on applying the law to the evidence provided to the court. The process is impartial and focused on delivering justice, but justice is not synonymous with a fair and reasonable outcome. To obtain a fair and reasonable outcome, evidence is needed that can prove (or disprove) each of the propositions being put before the court.

The core elements disputed in 90% of court cases relating to contract performance are about money and time. The contractor claims the client changed, or did, something(s) that increased the time and cost of completing the work under the contract; the client denies this and counterclaims that the contractor was late in finishing because it failed to properly manage the work of the contract. 

The traditional approach to solving these areas of dispute is to obtain expert evidence as to the cost of the change and the time needed to implement the change. The cost element is not particularly affected by the methodology used to deliver the work; the additional work involved in the change and its cost can still be determined. Where there are major issues is in assessing a reasonable delay.

For the last 50+ years, courts have been told—by many hundreds of experts—that the appropriate way to assess delay is by using a critical path (CPM) schedule. Critical path theory assumes that to deliver a project successfully, there is one best sequence of activities to be completed in a pre-defined way. Consequently, this arrangement of the work can be modeled in a logic network—and based on this model, the effect of any change can be assessed.

Agile approaches the work of a project from a completely different perspective. The approach assumes there is a backlog of work to be accomplished, and the best people to decide what to do next are the project team members when they are framing the next sprint or iteration. Ideally, the team making these decisions will have the active participation of a client representative, but this is not always the case. The best sequence of working emerges; it is not predetermined.

There are some control tools available in agile, but diagrams such as a burndown (or burnup) chart are not able to show the effect of a client instructing the team to stop work on a feature for several weeks, or adding some new elements to the work. The instructions may have no effect (the team simply works on other things), or they may have a major effect. The problem is quantifying the effect to a standard that will be accepted as evidence in court proceedings. CPM has major flaws, but it can be used to show a precise delay as a specific consequence of a change in the logic diagram. Nothing similar seems to have emerged in the agile domain.

The purpose of this post is twofold. The first is to raise the issue. Hoping there will never be a major issue on an agile project that ends up in court is not good enough—hope is not a strategy. The second is to see if there are emerging concepts that can address the challenge of assessing delay and disruption in agile projects. Do you know of any?

by Dave Wakeman

Uncertainty feels like the main topic in a lot of my conversations lately. With economic signals being mixed, layoffs coming rapidly and a lot of political friction happening around the world, it’s easy to understand why.

This got me thinking about some of the lessons I’ve learned throughout my career that have helped me deal with uncertainty. These four keys have helped me repeatedly, and maybe they can help you as well:

1. Communicate, but don’t BS: I always start here because when there is a lot of uncertainty, people are searching for information, facts and…well, certainty. Yet you often have none to give them.

The default action I see in many leaders is that they vomit out a buzzword-filled nothingburger that leaves their teams more uncertain and more fearful.

A better way to approach your communication is to be as clear as possible. By this I mean: Tell people what you know or don’t know.

If you don’t know anything, say it.

If you know there is going to be an update in a week or so, say that.

Don’t make up things to fill the time or space. In your efforts to give your team something, you may feed the uncertainty. Or worse, you may be flat out wrong.

2. Be flexible: This is a good rule for PMs in any environment. There’s usually never one straight line to success. In an uncertain environment, this is probably even more true.

Uncertainty demands flexibility because you don’t know when something is going to pop up and throw you off course. This could take the form of a change in scope. Or you might find that your project is shut down. There could be team members moved, fired or quitting.

All of these demand a certain amount of flexibility in service of your goals.

3. Simplify: A partner to flexibility is simplification. Complexity seems to be the norm in modern life, and when things are uncertain, we likely find ourselves adding complexity as a tool to help keep our minds off of the challenges we are dealing with.

A better way forward is to simplify your work, your procedures and your communications. In truth, simplify things every chance you get. There is psychological relief in knowing you are in control of the things that you can control.

Jimmy Johnson, the former coach of the Dallas Cowboys and Miami Dolphins, talked about telling his partner that he could sleep like a baby the night before a game because he knew he had done everything he could to prepare for it. That’s really about simplification.

You make things as simple as they can be to make sure that you are doing everything you can do to be successful.

4. Progress, not perfection: An uncertain environment might make that little voice in the back of your head scream, “Everything has to be perfect!”

There is no such thing as perfection. You need to get your head wrapped around the need to make progress and not get lost chasing perfection. Why?

1. There is no such thing as perfection.
2. If you just focus on improvement and value, you’ll be surprised how much you get done. Plus, you’ll find that sense of peace we talked about above when you simplify the job you are doing.
3. Progress is something you can measure. With measurement, you can create momentum and you can see the impact you are making—which helps remove some of the feeling of uncertainty.

As I put this list together, I realized that these ideas hold up in any environment. But it reminded me of a saying I heard somewhere about a crisis showing us who we really are. Maybe that’s what this is all about, using the period of uncertainty to show off who you really are as a leader: focused and effective.

Let me know what you do when dealing with uncertainty in the comments section.

By Peter Tarhanidis, Ph.D.

Never has the new year’s greeting “wishing you health, wealth, and prosperity” rang truer. Over the last several years, we have all lived through uncertainty. This year, we hoped to lurch out of a post-pandemic crisis into a new normal with a vibrant outlook…yet quickly staggered into a slipping economic uncertainty that sharply cut short the prospects of our envisioned “normal” state.

JP Morgan’s 2023 economic outlook for the United States indicates a slowing growth rate, monetary tightening, and curbing inflation, while healthy consumer and business balance sheets could offer some growth prospects. The Conference Board observes longer-term geopolitical, environmental, labor, and inflation risks beyond 2023.

Many organizations will ebb and flow within this shifting cycle. Organizations that are well-positioned will have a better chance to adapt to the external challenges of shifting global markets to meet customer needs. They must simultaneously find the agility necessary to mitigate the internal challenges of a reduced workforce, increasing costs for goods and services, climbing interest rates, and the overall health of a company’s finances and workforce. This will challenge organizations to stay focused and chart a path forward.

This is reminiscent of Sir Ernest Shackleton and his crew of the Endurance, which embarked on a daring expedition from the UK to Antarctica and the South Pole in 1914. Along the voyage, the crew became stranded for over two years. The Endurance became trapped in the ice while the crew waited 10 months for spring and the warm weather to thaw them out—only to be horrified by shifting ice that damaged the ship’s frame, finally sinking her.

To survive, Shackleton mounted three lifeboats to traverse 800 miles of open sea to reach help on South Georgia Island—then return to the makeshift camp to rescue all 27 men who suffered frigid conditions, hunger, chaotic seas, and mental distress. This journey is one of the greatest examples of leadership, grit, and epic survival.

In order not to succumb to the current economic and global undertones, leaders must:

1. Assess their strategies continuously to re-align with stakeholder needs
2. Rely on project leaders who are best positioned to navigate this process

Project leaders have always been confronted with the likelihood of project failure—yet they have developed a track record of delivering results. Project leaders are adept at converting strategies into clear tactics, ensuring team and stakeholder alignment, and executing projects to achieve the goals. At the core of the project leader’s success are the character attributes of authenticity, trust, resilience, focus, and courage.

What else can you do to support your teams and move forward during this year’s challenges?