Guessing is not a strategy: How to build decision velocity with AI and real-time data
June 10, 2026 | Live Webinar
To Have and To Hold
| In one of my previous posts, I suggested ways to maintain documentation. And as you know, documentation is very important -- it's the essence of knowledge transfer. The beauty of documentation is that it allows us to avoid the pains of reinventing a series of events that may only reside in a person's mind as a singular experience. It can also lead us to extract some aspect that may move our project from uncertainty and unknowns to more useful information. So, once we have taken the precautions I mentioned in my previous post for generating clear and valid documentation, the question becomes: What project documentation should we always have and hold on to? I would suggest, at a minimum, the following: The charter. It is the closest disclosure to everything the project should touch on. It includes a high-level look at the project: resource list, budget, timeline, assumptions, constraints, risks, other areas of impact and dependencies, a brief description and an immediate focus. Budget background and expenditures. This information typically details the budget spending and directs you to possible future support, if any can be used again. Sources. These include contacts and stakeholders; where information is stored; direct lines of contact; contacts who would be next in the succession; who and where to reach out to in case of additional needs; and where information stemmed from, and how it should be categorized and even prioritized. A status report of risks and issues in their most recent form. These items show the progress that has or has not been made and is especially helpful in communicating to a new project manager (or yourself, if returning to a project) where to pick up. This status report can even help determine the project's resource needs. Scope. This tells you what should have been the focus of the project. It also helps determine whether there needed to be an extension to this scope or if something different should be embarked upon, such as a total new project or maybe a revamping of the current scope. Are there any types of documentation you find significant to have during a project and to hold on to after a project closes? |
Leading With Integrity
Categories:
Leadership
Categories: Leadership
| A few months ago, I wrote about the essential principles of leadership, and one seemed to have really struck a chord with readers. That principle is integrity. And, as I prepared to write some thoughts on the role of integrity in leadership, several examples of why integrity is so important jumped to mind. Take the case of the United States senator accused of plagiarizing his college thesis paper, or the seemingly lenient penalty that the National Football League commissioner laid down on one of the league's stars over a domestic violence incident, when other comparable infractions have drawn much stronger responses. What these two situations have in common is a lack of integrity that, on the surface, seems to be driven by taking the easy way out. Integrity is often defined as "doing the right thing when no one is watching." I don't think that is an appropriate enough definition, though. Integrity is the act of doing the right thing, even if it is extremely difficult. That being said, here are a few tips on how you can lead your project teams with integrity: 1. Lead honestly. The foundation of leadership and integrity is leading with honesty. You can't tell everyone everything they want to hear all the time and still get things done. Business doesn't work like that and life doesn't work like that. So to be a high-integrity leader, you need to be honest in all cases. As Erika Flora, PMP, PgMP, told me recently, being a leader requires you to "be brutally honest and provide feedback that sometimes people just don't want to hear." You can put this to work by setting clear and realistic expectations of your team, sponsors and stakeholders at the beginning, and not allowing yourself to be tied down to unrealistic expectations just to make everyone happy. 2. Take ownership. I've been in a number of organizations that faced a challenge of ownership in their projects. What that means is people are running around with big titles and the expectation is that those who report to them will jump at their slightest utterance. And as long as everything is moving along according to plan, everything is great. But as soon as the project goes off track, the "leader" is looking to point fingers and place blame to help relieve his or her responsibility. Don't do that. Being a leader and having integrity means you have to take responsibility for your performance and your team's, good or bad. As a leader, you should always start the project by telling your team something along the lines of, "Ultimately, I am responsible for the success or failure of this project, but I can't do it without you." 3. Share the spotlight. To be a strong leader of high integrity, you need to allow your team members to receive some of the glow and adulation that comes with goals achieved, projects delivered that exceed expectations and overall high performance. Allowing your team members to receive this share of the attention will make it much easier for you to get buy-in on tough issues or tricky situations in the future because they'll see you as the kind of manager who allows them to receive recognition. By the same token, when it comes to delivering bad news and accepting criticism, allowing yourself to receive the blame and not looking to share that blame with your team will engender a great deal of goodwill. And never, ever look to use one of your team members as a scapegoat for something that is ultimately your responsibility. How do you see integrity playing out in your current team? |
Finding Innovation Through Design Thinking
Categories:
Innovation
Categories: Innovation
| Recently, I came across a concept presented by U.S. businessman and author Tim Ogilvie centered on "design thinking" -- how to turn abstract ideas into practical applications to maximize business growth. Since the core of portfolio management centers on identifying the right opportunities through strategic alignment, innovation and transformation, this concept seems to apply to our job as portfolio managers. Of course, this is easier said than done, and although innovation is typically defined as a "breakthrough," it is actually accomplished through trial-and-error experimentation and old-fashioned hard work and perseverance. I think of innovation as "fail fast, fail often," but more accurately as "recover even quicker." Mr. Ogilvie asks some key questions, to which I've added my own thoughts on how they apply to portfolio management in identifying the right innovative projects or programs in a systematic way:
Innovation Model Canvas The Innovation Canvas and its eight key components is another way to find and sell innovation. You can easily put this on a one-page document or even the back of the napkin to concisely describe to executive sponsors why a project or program changes the way the organization does business. If you can only partially fill out the grid, then the project may require more development. You may even want to do two versions -- one for the current state and another for the future state: What methods do you use to spot innovation in your projects and programs? |
Project Management: The Vessel for Innovation
Categories:
Innovation
Categories: Innovation
| Innovation seems to be the new mantra for companies -- even though it has affected and shaped all aspects of our lives. And innovation covers not only the creation of a product, but also includes the process to produce it, how it's delivered to customers and even how value is generated, both for the company and the customer. Some argue that processes and policies are barriers to innovation. These people confuse innovation with creativity and believe that trying to implement a well-thought-out, standardized process to manage innovation will constrain the results. But the opposite is true: A method for innovation sets the ground for achieving success in an efficient way. After all, creativity is only a part of a more complex innovation process, driven by project management -- and as such, you could say that project management is the vessel for innovation. That's because the best way to guarantee your organization's innovation efforts are well-managed, successful and deriving true value is through the use of program and project management tools. In addition, portfolio management can help define where to invest innovation dollars. The problem is that those in the innovation field do not necessarily see project management as a useful tool, and those in project management do not feel that what they do is so beneficial to the innovation process. But let me give you seven processes to break down those perceptions for the sake of fostering innovation:
For organizations that compete on a global scale -- that is, most companies -- innovation can be their most important competitive advantage and the factor that guarantees long-term success. Innovation might sound like the flavor of the month, but in the future, success will be on the side of organizations that know how to do it and excel at it. How does project management foster innovation at your organization? |
Building Maturity, Battling Complexity
Categories:
Complexity
Categories: Complexity
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Today's marketplace and customers make new demands that fuel complexities in our organizations through a number of external factors. These factors require an organization to become agile to meet the new demands. In many cases the external factors include:
But beyond external factors, the first and most important issue of complexity is determining the structure of our project management system. This includes the level of project supply and the rate at which they can be staffed by skilled project resources. PMI's 2012 Executive Guide to Project Management showed that over time, those who matured project management in their organization improved their outcomes as depicted in the graph below.
So while it's clear that mature project management practices are beneficial to success, how can an organization build this capacity and resources? Many are prone to take them from more mature industries. For example, as the supply of projects increase, organizations are trying to poach IT project managers or even an SME as the project lead. It is expected that the leaders roll out the new initiative while they may not have knowledge in structured delivery approaches. So what choices do we have in balancing the complex level of supply and the rate of demand for project managers?
My thoughts on what choices we have here are below. They include two traditional options on controlling the level of work and the rate of staffing skilled workers. I'm also offering a third and more innovative perspective, for those who want to increase their agility by changing their management culture.
Option 1 (traditional):
Description: Control the level of the supply and reduce the project intake to focus on fewer initiatives.
Considerations:
Option 2 (traditional):
Description: Increase the rate of new projects launched and hire more project managers.
Considerations:
Option 3 (innovative):
Description: Effect a change in corporate cultures by committing the organization to increase project management disciplines across all employees.
Considerations:
Which choice represents your organization's preference: to follow the traditional options, or is it time for a cultural change? Explore PMI's Change Management Resources.
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