Voices on Project Management

By Marat Oyvetsky, PMP

Global companies often struggle to get international projects across the finish line because they have to mitigate risks or issues that are outside of typical budgeting and resource availability constraints. In many cases, companies must work through issues such as language barriers, cultural differences, varying time zones and international team cohesion. All of these can cause serious delays in successful project completion.

However, when a global pandemic strikes that quarantines a large portion of the planet, new risks are introduced that can completely derail or destroy a company’s international projects.

While the COVID-19 pandemic introduced challenges in completing many international projects on time and on budget, it didn’t completely eradicate the finish line for many international projects.

Here are a few tips to consider when working to successfully complete global projects during a pandemic:

1. Seek out executive sponsorship: Every project has stakeholders who will be the main champions for the project’s successful completion. During a global pandemic, it is even more vital to ensure that there are executive sponsors involved in the project. The crisis has affected global manufacturing, the global supply chain, banking and a horde of other institutions that projects and project teams depend on to complete tasks and reach milestones.

During the pandemic, executive sponsors can provide support and quick approval for additional budgets and emergency funding that can help projects stay afloat and allow the most vital projects to be funded to completion.

2. Adjust hardware lead times and balance international resources: The COVID-19 pandemic has affected nearly every business around the globe, from slowing down the supply chain to completely shutting down many factories. This has impacted hardware lead times, from computers to network systems. Instead of measuring shipping in days, companies were finding that lead times for hardware delivery had either been postponed indefinitely or been delayed by weeks or even months.

Reviewing all lead times across every global project, project leaders can work to prioritize projects that are vital to the company as well as those that have workable lead times and can still be completed, even with an extended deadline. Working with executive leadership, project leaders can also prioritize which projects need the most resources globally and help refocus attention to those projects to help drive them to completion.

3. Increase team meeting frequency: When running international projects, many project leaders manage resources in a matrix environment globally. This means that there are resources on the project team that are internal company resources as well as external customer and consulting resources. Communication is vital to ensure that all tasks and milestones are coordinated and completed efficiently within the planned time and budget.

The COVID-19 pandemic has thrown extreme chaos into project timelines and budgets. Project leaders can communicate more effectively with the global team by planning shorter but more frequent meetings. Increasing the recurrence but decreasing the meeting duration can improve communications between all company resources. Tasks and milestone assignments can be reviewed quickly, assigned or reassigned, as well as updated and forecasted to ensure that the entire team is not only in lockstep daily and weekly, but is also prepared for the extended lead time durations, project timeline baselines and changing budgets.

4. Balance the portfolio: COVID-19 has impacted nearly all global project timelines due to its effect on the global workforce. Project leaders will need to work with executive leadership to identify projects that fit into two categories: projects that are vital to the business and projects that can still be completed, even with increased timelines and dependency lead times. Once these projects are identified, project leaders will need to work with their teams to ensure that resources are balanced appropriately across the portfolio, targeting the most strategic projects with the most realistic completable timelines.

While the pandemic has crippled the global workforce and economy, project leaders are still leading international programs and projects to successful completion with global teams working together through extended timelines, adjusted budgets and augmented requirements.

Share below: What are your lessons learned from leading international project teams during the pandemic?

By Yasmina Khelifi, PMP

As the world works to return to some sense of normalcy, you, like many others, may find yourself spending more time on your digital devices than ever before. Whether it’s completing work tasks, communicating virtually with project teams or staying in touch with family and friends, we’re all relying on technology more than ever to stay connected.

But are you making the most of it?

If you find yourself with gaps of free time throughout the week, now is the time to consider taking an online course. Not only is it important to boost your project skillset during this crisis, but many organizations—including PMI—are now offering a number of courses and learning resources at no cost.

I know from personal experience how beneficial it can be. A few years ago, a friend of mine became a data scientist thanks to online lectures. I decided to try out online learning for myself, and it changed my life. I enjoyed the freedom of taking the helm of my professional development and the flexibility of having my learning at my fingertips. I also enjoyed challenging myself to learn something new, interacting with international cohorts and gaining a fresh perspective through peer reviews while developing my critical skills.

Online learning is a convenient way to build your knowledge and skills, but it’s not a cakewalk—you only get out what you put in.

Here are some lessons learned that I have gleaned from the experience:

1. Define your objectives

First, consider your goals. Are you dreaming of:

• earning a project management certification?
• acquiring or improving technical skills?
• mastering project management software?
• learning a foreign language or another key asset to help build stronger global bonds?

Setting clear and reasonable objectives will help guide you through the labyrinth of online learning choices. Think about what skills you want to learn and how they can be applied to your work in the future.

2. Choose your methodologies

The formats, length and duration of courses—as well as the personal and financial investment—vary across platforms. Before taking the plunge, ask yourself these crucial questions:

• How do you learn?
• How many hours can you dedicate per week to learning?
• Are you ready to enroll in a four-week course, or would you prefer to gain insights about a topic during a two-hour webinar?
• Do you prefer on-demand, self-paced courses over live courses?

The answers to these questions will guide you to the most appropriate courses—and help avoid wasting time and money.

3. Stay the course

Now that you’ve enrolled, the real work begins. Here are some tips to keep you moving forward:

• Write your learning goals on a sticky note, and keep it somewhere you’ll see it often.
• Create a study plan.
• Dedicate time in your schedule to completing homework.
• Evaluate the progress you’ve made, rather than what remains.
• Exchange notes and commentary with your classmates to amplify learning.

Organization and perseverance will help guide you to successful outcomes.

4. Practice what you’ve learned

As you progress through your coursework, jot down learnings you can apply to your projects. Take the time to consider how to turn new knowledge into actions.

Exploit any opportunity! For instance, I completed an online communications course from a business school on how to craft messages for presentations. I now rehearse more for any project presentation, taking into account that new knowledge.

Online learning can provide stunning benefits—if you’re willing to put in the work.

Leave a comment below sharing your experiences with online learning and how you’re taking charge of your professional development.

By Dave Wakeman

As you may have noticed, my attention during the pandemic has been largely focused on the lessons we can all learn about leadership. 

Why mess with a good thing? So, I’ll continue to focus on leadership this month, since the lessons are still popping up fast and furious. 

Let’s look at what we’ve learned so far about project leadership through the COVID-19 crisis and then turn those into a few actionable ideas we can all put into practice. 

First, we’ve found that folks who led with science are the ones who have done a better job of fighting the disease. I’m looking at you Taiwan, New Zealand and Germany, to name three. 

Second, we’ve seen that communication is crucial and that honest, consistent communication is the most important thing we can have. And, leaders who provide a vision, a plan and consistent updates are able to gather more support, achieve better outcomes and build more trust. 

Third, we’ve seen that expertise matters and that it is impossible for one person to know everything about everything. 

So, how do we continue to put these practices to use in our own project careers? Here are a few more ideas for all the leaders out there: 

Trust the experts: The first and third points highlight an overarching theme of modern project management and modern leadership: No one knows everything—and I’d go one step further. One of the best things that an expert does is curate the overwhelming amount of knowledge out there in the world. 

Again, in viewing the coronavirus press briefings around the world, you see countries toying with herd immunity and countries actually following that theory; then, you have countries with leaders who are offering up wildly unproven medical solutions; and you have other countries that have had stricter shutdown protocols. 

What does this show us?

It shows us that there are going to be hundreds of solutions to every situation. Some of them have value and some of them are total quackery. This is why experts matter. 

An expert can look at all of the tested options, all of the potential options and all of the long shots, and think through whether or not they are feasible, likely or improbable. 

This matters, because as a project manager, you are likely always going to deal with a certain amount of risk—and just because something isn’t likely doesn’t mean it isn’t worth testing. 

What it does mean is that you need to make sure that when you test an idea or a solution, you understand it might not work and are able to recognize success or failure through a lens of knowledge and trust in your team’s expertise. 

Or, if you have a crazy idea that you might want to test due to the nature of the situation you are dealing with, you can try that as well—with the knowledge that the idea may have a low probability of success.

Leadership matters most during the tough times: It was recently May 4, the day when Star Wars is celebrated around the world. In Rogue One: A Star Wars Story, there is a scene in which Darth Vader confronts Orson Krennic about how he is handling the rebel alliance. Krennic makes a bunch of excuses and claims about the efficiency of his leadership and tries to win over Vader’s support for him to command the Death Star just as it was becoming a powerful weapon to terrorize the galaxy. 

With his back to Krennic, Vader uses the force to put a choke hold on Krennic and tells him, “Be careful not to choke on your aspirations, Director.” 

I like to think that this is a great analogy for the kind of leaders who love to be leaders in the good times, but try to pass the buck when things go wrong. 

The reality of leadership is that you have to take the good with the bad, and I think history has proven that the leaders who lead courageously through times of trouble are the ones who are remembered the most. 

As an example, Abraham Lincoln is remembered for holding the United States together as the Civil War worked to tear it apart. Winston Churchill is remembered more for his leadership in World War II than he is remembered for any of his other accomplishments. And everyone remembers Mel Gibson’s speech in Braveheart before sending his army off to fight. Am I right? 

The point I’m making is that leading is often about how you deal with challenging situations, change or turmoil—and not how you navigate the easy moments. 

Why? Because it isn’t easy to make decisions in troubling times. There likely isn’t one answer, but many—all of which likely carry a certain amount of risk. How you deal with these situations defines you and determines whether you are a success or a failure as a leader. 

How have challenging situations made you a better project leader?

By Emily Luijbregts

Is a full calendar a sign of an effective leader? Does having lots of meetings make you a better project manager?

I’d answer “no” to both of those questions. For several years, I rushed through days where I’ve barely had time to think as I went from one back-to-back meeting to the next. I missed lunch more times than I dare to count and often took work home with me to complete. Then a colleague challenged me: What if we could reduce all of our project meetings by 50 percent for one month? Would it work? In my case, it was such a success, I was determined to never go back to so many meetings again!

Let me start by addressing one of the biggest concerns I hear from project managers when I suggest this: Losing control. Yes, that may happen. But you need to trust your team and trust that if there are any issues, that these will be brought to your attention. Also, I’m not advocating for the cancellation of all meetings. Rather, this is about removing the unnecessary ones.

When I am brought in to take over projects, I now analyze what meetings are in place, what meetings are needed and if meetings should be repurposed for a different use. Here’s how to do it:

How to Reduce the Number of Meetings

For every meeting that you currently have scheduled in your calendar, ask yourself the following questions:

1. What’s the point of this meeting?
   1. Are the objectives of the meeting clear?
   2. Does every participant understand what is expected of them during this meeting?
2. Are the right people in this meeting?
   1. It’s easy to include every team member in a meeting, but is it really necessary?
3. Are we addressing what the project needs right now?
   1. During the life cycle of your project, there will be times when more meetings are needed (e.g., during execution). Don’t automatically schedule unnecessary meetings just because you may need them in the future.
   2. If you have recurring meetings, assess throughout the project if they are still needed.
4. How long is the meeting?
   1. I follow a few standard rules for my projects:
      1. Daily stand-ups are 15 minutes maximum
      2. Status meetings last no more than 40 minutes
      3. Steering committees last no more than one hour

I also try to give people time before and after my meeting for preparation, travel and using the bathroom. So, for example, I might schedule a meeting 9:00-9:40 or 9:15-9:30.

When you start cancelling meetings, you may feel a loss of control or fear that you won’t have all of the information you need as a project manager. However, I would argue that if you use your meeting time effectively, you can still gain all of the information that you need—and not waste your teams’ time in the process.

How to Improve Your Meetings

The next step on our reduction journey is to evaluate how you lead and conduct meetings. If you need some tips, don’t hesitate to ask your colleagues or peers about what works for them. One piece of advice I was given that has always helped me is: “Control the meeting, not the conversation.” It’s important to make sure that every meeting is as effective as possible, so that the right information is shared with the right team members.

At the moment, we are going through an unprecedented period in history, and work has taken on a more virtual role. Learning how to lead effective virtual meetings is difficult! It’s not the same as managing onsite teams, and it does require an additional set of skills. Luckily, there are some great resources available that can help you enhance and improve your skills.

You may also find that during this time, more meetings suddenly appear on your calendar, as people want to catch up or hold a virtual chat. This is not necessarily a bad thing! It’s important to keep up your social contact with your colleagues. But be efficient with your time: If it’s an informal meeting, can you do it while you take your walk after lunch? If it’s a catch up, can you schedule it for a quieter period of your day?

I encourage you to take up the challenge and look at what meetings you can eliminate in your schedule. Let’s take back control of our day and give ourselves more time to actually work!

What are your favorite tips for avoiding unnecessary meetings?

By Lenka Pincot

When crisis strikes, the first thing we’d like to do is quickly re-prioritize, re-assign resources to the activities that provide the most value under the current circumstances and materialize the benefits as soon as possible. While this may be a distant dream for some organizations, it is far more realistic for those that have gone through at least the early stages of agile transformation.

Why is that?

In the 13^th Annual State of Agile Report, the ability to manage changing priorities was listed as the top reported benefit of adoption of agile practices. It’s followed by project visibility. These two factors go hand-in-hand.

Companies with multiple project portfolios that have adopted large-scale agile practices must find a way to align priorities across compact cross-functional agile teams. This may be done in various ways, whether we call it Program Increment Planning (SAFe framework), Scrum of Scrums or Quarterly Business Reviews (inspired by Google and Netflix, and popularized by ING). These alignment activities all require agile teams to define their initiatives so that benefits are traceable and achievable on a short-term timeline. As such, it doesn’t leave much space for building dazzling business cases, right? At this point, the project visibility to all parties involved in prioritization and planning is crucial.

The OKR Method

Because agile teams maintain a certain level of dependencies among one another (e.g., shared technological platforms), their initiatives must be prioritized with this in mind. There is certainly more than one way to get these project teams on the same page and across the finish line together. I am preferential to the OKRs method, which involves translating business objectives (O) into actionable, quarterly-based commitments, or key results (KR). While objectives should describe what you want to achieve in a 12-to-18-month period, quarterly, measurable key results explain how you get there and are regularly redefined.

Next, ask agile teams to provide you with a clear link that shows how their initiatives support the quarterly key results. As a result, activities are exposed to an open discussion to determine how they support project goals and if they are enough to help project teams achieve what they need to achieve.

When strategic priorities change (e.g., a company needs to strengthen its online operations during the COVID-19 crisis, when a month ago its main revenues came from physical customer interactions), you assign higher priority to the respective OKRs and move the linked initiatives to the top of the list. But this only works if you’ve achieved a high level of transparency and trust across the organization. And agile teams provide smaller and more measurable product increments, so that their business value is easy to understand.

Because agile teams are stable, they have resources to execute the top priorities instantly. The agile mode of delivery is iterative, so there is no need for detailed analysis prior to the actual implementation. Teams are actionable right after re-prioritization occurs.

I’ve been lucky enough to experience such high agile organizational maturity firsthand. It is fair to say that achieving the organizational capabilities described above takes many years and a lot of persistence, coaching and awareness-building. But once you’ve moved to such a stage, you know that the agile approach will have your back when you need it most.

How has agile helped your team manage changing priorities?