Easy in theory, difficult in practice

During a presentation I delivered today to members of the PMI Nova Scotia chapter on cultivating psychological safety, one of the attendees asked how would she be able to assess whether the team she was going to join was safe prior to joining.

This is a great question because whenever we move to a new company or even a different division in a sufficiently large company, our access to verifiable information is quite limited. For obvious reasons, the leadership of our new team will usually not want to provide evidence of a poor team culture and unless we have trusted connections within the team itself or have access to someone who has recently left the team, it can be difficult to feel confident that we aren't jumping into a snake pit.

It is certainly worth asking your potential new manager questions such as:

• "How much turnover had there been within the team?"
• "Could I see a copy of the team's working agreements?
• "Can you give me an example of a recent time when a team member challenged the status quo?"
• "How frequently do your team members challenge a decision you've made?"

But, I'd also recommend asking the manager to speak one-on-one with a few team members.

If they resist that request, walk away.

But let's say they are open to it.

Here are a few questions to consider asking when you meet with each team member:

• "Think back to the last time you made a mistake with the work you do in the team. How was the news of that mistake received by your manager and your fellow team members?"
• "When was the last time you provided constructive feedback to a fellow team member? How about to your manager?"
• "Can you describe a situation where you challenged a decision which your manager and the majority of the team were endorsing?"
• "Can you think of a time when someone from outside of the team was being overly critical of you or another team member and what did the rest of the team or your manager do?"

While it is quite feasible that one or more of the team members you speak with might be under the manager's thrall, active listening while you ask these probing questions might reveal something different than what the person is saying.

Joining a new organization is fraught with risks but with a little bit of due diligence you can reduce the odds of snake bite!

I've just finished reading The Revenge of Analog and The Future is Analog by David Sax. In both of these books, he provides compelling arguments supported by a number of case studies taken from different domains to show that while some might envision the future as becoming more and more digital, we will continue to cherish and yearn for analog experiences. The latter of the two books was written during the COVID-19 pandemic where most of us underwent a rapid acceleration into a digital future and in most cases, didn't like what we experienced.

So what does this have to do with project management, you ask?

Ever since ChatGPT hit mainstream consciousness in November 2022, a frequent topic of discussion in most project management online communities has been what progressive improvements in A.I. capabilities will mean for the profession.

As with any other disruptive change, there are some practitioners who go all in on the future for A.I. technologies whereas others marginalize their potential.

My opinion hasn't changed.

So long as the scope of projects is delivered by human beings, I find it unlikely that we will abdicate leadership responsibilities to a machine. As unique endeavors, projects require team members to be creative, innovative and able to react in a timely manner to surprises. I don't see automation being able to inspire the level of engagement and follow through required to deliver even moderately complex projects.

What I do expect is that A.I. advances will provide much richer decision support than is currently possible. Whereas there are specific use cases for such technology today such as estimation and forecasting within specific industries, I feel the scope of such support will increase as A.I. tools are able to proactively harvest relevant data sets, process those in real time, and provide probability-based forecasts on the relative merits of different options.

I also am confident that A.I. will be able to substantially (if not fully) eliminate rote, administrative work from the role. As the tools learn how a given project manager works, the quality of auto-generated reports and responses will improve. Similarly, A.I. will help to keep teams safe by providing guidance, evidence gathering and documentation capabilities for compliance and governance purposes.

And I view this as a good thing as it means project managers will find themselves with much more time to focus on analog activities such as engaging effectively with their key stakeholders, building high performing teams, and keeping their eyes on the road ahead rather than spending half or more of their time looking in the rear view mirror.

And that will make the profession that much more rewarding to its practitioners.

I'm in the middle of Adrian Gostick and Chester Elton's book Leading with Gratitude. I really enjoyed one of their previous books, The Carrot Principle, which provided great case studies on the importance of recognition in the work place as well as multiple suggestions on ways to recognize colleagues without spending a cent. Leading with Gratitude is a very readable sequel to the previous one, and focuses on the importance of gratitude in improving individual, team and company performance.

I've written previously about the importance of creating a culture of appreciation within teams and provided one way to do this regularly via retrospectives, but this book provides some additional insights and ideas.

The authors mention the research conducted by Teresa Amabile and Steven Kramer which indicated that a significant boost to our emotions and motivation comes from making progress in work which is meaningful. The research also shows that the more often we feel that we are making progress, the more creative and productive we are likely to be.

As project managers, we tend to be goal oriented, and recognizing our team's efforts in achieving a major milestone is important. But it is equally important that we express sincere, regular gratitude for the small wins which our team members are achieving.

If you happen to work in person with your team members, it is easier to identify incremental progress and recognize it in real time. But this can also be done virtually if you are watching your team's progress via work boards or following their discussions in collaborative chat tools.

Keeping a gratitude journal (or OneNote Notebook if you prefer) is also a good way to remind yourself about what's going well and what might be acknowledged.

While it is important that leaders express gratitude, if by doing so team members start to do the same to each other, that creates a compounding effect.

One way to do this is during daily coordination events (e.g. Scrums, standups or huddles). While the focus of the events is to help the team coordinate their efforts towards the day's goals, it can also be a good opportunity for an individual on the team to do a shout out for one of their colleagues.

Gratitude can also be baked into the working agreements of the team and how team members will act on it might vary. One example of doing this which comes from sales teams is to have a bell, squeaky toy or other type of noise maker which is triggered whenever someone has done something to be grateful for.

And if you are worried about diluting the value of gratitude by expressing it more frequently or thinking that team members will get tired or numb of it, don't worry. Based on the extensive research done by the authors, they have not run into one instance where someone complained about being praised too much.

A new year has just got underway and if there is one resolution which is worth making and sticking to, it is to be more grateful.

As I've done in past years, I like to review the articles I've written over the year and share the ones which were read the most.

2022 was the first year since I started blogging when I took a hiatus of more than a couple of weeks. While I was able to write a few articles in the late Summer based on my municipal election campaign, the overall number of articles this year was less than in previous years.

Here are the top five articles based on views from my personal blog site.

1. Even though the phenomenon of Quiet Quitting has existed for as long as people have been working (I'm sure there was a caveperson going through the motions of hunting for prehistoric buffalo but whose heart wasn't really in it!), it joined the unholy triad of the Great Resignation and Quiet Firing to generate a lot of press. Little surprise then that Are your team members "quiet quitting"? was number one on the most read list.
2. After moving to Welland which doesn't have quite the same sport scene as a major metropolitan city like Toronto, I rekindled my enjoyment in the game of baseball. Our team, the Welland Jackfish, placed very well in the regular season standings but was unfortunately eliminated in the second round of the playoffs. I am hopeful that 2023 will bring the championship to Welland. Watching their games inspired me to write Project management lessons from the old ball game.
3. A chronic challenge faced by project managers in many of the companies I've worked for or consulted with is that rather than spending the majority of their time on high value, strategic activities such as effective managing stakeholder engagement or dealing with emerging risks, they are busy filling out forms and reports. So no wonder that Are your PMs drowning in paperwork? was a popular read.
4. Project management theory tells us that a charter or something equivalent is required to authorize a project's existence. Of course, real world practice varies widely which is why I wrote Are you Batman? If not, get a real charter!
5. When we learn about common techniques to reduce project durations, fast tracking and crashing are often the first two which come to mind. Scope reduction, however, is often a safer and cheaper alternative. While it may not be applicable in all cases, it is worth investigating the option of Do less, finish earlier.

While it was not in my readers' top five, I'd like to close out 2022's final article (which will be published in early January 2023) with a challenge for those of you who are making New Year's resolutions as well as those of you who run retrospectives or similar improvement ideation events: Why hold retrospectives if ideas don't get implemented?

I hope all of my readers enjoy a peaceful, prosperous, and healthy 2023!

The holiday season usually involves family get togethers, and one of our traditions for such events is to play one or two new board games. While playing the games is a lot of fun it is also a source of some useful lessons in project management.

Have the right number of players

Most board games will provide details on the minimum number of players required and some will also indicate the maximum. Whether or not this information is provided, nearly every board game has an optimal number of players. If you have too few, the game might not be as interesting, some players will have to play multiple roles, or you might need to reduce the scope of the game. Have too many and it will increase the amount of time required for everyone to become proficient in playing the game, the game will take longer, and everyone might not be as involved in the play given the longer time they have to wait for their turn.

With projects, while you might be able to deliver the scope with less than the optimal number of team members, it can increase individual work loads, might unnecessarily prolong the project's time frame and you may not be able to complete the project if you are lacking some critical competencies within the team. With too many team members, it will be much harder to keep everyone aligned and some team members might not be as engaged.

Know the rules, but...

Every game has a basic set of rules. Without these, it will be almost impossible to get consistent actions from the different players and the game might never end. However, the board games which provide some play options or, even better, don't provide all the answers can be a lot more fun as the players will get a chance to customize the game to fit their preferences.

Projects are the same. There need to be a basic set of guardrails in place to help align the team members and to keep them and the company safe, but beyond those, the team should be given the autonomy to determine and evolve their way of working.

Don't lose sight of the goal

We've all had bad board game experiences. Some times a particular player is overly competitive resorting to cheating, getting frustrated with other's play or refusing to concede. Other times a player will become too obsessed with the rules insisting that everyone is following them word-for-word. In both cases, the real purpose of playing the board game gets lost.

With projects, whether it is process fanatics, stakeholders with hidden agendas, or leaders who insist on following a plan past its "best before" date, we might not achieve the expected outcomes. A good project manager never forgets what those are and will steer the project as needed to achieve those.

It is the holiday season, so enjoy those get togethers with your families, play some games, and most important, have fun!