Amir SinaIT Project Manager| ShellThe Hague, Netherlands
Dear all,
What do you suggest to do when you enter a company or a department as a project manager for the first time? what are the steps that a good PM should make in order to be up to speed as soon as possible? Imagine it's your first day in the department and you are going to take over a project shortly. Please share your experience.
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Perform elicitation activities to know about: the domain, the environment (external and internal), the stakeholders. Not in the organization you are working right now but in the market whare the organization is acting. After that performing an enterprise architecture analysis perhaps using the Tom Peter´s Seven S model.
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1 reply by Amir Sina
Nov 29, 2016 4:28 AM
Amir Sina
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Hi Sergio,
Thank you so much for you time to respond. What you mentioned is perfect but I think it's in academic level. What I really want to know is more the practical actions. when you enter an office for the first time and being introduced to your new colleagues, you might not think of what is in the books, you just follow your intuition.
90 day time we call it as probation period. Most of the time goes in understanding the project, process & requirements, and communicating with stakeholders & team.
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1 reply by Amir Sina
Nov 29, 2016 4:29 AM
Amir Sina
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That's correct Anupam and I believe project managers shall do that. But not always things are that easy...I need some tips and tricks.
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William LewisDivision Manager| RJP Consulting GroupMeadowbrook, Pa, United States
This is an area where I often wish that I had a do-over. Unfortunately, life doesn't work that way. My recommendation are to:
1: Ask as many questions as possible. Feel free to come from a place of ignorance. This is your best chance to complete your most basic fact finding which should include, info on stakeholders, location and holder of all procedures and OPAs,
2. Get to know your team, up and down. Learn their personalities and their drivers.
3. Become comfortable with any software packages you'll need. Trying to figure this out in the middle of a project is NEVER fun.
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1 reply by Amir Sina
Nov 29, 2016 4:31 AM
Amir Sina
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That was brilliant William. Thank you. It's very close to what I am looking for:
Asking as many questions as possible
Building up relationship with people (as THEY are who do the job)
And get to know the tools
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Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
Like my peers mention above, conversations with core org members, teams, leadership. The project work is not necessarily what is new, but more so the organization itself. Better knowing how things work, and having strong, positive relationships, will provide a strong foundation for future accomplishments.
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1 reply by Amir Sina
Nov 29, 2016 4:39 AM
Amir Sina
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I think you are right. It's mainly about relationship. Projects most probably are not new in the company and there should be enough history about them.
Product Operations Program ManagerBarcelona, Cataluña, Spain
Indeed, learning from the company culture and its approach to project management is something to tackle as soon as possible.
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1 reply by Amir Sina
Nov 29, 2016 4:40 AM
Amir Sina
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I agree with you.
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Thomas AglerLead Project Manager| Fifth Third BankLiberty Township, Oh, United States
From day one commit to accepting that you will not learn all that you need to know. Be kind to yourself and to the expectations for a "be in charge" first 90 days. Projects evolve over time, You can buy downstream productivity and project success insurance by spending the first 90 days getting to know the objectives of the project and primarily getting to know your team. Understand their communication style and ask probing questions relative to their experiences with other projects that sought to deliver similar objectives. Everyone has a tale that they love to tell. Record risks based on their past experiences, then work to mitigate those risks to help prevent unforeseen issues. If you can come out of those first 90 days with a list of risks to manage you will be well on your way to project success.
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2 replies by Amir Sina and William Lewis
Nov 21, 2016 2:08 PM
William Lewis
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Thomas, that is a great point! This lends itself to the 80/20 rule; if one can capture the majority of risks, you'll likely discover that addressing the major 20% will advance your efforts by overcoming 80% of the problems. Alternatively, the same can be said of taking advantage of opportunities.
Nov 29, 2016 4:45 AM
Amir Sina
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Thank you Thomas for your advice. I believe apart from all the methods and regulations for managing a project, everything must come from inside. You must "be kind to yourself" and make "connection" to people.
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William LewisDivision Manager| RJP Consulting GroupMeadowbrook, Pa, United States
Nov 21, 2016 1:09 PM
Replying to Thomas Agler
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From day one commit to accepting that you will not learn all that you need to know. Be kind to yourself and to the expectations for a "be in charge" first 90 days. Projects evolve over time, You can buy downstream productivity and project success insurance by spending the first 90 days getting to know the objectives of the project and primarily getting to know your team. Understand their communication style and ask probing questions relative to their experiences with other projects that sought to deliver similar objectives. Everyone has a tale that they love to tell. Record risks based on their past experiences, then work to mitigate those risks to help prevent unforeseen issues. If you can come out of those first 90 days with a list of risks to manage you will be well on your way to project success.
Thomas, that is a great point! This lends itself to the 80/20 rule; if one can capture the majority of risks, you'll likely discover that addressing the major 20% will advance your efforts by overcoming 80% of the problems. Alternatively, the same can be said of taking advantage of opportunities. Saving Changes...
Learn the new culture and communication style and adjust to it. How do you do this? Invite people to lunch, ask a group of people if you can join them for a meal, bring a snack to share, make conversation around the kitchen, ask the team if anyone is interested in going for a walk daily in the afternoon. These small gestures will quickly help you understand how the company communicates.
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2 replies by Amir Sina and William Lewis
Nov 22, 2016 4:49 PM
William Lewis
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Wendy, I have worked for both a small and large company. In the instance of a small organization, I have found that learning the culture and communication style can be as simple as observing the "highest" individual in the local office. In my case, our owner and CEO has a very open communication policy within the organization and expects a quick response time to clients, vendors, contractors, etc. via both oral and written communication. He sets expectations by interacting will all internal and external personal in this fashion.
Nov 29, 2016 4:47 AM
Amir Sina
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Hi Wendy, This is also a very useful and practical advice. Thank you. I will keep in mind for my next career step (which is very soon).
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Patrick DiceyManager, Customer Project Management| CentralSquare TechnologiesOrlando, Fl, United States
Hello,
I guess it may depend on your background and familiarity but I typically focus on:
1) Learning the product/service from a technical standpoint so I am versed. Get whatever training I need whether it be from others on the team, books, internet research, etc.
2) Learn the team. Begin to familiarize yourselves. Get through the 'norming/storming' process.
3) Learn current state processes. I am always hesitant to change things until I thoroughly understand them, so my first step is to get a baseline understanding that can be used to start documenting processes and making process changes/improvements.
Depending on where you are at in the project lifecycle you either need to quickly get through initiation by creating charter and a PM plan or you are focused on transitioning onto a project that's already executing and you need to know how you're monitoring it moving forward.
Good luck!
Patrick
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1 reply by Amir Sina
Nov 29, 2016 4:52 AM
Amir Sina
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Thank you Patrick for your valuable and neatly organized advice. :)
I wish there was a very simple guideline like what you mentioned on how to manage a project for the first time.
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Al TaylorI.T. Contractor| IndependentWaterloo, Ontario, Canada
This is a great question and discussion...many great replies ! Well done! Saving Changes...
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