Category Archives: Leadership

Can You Estimate Like Your Team Members?

 

Can You Estimate Like Your Team Members
Can You Estimate Like Your Team Members

Project managers have a certain notoriety with their teams. They push team members to reduce their estimates for work. Once an agreed upon estimate is reached, the PM pushes the team to beat the estimate.

If the estimate can’t be beaten, it certainly has to be met. And there will usually be hell to pay if the estimate can’t be met. Now the task is behind. Because there are dependencies for other tasks, the entire project may fall behind.

This of course is scandalous. Project plans need to be updated. Change requests need to be completed. Executives need to be notified. Team members can be made to think that a one-day delay on a task could bring the entire organization to its knees.
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Managing Projects with Respect

Managing Projects with Respect
Managing Projects with Respect

Over the years I’ve written about many project management skills, techniques, and approaches. Project managers need to be organized. They need to be able to plan efficiently. Project managers need to be able to communicate and customize their communication for their specific audience.

The project manager needs to have many tools in her toolbox. One tool I haven’t written about is respect. Effective project managers know that treating others with respect is one of the key things that allows them to get things done.

Respect for team members

The project manager needs to have respect for the individual team members in many ways. She should respect their time. Team members generally work hard and it is important for them to be productive.
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How a Project Manager Can Be a Good Team Player

good team player
A PM needs to be a good team player

I occasionally talk to fellow project managers. I’ve found that one of the most common things that PMs complain about is getting people on our teams to be team players. I’ll admit that it is important. I often wonder whether the project managers that I talk to are good team players themselves.

I believe that if project managers demonstrated some team player skills, it might set a good example for the team they manage.

That’s not my project

Project managers often complain about employees who are simply heads-down. They worry about their own tasks and nothing more. Certainly it’s better to have people on the team that have the backs of their fellow team mates.

Project managers, however, have the same tendency as the team members that they complain about. A PM gets focused on his or her own project and tends to ignore other projects within the organization, even if the two are interrelated.

I’ve actually heard PMs claim, “That’s not my project.” When another project’s issues come up. If the PM won’t help his own peers, it’s hard for him to expect his team members to do the same.

Micromanaging

PMs can become task masters. They stay on top of things by being on top of their team members. “Are you done with that task?”, “When will you be done?”, and “Why are you behind?”

By nagging and micromanaging, they take away any ownership the team member may have had. The PM isn’t being a team player, and takes away any desire for the team member to be a team player.

The need to be right

Some managers don’t think they’re actually leading unless they are the ones coming up with the ideas. If someone else on the team comes up with an idea that is different from what the project manager has in mind, the PM can always find a way to shoot it down.

This approach to management takes away any form of collaborative spirit from the team members. The team members eventually give up on trying to contribute and only focus on their immediate tasks.

When a project manager discourages collaborative participation from the team, they stifle the very behavior that they want the team members to practice.

Look at it my way

I was once on a project where the PM sent out daily updates on how far developers were behind on fixing defects. He told the team that part of his evaluation criteria from his management was based on the team’s ability to resolve defects in a timely manner.

Anyone who has taken an elementary marketing class understands that you put things in terms of your customer. When you advertise a product, you don’t try to convince the consumer to buy it by telling them about your revenue targets. You provide benefits that the consumer will receive from buying your product.

As a project manager, you can try to convince team members to accomplish something based on the criteria by which management measures you. Or, you can create team incentives that will motivate them to achieve accomplishments for the benefit of the team.

For more information, check out The Importance of Leadership in Project Management

Passive aggressive behavior

Some project managers avoid confrontation. When someone does something detrimental to the project, they avoid confronting the individual. Instead of immediately sitting down and addressing the issue upfront, they let it slide for a time. Then, a half-joking sideways remark about it is made. Maybe a new policy is emailed to the team, which is intended to stop the behavior.

Some managers don’t like the confrontation of holding people accountable. But people would rather be held accountable. It is much better to have that one awkward moment of confrontation than many awkward moments through passive aggressive behavior.

Having the confrontation of holding people accountable results in team members working to please their manager with quality work. Passive aggressive behaviors cause team members to seek to avoid displeasing their managers.

Are you a good team player PM?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

Please feel free to provide feedback in the comments section below.

5 Ways a Project Manager Can Remove Obstacles

A project manager trying to remove obstacles
How a project manager can remove obstacles

One of the project manager’s key responsibilities is to remove obstacles. Many see management and leadership as an oversight task. Instead, a project manager should strive to balance being informed with getting involved when necessary. The role requires more leadership than management. This means not only knowing when to get involved, but how to get involved.

What follows are five examples of typical obstacles a project manager may face and how to remove those obstacles.
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The Secret Sauce of Project Management: Beyond Art and Science

The Secret Sauce of Project Management
The Secret Sauce of Project Management

Brian Williams became the NBC Nightly News anchor in December of 2004. In February of 2015, he was suspended for six months for incorrectly claiming that he had been in a helicopter that came under fire in 2003.

The incident created a firestorm of debate regarding news reporters, their ability to tell the truth, and viewers’ ability to believe what they hear. Once a news reporter is known to fabricate stories instead of provide facts, the public will question whatever that reporter says in the future.

This issue is not unique to news reporters. Many professions have to be concerned with their credibility. Project managers are just as susceptible to being believed as any other profession.

The science of project management

Many people see project management as a science. The project manager collects estimates and creates a timeline. She tracks the progress of each task from each team member. She monitors and records risks, and develops mitigation strategies for each. She records each project issue and drives them to resolution.

Project management can also be seen as an art. A project manager must be creative in finding solutions to work within defined constraints. The project manager must be a leader. She must understand what drives each project stakeholder and develop strategies to communicate and incentivize each individual uniquely. She must also develop creative approaches to combine all of the statistical metrics to deliver value to the end user.

If a project manager can skillfully combine the art and science of project management, she increases her odds of success exponentially. However, if the project manager can stir in the secret sauce, she increases her chances of success even more.

The secrete sauce of project management is credibility

Like a news reporter, a project manager must ensure that her stakeholders trust her. The most literal part of credibility is believability – do the business stakeholders believe what the project manager says and have confidence that she can do the job?

For more information, check out The Importance of Leadership in Project Management

Credibility is built on many things

Confidence. Does she speak with certainty or does she come off as unsure? How often does the business ask a question that she can answer instead of saying, “I’ll have to check on that for you?”

Details. Does the project manager know the nuts and bolts of the product she is delivering? Has she learned just the “surface facts” or has she delved down to know specific bits of information, how they are related and the consequences decisions will have on them?

Respect. Does she treat the stakeholder with respect? Does she show up on time for meetings? Does she listen to the business’s problems and act on them?

Decisiveness. Dovetailing with confidence, can the project manager make decisions and justify them when the stakeholder disagrees? Or does she shrug off decisions and defer to others on the project?

Credibility is the perception of being capable. There are many who believe that Brian Williams should have been fired rather than suspended. That’s because they no longer see him as capable. He no longer has credibility with a large segment of his stakeholders.

If any stakeholders lack the confidence in your ability as a project manager, you will lose credibility with them. Once credibility is lost, it is hard to regain.

What do you do to earn and maintain credibility with your stakeholders?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

Please feel free to provide feedback in the comments section below.

Image courtesy of Imagerymajestic at FreeDigitalPhotos.net

Management By Criticism and Other Ways to Demotivate

Management by criticism
Management by Criticism

I once worked for a manager that had very little positive to say. He criticized just about everything anyone ever did. The term “Good job” just wasn’t in his vernacular.

I wrote it off as just an oddity. I was fortunate enough to move on in my career to work for some great managers who were encouraging, positive and motivating.

As a consultant I’ve worked in many different consulting environments. I’ve been exposed to many managers and observed many as an outside 3rd party. I’ve seen amateur managers who demotivate their employees. They limit the success of their employees. By extension they limit their own success.

A negative ratio of management by criticism

I was once on a project where one manager would complement her team. Then she would follow it with a half a dozen complaints about their performance, quality, or some other aspect of their work.

She felt that since she pointed out one positive with all of the negatives, that she was being positive.

There are times when you may need to correct a wrong or give a team member constructive criticism. I’ve always followed the sandwich method. Provide positive feedback about something they do well. Then, you provide constructive criticism about the area you’d like to see improvement. You end with more praise about what they do right. Sandwiching the corrective measures around praise helps the employee to realize that, while they need to improve on something, there is plenty of value that they provide.

The left-handed compliment

Some managers just can’t seem to give praise without ruining it. They may praise the employee. But then they have to add a snide remark about how they almost screwed it up. Or they may say something like, “You really got us out of a jam. But then again, you were the one who got us into the jam in the first place.”

This is something my mother used to call a left-handed compliment. (Full disclosure: I’m left-handed and do not find this characterization to be offensive.) The left-handed compliment makes the subject feel good for just a split second before finding out that they still aren’t up to snuff for the manager.

When you are going to compliment a team member, make it complimentary and don’t take anything away from it.

Cheerleading

Some managers shower the team with empty praises with no content. “You guys are rock stars.” And “Great job everybody.” These types of compliments are like donuts for breakfast. The team gets a good feeling temporarily. But it’s a short-term high with no long-term nourishment.

If a manager wants to complement the team and make it meaningful, it should be directed towards actual accomplishments. “You really did a great job on that presentation.” “Your document was exactly what the client was looking for.”

Everybody wants to be a rock star. But they want to know which songs provided the value and made them rock stars. It helps them to know what type of actions to repeat in the future to remain rock stars.

For more information, check out The Importance of Leadership in Project Management

Happy medium

A good manager knows the right balance of cheerleading, complimenting and correction to make his or her words meaningful. Every team member is different and takes compliments and criticism differently. Successful managers get to know each team member well enough to know how to deal with each one to get the best performance out of each one.

How do you motivate your team members?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

Please feel free to provide feedback in the comments section below.

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

The Importance of Leadership in Project Management

Importance of Leadership in Project Management
The Importance of Leadership in Project Management

He managed his project like it was a finely tuned machine. One in which he could manipulate any aspect he wished with the turn of a gear or the press of a button.

The problem was that it was not a machine, finely tuned or not. It was an organism. A living thing. It breathed as much as the people who served on it.

He didn’t see it. He wanted to know estimate to complete and percentage complete. He tracked statistics and reported metrics. He believed that numbers provided the answer to any question that came up.

It was strictly a science to him.

The Art & Science of Project Management

The reality is that, while many aspects of a project are managed – and need to be managed – leadership is also required. Statistics can show trends. But people are a big piece of a project.

When people are involved, they work better being led than by being manipulated. Members of a project team are human beings with human feelings. They need a leader to motivate them. A leader should praise their successes and encourage them in failure.

The project’s business stakeholders will ask for additional functionality when the scope of a project has already been agreed upon. A rigid, scientific project manager will hold his ground and block any attempt at modifying scope. A leader works with the business stakeholders. If a change is requested, he determines the impact it would have on the project. He communicates it to the business side and works with them to come to a decision that works best for the sponsorship of the project.

When the steering committee requests information on the status of the project, a scientific project manager delivers statistics on earned value or a cost performance index. The steering committee may or may not fully understand the data, but will assume things are fine as long as the graph line is moving in a particular direction.

A leader will answer the question in terms that people can understand. Statistics and metrics may tell part of the story. But the leader has the ability to tell the back story. He can tell them whether the project is behind, why it is behind, and what is being done to bring it back on track.

Checklists vs. Process

Many project managers prefer to manage by checklist and process. Checklists come in handy to help a project manager remember the many details that need to be addressed in a given day or throughout the project.

But like a power-nailer used to build a house, a checklist is one of many tools used to manage a project. It is common for project managers to allow the checklist to drive management of the project. Checked off tasks indicate progress. The more items checked off, the more progress is made.

In reality, activities and responsibilities come up that are not on the checklist. A leader recognizes the additional events and determines how to reprioritize things to allow for the completion of important tasks.

Project managers often like to institute process. If a set of rules can be established for every situation, the project team will always know what to do without the burden of too much thought.

Like checklists and power-nailers, process is a tool. It should be used on a project when applicable. It should not replace allowing the members of the team to think and make decisions for themselves.

Good people should be hired that are smart enough and capable enough to make decisions on their own. If a team member has to follow process or escalate a decision to a manager whenever a situation occurs, the project is affected negatively. Productivity will be reduced, morale will decline, and the likelihood of project success is diminished.

Productivity

One of the most noticeable influences that leadership has on a project is its impact on productivity. When a project manager sets manipulative management practices aside and focuses on leadership skills, productivity wins.

We already discussed the impact that allowing project team members to make decisions has on productivity. A leader also creates incentives for team members to complete tasks. Instead of ordering, coercing, and threatening team members to complete their tasks “or else,” a leader collaborates with the team to help them complete their tasks.

Instead of providing snippets of tasks with information on a need to know basis, a leader creates a vision of the project. The leader helps the team to visualize successful completion. He makes each team member a stakeholder with a vested interest in the success of the project.

Trust

While a project manager who focuses on management is merely a conduit to information, a leader creates relationships. Leaders provide as much information as managers. But the leader also takes the time to develop relationships with every stakeholder on the project. This creates a bond of trust that the manager may never know.

The leader works as a collaborator with the project team members. When a team member faces an obstacle, the leader gets involved to help remove it. The leader is not necessarily the team member’s friend. But he is a trusted member of the team that each team member knows will support the team when support is needed.

The leader develops relationships with the business stakeholders as well. The business team knows that the leader project manager will provide honest visibility. If the project is behind, the leader is transparent about it. When the leader is trusted, the business knows he is telling them the truth, rather than what they want to hear.

The leader as coach and mentor

The leader has more than just completion of the project in mind. A leader takes an interest in the personal development of each team member. He meets with them regularly in one-on-one sessions to make sure that they are growing and learning on the project.

The leader knows that they may work on projects together again in the future. He knows that if they are dissatisfied and not growing, they can easily move on to a job that will provide greater fulfillment.

The leader will mentor each individual team member in a way that is customized for each person’s ability to learn. Project success is based partially on each team member growing throughout the duration of the project.

Decision making

The managing project manager makes decisions based on metrics, politics, and how it will affect the project budget and deadline. The leader always has those factors in mind, but also considers how the decision will affect other stakeholders and aspects of the project.

If a decision will affect morale, that will be taken into account. If the decision causes changes that will affect the business, they will be considered as well.

The leader project manager knows when it is appropriate to make a decision on his own and when to include others. He knows when the business needs to be involved so that they have buy-in. He knows to collaborate with the team members so that they feel that they are part of the decision.

The leader is more interested in getting the right decision than being the one to make the decision.

Creativity

Perhaps one of the most contrasting characteristics between the manager and the leader is creativity. A manager sees decision making as largely black and white. Most decisions are “no brainers” because they are largely based on budget and timeline.

The leader looks at things a little more creatively. Instead of rushing to the earliest and easiest decision, the leader considers many options. The leader looks for win-win scenarios rather than zero-sum.

The leader will collaborate in an attempt to negotiate an agreeable solution rather than force a practical decision focused only on his own project objectives.

Communication

Probably the most salient skill that makes a leader more successful than a manager is his ability to communicate. The way a project manager writes an email, delivers a status report, facilitates a meeting, and makes a request, are all components of good communication.

If a leader can convey an idea to someone that didn’t understand it before, that is good communication. If a project manager can call a group together for a meeting and lead them in sync to identify and resolve an issue, that is a good communicator.

A strong leader has the ability to communicate in a clear and succinct manner. When a project manager has a one-on-one conversation with someone, he makes eye contact, puts all devices and other distractions aside, and gives that person his full attention.

Listening is often the forgotten communication skill. People are judged on their communication skills based on what is coming out. But the way they listen and process what other people communicate is a critical aspect of communication.

Conclusion

Project management is a difficult job. There is a myriad of small details to coordinate, budget considerations, and deadlines to meet. It is easy to fall into the rut of focusing on the scientific aspects to meet all of the tangible goals. But the project manager that understands the importance of leadership in project management produces more successful projects and more successful people in the long run.

How well do you focus on the importance of leadership in project management?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

Please feel free to provide feedback in the comments section below.

Image courtesy of Simon Howden at FreeDigitalPhotos.net

3 Things a Project Manager Should Never Do

Man holding hand up to stop
Things a project manager should never do.

I’ve learned a lot about project management over the years just through observation. I’ve been managed by project managers. I’ve also collaborated with PMs that managed projects in the same environment as me. I’ve had the experience in a consulting environment to co-manage a project with a client counterpart.

I believe each of these experiences has made me a better project manager through observation. I’ve learned good habits from some very good project managers. I’ve also learned what not to do from some that I felt had some bad habits. Here are three that I try to avoid.
Continue reading 3 Things a Project Manager Should Never Do

On Time – On Budget, and Completely Worthless

On time - on budget
On time – on budget, but not always successful

I’ve interviewed many people for the position of project manager. I’ll bet 90% of them had the term “On time – on budget” on their resume. I’ve had it on mine before too.

It’s kind of a code word for project management success. But it doesn’t always translate to true success.

The task master

Most of us know a project management task master. He has the Microsoft Project plan with a detailed list of tasks, assignments, start and end dates, and many other details he chose to enter and track for each task.

Every week – or day – or hour – he checks in to obtain your status. If you’re late, he’s on you to catch up. It’s been said that God is in the details. For the task master, God is in the due date. It drives everything that gets done.

The only constant is change

If missed due dates are a task master’s nemesis, a close second is the scope increase. The project team defined the scope of the project at the beginning of the project. The project manager wants to manage things based on that scope. If the business changes while the project is in process, why should that be the project manager’s problem?

Likewise, new requirements that the business thought of after sign off. The project manager will fight to keep any of these changes out of scope. He may try to defer it to another phase or release of the project. The last thing he wants to do is modify the project plan in any way that will affect the due date or budget.

The message to the project team: The bus is leaving the station on this date. You had better be on it. Never mind if you don’t have all of your luggage or if the destination has changed.

On time – On budget

The task master generally finagles the scope and tasks of the project in any way she can to make sure her project ends on time – on budget. It is her driving force. It’s hard to blame the project manager. Many, if not most project managers have incentives to finish on time – on budget. Bonuses are tied to it. It’s also become a badge of honor within the project management community. No self-respecting project manager wants to admit that they had to extend the date or went over budget.

For more information, check out The Importance of Leadership in Project Management

A different perspective

The business has another view of the project. On time – on budget is certainly on the radar. But they want the project to be correct. If requirements are defined in August and legal requirements change effective January 1st, we need to make changes to the project to accommodate those new requirements. Completing the project on time – on budget without any consideration of the legal requirements is an empty victory.

A solution

Instead of providing bonuses and other incentives to simply finish the project on time – on budget, quality and customer satisfaction should be the top priority. Many projects end with a satisfaction survey. The key question should be “Were all business requirements implemented?”

Sure, there will be some business users who demand that new functionality gets stuffed into a project without regard to the due date. The project manager needs to negotiate hard in those situations or escalate the issue to someone of more authority if he is unable to get the issue resolved.

When I interview someone for the role of project manager, I look for those four words on their resume. If I see them, I make sure to ask them how they define project success.

It’s a great way to filter out the task masters.

How do you define project success?

If you would like to learn more about a career in Project Management, get Lew’s book Project Management 101: 101 Tips for Success in Project Management on Amazon.

Please feel free to provide feedback in the comments section below.

How Checklist Project Management Can Make Your Project Fail

Checklist Project Management
Checklist Project Management

I managed a project once where we were implementing a system for several clients. We visited one of the clients where I met with their team, including my counterpart project manager.

He seemed like a nice enough guy and we agreed that we would do our best to communicate and work together. Once the meetings started, we began delving into the client’s business requirements.

The client’s project manager had a list of questions he wanted to get through and seemed intent on getting through the list swiftly. He would ask a question. Someone would give an answer. He would begin typing the information into his laptop.

Invariably, someone would either add to the answer, contradict it, or ask a question, indicating they weren’t sure the answer was correct. In some cases, this would result in some fairly extensive discussion.

I could read the expression on the project manager’s face. He just wanted to get through the list. Ask a question and answer it. All this discussion was just slowing down his process.
Continue reading How Checklist Project Management Can Make Your Project Fail