Tag Archives: leadership

The Power of Organisation in Project Management

Posted on by

This article was originally published at: https://medium.com/@nadegeminois/the-power-of-organisation-in-project-management-b678b4f7a189

Organisation is not just a skill—it’s a necessity in project management. With countless tasks to juggle and deadlines to meet, the ability to maintain order amidst chaos is what sets successful project managers apart. Organisation is the backbone of efficiency, and its impact reverberates throughout the entire project lifecycle.

The Foundation of Organisation

At the heart of every successful project lies a well-structured plan. Organisation begins with a clear understanding of the project’s objectives, scope, and deliverables. This foundational knowledge allows project managers to break down the project into manageable tasks, each with its own timeline and resources. By creating a detailed project plan, managers can ensure that every team member knows their role and responsibilities, reducing confusion and increasing accountability.

Tools and Techniques for Effective Organisation

Gone are the days of relying on long to-do lists scribbled on loose pieces of paper. In today’s digital age, project managers have access to a plethora of tools and techniques designed to enhance organisation. Project management software, such as Trello, Asana, or Microsoft Project, provides a centralised platform for tracking tasks, deadlines, and progress. These tools offer visual representations of the project timeline, making it easier to identify potential bottlenecks and adjust plans accordingly.

Additionally, techniques such as the Kanban method or the Agile framework can be employed to streamline workflows and improve team collaboration. By adopting these methodologies, project managers can create a dynamic environment where tasks are prioritised, and resources are allocated efficiently.

The Ripple Effect of Organisation

Organisation is not a solitary endeavour; it has a ripple effect that influences the entire project team. When a project manager is organised, it sets a precedent for the rest of the team. Clear communication of tasks and expectations fosters a sense of purpose and direction among team members. They know what needs to be done, when it needs to be done, and how their contributions fit into the larger picture.

Moreover, an organised project manager is better equipped to handle unexpected changes. In the ever-evolving landscape of project management, adaptability is key. When plans need to be adjusted, an organised manager can quickly assess the situation, reallocate resources, and communicate changes effectively. This agility ensures that the project remains on track, even in the face of unforeseen challenges.

Organisation and Stakeholder Engagement

Effective organisation extends beyond the project team to include stakeholders. Stakeholders are integral to the success of any project, and keeping them informed and engaged is crucial. An organised project manager maintains regular communication with stakeholders, providing updates on progress, addressing concerns, and managing expectations. This proactive approach builds trust and confidence, ensuring that stakeholders remain supportive and invested in the project’s success.

The Role of Organisation in Risk Management

Risk management is an inherent part of project management, and organisation plays a pivotal role in mitigating risks. By maintaining a comprehensive risk register, project managers can identify potential risks early on and develop contingency plans. Organised documentation of risks, along with their likelihood and impact, allows managers to prioritise and address them systematically. This proactive approach minimises the chances of risks escalating into major issues, safeguarding the project’s success.

Organisation as a Catalyst for Innovation

While organisation is often associated with structure and order, it also serves as a catalyst for innovation. An organised project environment provides the stability and clarity needed for creative thinking to flourish. When team members are not bogged down by confusion or uncertainty, they have the mental space to explore new ideas and solutions. This culture of innovation can lead to breakthroughs that enhance the project’s outcomes and deliver added value to stakeholders.

Conclusion: Embracing Organisation for Project Success

Organisation is the linchpin that holds the various components of a project together. It is the driving force behind efficiency, adaptability, and innovation. By embracing organisation, project managers can create a structured yet flexible environment that empowers their teams to excel. The benefits of organisation extend beyond the project itself, fostering a culture of collaboration, trust, and continuous improvement.

As project managers, the responsibility to maintain organisation rests on our shoulders. It requires discipline, foresight, and a commitment to excellence. But the rewards are well worth the effort. An organised project is a successful project, and a successful project is a testament to the power of organisation. So, let’s embrace organisation as our guiding principle and pave the way for project success.

Balancing the Big Picture and Details: The Evolving Role of Project Managers

Posted on by

This article was originally published at https://medium.com/@nadegeminois/balancing-the-big-picture-and-details-the-evolving-role-of-project-managers-f79f40f80d8b

The role of a project manager is continuously evolving. Today, more than ever, project managers are expected to be strategic thinkers while maintaining a keen eye for detail. This dual focus is essential for ensuring that projects not only align with overarching business goals but also meet the day-to-day demands of execution.

The Importance of Strategic Thinking

Strategic thinking is a critical component of modern project management. It involves looking beyond the immediate tasks and considering the long-term implications and benefits of a project. For project managers, this means aligning project objectives with the broader goals of the organisation. By doing so, they can ensure that the project delivers maximum value and meets stakeholder expectations.

Strategic alignment is not just about setting goals; it’s about understanding the business landscape and anticipating future trends. A project manager with strong strategic thinking skills can identify opportunities for innovation and improvement, positioning the project for success. For example, in a technology-driven project, strategic thinking might involve considering how emerging technologies can be leveraged to enhance project outcomes.

The Risks of Overemphasizing Strategy

While strategic thinking is crucial, an overemphasis on the big picture can lead to neglect of the essential details. Projects can quickly go off track if the day-to-day tasks are not managed effectively. A project manager who focuses solely on strategy may overlook critical deadlines, resource allocation, and quality control measures.

Consider a scenario where a project manager is so focused on achieving a strategic milestone that they fail to address a minor technical issue. This oversight can escalate into a significant problem, causing delays and additional costs. Therefore, it’s vital for project managers to strike a balance between strategic vision and operational execution.

The Necessity of Attention to Detail

Attention to detail is the backbone of successful project management. It involves meticulous planning, monitoring and controlling of project activities. By paying close attention to details, project managers can ensure that every aspect of the project is executed to the highest standard.

Detailed planning helps in identifying potential risks and developing mitigation strategies. It also ensures that project deliverables meet quality standards and client expectations. For instance, in a construction project, attention to detail might involve thorough inspections and quality checks to prevent structural issues.

The Dangers of Micromanagement

An excessive focus on details can lead to micromanagement, which can be detrimental to team morale and productivity. Micromanagement stifles creativity and innovation, as team members feel constrained and undervalued. It can also lead to burnout and high turnover rates.

To avoid micromanagement, project managers should empower their teams by delegating tasks and responsibilities. Trusting team members to execute their roles allows for a more collaborative and innovative work environment. Regular check-ins and open communication can help maintain oversight without overstepping boundaries.

Striking the Right Balance

Achieving the right balance between strategic thinking and attention to detail requires a combination of skills and techniques. Project managers should prioritise clear communication and collaboration with their teams. By fostering an environment of trust and openness, they can ensure that both strategic goals and detailed tasks are addressed effectively.

Adaptability is another key factor in balancing these two aspects. Project managers must be flexible enough to adjust their approach based on the project’s needs and challenges. This might involve shifting focus from strategic planning to detailed execution as the project progresses.

Conclusion

The role of a project manager is multifaceted, requiring a delicate balance between strategic thinking and attention to detail. By mastering both aspects, project managers can drive projects to success, delivering value to their organisations and stakeholders. As the field of project management continues to evolve, the ability to navigate both the big picture and the details will remain a defining trait of successful project managers.

Flexible Leadership: Navigating the Complexities of Project Management

Posted on by

This article was originally published at: https://medium.com/@nadegeminois/flexible-leadership-navigating-the-complexities-of-project-management-84758c509839

In this article, I am focusing on the second trait I see differentiating really great project managers. It is leadership abilities. Leadership is not a one-size-fits-all approach. The modern project environment demands a flexible leadership style that can adapt to the diverse needs of team members and the ever-changing dynamics of projects. Flexible leadership is about understanding that people have different expectations about how they should be treated and valued at work. It’s about recognising that the time has come to respect and value people as the most important aspect of any project.

Understanding Leadership Styles

Every project manager has a preferred leadership style, but great project managers know how to adapt their style to suit the situation. Whether it’s being directive in moments of chaos or adopting a more participative approach when the team is highly competent, the ability to switch between leadership styles is crucial. This flexibility ensures that the project manager can effectively lead diverse teams, each with varying levels of knowledge, experience, and motivation.

Empowering the Team

Flexible leadership is about empowering the team. It’s about recognising that the project is delivered by the team members, and without them, nothing will be accomplished. By empowering team members, project managers can foster a sense of ownership and accountability. This empowerment can be achieved by delegating responsibilities, encouraging autonomy, and providing opportunities for team members to contribute their ideas and expertise.

Building Trust and Respect

Trust and respect are the cornerstones of flexible leadership. When team members feel respected and valued, they are more likely to trust the project manager and the project itself. This trust creates a collaborative environment where team members are willing to share insights, provide feedback, and support the project’s objectives. By demonstrating respect for team members’ skills and contributions, project managers can build a cohesive and motivated team.

Adapting to Technological Advances

Technology is rapidly evolving, and project managers must be adept at integrating new tools and platforms into their workflows. Flexible leaders are open to exploring and adopting technological advancements that can enhance project efficiency and communication. By staying informed about the latest technological trends, project managers can leverage these tools to streamline processes and improve team collaboration.

Balancing Short-term and Long-term Goals

A flexible leader understands the importance of balancing short-term project milestones with long-term strategic objectives. This involves setting clear priorities and ensuring that immediate tasks align with the broader vision of the organisation. By maintaining this balance, project managers can ensure that the project remains on track while also contributing to the organisation’s overall success.

Conclusion

Flexible leadership is an essential trait for project managers aiming for success. By adapting their leadership style to suit the needs of the team and the project, empowering team members, and building trust and respect, project managers can navigate the complexities of project management with ease. This flexibility not only enhances the project’s chances of success but also transforms team members into active allies, paving the way for smoother project delivery and greater overall satisfaction.

Adaptable Communication: The Sailing through Effective Project Management

Posted on by
Image by pencil parker from Pixabay

This article was originally published at: https://medium.com/@nadegeminois/adaptable-communication-the-sailing-through-effective-project-management-84867ed3bd07

One word encapsulates the environment of project management: diversity. This diversity is not only in tasks and activities but also in the people involved. From team members to end users, regulatory bodies to audit committees, the range of stakeholders a project manager must engage with is vast and varied. Each group requires different information, delivered in a manner that resonates with them. This is where the art of adaptable communication becomes indispensable.

Understanding the Audience

The first step in adaptable communication is understanding your audience. Each stakeholder group has unique needs, expectations, and communication preferences. For instance, while team members may require detailed daily updates, executive stakeholders might prefer high-level summaries. Regulatory bodies may need precise compliance information, whereas end users might be more interested in how the project benefits them. Recognising these differences is crucial for effective communication.

Tailoring the Message

Once you understand your audience, the next step is tailoring your message. This involves not only the content but also the delivery method. Some stakeholders might prefer written reports, while others might respond better to visual presentations or face-to-face meetings. The key is to convey meaningful and impactful messages that ensure clarity about the project and each stakeholder’s role in it. When stakeholders are clear about their roles, they are more likely to be engaged and contribute positively to the project.

Building Trust and Engagement

Adaptable communication is not just about delivering information; it’s about building trust and engagement. When stakeholders feel that their needs and preferences are understood and respected, they are more likely to trust the project manager and the project itself. This trust fosters a collaborative environment where stakeholders are more willing to share insights, provide feedback, and support the project’s objectives.

Overcoming Communication Barriers

In any project, communication barriers are inevitable. These can arise from cultural differences, language barriers, or even differing levels of technical understanding. An adaptable communicator anticipates these challenges and proactively addresses them. This might involve using simpler language, providing translations, or offering additional training sessions to ensure everyone is on the same page.

The Role of Technology

In today’s digital age, technology plays a significant role in adaptable communication. Project managers have access to a plethora of tools that can aid in tailoring communication. From project management software that offers real-time updates to video conferencing tools that facilitate virtual meetings, technology can bridge the gap between diverse stakeholder groups. However, it’s essential to choose the right tools that align with the stakeholders’ preferences and the project’s needs.

Continuous Improvement

Adaptable communication is not a one-time effort but a continuous process. As projects evolve, so do the needs and expectations of stakeholders. Regular feedback loops can help project managers refine their communication strategies. By actively seeking feedback and being open to change, project managers can ensure that their communication remains effective and relevant throughout the project lifecycle.

Conclusion

Adaptable communication is a vital trait for any project manager aiming for success. By understanding the diverse needs of stakeholders, tailoring messages accordingly, and leveraging technology, project managers can foster an environment of trust and engagement. This not only enhances the project’s chances of success but also transforms stakeholders into active allies, paving the way for smoother project delivery and greater overall satisfaction.

5 traits that make great project managers. Do you have them?

Posted on by
Photo by Natalia Ventskovskaya on Unsplash

This article was originally published at: https://medium.com/@nadegeminois/5-traits-that-make-great-project-managers-do-you-have-them-3097dc41bb37

If you are reading this piece, you are likely a project manager. And you are not alone.

There are many project managers around the world and the demand for project managers is still increasing.

But not all project managers are equal. Here is my take on what is needed to be a great project manager.

The negative side is that you may not have these competencies yet,especially if you are early in your career. The positive side is that all the points I will talk about can be learned.

There is always room for improvement!

In this article, I will give an overview of 5 traits essential to be successful as a project manager. I will then detail each of these traits in subsequent articles.

An adaptable communication

There is probably a word that sums up quite well the project environment: diversity. Of course, diversity of tasks and activities, and also diversity of people.

When you think of all the various stakeholder groups you need to manage in every project, it can be overwhelming. They go from your team members to end users, regulatory bodies and audit committees for instance. You will interact daily with some, a lot more sparingly with others. They need different information, conveyed in different ways.

So, when you can adapt your communication – both the content and the way you deliver this content – to your varied audiences, you convey more meaningful and impactful messages. People are clear about the project and their role in it. They will also be more engaged and ready to contribute.

A flexible leadership

You will have all read that now, it is not enough to be a manager; you need to be a leader. And I agree with that. People have very different expectations about how they ought to be treated and valued at work. The time has finally come when it is recognised that people must be respected and valued.

Just telling people what to do, when and how, will not cut it. Remember that you and your team members deliver the project. Without them, there is no project, nothing will be done. In short, people are the most important aspect of a project.

We all have a preferred leadership style. However, great project managers can use all the different leadership styles as and when necessary. The style needed will depend on the persons involved, their level of knowledge and experience, and the task at hand.

Big picture and details

The role of project manager has also evolved on that point, not just on leadership. Strategic thinking is high on the agenda these days. It means that now, any project manager worth its salt needs to keep an eye both on the big picture and on the details.

You need to think strategically, keep a focus on strategic alignment, business goals alignment, benefits and value the project will bring. But if you do only this part, you can lose track of the tasks to be done and end up with the project going nowhere.

On the other side, attention to details and ensuring the daily work is done is still a big part of any project manager’s role. However, if you concentrate only on this part, you end up just micromanaging the project and your team members will resent you for that.

Organisation

There is a lot to do in a project! So many things to juggle in parallel.

As the project manager, you need to keep track of what is happening in your projects and what needs to be done.

Long to-do-lists on loose pieces of paper will not do it. Or thinking that you’ve got it all organised in your head.

Organisation is paramount for efficiency in a project. Organisation will breed organisation. If you are organised and that your project tasks are well organised, your project team will be more organised too because your team members will be clear on what to do.

It will also streamline planning and make the project more adaptable when things need to be shifted around, as it happens often in projects.

Technical agility

That takes us to the last trait I want to cover. Here, technical agility doesn’t refer to your knowledge in the industry oft he project. You don’t need to bean IT expert to manage IT projects for instance.

What I refer to here is the ability to use the right tools that will make the project more efficient.

We covered organisation in the previous section. Being able to use the tools that will allow you to organise the project will be paramount.

It is also being able to decide which tools to use for the project: project management tools, communication tools and so on.

And this is not including Artificial Intelligence (AI), a whole area on its own.

So, now you have read this piece, which ones of these skills do you have already? Which ones need some improvement?

The Difference Communication Makes in Projects

Posted on by

This article was originally published on the Institute of Project Management website at https://instituteprojectmanagement.com/blog/the-difference-communication-makes-in-projects/

Introduction

Inefficient communication is the main reason why projects fail, i.e., are over budget and late and do not deliver what was initially expected. According to the PMI Pulse of the Profession 2023 report, communication is amongst the most critical power skills to acquire. According to the same report, organisations prioritising more power skills deliver their projects more successfully. In this article, I will explain the concrete difference that efficient communication makes in project delivery.

Two Scenarios: A Comparison

Here are two scenarios illustrating how communication affects project success:

1. Nivra’s Approach: Miscommunication Leads to Setbacks

Nivra is a project manager who implements an Enterprise Resource Planning (ERP) system for a big organisation. One morning, Nivra storms into the project team office and goes straight to Gus: “You were supposed to have done this by yesterday. I want it by tomorrow morning. I don’t care if you have to work on it the whole day and night. Get it done!”.

Gus never got a chance to explain the reasons for the non-delivery and that he wasn’t clear on the deadline. Later that day, Nivra got a message from the ERP supplier about a setback that would put the project off track. Nivra had known of this potentially happening as it was a risk the ERP supplier had raised, but Nivra did not tell other stakeholders about it and didn’t have a mitigation plan in place. Nivra did not want to “alert” the project sponsor and steering committee and hoped the risk would not materialise. At a meeting with some future users of the ERP system, some complained that the part shown did not do what they needed it to do. Nivra blamed the team member in charge of developing this part for not understanding the requirements.

2. Luvon’s Approach: Clear Communication Ensures Progress

Luvon knows the project is approaching a firm deadline. Arriving every morning in the office, Luvon asks the team members, “What do you need to make this deadline? Is progress as planned? Anything to clarify with a stakeholder?”.

Everyone shares their concerns and progress. Luvon regularly updates the key stakeholders on the progress until the deadline. Luvon is in regular contact with an external collaborator as they raised some concerns on their side regarding their ability to meet the deadline. Luvon raised the risk with the project sponsor and informed the sponsor and the steering committee on a regular basis. The project is ready to put a mitigation plan into action if the collaborator informs them they will not meet the deadline.

Are You More Like Nivra or Luvon?

What is happening in the projects in these two scenarios is similar. However, the way of handling it as a project manager is completely different. And it will have more than a significant impact on the project. How do you think team members and other stakeholders feel in each scenario? How much do you think they want to engage and are confident in the successful delivery of the project?

The Importance of Communication in Successful Projects

Successful projects are built on a strong communication foundation. Communication is what holds all parties together while delivering the project. The main goal of this communication is to get things done. After all, project management is results and tasks-driven. But it is people who run projects. So, as a project manager, look after the people, and they will look after the project!

What You Achieve with Efficient Project Communication

These are some examples of what efficient communication will bring to your projects.

  • Clear Objectives, Goals, Tasks and Deadlines: Team members know what to do, why they do it, how to do it and when to do it. Wider stakeholders know why you do what you do, what to expect and when.
  • Engaged Stakeholders: When you communicate relevant information at the right time to the right people, then stakeholders feel that they know what they need to know about the project. Furthermore, they know what’s in it for them and are more eager to contribute and engage with the project when it comes to championing it, testing the deliverables and embedding the project’s deliverables into their business-as-usual activities.
  • Better Risk Management: Most risks escalate into issues because of a lack of communication, which would have seen the risk becoming more likely to happen.
  • Better Team Collaboration and Efficiency: That sounds cliché, doesn’t it? But that’s the reality. Communication is the oil in the cogs of the team working.

What Needs to Underpin Communication

Communication in project management is not just about being a smooth operator (in a positive sense). Efficient communication needs to be underpinned by four values that should guide every communication and action in a project. I take these values as the most important when interacting with your team members and other stakeholders.

  • Respect: Everyone in the project has something to contribute. All voices need to be heard, all questions answered.
  • Trust: It will foster more open communication between stakeholders. Combined with respect, it will create an environment in which people can be open, make mistakes and share their ideas and thoughts about the project without fear.
  • Autonomy: As a project manager, you need to allow people to decide, and you need to delegate appropriately. Your role as a project manager is to get the best out of your team to deliver the project.
  • Integrity: As the project manager, you need to lead by example. If you do not show integrity in your words and actions, your team members and stakeholders will lose confidence and trust in you, your honesty and your reliability.

Now, let’s turn to what you can do concretely to make your project communication more efficient. Below are five areas that require your focus. Getting them right will go a long way towards efficient project communication.

Key Communication Strategies for Project Managers

  • Develop a Communication Plan: This is a given. Every project needs a detailed and tailored communication plan. It relies on thorough stakeholder identification. It contains the who, when, how, how often, and by whom of your communication within the project. It allows us to keep track of planned communication. However, this is only a first step. It is not because you have meetings in your plan that these meetings will be successful.
  • Use Technology Wisely: In an era in which we have access to so many tools, apps, and various technologies, it is easy to use them just for their own sake. Using many different tools to communicate is likely to confuse people interacting with the project. Consider the needs of the project and then assess which tools are best to fulfil these needs. Avoid using technology that is unsupported or not officially approved by your organisation. If you think the best technology is one not yet available to you via your organisation, make a case to get it and embed it in future projects.
  • Regular Updates: Schedule time to discuss progress, address issues or adjust plans as and when needed. These updates can be informal or set up meetings for them. Keep people informed. Your communication plan should reflect this effort for regular updates beyond project update reports.
  • Encourage Open Communication: Begin by being open to yourself. Share what is happening in the project, even the not-so-good news. Setbacks and issues always happen. Share them and ask stakeholders for help with them when necessary. If you are open, your team members and stakeholders will also open up more easily. This flow of communication will ensure everyone is clear on and engaged with the project.
  • Tailor Communication to Your Audience: Communication is not one size fits all. This is why having a communication plan in itself is not enough. The important aspect is how you turn the planned and unplanned interactions into impactful moments. You need to understand the communication needs and expectations of your stakeholders, depending on their roles in the projects and aspects such as their culture, circumstances, and so on. To achieve this, you first need to become aware of your own communication patterns and then understand others’ patterns to adapt your communication. The goal of communication is to be understood, and this is the responsibility of the person who sends the message. So, you need to “speak a language” that your interlocutors will understand.

Conclusion

By implementing these strategies and embracing the core values of respect, trust, autonomy, and integrity, you’ll be well on your way to improving communication in your projects. Strive to be more like Luvon — clear, open, and proactive in your communication, ensuring the success of your projects.

Now you can work on being more of a Luvon and less of a Nivra!

Reference Literature

Project Management Institute (PMI). 2023. “Pulse of the Profession 2023 — Power Skills, Redefining Project Success.”

Harvard Business Review (HBR). 2012. “The New Science of Building Great Teams.”