PMs Role in ensuring Project Success

Leads the project

Delegates, Develops individuals and the project team
Manages communications
Uses good interpersonal skills
Handles stress
Applies problem-solving skills
Negotiates for win-win
Manages time

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 Project Managers Primary Responsibilities

Clients satisfaction
Work scope completion
Quality manner, within budget, on time
Planning the project
Securing and organizing the appropriate resources
Controlling the project progress
Coordinate with team
Control the project

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 Project Manager Skills: Leadership Ability

Achieve results through the project team

Use a participative and consultative leadership style
Provide guidance and coaching to the project team
Require involvement and empowerment of the
project team
Establish an environment of trust, high expectations,
and enjoyment
Have self confidence
Exhibit confidence in the project team

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 Acquiring the Project Team

Project teams
What expertise, experience, or skills needed
How many of each type are required
When they will be needed
Acquire entire team for smaller projects
Assemble team members as needed for larger projects
Greatest constraint is the availability of the right
resources at the right time
May have to negotiate for resources
Keep team as small as feasible

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 Project Kickoff Meeting

Project orientation
Held as early as possible
Sets the tone for the project
Provides opportunity for
team to know each other
Clarify roles and
responsibilities
Describe protocols and
plans
Allow time for questions
and comments

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 Characteristics of Effective Teams

Clear understanding of the project objective

Clear expectations of each persons role and
responsibilities
Results orientation
High degree of cooperation and collaboration
High level of trust

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 Barriers to Project Team Effectiveness

Unclear vision and objective

Unclear definition of roles and responsibilities
Lack of project structure
Lack of commitment
Poor communication
Poor leadership
Turnover of project team members
Dysfunctional behavior

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 Team Building

An ongoing process
The responsibility of both the project manager and
the project team
Socialization supports team building
Enhanced by members getting to know one another
Discussions not all work related
Initiate social events to celebrate achievements
Have team meetings, not just project meetings

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 Planning

Define project objective

Reach agreement with customer
Communicate objective to project team
Create vision of successful accomplishment
Spearhead plan development
Review plan with customer
Use project management information system

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 Organizing

Secure appropriate resources

Determine in-house tasks
Determine need for subcontractor
Assign responsibility
Delegate authority
Create motivating environment

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 Controlling

Track actual progress

Compare progress to planned progress
Take necessary actions
Play the leadership role
Involve project team

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 Ability to Develop People

Train and develop the project team

Believe that all individuals are valuable
Encourage initiative
Identify situations for mentoring
Assess opportunities for growth
Encourage self reflection for learning

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 Communication Skills

Be good communicators
Communicate and share information
Spend more time listening than talking
Inform the customer of progress
Determine any changes
Provide timely feedback to the team and customer

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 Interpersonal Skills

Develop a relationship with each team member

Maintain interpersonal relationships for duration of
the project
Influence the thinking and actions of others
Deal with disagreements or divisiveness

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 Ability to Handle Stress

Must be able to handle the stress

Remain calm
Cope with constantly changing conditions
Act as a buffer between the project team and either
the customer or upper management
Have a good sense of humor
Keep physically fit to improve ability to handle stress

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 Problem-Solving Skills

Be a good problem solver

Start with the early identification of a problem or
potential problem
Encourage project team members to identify
problems early and solve them

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 Negotiating Skills

Employ negotiating skills in interactions

Develop a trusting relationship with the other person
Use effective listening
Take cultural differences into consideration
Strengthen relationships, not erode them

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 Time Management Skills

Manage time well

Have self-discipline
Be able to prioritize
Show a willingness to delegate

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 Developing Skills to become an Effective PM
Gain experience
Learn from others
Interview project managers who have skills that you
want to develop in yourself
Conduct a self-evaluation and learn from your mistakes
Get a mentor
Participate in education and training programs
Join organizations, such as the Project Management
Institute
Read, earn a credential, volunteer
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 Critical Success Factors
Successful project managers accept responsibility for making sure the customer is
satisfied and the work scope is completed in a quality manner, within budget, and on
time.
The project manager needs to be proactive in planning, communicating, and
providing leadership to the project team to accomplish the project objective.
The project manager needs to inspire the project team to succeed and to win the
confidence of the customer.
By involving the project team in developing the project plan, the project manager
ensures a more comprehensive plan and gains the commitment of the team to
achieve the plan.
Successful project managers are proactive in addressing problems. They do not take
a lets wait and see how things work out approach.
The project manager needs to have a project management information system that
distinguishes accomplishments from busy-work.
Effective project managers have strong leadership ability, the ability to develop
people, excellent communication skills, good interpersonal skills, the ability to
handle stress, problem-solving skills, negotiating skills, and time management skills.
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 Critical Success Factors (continued)
Successful project management requires a participative and consultative leadership style in
which the project manager provides guidance and coaching to the project team. The effective
project manager does not tell people how to do their jobs.
Project managers show they value the contributions of team members when they seek advice
and suggestions from team members.
Project managers can foster motivation through recognition. People want to feel they are
making a contribution and need to be recognized. Positive reinforcement helps stimulate
desired behavior; behavior that is recognized or rewarded gets repeated.
The effective project manager does not monopolize, seek the spotlight, or try to take credit for
the work of others.
Capable project managers are optimistic and have high, yet realistic, expectations of
themselves and each person on the project team.
Projects should be fun. Project managers should enjoy their work and encourage the same
positive attitude on the part of the project team members. The project manager should set a
positive example for the team in terms of expected behavior.
A good project manager provides opportunities for learning and development by encouraging
team members to take the initiative, take risks, and make decisions. Rather than create a fear of
failure, the project manager realizes that mistakes are part of the learning and growth
experience.

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 Critical Success Factors (continued)
Good project managers spend more time listening than talking. They listen to the
needs expressed by the customer and the ideas and concerns expressed by the
project team and stakeholders.
Communication by project managers needs to be timely, honest, and unambiguous.
The project manager should create an atmosphere that fosters timely and open
communication without fear of reprisal, and must be open to differing viewpoints.
When unforeseen events cause turmoil on a project, effective project managers
remain composed and do not panic.
Effective project managers recognize that the best solution often emerges from
differences of ideas, viewpoints, experiences, and opinions.
The project manager must maintain integrity and respect for the other party
throughout the negotiating process.
To make effective use of their time, project managers need to have self-discipline, be
able to prioritize, and be willing to delegate.
At the start of a project, the project manager needs to establish a change control
system that define how changes will be documented, approved, and communicated.

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 Conflicts on Projects

Sources of Conflict Handling Conflict Approaches

Work Scope Avoiding or Withdrawing
Resource Assignments Competing or Forcing
Schedule Accommodating or
Cost Smoothing
Priorities Compromising
Organizational issues Collaborating, Confronting,
Stakeholder issues or Problem Solving
Personal differences

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 Problem Solving

Nine-Step Approach
1. Develop a problem statement
2. Identify potential causes of the problem
3. Gather data and verify the most likely causes
4. Identify possible solutions
5. Evaluate the alternative solutions
6. Determine the best solution
7. Revise the project plan
8. Implement the solution
9. Determine whether the problem has been solved

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 Brainstorming

All members of a group contribute spontaneous ideas in a non-

judgmental environment
Explore as broad a range of options and ideas
The process
The team sits around a table, with a facilitator who records ideas
Member states an idea do not discuss, justify, or try to sell it
Build on ideas previously mentioned
Continue until no one can come up with any more ideas or the time limit is up
Two important rules must be followed
No immediate discussion of ideas
No judgmental comments
Other participants are not allowed to make any comments at
all, supportive or judgmental
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 Time Management
Identify goals to accomplish the Make effective use of waiting
following week time
At the end of each day, make a Try to handle most paperwork
to-do list for the next day only once
Read to-do list first thing in the Go through incoming e-mail or
morning, and keep it in sight all mail at the end of the day so that
day it will not divert from working on
Control interruptions from the days to-do list
items on your to-do list Take action on each mail
Learn to say no to activities that document while holding it
will consume time but not Reward at end of week if
contribute to accomplishing goals accomplished all weeks goals

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 Critical Success Factors
Project success requires an effective project team. Although plans and
project management techniques are necessary, it is the peoplethe project
manager and project teamwho are the key to project success.
Putting a group of people together to work on a project does not create a
team. Helping these individuals develop and grow into a cohesive, effective
team takes effort on the part of the project manager and each member of
the project team.
Project teams should be kept as small as feasible throughout the project.
A project kickoff meeting should be held as early as possible to inform
members, reduce anxiety, manage expectations, and inspire the team.
Characteristics of effective project teams include a clear understanding of
the project objective, clear expectations of each persons roles and
responsibilities, a results orientation, a high degree of cooperation and
collaboration, and a high level of trust.
Each member of the project team needs to help create and foster a positive
project environment.
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 Critical Success Factors (continued)
Effective team members have high expectations of themselves. They plan,
control, and feel accountable for their individual work efforts.
Members of effective teams have open, frank, and timely
communication. They readily share information, ideas, and feelings. They
provide constructive feedback to each other.
Effective team members go beyond just doing their assigned tasks; they
act as a resource for each other.
Diversity of the team brings unique ideas and perspectives to projects.
Individual team members make a personal commitment to understand
and value diversity and respect the differences of other team members.
Diversity is valued as a strength that will enrich communication, foster
better relationships, create an enjoyable workplace, and enhance team
performance.
Ethical behavior is crucial in project business relationships with the
customer, suppliers, and subcontractors.
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 Critical Success Factors (continued)
The project manager and the project team need to acknowledge openly
that disagreement is bound to occur during the performance of the project
and reach consensus on how it should be handled.
Effective project teams resolve conflict through constructive and timely
feedback and positive confrontation of the issues. Disagreement is not
suppressed; it is viewed as normal and as an opportunity for growth.
Handled properly, conflict can be beneficial. It causes problems to surface
and be addressed. It stimulates discussion and requires individuals to clarify
their views. It can foster creativity and enhance problem solving.
Conflict is not just for the project manager to handle and resolve; conflict
between team members should be handled by the individuals involved.
Each person must approach the conflict with a constructive attitude and a
willingness to work in good faith with others to resolve the issues.
To effectively manage their time, team members should establish weekly
goals and make daily to-do lists.

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