Ever had a project that begins with strong executive/senior management support and over time that support fades?
The symptoms are:
Executives/senior management remain silent during status meetings
Executives/senior management stop coming to status meetings and don't ask for meeting minutes
Executives/senior management lack a sense of urgency regarding "your" project
Executives/senior management become more confused and less supportive over time regarding project goals and objectives
Executives/senior management begin to focus on what has been "installed" vs. what business results have been realized
The project sponsor(s) becomes detached and less available for project updates
Executives, sponsors, and stakeholders start to forget the culture and try to force solutions to meet deadlines
I know first hand that executives/senior management will tell you they support your project, and then turnaround and encourage resistance in their departments, and allow or ignore passive-aggressive behaviors of key staff members regarding the project's goals and objectives. What can be done? Here are some ideas; however you must realize that your project is in serious trouble if you have observed the behaviors listed above.
Calculate the costs of the project so far. Consider scaling back the project or killing it all together. I know from experience that this is much easier said than done.
Identify key executives and stakeholders and meet with them personally and restate the projects benefits. If they still aren't sold or supportive, move on to the next group. Ensure you create a Scope Change and de-scope portions of the project that aren't getting support.
Reevaluate the project team. Do you need new people? Are they really focused on meeting the project's objectives and scope? Are the project's objectives and scope still realistic, attainable and relevant?
Reevaluate the organization's culture and re-plan the project if needed. Reset expectations, and identify sources of resistance. If the culture can't be changed quickly, perhaps the project's objectives, goals, and/or scope need to be adjusted.
Remember, project failure rests on the project manager's shoulders. Sometimes senior management is too busy to get or stay involved, however that doesn't release them from their responsibility to support your project. Determine if they are too busy or just too lazy to support your project. Not easy to do, but absolutely necessary.
Remember what Dr. Stephen Covey says is the 4th Discipline (The 4 Disciplines of Execution) - "Hold Each Other Accountable - All of the Time". If you are a project manager it is your job to hold all levels of the organization accountable for project success. Having said that, you must proceed with caution if you plan to do this with executives. Be tactful and respectful; however, don't let them off the hook.
A recent survey found that only 39 percent of workers feel highly energized and committed to their organization's most important goals. This survey includes executives and senior managers. Just because they have the title doesn't mean they will behave responsibly or be focused on doing the right things right!
Executives, senior management, and your project sponsor(s) may say they support you and your project, but it is up to you to figure out if they really are being supportive. Silence is not acceptance when it comes to dealing with the decision makers. When they stop asking questions, you are in deep trouble.
No Involvement = No Commitment.
Tuesday, February 20, 2007
Thursday, February 15, 2007
One Tough Project!
Like millions of others, I began the year with a resolution to lose weight and "get in shape" by years end. I took this resolution and determined that a "project" was required.
As everybody knows, weight loss projects have a high probability of failure. These types of projects are full of risks and obstacles. Thankfully, there lots of people that have had "project" success in regards to losing weight and getting into better physical condition. The success of others gives us historical data, which is the best kind of data to use when planning a project.
As with any project, we need ways to measure progress. If we don't measure progress we don't know if we are doing the right things. Measures and objectives are normally set in the Project Initiation phase.
Some measures of project progress that I'm using are:
Weight Loss
Losing Inches
Losing Fat – Body Mass Index
Lower Cholesterol
A project must have measurable objectives (goals) so we know at the end of the project if we were successful. The objectives I set for the project are:
Lose twenty pounds (minimum)
Lower Cholesterol by 20%
Lose three inches off waist
Run a 5K and a 10K by years end
Run 300 miles or more during the year
Ride bike over 1000 miles
Again, all objectives are measurable, so they will be used at end of the year to help determine project success or failure.
After the objectives and measures were set, planning began. Some equipment was required like new running shoes, and some equipment was just cool to have like a Nike+ iPod kit to wirelessly connect the new Nike running shoes to my existing iPod Nano.
Briefly, a Nike+ iPod kit helps a runner measure a number of items like distance traveled (miles), calories burned, pace, time spent running/walking, and additionally uploads exercise data to the nikeplus.com website to help you track your goals and visually see your progress over time. The information on the nikeplus website can be shared with others, and you can setup your personal goals and issue challenges to other nikeplus users. I think this is all very cool, and in the end is a very usable tool. One last note on this subject, since you are carrying an iPod when you run/walk you can bring along your favorite music for additional motivation and inspiration. Who can resist running while listening to the likes of Green Day, Big & Rich, or Skillet!
Remember, measuring progress helps us to see our accomplishments, and the historical data we collected from other weight loss projects tells us that tools like the Nike+ iPod product can motivate us by giving us feedback of our progress. One disclaimer is needed, I'm not endorsing any products here, I'm just sharing what works for me.
While planning my project I also determined I should purchase a heart rate monitor. While not a required item, it is an important project monitoring tool since I am turning 50 (ouch) this year and want to monitor (Project Controlling) my heart rate to ensure I don't overdo my workouts. The heart rate monitor has an additional benefit of helping to ensure I stay in the best fat burning target zone during my workouts. Again, we can't manage what we don't measure.
Once the objectives were set and procurement was complete, it was time to begin the hard work of getting started (Project Execution). While getting started is important, it is also important that the scope of the project doesn't exceed the capabilities of your resources (heart, lungs, legs, willpower). To mitigate the issue of exceeding my resources and quitting after a few weeks or months because of injury or burnout, which happens to the majority of folks starting this type of project, I have made sure that I start slow and have small measurable goals.
One final thing I did to help achieve success was I downloaded a running plan from the internet entitled "From Couch Potato to Runner in Nine Weeks". I did modify the plan because I think it was designed for someone younger than I who was also in better shape; however it is a written plan that again helps me to measure progress.
ProjectSteps Rule: A plan that isn't in writing isn't a plan.
As far as a interim status report goes, I set a goal to run twenty miles in January and made the goal. Overall, I am pleased with my progress so far. Since January 3rd, I have lost 11 pounds. I have also changed my eating habits, walked more during the day, and generally feel better.
The bottom line, using project management techniques in your personal life can help you achieve your goals.
If you have experiences or tips let me know by sending a comment and I will publish them here.
As everybody knows, weight loss projects have a high probability of failure. These types of projects are full of risks and obstacles. Thankfully, there lots of people that have had "project" success in regards to losing weight and getting into better physical condition. The success of others gives us historical data, which is the best kind of data to use when planning a project.
As with any project, we need ways to measure progress. If we don't measure progress we don't know if we are doing the right things. Measures and objectives are normally set in the Project Initiation phase.
Some measures of project progress that I'm using are:
Weight Loss
Losing Inches
Losing Fat – Body Mass Index
Lower Cholesterol
A project must have measurable objectives (goals) so we know at the end of the project if we were successful. The objectives I set for the project are:
Lose twenty pounds (minimum)
Lower Cholesterol by 20%
Lose three inches off waist
Run a 5K and a 10K by years end
Run 300 miles or more during the year
Ride bike over 1000 miles
Again, all objectives are measurable, so they will be used at end of the year to help determine project success or failure.
After the objectives and measures were set, planning began. Some equipment was required like new running shoes, and some equipment was just cool to have like a Nike+ iPod kit to wirelessly connect the new Nike running shoes to my existing iPod Nano.
Briefly, a Nike+ iPod kit helps a runner measure a number of items like distance traveled (miles), calories burned, pace, time spent running/walking, and additionally uploads exercise data to the nikeplus.com website to help you track your goals and visually see your progress over time. The information on the nikeplus website can be shared with others, and you can setup your personal goals and issue challenges to other nikeplus users. I think this is all very cool, and in the end is a very usable tool. One last note on this subject, since you are carrying an iPod when you run/walk you can bring along your favorite music for additional motivation and inspiration. Who can resist running while listening to the likes of Green Day, Big & Rich, or Skillet!
Remember, measuring progress helps us to see our accomplishments, and the historical data we collected from other weight loss projects tells us that tools like the Nike+ iPod product can motivate us by giving us feedback of our progress. One disclaimer is needed, I'm not endorsing any products here, I'm just sharing what works for me.
While planning my project I also determined I should purchase a heart rate monitor. While not a required item, it is an important project monitoring tool since I am turning 50 (ouch) this year and want to monitor (Project Controlling) my heart rate to ensure I don't overdo my workouts. The heart rate monitor has an additional benefit of helping to ensure I stay in the best fat burning target zone during my workouts. Again, we can't manage what we don't measure.
Once the objectives were set and procurement was complete, it was time to begin the hard work of getting started (Project Execution). While getting started is important, it is also important that the scope of the project doesn't exceed the capabilities of your resources (heart, lungs, legs, willpower). To mitigate the issue of exceeding my resources and quitting after a few weeks or months because of injury or burnout, which happens to the majority of folks starting this type of project, I have made sure that I start slow and have small measurable goals.
One final thing I did to help achieve success was I downloaded a running plan from the internet entitled "From Couch Potato to Runner in Nine Weeks". I did modify the plan because I think it was designed for someone younger than I who was also in better shape; however it is a written plan that again helps me to measure progress.
ProjectSteps Rule: A plan that isn't in writing isn't a plan.
As far as a interim status report goes, I set a goal to run twenty miles in January and made the goal. Overall, I am pleased with my progress so far. Since January 3rd, I have lost 11 pounds. I have also changed my eating habits, walked more during the day, and generally feel better.
The bottom line, using project management techniques in your personal life can help you achieve your goals.
If you have experiences or tips let me know by sending a comment and I will publish them here.
Tuesday, February 06, 2007
What is your Project Management Process?
Over the next few weeks I will discuss several Project Management product offerings available to help the Project Manager get their projects or programs organized. Most of these products are referred to as project management frameworks. A project management framework is a set of processes, tools and templates designed to be used together to manage a project through its lifecycle. It is important to know that a process isn't a framework, however a framework does include one or more processes.
The first set of products I will cover are from TenStep.com
There are several highly polished Project Management process offerings available from this vendor. The ones I either own and use or have reviewed are TenStep, PortfolioStep, PMOStep, SupportStep, and LifeCycleStep.
TenStep.com has been around for several years and I was an early adopter of the TenStep process. Over the years the TenStep process has grown into a sophisticated framework that contains dozens and dozens of templates, support documents and clear steps on how to manage a project effectively. From the original TenStep process the vendor has added many new process/frameworks to assist the project manager to manage and support programs, portfolios, project management offices, etc. To summarize, the processes are clearly written using plain English (not jargon), include plenty of useful templates, and each process include many helpful hints to help you use each of the process steps effectively. What more could you ask for?
The TenStep web site has free templates and examples of each process for you to review prior to making a purchase decision, and additionally each of TenSteps processes are updated on a regular basis throughout the year. Take a look and form your own opinion by visiting their website.
As taken from the TenStep.com website, the TenStep Project Management Process is a methodology for managing work as a project. It is designed to be as flexible as you need to manage your project."
"For instance, it may not make sense to spend a lot of time on risk management for a project that requires 500 hours of effort and is similar to many projects that were done before. That does not imply that you ignore potential risks - just that you do not spend as much time as you might on another project (for instance, one where you were implementing new technology). This flexible and scalable approach is visible throughout the TenStep process and is one area that differentiates this methodology from others."
I personally own and use TenStep, PMOStep, and SupportStep. I highly recommend them all. Tom Mochal the owner of TenStep and his staff do a great job of regularly updating each Framework and the accompanying templates. I have been using TenStep processes for almost four years and their products have always exceeded my expectations.
Bottom line: an outstanding suite of products used by over 5000 companies and individuals. Highly recommended.
The first set of products I will cover are from TenStep.com
There are several highly polished Project Management process offerings available from this vendor. The ones I either own and use or have reviewed are TenStep, PortfolioStep, PMOStep, SupportStep, and LifeCycleStep.
TenStep.com has been around for several years and I was an early adopter of the TenStep process. Over the years the TenStep process has grown into a sophisticated framework that contains dozens and dozens of templates, support documents and clear steps on how to manage a project effectively. From the original TenStep process the vendor has added many new process/frameworks to assist the project manager to manage and support programs, portfolios, project management offices, etc. To summarize, the processes are clearly written using plain English (not jargon), include plenty of useful templates, and each process include many helpful hints to help you use each of the process steps effectively. What more could you ask for?
The TenStep web site has free templates and examples of each process for you to review prior to making a purchase decision, and additionally each of TenSteps processes are updated on a regular basis throughout the year. Take a look and form your own opinion by visiting their website.
As taken from the TenStep.com website, the TenStep Project Management Process is a methodology for managing work as a project. It is designed to be as flexible as you need to manage your project."
"For instance, it may not make sense to spend a lot of time on risk management for a project that requires 500 hours of effort and is similar to many projects that were done before. That does not imply that you ignore potential risks - just that you do not spend as much time as you might on another project (for instance, one where you were implementing new technology). This flexible and scalable approach is visible throughout the TenStep process and is one area that differentiates this methodology from others."
I personally own and use TenStep, PMOStep, and SupportStep. I highly recommend them all. Tom Mochal the owner of TenStep and his staff do a great job of regularly updating each Framework and the accompanying templates. I have been using TenStep processes for almost four years and their products have always exceeded my expectations.
Bottom line: an outstanding suite of products used by over 5000 companies and individuals. Highly recommended.
Monday, January 29, 2007
Emotional Bank Accounts and Projects
Dr Stephen Covey talks about "The Emotional Bank Account" in his book, The 7 Habits of Highly Effective People
. The emotional bank account is simply a metaphor for defining the amount of trust that has been built up in a relationship. Project managers need to be trusted in order to be effective.
An emotional bank account works just like a regular bank account. There are deposits and withdrawals. Deposits are made through acts of kindness, keeping your word, meeting commitments, being truthful, trustworthy, etc. When the emotional bank account has a positive balance, communication is much easier because trust is high. If on the other hand you show negative behaviors like disrespect, threatening words, being judgmental, harsh, or distant and detached the trust level (account balance) becomes overdrawn. This overdrawn account severely limits your options to communicate effectively.
If a positive balance isn't maintained in your emotional bank accounts your relationships will deteriorate. Remember, you have many different emotional bank accounts. One for everyone you deal with. Do you know which accounts are overdrawn?
Some quick concepts from Dr. Covey's book when talking about major deposits to the emotional bank account are:
Understand the Individual
Really seek to understand. What is important to them? Make that thing important to you.
Attend to the Little Things
Perform small acts of courtesy and kindness.
Keeping Commitments
Keeping them is a major deposit. Breaking them is a major withdrawal. People put hope in promises.
Clarifying Expectations
Ensure understanding takes place when dealing with expectations. This takes time and good listening skills to accomplish.
Show Personal Integrity
This generates trust. Trust is the basis of good relations. Having integrity doesn't just mean telling the truth, it means keeping our promises and meeting expectations. It also means "respect for the absent". Defend the absent and gain the respect of those present.
Apologize Sincerely When You Make a Withdrawal
Apologize from the heart. Be sincere and let the other person know how bad you feel.
. The emotional bank account is simply a metaphor for defining the amount of trust that has been built up in a relationship. Project managers need to be trusted in order to be effective. An emotional bank account works just like a regular bank account. There are deposits and withdrawals. Deposits are made through acts of kindness, keeping your word, meeting commitments, being truthful, trustworthy, etc. When the emotional bank account has a positive balance, communication is much easier because trust is high. If on the other hand you show negative behaviors like disrespect, threatening words, being judgmental, harsh, or distant and detached the trust level (account balance) becomes overdrawn. This overdrawn account severely limits your options to communicate effectively.
If a positive balance isn't maintained in your emotional bank accounts your relationships will deteriorate. Remember, you have many different emotional bank accounts. One for everyone you deal with. Do you know which accounts are overdrawn?
Some quick concepts from Dr. Covey's book when talking about major deposits to the emotional bank account are:
Understand the Individual
Really seek to understand. What is important to them? Make that thing important to you.
Attend to the Little Things
Perform small acts of courtesy and kindness.
Keeping Commitments
Keeping them is a major deposit. Breaking them is a major withdrawal. People put hope in promises.
Clarifying Expectations
Ensure understanding takes place when dealing with expectations. This takes time and good listening skills to accomplish.
Show Personal Integrity
This generates trust. Trust is the basis of good relations. Having integrity doesn't just mean telling the truth, it means keeping our promises and meeting expectations. It also means "respect for the absent". Defend the absent and gain the respect of those present.
Apologize Sincerely When You Make a Withdrawal
Apologize from the heart. Be sincere and let the other person know how bad you feel.
Monday, January 22, 2007
What are you saying?
As project managers, it is important that we communicate in a way that inspires and motivates others. What you say, and more importantly how you say it through your body language can help or hurt you in ways you may not fully understand.
THOUGHT FOR THE DAY: Project managers will fail if they can not communicate effectively.
Some questions to consider are:
How are our words and especially our body language interpreted by others?
How will we know if our message is accepted?
What are the things we need to be aware of in regards to our body language when communicating with others?
It is said that there are eight subconscious impressions that people make about you within the first ten seconds of meeting you. They are:
How smart you are
Your education level
Your trustworthiness
Your personality style
Your self-confidence
Your work ethic
How dependability
Your level of income
How can somebody do that? Isn't this unfair? You do it, but may not realize it. Just think about someone you have met recently and see if you have formulated opinions around the eight statements listed above.
To help you avoid some negative sterotypes when meeting others, here are some tips:
Stand up straight and hold your head up high – You will look and feel confident
Walk confidently and with a purpose
Keep your hands where people can see them (not in your pockets)
Shake hands confidently, but with sincerity
Have enthusiasm
Smile strategically – Try smiling slowly as you shake their hand
Most importantly, maintain eye contact for 3-5 seconds
When meeting people show a genuine interest in them, and remember over half your communication is sent via your body language. Also, project managers need to instill confidence and inspire others in order to be effective.
What does your body language say about you?
THOUGHT FOR THE DAY: Project managers will fail if they can not communicate effectively.
Some questions to consider are:
How are our words and especially our body language interpreted by others?
How will we know if our message is accepted?
What are the things we need to be aware of in regards to our body language when communicating with others?
It is said that there are eight subconscious impressions that people make about you within the first ten seconds of meeting you. They are:
How smart you are
Your education level
Your trustworthiness
Your personality style
Your self-confidence
Your work ethic
How dependability
Your level of income
How can somebody do that? Isn't this unfair? You do it, but may not realize it. Just think about someone you have met recently and see if you have formulated opinions around the eight statements listed above.
To help you avoid some negative sterotypes when meeting others, here are some tips:
Stand up straight and hold your head up high – You will look and feel confident
Walk confidently and with a purpose
Keep your hands where people can see them (not in your pockets)
Shake hands confidently, but with sincerity
Have enthusiasm
Smile strategically – Try smiling slowly as you shake their hand
Most importantly, maintain eye contact for 3-5 seconds
When meeting people show a genuine interest in them, and remember over half your communication is sent via your body language. Also, project managers need to instill confidence and inspire others in order to be effective.
What does your body language say about you?
Tuesday, January 16, 2007
Project Management and the Circle of Concern
Project managers make mistakes. If you are a project manager and don't make mistakes then you are either lying to yourself or you are totally ineffective. Dr. Covey talks about two things we need to consider regarding what he calls our "Circle of Concern". As project managers it is critical that we embrace and understand these concepts which are, consequences and mistakes.
As Dr. Covey states, "While we are free to choose our actions, we are not free to choose the consequence of those actions. Consequences are governed by natural law. They are out in the Circle of Concern. We can decide to step in front of a fast-moving train (project selection), be we cannot decide what will happen when the train hits us".
To take this further, Dr. Covey says, "We can decide to be dishonest in our business dealings. While the social consequences of that decision may vary depending on whether or not we are found out, the natural consequences to our basic character are a fixed result."
"Our behavior is governed by principles. Living in harmony with them brings positive consequences: violating them brings negative consequences. We are free to choose our response in any situation, but in doing so we choose the attendant consequence. When we pick up one in of the stick, we pick up the other".
What does this mean? As project managers we have the capability to motivate and empower members of our team by being honest and ethical. We also can send our projects quickly off-track if we are dishonest in our dealings.
To quote Dr. Covey again, "Our response to mistakes affects the quality of our next moment. It is important to immediately admit and correct our mistakes so that they have no power over that next moment and we are empowered again. It is not what others do or even our mistakes that hurt us the most; it is our response to those things".
We all make mistakes. We must atone for and make amends for those mistakes quickly. In my opinion, our unwillingness to admit our mistakes is the biggest obstacle to personal growth and strong relationships. The Circle of Influence is all about our capability to make and keep our promises. Keeping our promises and commitments is a core value of integrity.
As Dr. Convey says, "By making and keeping promises to ourselves and others, little by little, our honor becomes greater then our moods.
Have high integrity and make and keep promises, and your projects (and your life) will be the better for it.
As Dr. Covey states, "While we are free to choose our actions, we are not free to choose the consequence of those actions. Consequences are governed by natural law. They are out in the Circle of Concern. We can decide to step in front of a fast-moving train (project selection), be we cannot decide what will happen when the train hits us".
To take this further, Dr. Covey says, "We can decide to be dishonest in our business dealings. While the social consequences of that decision may vary depending on whether or not we are found out, the natural consequences to our basic character are a fixed result."
"Our behavior is governed by principles. Living in harmony with them brings positive consequences: violating them brings negative consequences. We are free to choose our response in any situation, but in doing so we choose the attendant consequence. When we pick up one in of the stick, we pick up the other".
What does this mean? As project managers we have the capability to motivate and empower members of our team by being honest and ethical. We also can send our projects quickly off-track if we are dishonest in our dealings.
To quote Dr. Covey again, "Our response to mistakes affects the quality of our next moment. It is important to immediately admit and correct our mistakes so that they have no power over that next moment and we are empowered again. It is not what others do or even our mistakes that hurt us the most; it is our response to those things".
We all make mistakes. We must atone for and make amends for those mistakes quickly. In my opinion, our unwillingness to admit our mistakes is the biggest obstacle to personal growth and strong relationships. The Circle of Influence is all about our capability to make and keep our promises. Keeping our promises and commitments is a core value of integrity.
As Dr. Convey says, "By making and keeping promises to ourselves and others, little by little, our honor becomes greater then our moods.
Have high integrity and make and keep promises, and your projects (and your life) will be the better for it.
Friday, January 05, 2007
The Circle of Influence and the Project Manager
(Exerpts from Habit 1: Be Proactive, in The 7 Habits of Highly Effective People, by Stephen R. Covey)
I'm a big fan of Dr. Stephen Covey. His book The 7 Habits of Highly Effective People
is a must read for anyone seeking to be highly effective. One of the concepts Dr. Covey talks about in his books is the "Circle of Concern" and the "Circle of Influence". The basic concept is that we need to focus our time and energy on the important things that we can control. Inside the Circle of Concern there is a smaller circle in the middle called the Circle of Influence. We should spend most of our time and efforts focused on the things in this Circle of Influence.As Dr. Covey states "proactive people focus their efforts in the Circle of Influence. They work on the things they can do something about. The nature of their energy is positive, enlarging and magnifying, causing their Circle of Influence to increase." "Reactive people on the other hand, focus their efforts in the "Circle of Concern. They focus on the weakness of other people, the problems in the environment, and circumstances over which they have no control. Their focus results in blaming and accusing attitudes, reactive language, and increased feelings of victimization. The negative energy generated by that focus, combined with neglect in areas they could do something about, causes their Circle of Influence to shrink."
Key point – Focus on important things that you can control. Work to enlarge your Circle of Influence and you will automatically reduce the Circle of Concerns area.
Dr. Covey goes on to say:
One way to notice where our energy and focus is located is to distinguish between the have's and the be's. The Circle of Concern is filled with the have's:
· 'I'll be happy when I have my house paid off.'
· 'If only I had a more patient spouse...'
· 'If only I had better employees/co-workers...'
· 'If only I had a boss who wasn't so demanding...'
The Circle of Influence is filled with the be's:
· 'I can be more patient...'
· 'I can be a better employee...'
· 'I can be more wise...'
It's a character focus. Any time we think the problem is 'out there,' that thought is the problem. We empower what's out there to control us. The change paradigm is 'outside-in'--what's out there has to change before we can change.
The proactive approach is to change from the inside-out; to be different, and by being different to effect positive change in what's out there--I can be more resourceful, I can be more diligent, I can be a better listener, I can be a better leader.
Buy Dr. Stephen Covey's book or check it out from your local library. It is one of the best books you will ever read.