The term "best practice" is thrown around a lot these days. Many times there is no documented evidence for a practice to be recognized as "best". In the world of project management best practices can be difficult to quantify, and because of this, it makes it difficult to determine which of these practices might work in your organization. Project management best practices exist, however you need to look at the data closely to determine what is best for your organization.
Proven practices that can help an organization improve project management results are:
Establish a formal project management structure
Create measurable, repeatable processes created to form a project management methodology tailored to the organizations needs that is aligned with the Guide to the PMBOK (Project Management Body of Knowledge).
Identify best of breed project management tools and technology
Get buy-in and executive involvement in project management
Hire experienced project management practitioners
Develop a formal project management training program
Develop a process to ensure alignment of projects to organizational strategy
Develop a clear strategy for oversight, ownership, and prioritization of projects, programs, and portfolios
If one of the practices above is missing or neglected an organization won't have an effective or efficient project management program. It is clear from readily available data that most organizations do a poor job of ensuring that strategic goals and objectives are aligned with the operational work, programs, and projects. To bridge this gap a Program Management Office, Project Support office, or a similar named organization is required. A properly run project management office can ensure that project management processes and projects/programs are aligned with organizational strategies.
Some areas that organizations need the most help with regarding enterprise project management are:
Organizational project reporting
Project coordination among various groups, departments, and divisions
Resource alignment among various departments and projects
Project process development and management
Project management training
Management of project management tools, templates and processes
To build organizational project management maturity your organization will need to determine:
The current project management maturity level (an assessment)
Determine how and what a new project management organization will function and be measured
Develop or refine project, program and portfolio/strategic management processes
In closing, to develop a high-performing enterprise project management office, an organization requires courageous leadership at the highest levels of the organization. It requires leaders with vision, not personal agendas of building empires.
Finally, don't follow the proven failed strategy of having a Project Management office report to a particular functional group. This model has been tried and has failed to many times, especially in the IT environment. Studies and surveys have shown that the most effective project management groups are independent of functional groups.
Thursday, March 08, 2007
Friday, March 02, 2007
Are You Adding Value and Making a Positive Impact at Work?
How are you conducting yourself at work? Personal conduct flows directly from your character. Your character is radiated to others by what you say and do. What you say and do, and more importantly, what you have said and done in the past forms the basis of how others perceive you. Have you lied or used your power or influence to the detriment of others? Have you put personal relationships or interests above the interests of the organization? Have you used your position to get your way by means that were perceived by others to be unprofessional or unethical? If you answered yes, to any of the above, then you are damaged goods in your organization.
Quote: Unless you have deep roots, you won't bear much fruit – Author Unknown
The workplace demands responsible behaviors from all employees, but especially from its leaders. Leaders must be held accountable to what I call the Leadership Accountability Triangle. The three legs of the triangle are: Process, Communications, and Results. When measuring a leader's performance the three legs should be weighted equally.
One of the legs I will focus on today is Communications. It is irresponsible behavior for project managers and organizational leaders to communicate important topics exclusively using e-mail. When this happens, what they are saying is you and/or your group isn't worth their time.
EMOTIONAL OUTBURST: E-mail is a poor choice to use when relaying important project and/or critical organizational communications. Using e-mail exclusively to relay vital information shows a true lack of leadership and poor management skills.
My opinion is, ditch the e-mail when you need to communicate something important. You aren't so important that you can't take the time to pick up the phone or make a personal visit to communicate an important message. To put this in a real-world light, I have seen multiple situations where departments/divisions were radically reorganized and the leader(s) decided to communicate the change via e-mail. This was a cowardly act, and a horrible example of leadership. I call it Absentee Management by Design.
PERSONAL RANT #1: If you have something important to convey, make a personal visit, or at a minimum pick up the phone. Also, if it isn't worth your time to visit or call, then it probably wasn't that important. If I'm not worth some of your time, your message isn't worth much to me.
Organizations that are successful find ways to communicate effectively and inspire their staff. One way to do this is to create and live by Win/Win Agreements and relationships.
To have a Win/Win relationship you must have:
Desired Results: what will be done and when will it be done (negotiated)
Resources: people, money, organizational
Accountability: performance standards, measures
Consequences: good and bad
Win/Win agreements are about mutual understanding. If you want to understand others, you must listen to them. Not hear them, but listen to them. We can't communicate effectively unless we are listening to each other. If you dictate to me, I stop listening to you. Acknowledge me and validate my feelings, and I will listen to you.
PERSONAL RANT #2: E-mail isn't an effective two-way communication tool. I can't "hear" you and you can't "hear" me because were not talking.
Win/Win agreements require mutual respect. Organizational and personal wisdom are also an important part of crafting effective Win/Win agreements.
I'm sure we can agree (or maybe not) there are lots of "smart" people in our organizations; however smart people don't usually do the hard work. In fact, my experience has been that intelligence rarely equals wisdom. Wisdom is what we must seek when crafting Win/Win agreements. Wise people are your organization's greatest assets; because they are great listeners and are open to new ideas. To quote from Wikipedia.com, "wisdom is the ability, developed through experience, insight and reflection, to discern truth and exercise good judgment. Wisdom is sometimes conceptualized as an especially well developed form of common sense".
In closing, be wary of what I will call the e-mail preacher. E-mail preachers use the computer as their pulpit to preach their sermons. Remember an effective preacher is a great teacher. Effective teaching doesn't come from a keyboard. It comes from human interaction, a shared learning experience, where there is a feedback loop and an opportunity for face-to-fact dialogue and debate.
PERSONAL NOTE #3: I'm not impressed by the e-mail preachers. If I want to hear a speech (one way conversation) I will attend a political rally.
A visible leader that inspires by example and is available, engaged, and is aligned with the organization's mission and interested in the well-being of his/her subordinates is a rare commodity, but is still sorely needed in today's organizations.
As Stephen Covey says "If you can't inspire others than you are an impediment to progress. Satisfied needs do no motivate. It's only the unsatisfied need that motivates. Next to physical survival, the greatest need of a human being is psychological survival – to be understood, to be affirmed, to validated, to be appreciated".
PERSONAL RANT #4: You can't get validation or inspiration from leaders that communicate important messages via e-mail. Those that aren't seen aren't relevant.
FREE ADVICE TIP # 1: Ensure your behavior is driven by principles not expanding your powerbase. Make commitments, make promises, and then keep them. Acknowledge mistakes quickly and make amends. These are the signs of a true leader. Once done, you can effectively enter into Win/Win agreements.
Lastly, weak leaders, whiners, blame agents, and chronic complainers are commonplace in today's organizations. However, you can choose to take a higher road and make a difference. You can always find something wrong with something or someone; instead, reward somebody for doing something right.
Be an inspiration, not an empty suit or just another talking head.
Quote: Unless you have deep roots, you won't bear much fruit – Author Unknown
The workplace demands responsible behaviors from all employees, but especially from its leaders. Leaders must be held accountable to what I call the Leadership Accountability Triangle. The three legs of the triangle are: Process, Communications, and Results. When measuring a leader's performance the three legs should be weighted equally.
One of the legs I will focus on today is Communications. It is irresponsible behavior for project managers and organizational leaders to communicate important topics exclusively using e-mail. When this happens, what they are saying is you and/or your group isn't worth their time.
EMOTIONAL OUTBURST: E-mail is a poor choice to use when relaying important project and/or critical organizational communications. Using e-mail exclusively to relay vital information shows a true lack of leadership and poor management skills.
My opinion is, ditch the e-mail when you need to communicate something important. You aren't so important that you can't take the time to pick up the phone or make a personal visit to communicate an important message. To put this in a real-world light, I have seen multiple situations where departments/divisions were radically reorganized and the leader(s) decided to communicate the change via e-mail. This was a cowardly act, and a horrible example of leadership. I call it Absentee Management by Design.
PERSONAL RANT #1: If you have something important to convey, make a personal visit, or at a minimum pick up the phone. Also, if it isn't worth your time to visit or call, then it probably wasn't that important. If I'm not worth some of your time, your message isn't worth much to me.
Organizations that are successful find ways to communicate effectively and inspire their staff. One way to do this is to create and live by Win/Win Agreements and relationships.
To have a Win/Win relationship you must have:
Desired Results: what will be done and when will it be done (negotiated)
Resources: people, money, organizational
Accountability: performance standards, measures
Consequences: good and bad
Win/Win agreements are about mutual understanding. If you want to understand others, you must listen to them. Not hear them, but listen to them. We can't communicate effectively unless we are listening to each other. If you dictate to me, I stop listening to you. Acknowledge me and validate my feelings, and I will listen to you.
PERSONAL RANT #2: E-mail isn't an effective two-way communication tool. I can't "hear" you and you can't "hear" me because were not talking.
Win/Win agreements require mutual respect. Organizational and personal wisdom are also an important part of crafting effective Win/Win agreements.
I'm sure we can agree (or maybe not) there are lots of "smart" people in our organizations; however smart people don't usually do the hard work. In fact, my experience has been that intelligence rarely equals wisdom. Wisdom is what we must seek when crafting Win/Win agreements. Wise people are your organization's greatest assets; because they are great listeners and are open to new ideas. To quote from Wikipedia.com, "wisdom is the ability, developed through experience, insight and reflection, to discern truth and exercise good judgment. Wisdom is sometimes conceptualized as an especially well developed form of common sense".
In closing, be wary of what I will call the e-mail preacher. E-mail preachers use the computer as their pulpit to preach their sermons. Remember an effective preacher is a great teacher. Effective teaching doesn't come from a keyboard. It comes from human interaction, a shared learning experience, where there is a feedback loop and an opportunity for face-to-fact dialogue and debate.
PERSONAL NOTE #3: I'm not impressed by the e-mail preachers. If I want to hear a speech (one way conversation) I will attend a political rally.
A visible leader that inspires by example and is available, engaged, and is aligned with the organization's mission and interested in the well-being of his/her subordinates is a rare commodity, but is still sorely needed in today's organizations.
As Stephen Covey says "If you can't inspire others than you are an impediment to progress. Satisfied needs do no motivate. It's only the unsatisfied need that motivates. Next to physical survival, the greatest need of a human being is psychological survival – to be understood, to be affirmed, to validated, to be appreciated".
PERSONAL RANT #4: You can't get validation or inspiration from leaders that communicate important messages via e-mail. Those that aren't seen aren't relevant.
FREE ADVICE TIP # 1: Ensure your behavior is driven by principles not expanding your powerbase. Make commitments, make promises, and then keep them. Acknowledge mistakes quickly and make amends. These are the signs of a true leader. Once done, you can effectively enter into Win/Win agreements.
Lastly, weak leaders, whiners, blame agents, and chronic complainers are commonplace in today's organizations. However, you can choose to take a higher road and make a difference. You can always find something wrong with something or someone; instead, reward somebody for doing something right.
Be an inspiration, not an empty suit or just another talking head.
Tuesday, February 27, 2007
Wimps are Killing Your Large Project!
Do your organization's senior managers and executives understand the benefits of project management? How do you know?
Do your organization's senior managers and executives have formal training in project management?
Are large projects sponsored by and continually reviewed by senior management and /or executives? What is reviewed, and how often?
Do your senior managers and executives have their business processes mapped for their areas of responsibility?
It is a fact that good, proven, measurable business processes are critical to running an efficient organization, and also assist the project manager to deliver beneficial project results. It is also a sad fact that most senior managers and executives don't want to deal with things like business processes, yet it is the business processes that make or break organizations and projects, and bad business processes can cause an organization to waste time and money.
EMOTIONAL OUTBURST - If senior management isn't involved in reviewing their business processes to ensure they are delivering efficient results then they are either lazy or incompetent.
END OF EMOTIONAL OUTBURST
We can all agree that if senior managers and executives aren't regularly reviewing the performance of their organization (including the effectiveness of their business processes) they are not acting as responsible leaders. We have all heard them say that they just want somebody to figure out the problems and fix them, but many times that is where their participation ends. There is often no follow-up and no personal accountability for results. While problems need to be found and fixed, the "find them and fix them" mentality doesn't work for large projects. In fact, it can prove disastrous.
Project management is about delivering change. Executives and senior management have to drive the change, monitor the change, and ensure the change takes place. Change that isn't driven and monitored by senior management won't be accepted by the organization.
Don't get me wrong, we all need to have a "get it done" mindset, however on its own a get it done attitude isn't effective when dealing with today's enterprise problems and projects. Large projects create large change. Many times change creates, fear, panic, and chaos. Project managers can't implement change or change organizations alone. In fact, I would argue that for the most part they can't change organizations at all.
If you want organizational change and you want large project results at the same time then your organization's executives and senior management must be involved from the start, they must be continuously engaged, and the must be out front and visibly leading the change. Additionally, they need to be able to clearly and effectively communicate the value of the enterprise project's deliverables to their organizations. If they are unwilling to do these things, then your large project may need to be altered, deferred, or killed.
PERSONAL RANT: It is unacceptable for an organization to spend large sums of money on a project if senior management isn't prepared to roll up their sleeves and understand what is being delivered, understand the benefits of the deliverables, willing to hold others accountable for results, have an enthusiastic attitude, and have personal accountability tied to the project's success.
Project managers and team members can't afford to work on projects where ignorance and indifference is prevalent. Also, project teams can't afford to have "Teflon" managers" managing resources on the external resource teams, or in the positions of power or influence over their projects. Teflon" managers are never personally accountable for any project results because they choose ignorance over engagement. Shame on them, and guess what, the project manager and the project team pays the price of failure.
END OF PERSONAL RANT
What happens when senior management isn't involved with projects from the beginning to the end? Things like those below, which if left unchecked will ensure you project is a failure or delivers less than desirable results.
There is no organizational commitment to the project's objectives (you have project objectives that were created by senior management, right?)
Project teams are left with the job of trying to change the organization's bad habits and culture (not possible without senior management buy-in and support)
Divisions and departments fight the change the project is creating
Mid-level managers, supervisors, and line workers refuse to get involved and often work to sabotage the project
To summarize, large projects require senior management commitment, involvement, and follow through. Without senior management involvement your large project is almost certain to fail. Project managers and project teams can't be successful, nor will project management deliver results in organizations where fear is pervasive. Senior management can do more to create fear and remove fear than any project manager ever could.
Finally, I will say what most of us know, many senior managers and executives are wimps, however, this doesn't need to be the case when it comes to large projects. They can speak out up front while the project is being initiated and demand to see a business case. They can and must be involved in setting the project's measurable objectives. Once they have bought-in to the project they can and must insist that their direct reports support the project and keep them appraised of project progress. Finally, they can and must hold their staff accountable for project results.
When it comes to large projects senior managers and executives can be engaged, involved, and act as leaders, or they can be wimps.
Do your organization's senior managers and executives have formal training in project management?
Are large projects sponsored by and continually reviewed by senior management and /or executives? What is reviewed, and how often?
Do your senior managers and executives have their business processes mapped for their areas of responsibility?
It is a fact that good, proven, measurable business processes are critical to running an efficient organization, and also assist the project manager to deliver beneficial project results. It is also a sad fact that most senior managers and executives don't want to deal with things like business processes, yet it is the business processes that make or break organizations and projects, and bad business processes can cause an organization to waste time and money.
EMOTIONAL OUTBURST - If senior management isn't involved in reviewing their business processes to ensure they are delivering efficient results then they are either lazy or incompetent.
END OF EMOTIONAL OUTBURST
We can all agree that if senior managers and executives aren't regularly reviewing the performance of their organization (including the effectiveness of their business processes) they are not acting as responsible leaders. We have all heard them say that they just want somebody to figure out the problems and fix them, but many times that is where their participation ends. There is often no follow-up and no personal accountability for results. While problems need to be found and fixed, the "find them and fix them" mentality doesn't work for large projects. In fact, it can prove disastrous.
Project management is about delivering change. Executives and senior management have to drive the change, monitor the change, and ensure the change takes place. Change that isn't driven and monitored by senior management won't be accepted by the organization.
Don't get me wrong, we all need to have a "get it done" mindset, however on its own a get it done attitude isn't effective when dealing with today's enterprise problems and projects. Large projects create large change. Many times change creates, fear, panic, and chaos. Project managers can't implement change or change organizations alone. In fact, I would argue that for the most part they can't change organizations at all.
If you want organizational change and you want large project results at the same time then your organization's executives and senior management must be involved from the start, they must be continuously engaged, and the must be out front and visibly leading the change. Additionally, they need to be able to clearly and effectively communicate the value of the enterprise project's deliverables to their organizations. If they are unwilling to do these things, then your large project may need to be altered, deferred, or killed.
PERSONAL RANT: It is unacceptable for an organization to spend large sums of money on a project if senior management isn't prepared to roll up their sleeves and understand what is being delivered, understand the benefits of the deliverables, willing to hold others accountable for results, have an enthusiastic attitude, and have personal accountability tied to the project's success.
Project managers and team members can't afford to work on projects where ignorance and indifference is prevalent. Also, project teams can't afford to have "Teflon" managers" managing resources on the external resource teams, or in the positions of power or influence over their projects. Teflon" managers are never personally accountable for any project results because they choose ignorance over engagement. Shame on them, and guess what, the project manager and the project team pays the price of failure.
END OF PERSONAL RANT
What happens when senior management isn't involved with projects from the beginning to the end? Things like those below, which if left unchecked will ensure you project is a failure or delivers less than desirable results.
There is no organizational commitment to the project's objectives (you have project objectives that were created by senior management, right?)
Project teams are left with the job of trying to change the organization's bad habits and culture (not possible without senior management buy-in and support)
Divisions and departments fight the change the project is creating
Mid-level managers, supervisors, and line workers refuse to get involved and often work to sabotage the project
To summarize, large projects require senior management commitment, involvement, and follow through. Without senior management involvement your large project is almost certain to fail. Project managers and project teams can't be successful, nor will project management deliver results in organizations where fear is pervasive. Senior management can do more to create fear and remove fear than any project manager ever could.
Finally, I will say what most of us know, many senior managers and executives are wimps, however, this doesn't need to be the case when it comes to large projects. They can speak out up front while the project is being initiated and demand to see a business case. They can and must be involved in setting the project's measurable objectives. Once they have bought-in to the project they can and must insist that their direct reports support the project and keep them appraised of project progress. Finally, they can and must hold their staff accountable for project results.
When it comes to large projects senior managers and executives can be engaged, involved, and act as leaders, or they can be wimps.