Here is a wonderful story about a College Professor from Canada who cares so much about his project management students, that he compiled a special gift for them. An ebook called: 52 Tips to break into Project Management. You will find contributions from project managers all over the world who are passionate about projects. It’s a privilege to participate in such an endeavour – well done Geoff Crane.
Enjoy the read and please subscribe to my blog (to your right) for more project management gems!
There are many useful tools that Project Managers (PMs) use in their day to day work. You may have heard that Microsoft Project is THE tool that PMs should use to manage projects.
But what if you don’t have $300+ to spend on MS Project or then spend countless hours learning how to use it properly?
To use MS Project effectively you may have to spend a considerable amount of time to set up the tasks, resources and schedules. Then you would spend a lot of time to maintain the file with the numerous changes that would occur on any large scale project.
MS Project is a great tool if you have a large project but for smaller projects, it may be an overkill. You want to have a tool that doesn’t cost too much, is relatively easy to learn and commonly used. That tool could be another Microsoft product – Excel.
With Excel you have a tool to do scheduling, budgeting, charting, create checklists and much more. You don’t need to be an Excel expert to create useful files for communicating with stakeholders. It has robust charting capabilities to create effective graphs and flow charts that can be done up fairly quickly. However if you wanted more complex applications, you can even use Excel to create advanced dashboards to show performance metrics.
It is fairly affordable depending if you buy it as a standalone software package or part of the Microsoft Office bundle. It may already be part of the standard software your organization puts on your desktop or laptop computer.
Ask most PMs and they would say that they have worked with MS Excel. So if you wanted to collaborate with others, most of the time you already have an audience that is familiar with the tool and could work with you on updates. So what if you wanted to increase your skills on Excel or just learn a few tips….where should you go?
If you don’t have MS Project and would like to consider Excel as an alternative project management tool, here are some quick video tutorials that will help (and they are free!). Just go to Excel for Project Management video tutorials.
About the author: Doug Hong is a business analyst for a Fortune 500 technology company. He was a former PMP certified practitioner and now focuses on metrics dashboards and visualization using advance Excel features. He shares his knowledge with training videos on his Excel Training 101 site. He also has an extensive list of training videos where you can subscribe to on YouTube.
Whether you’re a project manager, supervisor or just one of those people who make the world go round – then from time to time you’re going to stumble across a method or process that you know – will benefit others if only they’ll adopt it. You’ll then discover, to your surprise, that your enthusiasm isn’t shared by those around you.
Welcome to the very common problem of implementing a Change of any sort.
As a project manager for any length of time, you’re well aware we repeat certain processes time and time again and these patterns of process evolve. Good PMs understand the need to identify, categorize and generalize these patterns and use them consciously.
There is a flip side to this, there are also patterns of failure, ‘solutions’ we try time and time again, that don’t lead us towards our goal. In a sense, that’s why we attempt to categorize those that work, because this knowledge helps us avoid the ones which don’t. Good PM practices steer us towards successful processes by steering us away from bad processes. Do this consciously, and we end up with something like Organizational Project Management Maturity Model (OPM3).
Get buy-in
The “Buy-in” strategy is a perfect example of a commonly used unsuccessful approach to a common management problem. Yes, I’m well aware that questioning the value of a commonly held belief is heretical, but it is an accurate assessment of the efficacy of “buy-in”.
Typically, when we find a good, new solution we get enthusiastic about it. Let’s assume we’ve glommed onto OPM3 as our most recent discovery. Our immediate strategy is to try and convince others that OPM3 is the answer to all our PM problems. We want them to ‘buy-into’ the new idea, after all, we know OPM3 works. It’s a recognized best-practice standard for assessing and developing capabilities in Portfolio, Program and Project Management and it’s published by the Project Management Institute (PMI).
Our approach is to concentrate on the benefits of implementing OPM3. Our goal? To get our audience or organization to adopt this proven way of doing things. And then we’re surprised when they respond with the annoying question… “Why?”
It doesn’t matter what new idea we’re trying to implement, it could be OPM3 or a new way to tie our shoe laces, we will always encounter this well meaning “Why?” We then incorrectly, in my opinion, label it as ‘resistance to change’. We also mislabel this phenomenon as being ‘negative’ and perhaps even as an ‘obstacle to progress’.
Solution to creating change
The problem we’ve created is this: We’re selling a solution, before we agree on the problem.
Here’s an experiment, one with ‘convincing’ statistics, that was performed by Dr. Robert Cialdini (Described in his book, “Influence: Science and Practice”)
This experiement was conducted at a busy photocopier. The researcher stepped to the front of the queue and asked: “Excuse me. I have five pages. May I use the Xerox machine?” The result was that 60% of the time she was allowed to make her copies.
On the next trial she asked instead: “Excuse me. I have five pages. May I use the Xerox machine because I’m in a rush?” This increased her success rate (immediately making copies) to 94%.
The initial request with no reason given is 60%, adding even the flimiest of reasons, ‘because’ to the unspoken ‘Why?’ increases that success rate to 93%.
So… what is your answer to the reasonable question ‘Why?’ going to be? That this “idea” of ours is better than what we’re currently doing isn’t enough. That’s basically what we’re saying when we’re enthusiastic and merely sing the praises of a new solution.
What people need to hear is a description of the problem that the new idea is supposed to solve. You cannot sell anyone the benefits of anything until they agree that the benefits are necessary.
So? What problems does OPM3 solve? What are the failings of your existing process? Can you point to specific failings which everyone agrees need addressing?
And remember… “OPM3” is best considered a place holder for ANY change…
To all project managers who want to make a career move, or for contractors who need to move to new project management contracts, there are a few important things to consider.
You need to have an updated resume and a good LinkedIn profile. In addition, you need to be prepared for Interviews that are part of this process.
Today I want to share two great resources to assist you in your journey.
“Interview Advice and Tips” is a curated list of articles, by Patricia D. Sadar. It contains several great articles covering Interviews from every possible angle.
One Page Resume
Let me know in the comments what you think of these resources.
Please subscribe to Virtual Project Consulting not to miss future articles, tips and success stories!
The opportunity to participate with other project management bloggers globally has come again with the second Project Management Flash Blog (#PMFlashBlog), organised by Mark Phillipy, author and host of the Sensible Project Manager. The theme for this #PMFlashBlog is “Project Management around the World” and I will be writing about my perspective of project management in South Africa.
The project management professionals has a professional body in Project Management South Africa (PMSA) as the governing body to confer designations in line with the South African Qualifications Authority (SAQA) framework. They look after the interests of project, program and portfolio management practitioners by hosting a National Conference every two years, Regional Conferences and Branch meetings monthly in most cities. The Project Management Institute (PMI) is also represented locally in the PMI South Africa with local Chapters.
Project management is covered as Programmes and Master degrees at most universities. For Engineers separate Programmes in Project Management are offered to equip them with sound skills to work with the big budget projects in the infrastructure – and other industries.
Over the years South Africa has become known for some wildly successful projects.
King Shaka International Airport at Durban, a mega engineering project which opened on 1 May 2010. There were 2,100 contractors and subcontractors on site along with 200 earth-moving machines involved in the construction of the airport which finished on time.
Another noteworthy event was the Soccer FIFA World Cup of 2010. The main benefits included a catalyst for creating jobs and skills while expanding infrastructure; invaluable lessons were learnt in how to deliver on major projects; an economy boost, as well as a massive international image boost which was a huge injection for tourism in South Africa. See series of posts published about these projects here.
Then there was the Gautrain Project, the largest Public Private Partnership (PPP) yet launched in South Africa. It linked private enterprise and government in a project designed to become the central hub of a future integrated transport system for South Africa’s commercial heart. With a project value of about R20 billion, the Gautrain project was led by the Gauteng Provincial Government (GPG) and was structured to ensure that the government and the concessionaire, the Bombela International Consortium, operated within a strict set of financial and time parameters.
A last interesting project worth mentioning is the international Square Kilometre Array (SKA) telescope project, divided between Africa and Australia, with all dishes to be built in Africa. Currently the MeerKAT telescope is under construction in the Northern Cape Province which will be the largest, most sensitive radio telescope in the southern hemisphere, utilising ground-breaking science. The project is destined for completion in 2024. Read SKA AFrica for more interesting facts.
Other Mega projects, too many to detail here.
Given our country’s history of inequality and part of the working population that are not well educated, unemployment is a huge problem. This is being addressed by Government by using projects, especially investments in huge infrastructure projects as an opportunity to create jobs and to build skills.
Some more challenges we are faced with in South Africa are transformation, transition and sustainability. Project managers require an understanding of the real needs of business from a participating resource in the business context to become a more active business leader in the project delivery. South African project practitioners are compelled to take ownership of and responsibility for the impact of our projects by overcoming these obstacles through our daily activities and practices. Projects are critical to business for growth, innovation and change and can be positioned to influence sustainability by focusing on strategic initiatives and providing support to core business in achieving their production goals.
Project management as a career has grown tremendously in the past 20 years across all industries. The same can be said for project management services companies who offer training, software, products and consulting on project management.
It was fun sharing my opinion of project management in SA!
Table Mountain, Cape Town, South Africa
The first ever PM FlashBlog was coordinated by Shim Marom in September 2013. More than 70 project managers from around the world shared their thoughts on what Project Management meant to them. Many stories were collected in a free ebook which you may download when you subscribe to my blog. You may also follow me on Twitter and discover the other participating bloggers using the #PMFlashBlog.
Footnote: This blog is part of the #PMFlashblog Round 2 2014, with a topic of “Project Management Around the World”. Starting March 3, 2014 blogs will be released every Monday morning for 7 weeks, beginning with North America, followed by Europe and Australia, South America, Asia and Africa with each week representing one or more countries.
Check out the 50+ outstanding bloggers participating in this flash blog by adding the #PMFlashBlog tag to your social media streams – there are some wonderful posts!
Also join Mark’s outstanding Google Plus #PMHangout and talk with our featured bloggers each week – a fabulous opportunity to join the PMFlashBlog conversation!
Managing projects can be hard for project managers who try to keep track of each and every process and operation in a project. Even if they have the required skills and capability to deal with projects, problems and issues may arise which could lead to projects getting delayed or even failing.
Fortunately many concerns can be addressed through the use of enterprise web based solutions. These web-based solutions are specifically devised to augment the human capability over managing projects and help them improve management of multiple projects. These tools enable easy description and documentation of various processes and operations that constitute a project.
A further benefit is that they enable fast and accurate communication and collaboration among team members which proves to be an asset for those organizations whose team members are situated at geographically different locations. They can easily communicate and collaborate over important matters and resolve them through purposeful interaction. They can remain in touch with their projects from any device whether it is a desktop, tablet, laptop or mobile.
The time spent over performing various tasks can be accurately documented which helps in true assessment of individuals’ performance while performing them. Moreover, organizations can bill their clients accurately by considering the number of hours spent over processing their orders. Even new projects can be easily planned and executed by referencing time related entries from old projects if the new projects are on the same lines of the already executed projects.
The important milestones and events can be properly highlighted and tracked through the calendar feature which helps to know exactly when a particular event needs to be staged, so appropriate resources can be arranged. Thus important milestone dates will never be missed.
Any problems or issues cropping up in a project can be tracked early and resolved effectively and quickly through mutual collaboration and active intervention. The progress of a project can be better tracked through the Gantt chart which helps to know if the project is on the right track or not. The level of completion of various tasks can be accurately gauged through this enterprising feature.
By using these tools, the processes and operations of a project can be better organized and scheduled and can be executed as per project plan. A project manager gets freed up from the burden of performing routine tasks like documentation, arranging meetings and tracking as most of the activities get automated. Thus he can better focus on the project affairs and ensure their timely resolution and execution. This saves time, costs and efforts over a project. This hugely facilitates its smooth execution and it gets successfully completed within the stipulated time frame with optimized usage of resources.
The use of an appropriate enterprise project management tool can indeed be a blessing for project managers who can get quality results with less work, and by focussing on the right things.
Author Bio: Sharon is a Business manager of ProofHub, a web based project management software that facilitates management and completion of projects as per schedule. It enables the team members who are spread out in different locations in the world to collaborate over project matters. With its use, organizational objectives can be achieved effectively along with the generation of intended gains and assets.
Years ago I started as a project administrator. Then I moved into IT support and I was always chosen to manage all the projects in our division. This is something I enjoyed because it was a natural fit.
As a project manager I’m in the fortunate position to be doing something that suits my abilities and temperament and which complements my core talents and skills. I enjoy the variation provided by being involved in various different projects and teams. It brings excitement when starting something new, as well as satisfaction when bringing a project to successful completion and having formed lasting relationships with the team members.
Being a strong communicator and a person who cares about people, project management has become my destined career where I feel comfortable and I believe that I am making a difference.
I was blessed with the addition of 3 beautiful children that enriched my life to the point that I actually gave up my full-time, permanent position and started to work in contract project management which provided more flexibility to work part-time and still continue with a professional career.
A Mature Profession
Today project managers are making a difference in every aspect of society whether it’s in IT, financial sector, retail, engineering, mining, welfare organisations or public sector and plenty of other industries. A thriving industry in itself has developed around the project management profession with companies providing products, software, training, recruitment and consulting; all with the main objective of making projects more successful in terms of how well they are managed and to provide the outcome and benefits as intended. Project management as a profession has matured.
In recent years young people are actually considering project management as a career with plenty of University and online training being available and offering a relatively well mapped out career path that offers growth opportunities and good compensation.
Blogging as my contribution
As part of my mission to give something back to my community, I have been blogging on Virtual Project Consulting about project management best practices, processes and tools for the past 4,5 years. I reach out to existing and aspiring project managers while offering a hub of recommended resources.
Let’s continue to develop, grow and contribute as this is how we find meaning and where we can continue to make a difference where we are.
P.S. This post is published as part of a first ever project management-related global blogging initiative to publish a post on a common theme at exactly the same time. Over 70 bloggers from Australia, Canada, Colombia, Denmark, France, Italy, Mexico, Netherlands, Poland, Portugal, Singapore, South Africa, Spain, UK and the USA have committed to make a blogging contribution and the fruit of their labour is now available all over the web. The complete list of all participating blogs is here so please go and check them out!
About Linky van der Merwe: Linky is the Founder of Virtual Project Consulting. Her mission is to provide project management best practices and to recommend resources to aspiring and existing project managers. A certified project management professional (PMP) with more than 14 years project management experience and a track record of more than 40 successful projects. She is currently working for Microsoft Consulting Services, South Africa.
For most Project Management professionals social media is already part of their lives. This article will look at LinkedIn and Google+ and how it is adopted in project management.
As a social networking site for professionals, LinkedIn will help you find experts in project management. There are many project management related interest groups on LinkedIn which you may join. Add yourself to groups and communities that share common interests with you or your business. Then follow and contribute to the discussions. This way you can connect with as many project professionals as you like including experts who can answer questions and provide advice.
When I perform a search for project management groups, there are almost 7000 results, which can be narrowed down by adding more filters. Groups with the most members are displayed at the top and the number of active discussions are also shown.
With LinkedIn you can build your brand and profile to share with others, search for work, get valuable information about searching for work, and expand your network. If you are not actively participating here as a project manager, I encourage you to read “Benefits of using LinkedIn”.
Google+
Most people have a Google profile and it’s very easy to join Google+. There are multiple interest groups to join discussions, watch webinars or even join Google hang-outs.
Google Hang-outs
With Google hang-out you connect with your colleagues, communities and customers via a video chat. Google Hang Outs is a great way you can have face to face conversations both privately and publicly. Collaborate in real-time, share ideas and even do interviews. You can also record the conversation so it can be viewed at a later time
There are many project managers, Pages relating to project management, as well as PM communities. Use Google + to share posts, interesting links, photos, videos or perhaps events for project managers.
SEO value and Google Authorship
If you or your company has an online presence, there is also value in having a Google+ account for search engine optimization (SEO) purposes. If you are a content creator, like I am, you can claim Google Authorship. It is really simple:
Create a Google+ Profile and upload a high quality headshot and fill out the profile information.
Go to plus.google.com/authorship, sign up with your email and click on the verification link that Google will send you.
The biggest advantage of doing this is if people search for a particular content, your Google Plus profile will be displayed including your photos and a brief description of who you are. If they like your content, there is a high probability people will add you to their circles to allow them to receive updates from you or your business.
Let us know in the Comments if you’re using LinkedIn or Google+ for your projects and how well that is working for you.
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For most Project Management professionals social media is already part of their lives. This article will take a closer look at social media platforms, Blogs and Twitter and how they are adopted in project management.
Blogs are made up of posts, which are short articles that appear in reverse chronological order on the blog. Blogs have an archive facility which will display historical posts by day, week, or month. In the project setting, it is the equivalent to a project notebook.
There are a number of ways blogs can be used to enhance the success of a project.
Project documentation – you can put all the project documentation on a blog.
Major milestone announcements – blogs are a great way to keep your team informed of the major phases that are coming up, as well as to recognize the good work your team has accomplished as milestones are passed.
Interesting pictures – keep blogs interesting by posting pictures of a product in various stages, or of people who are making a product that aren’t usually in the company newsletter.
Use of features – use comments fields, as well as tags and ratings features of blogs.
Decide early whether you want to use external blogging sites or internal blogs. Many products are available internally. SharePoint Workspace 2010 contains a blogging feature that your organization can use to create a blog that is private to your team.
Micro-blogging
Twitter is the most popular micro-blogging tool today. It allows you to send short messages to the internet, but limits the update to 140 characters and also permits your “tweets” to be protected. As with a blog, the tweets appear on your homepage in a long chronological stream, with the most recent comments at the top.
There are several ways to use Twitter to help you manage a project.
Project management articles – use search to find good articles about specific project management topics and best practices.
#Hashtags are used to help index the subject matter of your tweet. For example, the hashtag #pmot is used for tweets about “project management on Twitter”. When you click on the hashtag, you will immediately see a page full of the recent tweets that have used the same tag. This is a simple way that users can quickly filter for only tweets about specific subjects. You can also search for tweets by typing the hashtag in the Twitter search box. Other useful hashtags for project managers are: #projectmanager, #pmp, #project, #msproject, #project2010, and #pm. Also check #PMChat for Tweetups every Friday for an innovative way for project managers to get answers to project management questions and obtain different perspectives. Source:
Team hastags – a project team can decide on its own hashtags for the projects they’re working on. If your team is working on a business application project, you could decide on a hashtag to use across Twitter, such as #busapp. This willwork for projects where security is less of a concern.
Twitter Lists
On the Home page of Twitter, your Twitter timeline can get cluttered very quickly. Twitter lists become useful as it allow you to group Twitter users. You can make a list of other users who are also in project management. Every time you follow a person on Twitter who is also a project manager, you add them to your list. By following this process you will soon connect with project managers from all over the world who you can follow and collaborate with. Or create a list for your team relating to the project you are working on. Send them the URL of the list so they can see who you’ve added.
Consider subscribing to other people’s lists. My Projectmanagement list contains 316 members and a number of subscribers. Now I can look at Tweets from project managers on my list and the lists that I’m subscribed to and see all the latest updates at a glance. I can retweet, share them with my followers or reply and collaborate.
Let us know in the Comments if you’re using Blogs or Twitter for your projects and how well that is working for you.
Please subscribe to the RSS feed to read the rest of the articles in this series.
For most Project Management professionals social media is already part of their lives whether they use it intentionally or not. Let’s take a closer look at social media platforms already widely adopted in project management.
These days many project managers or project management companies have Facebook pages. On Facebook you can learn from experts about project management. You can create professional contacts to get questions answered or to jump to a suggested site.
When you perform a search for Pages on “Project Management”, you will find more than a 1000 Pages. A search for project managers, also give results for more than 1000 people, which can be refined to your own country or city to find people you may know.
Visit some Pages, find out what is being shared, Like Pages, join Groups and become part of the communities where you can contribute or where valuable information is shared.
Yammer
Yammer is like Facebook’s equivalent, but in the corporate world, focused on the company. With Yammer, you can share announcements, create a team calendar of milestones, create pages for different interests, and upload documents.
Also consider posting your team norms, latest screenshots of the app for team members to comment on, and sharing video updates or team photos.
Yammer allows for more in-depth updates and comments can also be grouped into a “thread” beneath each post, allowing for a more conversational tone.
Let us know in the Comments if you’re using Facebook or Yammer for your projects and how that is working for you.
Please subscribe to the RSS feed to read the rest of the articles in this series.
The success and failure of a Dynamics AX project is directly related to the quality of the project manager leading it. A recent survey by PwC showed that over 85% of Dynamics AX projects failed to achieve their core objectives – poor project management was one of the root causes.
Implementing Dynamics AX has been compared to performing open heart surgery on an organisation, where the stakes couldn’t be higher, and so the ‘physicians’ that are entrusted to give the ‘patient’ it’s new lease of life, need to be masters in their craft and highly experienced.
So what makes a good Dynamics AX project manager?
Let us find out with the help of this infographic by Cognitive Group, a dynamics ax recruitment agency in the UK.
Good project managers always look for ways to improve their leadership skills. Excellent project managers will apply these skills to become better leaders. One such tool to improve your skills, is the book: “The 5 Languages of Appreciation in the Workplace: Empowering Organizations by Encouraging People” by Gary Chapman and Paul White.
While being familiar with the “5 Love Languages” I was curious to know how the love language concept is applied to the workplace. Then more specifically I wanted to understand how words of appreciation can help a project manager become better at leading his/her project teams.
The book is aimed at helping managers effectively communicate appreciation and encouragement to their employees, resulting in higher levels of job satisfaction, healthier relationships between managers and employees, and decreased cases of burnout.
It helps to identify an individuals’ preference in the languages of appreciation. Understanding an individual’s primary and secondary languages of appreciation can assist managers in communicating effectively to their team members. It also relates to the power of acknowledgement – see “The Power of Grateful Leadership” for more.
Languages of Appreciation
According to the “5 Languages of Appreciation” there are five ways to show your appreciation in the work-place:
Words of affirmation
Acts of service
Tangible gifts
Quality time
Touch (language of touch is less important in the workplace than in personal relationships)
Benefits
The languages of appreciation in the workplace have shown to significantly improve relationships among co-workers (team members) and to make workplace environments more positive for all who work there.
Motivating through action
For each language of appreciation, there are specific actions that could be taken. Here are some good examples: (focusing on the first 4 languages only) 1
Words of Affirmation
Write me an email and acknowledge when I have done a good job.
Acknowledge my effort of a project, in the presence of my teammates.
Tell me “thank you” or give me a specific compliment.
Give our team a group compliment when we have done well.
Send me a text message after I have completed a task well.
Let me know when others have commented positively on my work.
Quality Time
Go to lunch together and not talk about business issues.
Invite me to go to lunch with project team members.
Stop by, sit down or have a weekly “check in” meeting to see how things are going.
Debrief a recently completed project with me.
Acts of Service
Help me get my computer to work correctly/more efficiently.
Assign someone to answer the phones so that I can complete reports tasks that require undivided attention.
When working on a time-sensitive project, protect my time from additional requests.
Tangible Gifts
Movie tickets.
Gift certificate for a bookstore or outdoor / sporting store.
Allow me to come in early and leave early that day.
Provide a special luncheon to celebrate an accomplishment by our team.
In addition to the book, you will find on the website: www.appreciationatwork.com more resources to use. One such resource is the “Motivating by Appreciation (MBA) Inventory” tool to assess your team members in order to understand how to express appreciation that resonates with each individual. Each book purchased also comes with a code inside for one free MBA inventory.
If you take the time to discover your language of appreciation, as well as that of your team members you can create a group profile showing the team members’ primary and secondary language. See example below: 2
Then you create Action Items for the Group serving as a reminder of what to do to make your team members feel appreciated for their hard work and efforts.
There are some signs that will tell you when team members need a message of appreciation or encouragement: 3
Discouragement
Irritability and resistance
Increased absenteeism
Apathy
Social withdrawal.
Problems with Language of Appreciation and how to overcome them
There are some problems with appreciation like when you genuinely appreciate some-one, but they don’t believe you are sincere. To get past a perceived inauthenticity, it is important to only communicate it when it’s true and to state your desire to be viewed as genuine. An example: “In spite of not saying this enough in the past, I wanted to let you know that I appreciate ….”.
You also need to be communicating appreciation consistently over time. When you team members feel valued and appreciated, good things will happen. There will be loyalty and commitment to the project, to the stakeholders, and to a successful outcome.
http://www.appreciationatwork.com/resources/articles/ “Picking up cues”
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