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PM587 Week 4 Lecture

PM587 Week 4 Lecture

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Published by Huyen Bui

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Categories:Types, Business/Law
Published by: Huyen Bui on Jul 24, 2013
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7/11/13Advanced Program Managementwww.devryu.net/re/DotNextLaunch.asp?courseid=8140242&userid=12817512&sessionid=48c0813ad8&tabid=1Br0vO6VOTbjEKzhZ9bqCCZFECCignL+u2Kzfc…1/4
Week 4: Project Linkages - Lecture
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Change and Conflict Management
Change Management|Conflict Management
This week we will be looking at how to effectively introduce changein an organization. Because change can often be the source of conflict, we will also tackle how to identify and handle conflict. Theinformation shared is not only valuable in managing organizationalchange and conflict, but can also be applied to your personal life.
Change Management
Who is the agent of change? Look around at the people next to you and you will realize you are all agents of change. People are the key to change. A big part of project management is managing the change that the projectproduces. There must be senior-level support, communication, superior team members, and teamwork based ontruthfulness. A project cannot succeed without executive support both in words and actions. Change has to beplanned. Senior management must know the message they want to convey and who is to receive that message. Itis important to have the right people doing the right job. It is also essential for those affected by the change tounderstand why the changes are taking place, the value of the changes, and how the changes will benefit them.Change can be facilitatedthrough newsletters, meetings, e-mails, focus groups, formal training, and town hall meetings. It is essential that all involved have a thorough understanding of the change that is about to take place.Before change is to take place, you must first know what you want to change, how you want to change it, whereyou are right now, and how will you measure success. You must also know who will be affectedby the change andhow they will be affected. It is imperative to realize that not all people accept change willingly. For some changecan be stressful and upsetting. The goal of change management is to bring about change without upsetting theorganization. Involve your people in the process of developing a change management plan and a process of educating and informing the organization. Let those affected by the change be part of planning the change process.Research has produced many theories, opinions, and viewpoints of change management processes. Below is achart that summarizes the phases, activities, and key deliverables of change project management.Click Image to Enlarge
7/11/13Advanced Program Managementwww.devryu.net/re/DotNextLaunch.asp?courseid=8140242&userid=12817512&sessionid=48c0813ad8&tabid=1Br0vO6VOTbjEKzhZ9bqCCZFECCignL+u2Kzfc…2/4
Image Description According to Canterucci there are six phases of change management.
1. Stakeholder analysis – This is the discovery stage determining the stakeholders, their perceptions, risk factors,relationships, and so on.2. Planning and monitoring – It is in this stage that the project team is identified, along with possible resistance tothe change and organizational impact.3. Building the foundation for change – It is in this stage that the change is identified, the value of the change isclarified, and a logical message is communicated to the stakeholders.4. Launching the communication campaign – It is through this communication that information is shared (with thegoal of changing behavior).5. Change breakthrough analysis – It is the goal of this stage to help the stakeholders be less emotional and morelogical regarding the change.6. Change readiness – This is the final stage to make certain that the stakeholders are properly trained and ready toembrace the new work environment.
Conflict Management
It is fitting that after a discussion of change management we should discuss conflict management. Change or fear of the unknown is often the cause of conflict. The problem arises when conflict is poorly managed. Carter McNamara, in his article "How to Deal With Conflict," outlines causes of conflict, ways to minimize conflict, how todeal with conflict, and how to manage conflict with another person.
Types of Managerial Actions That Cause Workplace Conflicts
1. Poor communicationsEmployees experience continual surprises; for example, they are not informed of major decisions thataffect their workplaces and lives.Employees do not understand the reasons for the decisions—they are not involved in the decision making. As a result, they trust the "rumor mill" more than their management.2. The alignment or the amount of resources is insufficient. There isdisagreement about "who does what"; andstress from working with inadequate resources.3. "Personal chemistry," including conflicting values or actions; for example:strong interpersonal natures among workers do not seem to match; andwe do not like others because they seem too much like ourselves (we often do not like in others what wedo not like in ourselves).4. Leadership problems
For example, inconsistent, missing, too-strong, or uninformed leadership (at any level in the organization),evidenced by
avoiding conflict and "passing the buck" with little follow-through on decisions;employees seeing the same continuing issues in the workplace; andsupervisors not understanding the jobs of their subordinates.
7/11/13Advanced Program Managementwww.devryu.net/re/DotNextLaunch.asp?courseid=8140242&userid=12817512&sessionid=48c0813ad8&tabid=1Br0vO6VOTbjEKzhZ9bqCCZFECCignL+u2Kzfc…3/4
Key Managerial Actions / Structures to Minimize Conflicts
1. Regularly review job descriptions. Get your employee's input to them. Ensure that job roles do not conflict; andno tasks "fall in a crack."2. Intentionally build relationships with all subordinates.Meet at least once a month alone with them in an office. Ask about accomplishments, challenges, and issues.3. Get regular, written status reports that describeaccomplishments;current issues and needs from management; andplans for the upcoming period.4. Conduct basic training aboutinterpersonal communications;conflict management; anddelegation.5. Develop procedures for routine tasks and include the employees' input.Have employees write procedures when possible and appropriate.Get employees' review of the procedures.Distribute the procedures.Train employees about the procedures.6. Develop procedures for routine tasks and include the employees' input.
These can be powerful means to collect honest feedback, especially in very conflicted workplaces.
Ways People Deal With Conflict
There is no one best way to deal with conflict. It depends on the current situation. Below are the major ways thatpeople deal with conflict.
1. You can avoid it.Pretend it is not there or ignore it. Use this approach only when it simply is not worth the effort to argue. Be awarethat this approach tends to worsen the conflict over time.2. You can accommodate it.You can give in to others, sometimes to the extent that you compromise yourself. Use this approach very sparinglyand infrequently; for example, in situations when you know that you will have another, more useful approach in thevery near future. Usually this approach tends to worsen the conflict over time, and causes conflicts within yourself.3.
You can compete with the others.You can work to get your way, rather than clarifying and addressing the issue. Competitors loveaccommodators. Use this approach when you have a very strong conviction about your position.
You can compromise.You can engage in mutual give and take. This approach is used when the goal is to get past the issue andmove on together.
You can collaborate.You can focus on working together. Use this approach when the goal is to meet as many current needs aspossible by using mutual resources. This approach sometimes raises new mutual needs. Collaboration canalso be used when the goal is to cultivate ownership and commitment.
To Manage a Conflict with Another Person
1. Know what you do not like about yourself, early on in your career.We often do not like in others what we do not want to see in ourselves.Write down five traits that really bug you when see them in others.Be aware that these traits are your "hot buttons."2. Manage yourself. If you and/or another person are getting upset, then manage yourself to stay calm.Speak to the person as if the other person is not upset—this can be very effective! Avoid use of the word "you"
this avoids your appearing to be blaming the person.Nod your head to assure the person that you heard him or her.Maintain eye contact with the person.3. Move the discussion to a private area, if possible.

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