PMITP W4 Theory

Project Manager
Internship Practicum Program
>> Week 4 Theory

Agenda
❑ Decision Making ❑ Budgeting
▪ Definition ▪ Definition
▪ Styles ▪ Importance
▪ Models ▪ Challenges
▪ Flaws ▪ Example for Projects
▪ Importance
▪ Under Pressure ❑ Project Delivery & Closure
▪ Types ▪ How-to Guide
▪ Process ▪ Importance
▪ Tools ▪ Tips
▪ Challenges
❑ Conflict Resolution ▪ Unsatisfied Clients
▪ Importance
▪ Skills ❑ Lessons Learned
▪ Types ▪ Importance
▪ Process ▪ Steps
▪ Styles ▪ Format & Subsections
▪ Team Members Conflict ▪ Example
▪ Tips
▪ Example
www.reach-academy.net | Toronto, Canada 2
Decision Making – Definition
The thought process of selecting

a logical choice from the
available options

Decision Making – Styles
Let’s take a look at the three

basic styles of decision making
used by project managers… In any situation there are four
major factors that will affect
the decision style you use:
1. Command 1. Time constraints

2. Trust
2. Confer
3. Quality
3. Consensus 4. Acceptance

Decision Making – Models
1 4
Rational Recognition Primed

Decision Making Model Decision Making Model
2 5
Bounded – Rationality Vroom-Yetton

Decision Making Model Decision Making Model
Intuitive
Decision Making Model

Decision Making – Flaws
These are flaws with the classic (rational model) for use in project management
➢ Decision makers rarely have access to perfect information

➢ Opinions often outnumber facts
➢ Decision makers are influenced by other people who have interest
in a particular outcome
➢ Decision makers are limited in their ability to comprehend vast
amounts of information
➢ The data may be so poorly presented that a decision is not obvious
➢ Decision makers can seldom accurately forecast future
consequences
➢ Emotions, fatigue, attitudes, and motives can interfere to prevent
rational decision making
➢ Culture and ethical values influence the decision-making process

Decision Making – Importance
❑ Of all project manager skills, the ability to make important

business decisions is perhaps the most valuable
❑ Strong decision-making skills are necessary to weigh the
available options and choose the best course of action
❑ Indecisiveness or poor decisions can put the brakes on
a project – and your career

Decision Making – Under Pressure
Whether you are managing projects, a portfolio or staff…

bigger the size, more pressure you are under
to make decisions under pressure!
What can you do about it?
➢ Implement required tools
➢ Trust your judgement
➢ Accept you will get it wrong occasionally
➢ Empower your team
➢ Research

Decision Making – Types
1. Tactical and Strategic Decisions

2. Programmed and Non-programmed Decisions
3. Basic and Routine Decisions
4. Organizational and Personal Decisions
5. Off-the-Cuff and Planned Decisions
6. Policy and Operating Decisions
7. Policy, Administrative and Executive Decisions

Decision Making – Process
When the process is used correctly…

the project manager increases chances of coming to the right decision!
The steps for a good decision-making process are:
01 02 03 04 05 06 07
Identify Gather Identify Weigh Choose Take Review
Decision Information Alternatives Evidence Alternatives Action Decision

Decision Making – Tools
Decision Tree Two tools for Decision Matrix

decision-making

Decision Making – Tools
Another tool that can be used is to have a pros-and-cons list

Conflict Resolution – Importance
Whenever employees with different

backgrounds, attitudes and opinions
work together on any project,
conflicts are inevitable
Having good conflict resolution skills is important

in order to:
Garner Strong Reduce

Relationships Disruptions

Conflict Resolution – Skills
1. Don’t jump to the defence

14 Conflict Resolution Skills 2. Don’t point fingers
3. Let people explain, and actively listen
4. Use “I” statements
5. Maintain a calm tone
6. Show willingness to compromise & collaborate
7. Don’t talk behind people’s backs
8. Don’t take anything personally
9. Pay attention to non-verbal communication
10. Prioritize resolving conflict
11. Know when to apologize and forgive
12. Focus on current conflict
13. Use humour when appropriate
14. Remember the importance of the relationship
Conflict Resolution – Types
Major Conflict Types
1 2 3
Task Relationship Values

Conflict Conflict Conflict

Conflict Resolution – Process
Conflict resolution in the workplace typically involves the following processes:

➢ Recognition by the parties involved that a problem exists
➢ Mutual agreement to address the issue and find some resolution
➢ An effort to understand the perspective and concerns of the opposing individual or group
➢ Identifying changes in attitude, behaviour, and approaches to work by both sides that will lessen negative feelings
➢ Recognizing triggers to episodes of conflict
➢ Interventions by third parties such as Human Resources representatives or higher-level managers to mediate
➢ A willingness by one or both parties to compromise
➢ Agreement on a plan to address differences
➢ Monitoring the impact of any agreements for change
➢ Disciplining or terminating employees who resist efforts to defuse conflicts

Conflict Resolution – Styles
Five Common Conflict Resolution Styles
Confronting Compromising Accommodating Forcing Avoiding
• Both parties need to win • Both parties need to win • Goal to be reached is overarching • A "do or die" situation is present • You can not win
• You want to decrease cost • You are in a deadlock • You want to create obligation • Stakes are high • Stakes are low (or)
• You want create a common • Time is not sufficient for a trade-off at a later time • Important principles are at stake • Stakes are high, but you are
power base • You want to maintain the • Stakes are low • Relationship among parties is not prepared
• Skills are complementary relationship among the • Liability is limited not important • You want to gain time
• Time is sufficient involved parties • Any solution is adequate • A quick decision must be made • You want to maintain neutrality
• Trust is present • You will get nothing if you • You want to be harmonious or reputation
• Learning is the ultimate goal do not compromise and create good will • You think problem will go away
• Stakes are moderate • You would lose anyway • You win by delaying
• You want to gain time

Conflict Resolution – Team Members Conflict
Team conflict occurs inevitably, but preparing to deal with it in

a rational, positive manner can save you from further disruption
Four steps to
resolving conflict
04
between team 03 Resolution
members
02 Solutions
01 Information
Agreement

Conflict Resolution – Tips
1. Talk Privately
2. Listen
3. Acknowledge Similarities
4. Admit Your Mistakes
5. Focus on Behaviour, not Personality
6. Be Selective
7. Set a Positive Example
8. Consider the Bigger Picture
9. Avoid Escalating Tension
10. Use a Mediator
Conflict Resolution – Tips: Remote Teams
7 tips for managing conflict in a remote team
1 3 5 7
Set clear
procedure &
goals
2 Build remote
teams based
on geography
4 Recognize
achievements
as a team
6 Keep your
virtual door
open for
Lead by and personal Host kick-offs Encourage feedback
example characteristics & catch-up informal
meetings interactions
along with
professional
ones

Conflict Resolution – Examples
John has been the sales manager for over a year. His
sales reports show an increase in sales and he seems to
know how to motivate his reps pretty well.
Leadership But a few of the reps repeatedly complain about John’s
management style. He tends to get very involved with
their techniques, calls them out when he thinks they
are making a mistake, and doesn’t take criticism
Conflicts himself very well.
One of the top producing reps complains more than the
others, and he is threatening to quit.

Conflict Resolution – Examples
Ashlee and James both work in accounting. James was

hired a few months ago and Ashlee has been with the
company for eight years.
James, while being a proficient worker, tends to wait
until the last minute to get his work done. Ashlee works
Work Style more steadily and keeps on top of her work daily.
Ashlee complains that she feels she has to worry now
about his work and her own. And, because they rely on
each other for certain tasks, she is uncomfortable with
Conflicts waiting until an hour or so before a deadline when they
are forced to collaborate.
Because of the conflict, James is missing more work
and you suspect it’s because he wants to avoid Ashlee
and her wrath.

Budgeting – Definition
The Project Budget is a tool used

by project managers to estimate
the total cost of a project.
A project budget template

includes a detailed estimate of all
costs that are likely to be incurred
before the project is completed.

Budgeting – Importance
The core responsibility of a project manager is

the successful execution of a project, within the
estimated budget, time and quality standards.
These three factors: budget, time and quality,
constitute the backbone of every single project.
Though time and quality might be of equal

importance in the life cycle of a project, nothing
can move forward without the necessary amount
of money and that requires a well-planned and
properly estimated budget.

Budgeting – Challenges
➢ Contract expenditure is overrunning ➢ Inability to access management reserves

Fix Find out why costs are overrunning and deal with it Fix Make sure this pot of external funds actually does
ASAP. Re-negotiate contracts if necessary but always check exist before relying on it in case of emergencies, and
immediately upon discovering so costs do not escalate. manage projects in a way that eliminates the potential
need for it.
➢ Resource expenditure is overrunning
➢ Inability to track expenditures
Fix If you don’t record time, start! It will really help
improve estimates over the long-term. Short-term, sit Fix Sort out the process for spending money. Make it clear
down with your team and reforecast the whole project. to the project team that purchase orders have to go
through you for tracking, even if you don’t have the
➢ Managing risks is costing more authority to actually sign them. Let the Finance team know
so that they copy you in on requests and make sure that
Fix Before starting a project budget for risk… if the project the process is adhered to.
has started however, ask the project sponsor if there is
room to create a risk budget? If not, come up with a plan –
can we deal with a higher risk for that element? What can
we compromise instead to loosen up funds to lower the
risk?

Budgeting – Example for Projects

Project Delivery & Closure – How-To Guide
1. Formally transfer all deliverables

2. Confirm project completion
3. Review all contracts and documentation
4. Release resources
5. Conduct a post-mortem
6. Archive documentation
7. Celebrate

Project Delivery & Closure – Importance
➢ Repeating mistakes on future projects and

objectives
Project
Closure ➢ Having final products or deliverables without
helps to dedicated support and resources
avoid: ➢ Failing to identify the team or individuals who will

own and maintain the solution following final
delivery
➢ Creating liability issues resulting from incomplete

payments, contracts, or deliverables

Project Delivery & Closure – Tips
1. Precise definition of project scope

2. Acceptance criteria should be defined precisely during planning
3. Develop closure strategy from the start
4. Create and Maintain effective & frequent interactions throughout project lifecycle
5. Involve the client in project activities throughout the project lifecycle – particularly
in the project closure stage
6. Propose continual assistance
7. Proper testing
8. Provide incentive for customer to finish the closure
9. Recognize customer apprehensions
10. Prepare a sign-off list

Project Delivery & Closure – Challenges
When it comes to managing projects, documentation is incredibly important
This is because documentation helps you with:
Technical Project Team Customer

Challenges Challenges Challenges

Project Delivery & Closure – Unsatisfied Clients
1 2 3
Stay calm when
Offer solutions Learn from
dealing with an
to the client mistakes
unhappy client
4 5
Identify the
specific problem Get
that caused feedback
dissatisfaction

Lessons Learned – Importance
Capturing lessons learned is good for the

team, organization, & existing/future projects.
Lessons learned are the documented information that reflects

both the positive and negative experiences of a project.
They represent the organization’s commitment to PM

excellence and the project manager’s opportunity
to learn from the experiences of others.

Lessons Learned – Steps
Identify
3
1 5
Analyze
Document Retrieve
Store

Lessons Learned – Format & Subsections

Lessons Learned – Example
Challenges Include

Projects – Next Steps
❑ Visit Freedcamp https://freedcamp.com/ and log in with your username and password
❑ On the top left side, click on “Choose Project” and select the one called: PMIPP 502
❑ You will find a task for your team for each week; e.g. Week 1 Project – Team 1
❑ Open the task, read the description, and download the worksheet
❑ If you are expected to work in teams, please do the following:
➢ Have an initial team meeting to discuss the project requirements and distribute the work among you
➢ Have a final team meeting to gather all work that is done into one document and to make sure it is consistent with each other
➢ Make sure to upload the final document to Freedcamp by Thursday 6 pm (Toronto Time)
➢ Use Discord for discussions or to ask any questions. You’re expected to be in Discord (Shared Workspace), whenever you’re working on the
projects. Please make sure to have your microphone muted.
➢ For special requests, please send an email to PMIPP@reach-academy.net

Reference List
Decision Making Conflict Resolution
▪ Definition ▪ Importance
http://www.businessdictionary.com/definition/decision-making.html https://www.cleverism.com/skills-and-tools/conflict-resolution
▪ Styles & Models ▪ Skills

https://www.linkedin.com/pulse/project-manager-skills-decision-making-linky-van-der- https://blog.hubspot.com/service/conflict-resolution-skills
merwe-pmp/
▪ Types
https://www.atlassian.com/team-central/project-planning/decision-making-models
https://www.pon.harvard.edu/daily/conflict-resolution/types-conflict
▪ Importance
▪ Process
https://www.villanovau.com/resources/project-management/importance-of-project-
manager-decisiveness/ https://www.thebalancecareers.com/conflict-resolutions-skills-2063739
https://www.mtdtraining.com/blog/5-reasons-why-decision-making-skills-are-so-important- ▪ Styles
in-management.htm https://www.umsl.edu/~sauterv/analysis/488_f01_papers/Ohlendorf.htm
▪ Flaws in Decision Making https://blog.hubspot.com/service/conflict-management-styles
https://www.pmi.org/learning/library/critical-decision-making-skills-project-managers-5798 ▪ Team Members Conflict
▪ Decision Making Under Pressure https://smallbusiness.chron.com/importance-positive-conflict-resolution-team-64182.html
https://prince2msp.com/2013/08/25/how-do-i-make-decisions-under-pressure/ ▪ Tips & Examples
▪ Types https://blog.hubspot.com/service/handling-conflict-work
https://ebrary.net/2831/management/types_decision_making https://blog.hubspot.com/service/remote-support-team-conflict-management
▪ Process http://managestaff.com/common-workplace-conflicts/
https://www.lucidchart.com/blog/decision-making-process-steps
https://www.pm4dev.com/pm4dev-blog/entry/what-is-the-decision-making-process.html
▪ Tools
https://www.lucidchart.com/blog/decision-making-process-steps
http://www.mikesmerklo.com/entrepreneurs-and-decision-making-some-simple-advice/

Reference List (Cont’d)
Budgeting Lessons Learned
▪ Definition ▪ Importance
https://corporatefinanceinstitute.com/resources/knowledge/finance/project-budget-overview/ https://www.pmi.org/learning/library/lessons-learned-next-level-communicating-7991
▪ Importance ▪ Steps
https://www.clarizen.com/why-is-budgeting-such-an-important-part-of-project-management/ https://www.pmi.org/learning/library/lessons-learned-next-level-communicating-7991
▪ Challenges ▪ Format & Subsections
https://www.projectmanagement.com/blog-post/17629/5-Common-Project-Budget-Problems-- https://www.tacticalprojectmanager.com/lessons-learned/
and-How-to-Fix-Them- https://www.stakeholdermap.com/project-templates/lessons-learned-template.html
▪ Example for projects ▪ Example
https://corporatefinanceinstitute.com/resources/knowledge/finance/project-budget-overview/ https://www.stakeholdermap.com/project-templates/lessons-learned-template.html
Project Delivery & Closure

▪ How-to Guide
https://www.lucidchart.com/blog/nailing-the-project-management-closure-process
▪ Importance
https://www.lucidchart.com/blog/nailing-the-project-management-closure-process
▪ Tips
https://www.brighthubpm.com/monitoring-projects/105533-ten-tips-for-a-smooth-project-
closure-process/
▪ Challenges
https://pmtips.net/article/facing-project-closeout-challenges
▪ Unsatisfied Clients
https://www.freelancermap.com/blog/5-simple-steps-to-help-you-deal-with-unsatisfied-clients/

Thank you !

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Project Manager

Internship Practicum Program

>> Week 4 Theory

The thought process of selecting

www.reach-academy.net | Toronto, Canada 3

Let’s take a look at the three

1. Command 1. Time constraints

www.reach-academy.net | Toronto, Canada 4

Rational Recognition Primed

Bounded – Rationality Vroom-Yetton

www.reach-academy.net | Toronto, Canada 5

➢ Decision makers rarely have access to perfect information

www.reach-academy.net | Toronto, Canada 6

❑ Of all project manager skills, the ability to make important

www.reach-academy.net | Toronto, Canada 7

Whether you are managing projects, a portfolio or staff…

What can you do about it?

➢ Implement required tools

➢ Trust your judgement

➢ Accept you will get it wrong occasionally

➢ Empower your team

www.reach-academy.net | Toronto, Canada 8

1. Tactical and Strategic Decisions

www.reach-academy.net | Toronto, Canada 9

When the process is used correctly…

The steps for a good decision-making process are:

www.reach-academy.net | Toronto, Canada 10

Decision Tree Two tools for Decision Matrix

www.reach-academy.net | Toronto, Canada 11

Another tool that can be used is to have a pros-and-cons list

www.reach-academy.net | Toronto, Canada 12

Whenever employees with different

Having good conflict resolution skills is important

Garner Strong Reduce

www.reach-academy.net | Toronto, Canada 13

1. Don’t jump to the defence

Major Conflict Types

Task Relationship Values

www.reach-academy.net | Toronto, Canada 15

Conflict resolution in the workplace typically involves the following processes:

➢ Mutual agreement to address the issue and find some resolution

➢ Recognizing triggers to episodes of conflict

➢ A willingness by one or both parties to compromise

➢ Agreement on a plan to address differences

➢ Monitoring the impact of any agreements for change

➢ Disciplining or terminating employees who resist efforts to defuse conflicts

www.reach-academy.net | Toronto, Canada 16

Five Common Conflict Resolution Styles

Confronting Compromising Accommodating Forcing Avoiding

www.reach-academy.net | Toronto, Canada 17

Team conflict occurs inevitably, but preparing to deal with it in

www.reach-academy.net | Toronto, Canada 18

7 tips for managing conflict in a remote team

www.reach-academy.net | Toronto, Canada 20

www.reach-academy.net | Toronto, Canada 21

Ashlee and James both work in accounting. James was

www.reach-academy.net | Toronto, Canada 22

The Project Budget is a tool used

A project budget template

www.reach-academy.net | Toronto, Canada 23

The core responsibility of a project manager is

Though time and quality might be of equal

www.reach-academy.net | Toronto, Canada 24

➢ Contract expenditure is overrunning ➢ Inability to access management reserves