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Advanced Project Management
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Agenda
8:30-8:45 Icebreaker: Would You Believe….
8:45-9:00 Session One: Course Overview
9:00-10:00 Session Two: Choosing the Project Team
10:00-10:30 Session Three: Building a Winning Team
10:30-10:45 Break
10:45-11:30 Session Four: Managing Team Meetings
11:30-11:45 Session Five: Easy Ways to Reward Your Team
11:45-12:00 Morning Wrap-Up
12:00-1:00 Lunch
1:00-1:15 Energizer: Think Fast!
1:15-2:00 Session Six: Developing a Communication Plan
2:00-3:15 Session Seven: Communicating with Sponsors and Executives
3:15-4:15 Session Eight: Dealing with Problem Team Members
4:15-4:30 Workshop Wrap-Up
Session One:
Course Overview
Learning Objectives (I)
• Think critically when choosing a project
team
• Make the best of an assigned project
team
• Help teams move through various stages
to become a high-functioning unit
• Maximize productivity at team meetings
Session One:
Course Overview
Learning Objectives (II)
• Reward and motivate your team
• Develop and execute a communication
plan
• Communicate with sponsors and
executives more effectively
• Identify strategies for working with
problem team members
Session Two:
Choosing the Project Team
Choosing the Team (I)
• Think carefully about who you choose!
• To start, think about the areas that your
project will involve.
• You will want people with skills in a variety
of areas.
• You also want high performers and good
team workers.
Session Two:
Choosing the Project Team
Choosing the Team (II)
• Once you have identified the skills that you
want, take a look at the people in your
organization.
• Determine who matches your project’s needs.
• If your project is in a specialized area, you may
want to consider adding consultants.
• Your choices should consider skills and
personality.
Session Two:
Choosing the Project Team
Choosing the Team (III)
Ask yourself:
• Can general experience be sufficient? Does the
individual need specific experience?
• What interpersonal skills are required?
• How many of each of these skilled people will be
needed?
• What level of supervision will be required?
• Not everyone is a team player. Is this important?
Session Two:
Choosing the Project Team
Choosing the Team (IV)
• Now that you’ve identified who you
want, identify the possible obstacles to
getting these people on your team.
• Develop ways to get around them.
• Once you have a plan in place, it’s time
to act!
Session Two:
Choosing the Project Team
Choosing the Team (V)
Tips for Getting the People You Need
• First, go to the staff member’s supervisor.
• Explain what the project is and how it will
benefit the organization.
• Outline what skills the person will gain.
• Work with what their supervisor gives you.
• Get the employee’s buy-in.
Session Two:
Choosing the Project Team
Choosing the Team (VI)
Making the Best of an Assigned Team
• Sometimes people are selected because they
are available.
• In this situation, you will still want to make a
wish list.
• Then, compare this list with your team
members.
• Who is the best fit for each role or task?
Session Two:
Choosing the Project Team
Choosing the Team (VII)
If you find that you have a major gap,
there are three options to consider:
• Training for project members
• Bring in an outside consultant or subject
matter expert
• Proceed with what you have
Session Two:
Choosing the Project Team
Choosing the Team (VIII)
Assigning Work
• Who will do the task?
• How will the task be done?
• How will the task be communicated?
Session Two:
Choosing the Project Team
Pre-Assignment Review
• Develop a list of skills that you
need for your project.
• After five to eight minutes, pair
off and share your list with your
partner.
Session Two:
Choosing the Project Team
Four Issues to Address with Project Teams
• Accountability
• Experience
• Resources
• Empowerment
Session Three:
Building a Winning Team
Why is Teamwork Important? (I)
Ingredients for Success
• One of the essential ingredients of a
successful project is teamwork.
• Members of the group must feel that they
are working toward a common goal.
• Assignments should be common
knowledge.
Session Three:
Building a Winning Team
Why is Teamwork Important? (II)
How can you keep interest high and the
momentum going?
• Frequent meetings
• Progress charts
• Some fun along with the project
• Recognition of work done
Session Three:
Building a Winning Team
Why is Teamwork Important? (III)
• Remember the self-fulfilling prophecy!
• Be realistic about your team’s ability
• Don’t wear yourself and everyone else
down with negative energy.
• Before you decide that someone is
incompetent, give them a chance.
Session Three:
Building a Winning Team
Why is Teamwork Important? (IV)
Tips for Building a Winning Team
• Define roles.
• Make a list of the skills needed.
• Do a skills inventory of the people you have.
• Negotiate for members you need.
• Do the best you can with the people you
have, but document problems.
Session Three:
Building a Winning Team
Why is Teamwork Important? (V)
Tips for Building a Winning Team ctd.
• If your team doesn’t have all the skills they
need, build training into the project.
• Consider hiring a contract position.
• A diverse group of people may be difficult to
work with initially, but over the long
term they may add more value.
Session Three:
Building a Winning Team
The Stages of Team Development (Forming)
Characteristics of this stage: What you can do to help:
• May be anxious, adapt wait- • Have the team write its own
and-see attitude, and/or be charter/mission statement
formal • Help the team establish
• No clear idea of goals or boundaries
expectations • Assist team members to get
• May not be sure why they to know each other
are there • Help them know
• Need to get to know one what to expect
another
Session Three:
Building a Winning Team
The Stages of Team Development (Storming)
Characteristics of this stage: What you can do to help:
• Team members are eager to • Continue with no surprises
get going and they may be • Communicate regularly
impatient with delays • Recognize and acknowledge
• Conflict can arise as people accomplishments
bring different ideas of how • Conflict can be healthy
to accomplish goals
• Lead and participate in
• People notice differences meetings
rather than similarities
• Value diversity
• Some members may drop
out mentally or physically • Gather information
and be supportive
Session Three:
Building a Winning Team
The Stages of Team Development (Norming)
Characteristics of this stage: What you can do to help:
• People begin to recognize • Recognize how they are
ways they are alike alike
• They realize they’re in this • Help with training
together • Encourage them to feel
• People become more social comfortable with each
• Members may forget their other and with systems
focus in favor of having a • Help the group stay focused
good time on its goal
Session Three:
Building a Winning Team
The Stages of Team Development (Performing)
Characteristics of this stage: What you can do to help:
• Team members are trained • Recognize efforts
and competent • Encourage growth
• Leader will ask for critical • Give new challenges
self-assessment
• Members are mature and
understand their roles
• The team wants more input
• Everyone is self-motivated
and self-trained
Session Three:
Building a Winning Team
The Stages of Team Development (Adjourning)
Characteristics of this stage: What you can do to help:
• Group members are • Celebrate everyone’s
winding down and saying participation
goodbye • Describe what’s going on
• Group members are setting and ensure people know
goals for future work what will happen next
independently and/or as • Look for and encourage
part of new groups contribution from everyone
• Encourage continued
productivity
Session Four:
Managing Team Meetings
Starting on the Right Foot (I)
Individual Meetings
Meet with team members and discuss:
• Why was this person selected?
• What are the performance expectations?
• What are their individual priorities?
Session Four:
Managing Team Meetings
Starting on the Right Foot (II)
Information Gathering
• Obtain the who, what, where, when,
why, and how for the project.
Session Four:
Managing Team Meetings
Starting on the Right Foot (III)
Agenda Planning
• Ensure that the proper individuals are
invited
• Develop an agenda and set objectives
• Send the agenda and information requests
to the team
• Book the appropriate space
Session Four:
Managing Team Meetings
Starting on the Right Foot (IV)
During the Meeting
• Make sure the meeting starts on time
• Encourage open communication
• Take notes
• Set some ground rules
• Introduce team members
Session Four:
Managing Team Meetings
Starting on the Right Foot (V)
During the Meeting ctd.
• Cover one agenda item at a time
• Review project objectives and schedule
• Review main points of the project, including
goals, budget, completion date
• Review plans for getting work started
Session Four:
Managing Team Meetings
Starting on the Right Foot (VI)
During the Meeting ctd.
• Discuss methods and tools to be used to
manage, control, and operate the project
• Establish the time and place for the next
project meeting
• Agree on follow-up activities/action
items
Session Four:
Managing Team Meetings
Making Committees Work (I)
• A committee should be results-oriented
and have a time frame.
• Small committees usually function best.
• Committees function best when one
member agrees to serve as leader.
• Committees then function as small
groups
Session Four:
Managing Team Meetings
Making Committees Work (II)
Tips for Success
• Schedule regular meetings and ensure that
members commit to these meetings.
• Ensure that members are clear on the
objective and when it is to be achieved by.
• Ensure that everyone knows what else is
required of the committee.
Session Four:
Managing Team Meetings
Making Committees Work (III)
Tips for Success ctd.
• Set up ground rules and policies.
• Make sure that you have the operational
and legal authority to complete the task.
• Know where to go for help and support.
• Play your role in making each meeting
successful.
Session Four:
Managing Team Meetings
Making Connections
1. Always have an agenda and be fully prepared
2. Focus on what’s important
3. Take action
4. Train group members
5. Hold your meetings in places that are free from
interruptions and distractions
6. Encourage open communication
7. Ask for someone to be a note-taker
Session Five: Easy Ways to Reward
Your Team (I)
• Always keep in mind the value of a sincere
compliment.
• Have a treat at your status meetings.
• Turn brainstorming sessions into
competitions.
• Take time for team members to recognize the
work their subcommittees or teams are doing.
• Certificates of accomplishment are a
wonderful reward.
Session Five: Easy Ways to Reward
Your Team (II)
• Giving a team member more responsibility or
a role they desire can be a great motivator.
• Surprise your team with a lunch.
• Include small gift certificates for movies or
groceries with the weekly memo.
• Larger prizes and financial bonuses at the end
of a successful project are always welcome.
• Find out what people want and make
your bonuses fit.
Session Six:
Developing a Communication Plan
The Five Components (I)
Who
Who When Why What How
Our customer
(ABC Widgets)
Design Engineers
Project team
Session Six:
Developing a Communication Plan
The Five Components (II)
When: Understanding the Phases
Session Six:
Developing a Communication Plan
The Five Components (III)
When
Who When Why What How
Our customer All phases
(ABC Widgets)
Design Engineers Conceptual
and Planning
Project team All phases
Session Six:
Developing a Communication Plan
The Five Components (IV)
Why
Who When Why What How
Our customer All phases Project is
(ABC Widgets) going well
Design Engineers Conceptual Keep them
and Planning up to date
Project team All phases Keep them
up to date
Session Six:
Developing a Communication Plan
The Five Components (V)
What
Who When Why What How
Our customer All phases Project is Project is on
(ABC Widgets) going well schedule; all is
well
Design Engineers Conceptual Keep them Detail planning
and Planning up to date that has been
done so far
Project team All phases Keep them Detail
up to date accomplish-
ments
Session Six:
Developing a Communication Plan
The Five Components (VI)
How
Who When Why What How
Our customer All phases Project is going Project is on Monthly status
(ABC Widgets) well schedule; all is well meetings and weekly
status report (e-mail)
Design Engineers Conceptual and Keep them up Detail planning that Weekly status meetings
Planning to date has been done so and daily status report
far (e-mail/phone)
Project team All phases Keep them up Detail accomplish- Weekly status meetings
to date ments
Session Six:
Developing a Communication Plan
The Five Components (VII)
Tips
• You may want to develop templates for
status reports, newsletters, or other
communications that you plan to issue.
• It is essential to stay organized.
• Set up group e-mail lists.
Session Six:
Developing a Communication Plan
The Five Components (VIII)
A Word about Rumors
• Rumors can be a project manager’s worst
enemy.
• Ask people to keep an ear to the ground.
• Develop your communication plan and use it.
• Address rumors in your status meetings and
with sponsors and executives.
• Demonstrate integrity in your actions.
Session Six:
Developing a Communication Plan
The Five Components (IX)
Communication Essentials
• How can you let others know of changes that
affect the plans?
• How can you communicate progress and
motivate others to continue giving their best?
• How can you ask for information from people
who have special knowledge or expertise?
• How do you hold meetings and make sure your
manager has the time to meet with you?
Session Six:
Developing a Communication Plan
Case Study
Task One
Develop a preliminary communication plan for
this project. Make sure you try to think of
everyone who might be involved in the project.
Task Two
What kinds of rumors might circulate during the
project? How might you handle those?
Session Seven: Communicating
with Sponsors and Executives
Communication Excellence (I)
• What ideas do you have for the project?
• What do you expect as the end result of the
project?
• What do you expect in terms of
communication?
• What is the best way to get in touch with you?
• What budget do you have for the project?
Session Seven: Communicating
with Sponsors and Executives
Communication Excellence (II)
• Once you have formed your communication
plan, let your sponsor and executives know
what to expect from you.
• When you are planning, try to stagger your
deliverables.
• During the project, make sure you
keep everyone informed.
Session Seven: Communicating
with Sponsors and Executives
Communication Excellence (III)
Meeting Tips and Tricks
• Set an agenda and stick to it.
• Be concise. Don’t waste their time.
• Talk about solutions rather than problems.
• Bring all necessary documents.
• Prepare a list of questions and responses.
• If you don’t have a particular piece of
information, apologize and send it later.
Session Seven: Communicating
with Sponsors and Executives
Making Connections
It’s now a week later and you’ve completed
some of your preliminary planning. You’ve
discovered that Barbara will be the project
sponsor and the executive responsible for
the project.
Role play your meeting with Barbara.
Session Eight: Dealing with
Problem Team Members
Developing Understanding (I)
• Project team members will undoubtedly
cause you some stress from time to time.
• Ideally you won’t have to deal with
performance issues.
• We’re going to provide you with some
techniques for managing difficult
conversations.
Session Eight: Dealing with
Problem Team Members
Developing Understanding (II)
Mutual Respect
• Consider your frame of reference.
• Approach the conversation from a perspective
of mutual respect.
• Most people will approach a conversation
civilly if they are prepared for a conversation.
• Mutual respect means that you also offer the
other person a safe place to speak.
Session Eight: Dealing with
Problem Team Members
Developing Understanding (III)
Common Ground
• Identify common goals that you share.
• This could be something as straightforward
as making sure the team reaches their
goals.
• Common ground comes from
fostering relationships.
Session Eight: Dealing with
Problem Team Members
Developing Understanding (IV)
Staying in Control
• Are you able to maintain your composure
when things get heated?
• Experts can help you get more comfortable
with these situations.
• Relaxation techniques can also help.
• During the conversation itself, control
your own reactions and any anger.
Session Eight: Dealing with
Problem Team Members
When to Walk Away
• If your safety is threatened, walk away.
• If you are arguing and unable to move ahead,
close the conversation and reschedule.
• Check in with your project team and make sure
they have the resources that they need.
• People with competing priorities can be
very challenging.
Session Eight: Dealing with
Problem Team Members
When Things Don’t Work
• If the relationship goes completely off track,
there are plenty of things that you can still do.
• After all, you do have a project to manage!
• When you don’t deal with things, they do not
go away on their own.
• They simply get worse.
• Keep your project plan in mind and
draw on resources.
