Project Management Knowledge

Simply explained by a PMI-certified Project Manager

Archives for October 2008

How much Freedom and Rigidity does a project need?

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Achieving a workable balance between freedom and rigidity in project management can be tricky. Too much rigidity and creativity can be stifled, but giving too many freedoms can lead to a nonproductive team and, potentially, a failure of the project. So how does a project manager ensure there is a healthy balance between the need for discipline and the flexibility of freedom necessary to complete a project successfully?

Many project managers would agree that there is too much bureaucracy and an abundance of unnecessary paperwork involved in most projects. Detailed processes can overwhelm a simple task and make getting to the end of the project a nightmare.

As a project manager it is necessary to find a happy medium between the extremes of rigid discipline and responsiveness to the stakeholder. A system should be set up that establishes clear boundaries so that everyone is aware of their limits and latitudes in the workplace. It is important that there be enough freedom for innovation, creativity and personal judgment, while effectively maintaining organization and governance.

It is the project manager’s job to enforce these boundaries (or even change them if necessary) to keep things running smoothly throughout all phases of the project.

Virtual Meetings in Project Management

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With the advent of new technologies, virtual meetings are becoming increasingly popular in project management. However, the rules for conducting a meeting in person should be revised to make the virtual meeting more effective.

Project managers are expected to apply new skills that incorporate the use of technology so that those present will be attentive and engaged. It’s difficult enough to run a meeting where all the participants are in the room, but oftentimes team members are taking part in the meeting from a remote location by phone or computer.

The basic guidelines for running a project management meeting remain the same. Relevant people should be invited, objectives should be defined, and the meeting should be started on time. However, the technology itself calls for a few added rules to be followed.

Some basic ground rules might include, logging in 10 minutes before the meeting, stating your name when you speak and avoiding multitasking by turning off cell phones and staying out of email.

It’s always a good idea to send out pertinent information before the meeting, but with virtual meetings this practice is even more crucial. Information should include items that need prior review, an agenda, ground rules, and technical instructions. Project management team members need to know when it’s okay to hit the mute button, how to place the call on hold or how to log in to the meeting.

Also keep in mind is that the nonverbal clues most project managers are accustomed to will be absent. You won’t necessarily know if participants understand or are even paying attention to what is being said. Because of this, the need to be clear and explicit becomes even more critical.

Negotiation in Project Management

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Nearly every project taken on by the project team requires some negotiation. Ideally, decisions would be reached easily with everyone in agreement for what is best for the project and all involved, but sometimes one side might be trying to get the better of the other. In these instances it pays to have a full understanding of the processes of negotiation.

Here are some guidelines to consider when negotiating.

  1. Having high aspirations will lead to a more successful negotiation.
  2. Do not reveal your initial position.
  3. Think about concessions before making them.
  4. Ask questions to find out more about the other side’s position.
  5. Be discreet and only reveal the information necessary at the time.
  6. Check to see there is proof behind any assumptions being made.
  7. Take your time. Quick settlements aren’t always the best ones.
  8. Develop a plan beforehand to improve performance during a negotiation.
  9. Stick to the plan and stay focused throughout the entire process.
  10. Use power-play sparingly or retaliation could follow.
  11. Know when to walk-away and say, “No Deal”.

All too often, negotiations end poorly, but by using the guidelines above you should be on your way to a successful negotiation that meets the needs of all participants.