The Project Manager

10

Chapter Concepts

The responsibilities of the project managerThe skills needed to successfully manage projects and ways to develop project manager competenceApproaches to effective delegationHow the project manager can manage and control changes to the project

Learning Outcomes

Discuss three responsibilities of a project managerIdentify, explain, and practice at least five skills and abilities a project manager should haveDescribe and take actions to develop project manager competenceDiscuss and practice effective delegationExplain how to manage changes

Project Integration ManagementProject Human Resource Management

Project Management Knowledge Areas from PMBOK® Guide

Cape Wind Approved by Federal Government asAmerica’s First Offshore Wind Farm; Project WillAdd Clean Energy Jobs for RegionBackground

America’s first offshore wind farmHorseshoe Shoal in Nantucket Sound130 wind turbinesProtected shallow waterAway from shipping, boating, and air trafficProvide 75% electricity needs for Cape and Islands

Project ManagementGathered data for feasibility assessmentDirected community outreachManaged and coordinated on-site activities and testsProvided leadership and problem solving

The Need For Standardized Project Management

Henkels & McCoyOne of the largest engineering and construction firmsDecided to standardize its project management practicesMore than 4,600 employees in 80 permanent offices

OutcomesCustomized PMBOK Guide to Henkels & McCoy’s internal procedures Increased efficiency and seamless communicationIncludes scope and risk assessment in the bid review processesUses full standardized project management for larger projectsUses leaner project management for smaller projects

Project Manager Responsibilities

Customer satisfactionWork scope completion Quality manner, within budget, on time

Planning the projectSecuring and organizing the appropriate resourcesControlling the project progressCoordinate with teamControl the project

Project Manager Responsibilities – Planning

Define project objectiveReach agreement with customerCommunicate objective to project teamCreate vision of successful accomplishmentSpearhead plan developmentReview plan with customerUse project management information system

Project Manager Responsibilities – Organizing

Secure appropriate resourcesDetermine in-house tasksDetermine need for subcontractor Assign responsibilityDelegate authorityCreate motivating environment

Project Manager Responsibilities – Controlling

Track actual progressCompare progress to planned progressTake necessary actionsPlay the leadership roleInvolve project team

Why is the project manager a key ingredient in the success of a project?

Student Discussion

Possible responses to Student Discussion

Leads the projectDevelops the project teamManages communicationsUses good interpersonal skillsHandles stressApplies problem-solving skillsNegotiates for win-winManages time

Why is the project manager a key ingredient in the success of a project?

Project Manager Leadership Ability

Achieve results through the project teamUse a participative and consultative leadership styleProvide guidance and coaching to the project teamRequire involvement and empowerment of the project teamEstablish an environment of trust, high expectations, and enjoymentHave self confidenceExhibit confidence in the project team

Make Things Happen

There are:

Those who MAKE things happen

Those who let things happen

Those who wonder what happened

Project Manager Ability to Develop People

Train and develop the project teamBelieve that all individuals are valuableEncourage initiativeIdentify situations for mentoringAssess opportunities for growthEncourage self reflection for learning

Project Manager Communication Skills

Be good communicatorsCommunicate and share informationSpend more time listening than talkingInform the customer of progressDetermine any changesProvide timely feedback to the team and customer

Project Manager Interpersonal Skills

Develop a relationship with each team memberMaintain interpersonal relationships for duration of the projectInfluence the thinking and actions of othersDeal with disagreements or divisiveness

Project Manager Ability to Handle Stress

Must be able to handle the stressRemain calmCope with constantly changing conditionsAct as a buffer between the project team and either the customer or upper managementHave a good sense of humorKeep physically fit to improve ability to handle stress

Project Manager Problem-Solving Skills

Be a good problem solverStart with the early identification of a problem or potential problemEncourage project team members to identify problems early and solve them

Project Manager Negotiating Skills

Employ negotiating skills in interactionsDevelop a trusting relationship with the other personUse effective listeningTake cultural differences into considerationStrengthen relationships, not erode them

Project Manager Time Management Skills

Manage time wellHave self-disciplineBe able to prioritizeShow a willingness to delegate

What are ways to develop the skills necessary to be an effective project manager?

Student Discussion

Possible responses to Student Discussion

Gain experienceLearn from othersInterview project managers who have skills that you want to develop in yourselfConduct a self-evaluation and learn from your mistakesGet a mentorParticipate in education and training programsJoin organizations, such as the Project Management InstituteReadVolunteer

What are ways to develop the skills necessary to be an effective project manager?

Delegation

DelegatingEmpower the project team Use effective communication skillsSelect the most qualified project team members

Barriers to DelegatingCan do it better or faster yourselfLack confidence in the capability of others Afraid will lose control Fear criticism for mistakesLack self-confidence

Various Degrees of Delegation

Checklist for Rating Delegation Effectiveness

Managing Change

Initiation of ChangeBy the customerBy the project teamCaused by unanticipated occurrencesRequired by the users of the project results

Manage and Control ChangeEstablish procedures for communicationEstimate impact of changeDecide about the changeCustomer approves change

Critical Success Factors Successful project managers accept responsibility for making sure the customer is satisfied and the work scope is completed in a quality manner, within budget, and on time.The project manager needs to be proactive in planning, communicating, and providing leadership to the project team to accomplish the project objective.The project manager needs to inspire the project team to succeed and to win the confidence of the customer.By involving the project team in developing the project plan, the project manager ensures a more comprehensive plan and gains the commitment of the team to achieve the plan.Successful project managers are proactive in addressing problems. They do not take a “let’s wait and see how things work out” approach.The project manager needs to have a project management information system that distinguishes accomplishments from busy-work.Effective project managers have strong leadership ability, the ability to develop people, excellent communication skills, good interpersonal skills, the ability to handle stress, problem-solving skills, negotiating skills, and time management skills.

Critical Success Factors (continued) Successful project management requires a participative and consultative leadership style in which the project manager provides guidance and coaching to the project team. The effective project manager does not tell people how to do their jobs.Project managers show they value the contributions of team members when they seek advice and suggestions from team members.Project managers can foster motivation through recognition. People want to feel they are making a contribution and need to be recognized. Positive reinforcement helps stimulate desired behavior; behavior that is recognized or rewarded gets repeated.The effective project manager does not monopolize, seek the spotlight, or try to take credit for the work of others.Capable project managers are optimistic and have high, yet realistic, expectations of themselves and each person on the project team.Projects should be fun. Project managers should enjoy their work and encourage the same positive attitude on the part of the project team members. The project manager should set a positive example for the team in terms of expected behavior.A good project manager provides opportunities for learning and development by encouraging team members to take the initiative, take risks, and make decisions. Rather than create a fear of failure, the project manager realizes that mistakes are part of the learning and growth experience.

Critical Success Factors (continued) Good project managers spend more time listening than talking. They listen to the needs expressed by the customer and the ideas and concerns expressed by the project team.Communication by project managers needs to be timely, honest, and unambiguous.The project manager should create an atmosphere that fosters timely and open communication without fear of reprisal, and must be understanding of differing viewpoints.When unforeseen events cause turmoil on a project, effective project managers remain composed and do not panic.Effective project managers recognize that the best solution often emerges from differences of ideas, viewpoints, experiences, and opinions.The project manager must maintain integrity and respect for the other party throughout the negotiating process. To make effective use of their time, project managers need to have self-discipline, be able to prioritize, and be willing to delegate.At the start of a project, the project manager needs to establish a change control system to define how changes will be documented, approved, and communicated.

SummaryIt is the responsibility of the project manager to make sure that the customer is satisfied that the work scope is completed in a quality manner, within budget, and on time. The project manager has primary responsibility for providing leadership in planning, organizing, and controlling the work effort to accomplish the project objective.The project manager is a key ingredient in the success of a project and needs to possess a set of skills that will help the project team succeed.Project manager competence can be developed through a number of activities, individually or with others.Project managers need to be good delegators.The project manger manages and controls changes to minimize any negative impact on the successful accomplishment of the project objective.

Chapter Questions

Question 1

Planning Clearly define the project

objective, reach agreement with the customer on this objective and communicate this objective to the project team

Organizing Secure the appropriate

resources to perform the work

Controlling Implement a project

management information system designed to track actual progress and compare it with planned progress

Describe what the project manager should do to perform the planning, organizing, and controlling functions for a project. Give some specific examples.

Question 2

Effective project managers have strong leadership ability, ability to develop people, excellent communication skills, good interpersonal skills, ability to handle stress, problem-solving skills, negotiating skills, and time management skills.There are various ways to develop the skills Gain experience Seek feedback Conduct self-evaluation Learn from mistakes Interview project managers Attend training programs Join organizations Read journals and articles Volunteer

What are some essential skills for an effective project manager? How can these skills be developed?

Question 3

Leadership skills could include Ability to develop people Delegation skills Communication skills Interpersonal skills Ability to handle stress Problem-solving skills Negotiating skills Time management skills

There are various ways to develop the skills Gain experience Seek feedback Conduct self-evaluation Learn from mistakes Interview project managers Attend training programs Join organizations Read journals and articles Volunteer

What leadership skills have project managers with whom you have worked possessed? How can you develop these leadership skills?

Question 4

Positive rewards may effectively motivate the team member to work more or help others on the project team.Negative or non-rewards may deter a high level of involvement on the project or make the team member feel as if he or she is not valued.Appropriate rewards are dependent upon the project team member. Examples are: Recognition during project team

meeting E-mail saying did good work Phone call Extra compensation

Describe how being rewarded or not being rewarded has changed how you worked on a project. Were there other rewards that would have been more appropriate for you or your team members?

Question 5

Communication is the key to success. Communicate regularly with Project team Any subcontractors Customer Company’s upper management

Effective and frequent communication is crucial for keeping the project moving, identifying potential problems, soliciting suggestions to improve project performance, keeping abreast of customer satisfaction, and avoiding surprises.

Describe why a project manager needs good verbal and written communication skills.

Question 6

Interpersonal skills relate to how we work and get along with other people.A project manager needs good interpersonal skills to: Try to influence the thinking

and actions of others Deal with disagreement or

divisiveness among team members

What is meant by the term interpersonal skills? Give some examples of interpersonal skills, and explain why they are important.

Question 7

A project manager can Encourage participation and

involvement by all members of the project team

Facilitate project meetings so as to draw all individuals into the discussions

Solicit an individual’s ideas when meeting separately with that person

Have various team members participate in presentations to the customer or the company’s upper management

Show that he or she values the contributions of each team member

Foster motivation through recognition of the project team as a whole and of individual members

What are some things a project manager can do to help create an environment in which a project team will feel motivated?

Question 8

Examples should include where one team conceded to the other team and the other team did not make any concessions.Both teams likely have to make concessions in order to ensure a positive outcome, or they make an agreement to share what is needed for the project in some manner for a win-win outcome.

Describe a time when negotiation resulted in a win-lose outcome. What changes could have been made to make the result a win-win outcome?

Question 9

Delegation involves empowering the project team to achieve the project objective and empowering each team member to accomplish the expected results for his or her area of responsibility. Delegation is essential because empowerment of the team members helps with buy in for the project and helps develop the team members’ skills.

What is meant by the term delegation? Why is delegation essential for project management? Give some examples.

Question 10

Some common barriers to effective delegation: The project manager has a

personal interest in the task or thinks she can do it better or faster herself.

The project manager lacks confidence in the capability of others to do the work.

The project manager is afraid that he will lose control of the work.

Team members fear criticism for mistakes or lack self-confidence.

What are some barriers to effective delegation?

Question 11

It is important to manage and control changes in order to minimize any negative impact on the successful accomplishment of the project objective.Sometimes changes are initiated by the project manager or project team, others are requested by the customer.Examples: Project team will request a

change due to new technology The customer has a different

need

Why is it important to manage changes during a project? How are changes initiated? Give some specific examples.

Question 12

Initiate periodic social gatherings—lunches, picnics, or pizza parties—for the project teamSituate all the project team members in one office locationLook for opportunities to celebrate successesRecognize and reinforce the project team members' efforts

Describe some ways a project manager can make a project more fun and team members more committed.

Question 13

Answers evaluate the effectiveness of the project managers. Examples of effective managers include listening and asking for team member input.Project managers that were ineffective could have delegated tasks, communicated with the team more, and trusted the team to do the work by having project team meetings and listening to the team members.

Think of a project on which you have worked. Describe what made the project manager for that project effective or ineffective. How could the project manager have done a better job?

100 Lessons Learned for Project Managers Effective Project Leadership Effective Delegation Project Management InstituteProject Management Careers

Internet Exercises

Internet Exercises

The 100 Lessons Learned for Project Managers provide a valuable resource to learn from the experiences of a number of project managers.Searches for "effective project leadership" and "effective delegation" result in definitions, suggestions on how to develop each, and lists of competencies of effective leaders and delegation.The PMI site lists a number of project management positions. Searches can be completed by keywords and location.

Using your favorite Web search engine, perform a search for “100 Lessons Learned for Project Managers.” Examine the stories on the site.Do several additional Web searches for "effective project leadership" and "effective delegation.”Check out the PMI website for information regarding career opportunities for project managers.

CodewordCase Study 1

Case Study 1Question 1

Jack has the potential to be a very good project manager. However, he needs training and guidance.He should attend training specific to his new role to familiarize himself with the new demands of the role.

Do you think Jack is ready to serve as a project manager? Why or why not? How could Jack have prepared for his new role?

Case Study 1Question 2

Jack is accustomed to working with his buddies and Alfreda is new to the company.She is more educated than Jack and makes more money than him as well. This might make him insecure.

What is the major problem with the way Jack interacts with Alfreda?

Case Study 1Question 3

It sounds as though every time Alfreda has some good ideas about design issues she tries to show them to Jack but he will not listen.Jack will probably respond the way he has in other circumstances. He will not really listen, tell her she is wrong, and dismiss her ideas.

Why do you think Alfreda hasn’t had an open discussion with Jack about the way he’s treating her? If Alfreda approaches Jack directly, how do you think he will respond?

Case Study 1Question 4

The manager of electrical engineering will probably call Jack in and have a talk with him and afterwards he might have a meeting with both of them together.The manager should Reassure Jack of his capabilities Act as a mentor to Jack Reassure Alfreda that her

experience and credentials will be respected

Have frequent, brief discussions with each of them

How do you think the manager of electrical engineering will respond to this situation? What should the manager do?

ICS, Inc.Case Study 2

Case Study 2Question 1

Let the class debate the answer to this one! Answers have included having the project team develop a response to the project with realistic expectations for completing the work.

Considering Ivana’s management style, how should the group of employees assigned to the project proceed?

Case Study 2Question 2

First, they did not even know she submitted a proposal.Then, she decides to take a two-week vacation to reward herself. The project members must find a way to improve communications and not let her make all their decisions for them.

How should the project members interact with Ivana throughout the project?

Case Study 2Question 3

Who knows? Clearly she has an interesting background and now it all seems to be about “her” success. Ivana is the owner and has forgotten that the workers are the ones that help make her company successful.

Why do you think Ivana behaves the way she does?

Case Study 2Question 4

It might be best if they call a group meeting with her. With the increased competition in the information technology market, a negative outcome with this Fortune 100 company could spell disaster for Ivana's company.

Should the project members approach Ivana about her management style? If so, how?