Friday Funny - Time Wasters

Bringing People in to your Project

There are some basic rules that govern good project management.  You have a plan, sponsors, milestones and outcomes.  So there should be no issues so far.

What is tricky though is bringing various people onto your project at different stages as the project is developing.  We had this exact issue at work about a month ago.  A project and team had been formed and was well on it's way working towards it's goal.

The issue was that a meeting was called whereby people outside of the project team were asked to share their opinion and their voice on what was happening.  This was the issue - the new people weren't told where the project had gotten to at that stage.

So at the meeting of the two teams (new and old) the old team assumed the new team knew what was required of them, where the project had progressed to and would offer either constructive criticism or just totally agree with what had been done so far.

What we as the new team members did do was assume the following -

• the project was new
• therefore there were no boundaries
• whatever we contributed would be valued and properly considered

The reality was this -

• the project was already well under way
• momentum had reached it's peak
• therefore what we said had little to no impact on the outcomes of the project.

So - if you are running a project you need to be clear when communicating to people along the way that you get involved with your project about the following -

• how long has the project been in existence
• how can those people assist the project
• what expectations do you have of the new members as far as their contribution.

By following these basic points of communication you too can make sure that when people are giving up their time to help you then everyone is clear of just what exactly it is that they are meant to be doing.

6 Thinking Hats & Instructional Design

One of the great tools that we as managers can use when analysing different situations and scenarios.  This method was designed and created by Dr Edward de Bono.

If you look through the slides you will see how it worls and the general headings for the various methods of thinking.

Here's my recommendation - make small reminder cards.  Take these with you in your wallet or in your briefcase and then whip them out the next time you are sitting in a meeting or working on a project and things aren't progressing.

Try it out with your team too.  Try working on a project or problem area and use the six hats thinking to create new ideas and ways of moving forward.

Interestingly my daughter is also studying these different thinking strategies at the age of 9 years old.  So if she is able to harness these thinking patterns at a young age she will be well equipped in later life to look at problems in a different way than others do.

(Thanks to @tabitharoder for sourcing the powerpoint too).

Consultants - Friday Funny

 

(source: pinoytux.com)

The ability to walk away

One key to long term success is to know and understand when it is time to walk away from a responsibility, a task or a project when you have done all you can and can't do anymore.  This year I have co-ordinated a qualification (which is made up of 8 papers taught over two semesters) as well as keep on with my day job as school administration manager.

Now I am quite aware that next year the qualification needs someone better than me to take it to the next level.  Honestly, I don't have any issue with that at all.  In fact the project has launched me on a huge learning ride and has totally changed the way i see both my teams and my own approach to how we do our jobs.

So with that in mind here are a few things I will do and recommend you should do if you reach the same point -

• Give it over to someone better.  If it is your choice to pick who to hand the project over to then pick someone who is better than you are in the specific areas that the project needs work done in.   
• Have a transition plan.  Stopping dead in your tracks and wallking away without doing a clean handover is detrimental to all the work you have done.
• Continue to support your successor however you can.

My key skill is getting projects up off the ground and having the ability to get the ball rolling.  Now that we have accomplished that fact now it's time to hand over the running to someone else.

Teaming up with others is smart strategy

Meeting new people and developing relationships with others is one vital key towards future growth and success.  Step outside of your usual and comfortable circles of friends and take a risk.
I like to attend events with people with whom I would otherwise never meet or interact with.  One such person that I have met recently is Tabitha Roder.  Tabitha is an e-learning specialist and is involved with a project called 'olpc' (one laptop per child).  Now I had never heard of olpc or Tabitha (no offense) before I went to a conference.  I am so glad I took a risk, introduced myself and made a new friend.
The same goes for you.  Here's the challenge -

1. Register for a conference where you know no-one and none of the content.
2. Set yourself a goal of how many people you want to meet and have good converstaions with.  Example - 3 people per day.
3. Get peoples business cards and contact details - and follow up!

"A man's growth is seen in the successive choirs of his friends."
Ralph Waldo Emerson

Brain Storming

One TV program my kids watch that has an tool for business is - "The Imagination Movers".  It is a light and fun program that introduces  a number of different key concepts and problem solving skills and practices for kids (and adults as well!).

The show in brief - a person comes to the Movers with an issue or a problem.  The Movers are then engaged to help find a solution to the particular problem. 

How do they do it?  The Movers employ the 'Brain Storming' process.  They even have a song about it.  They think about all the possible solutions and avenues that a possible answer could come from and then they start experimenting. 

So what can we learn from these guys?

1. Finding solutions for problem situations can be fun.
2. There are no wrong ideas when searching for a solution.
3. It takes a lot of trial and error before you will find the solution that fits.
4. Teamwork creates more ideas and reduces the time for implementation.

Here's a clip from the show that highlights the Brainstorming emphasis.



Or for a more serious option check out Mindtols.com - http://www.mindtools.com/brainstm.html or try this website from the UK - http://www.brainstorming.co.uk/

Delegating The Right Way

When you ask a person to carry out a job or you delegate a task to them use the following check points to esnure they get it right -

1. Assume nothing.  Don't presume that the person whom you have delegated to has understood you or is going to do the job right the first time.
2. Check up.  See whats happening.  Never let go of a task completely to the point where you forget about it or forget who you gave it to.
3. Don't micro-manage.  Give the person some time to figure out the task.  If they can't do it then step in.  Looking over someone elses shoulder while they do something can be a waste of both their time and your time as well - unless you treat the task as an opportunity to coach or teach.
4. Evaluate and get feedback.  Ask the person 'How well did I go in explaining what I wanted from you?'.  Let them be honest and take the time to learn from any mistakes you may have made to allow you to do better in the future.

"Never tell people how to do things. Tell them what to do and they will surprise you with their ingenuity." --General George Smith Patton, Jr.

Project Management - Fail

Results count, You can't disguise bad results. Sooner or later you will be found out.

Do these things before the proverbial hits the fan!

• Honesty is always the best policy.
• Own up if you stuff up.
• If it's all going wrong - get help fast!

Project Planning and Management

If you have a project coming up try these pointers to help you along the way -

1. Define. What is it you are trying to achieve with your project. What will it look like when it is finished? What do you need to be aware of? Is the landscape changing? How long will the project take to complete?
2. Plan, Seriously plan. I like this quote I heard "Poor Planning leads to a Pretty Poor Performance". In the cartoon above Dilbert missed the opportunity - his competitors didn't. What was the difference - the competitors cut through the beauracratic traps and slowdowns to make the project fast and efficent. Even if you aren't first to market you can learn from others mistakes who were first to market.
3. Proceed - make haste, not speed.