Turning the impossible into a successful project

By Antonio Nieto-Rodriguez

In 2018 there was an incident that became known world-wide due to the impossible odds of survival, yet the unfortunate victims all survived miraculously. Let me tell you why this is now on my list of most amazing projects everyone should learn about.

On June 23rd, a group of 12 boys, aged 11 to 16, and their soccer coach became trapped in a flooded cave complex in northern Thailand. They planned to explore the caves for about an hour, but heavy rains caused the cave system to flood, trapping them inside.

The situation was threatening: the boys were stuck about 4 kilometers from the cave entrance, and the flooded passages made it impossible for them to escape on their own.

The rescue project that followed was a remarkable accomplishment of project management, bravery, teamwork, and international cooperation.

A massive search and rescue operation was launched, with more than 1,000 people involved in the effort, including Thai Navy SEALs, cave diving experts, and volunteers from around the world.

Project Challenges

The first challenge was to locate the boys and their coach. The cave is vast and complex, with narrow passages, steep drops, and underwater sections. It took nine days to find the group; they had survived by drinking water that dripped from the cave walls and eating snacks they had brought. Surrounded by darkness, the boys and the coach lost all sense of time.

At the start, “no one really had any idea what to do”, one volunteer said. Officials brought whatever equipment they could think of – small water pumps, long pipes, knives, and shovels – but much of it was unsuitable.

Once the group was found, the next challenge was to figure out how to get them out safely. The boys and their coach were weak and malnourished and needed to be experienced, cave divers. The cave system was treacherous, with tight passages and strong currents, and parts were completely submerged. It was clear that a complex and risky operation would be required to rescue them.

Six factors that made the project a success

Several aspects contributed to the success of the rescue project:

Higher and Shared Purpose: Saving the kids’ lives was a higher purpose that everyone in the project team shared, from government officials to the international community and experts around the world. When this level of alignment happens around a project with a higher purpose, there are very good chances that the project will succeed.
The Best Team: The rescue effort involved a multi-national team of experts and volunteers from around the world. Engineers, cave divers, doctors, and military personnel from Australia, the United States, the United Kingdom, Japan, and many other countries, worked together to develop a plan to extract the boys from the cave. This collaboration ensured that the rescue team had access to the best resources and expertise from around the world.
High Performing: The rescue team consisted of highly trained professionals with expertise in various areas, including cave diving, engineering, medicine, and military operations. Together, they became a high-performing team, leveraging their skills and experience for the sake of the project. This helped them overcome the complex and dangerous conditions in the cave. The team was able to adapt and modify their plan as the situation changed, demonstrating their professionalism and expertise.
Executive Sponsor Dedicated and Committed: The rescue project was sponsored by Thai authorities, who provided clear direction and coordination throughout the operation. The leaders were able to bring together the various teams and resources and make quick and effective decisions when needed. They also communicated effectively with the media and the public, which helped to manage expectations and reduce anxiety.
Innovation and Creativity: The rescue team had to develop creative and innovative solutions to overcome the challenges posed by the cave system. They used a combination of diving and walking to extract the boys and their coach and came up with various techniques and equipment to help them navigate the treacherous conditions.
Believe in Success till the End: The rescue team was determined to succeed and did not give up, even when faced with difficult and dangerous conditions. They worked tirelessly around the clock to extract the boys and their coach and did not let setbacks or challenges discourage them.

On July 10th, after 18 days trapped in the cave, all 12 boys and their coach were safely rescued. The story captured the attention of people around the world. It is a reminder of the power of human resilience, the importance of teamwork, and the bravery of those who risked their lives to save others.

We have seen the power of projects, even in the darkest of circumstances, we can come together to overcome seemingly impossible challenges.
Antonio nieto-rodriquez

About the Author:

Antonio Nieto-Rodriguez is known to many as the following:

March 9, 2023March 9, 2023 Linky

Why Business Projects need to be handled differently

By Frank Einhorn

When looking at a project management landscape, why do we need to handle business projects differently? And how do we handle them effectively?

Business Projects

First, we need to look at what can be classified as Business Projects. The best way to understand business projects is to contrast them with a typical construction project (where something is being built to an approved design). There are several aspects:

	Construction Projects	Business Projects
Requirements	The objective is clear. The main tasks are known and can be estimated by a Quantity Surveyor	The objective is probably understood, but how to get there may not be, making estimating difficult
Change	Once the design for the construction is approved, there is relatively little change	Business projects change all the time, including their priority. Rolling-wave planning is common
Size	Construction projects are generally larger and there are people assigned to do scheduling and costing. On-time, within-budget is important to avoid penalties or eroded profit	Business projects are smaller, and the PM does most of the schedule and cost tracking. Nevertheless, business projects may be complex, critical for the organisation, and carry high risk. Business satisfaction with the results is the measure
Benefits	Construction benefits come directly from the deliverable. One can drive over a bridge as soon as it is built	Realising business benefits may take time and need involvement from many people; the PM has often moved on
Progress	For construction, progress is visible and inspected by people wearing hard-hats.	For business (especially IT) progress can be hard to see and evaluate
Location & resources	Most construction tasks happen in one location with dedicated people	Business projects are often geographically spread, with many part-time team members (Matrix management).
Skills	Construction skills, while important, are fairly interchangeable	For business projects key people may have unique skills; to replace them requires a lengthy learning curve
Management	The construction site PM is in charge and has authority	Business PMs need to lead by persuasion, expertise, influence, and understanding of the prevailing politics

Business vs Construction Projects

While the project management principles apply equally to construction and business projects, the way that they are applied may be very different. Documented project techniques simply do not work for some business projects – or need significant adaptation. Clearly, there is a spectrum with some business projects having construction elements. Also, construction, engineering, and mining organisations run many business projects.

What are the essentials?

When managing a business project there is no time for all the text-book ‘should dos’. While the project may be complex, it needs to be managed in the simplest possible way. The essentials include:

Have a business sponsor (not necessarily the money provider). He or she must be a senior person who really needs the project to happen. Without a sponsor’s support there are many problems that can sink a project. So, if there is no sponsor, it’s best not to start the project.
Produce a Project Definition Document or Project Charter, starting in the first week of the project. The headings include things like: executive summary, goals and objectives, scope and deliverables, benefits, costs, risks, resources, roles, and milestones. Gathering input would involve the stakeholders – business and project team. Any significant disagreements might need to be resolved by the sponsor. When done, the expectations of stakeholders should be aligned, and the PM should have an excellent grasp of the project. Planning would then continue after checking that the business case (benefits versus costs and risks) remains sound.
Have a repository where documents can be kept in a structured way, accessible to all. Few documents are confidential.
Flesh out the scope (activities or tasks) and deliverables as best you know it. Often the activities evolve as more becomes known. Check that the team can cover the important activities.
Develop and track (monitor and update) a schedule or task list.
Develop and track a cost budget (where appropriate) – related to work achieved.
Hold regular, short, minuted, team meetings – track progress.
Identify and manage project risks (ongoing) – plan response actions to reduce the probability or impact. Some risks you might consciously accept. Allow contingency (cost and time).
Manage project issues (problems that threaten success) and changes (mainly to scope).
Produce regular reports (1 page is ideal) with a status indicator (e.g. Red, Amber, Green). Doing them regularly, like fortnightly, helps the PM to keep a ‘finger on the pulse’.
Keep in touch with stakeholders throughout – business and the team.
Close the project, checking that stakeholder needs are met. A report, of a few pages, should be produced, with headings like what was achieved, things still to be done, and lessons learned.

Most documents produced do not need to be elegant, but they must give a good understanding. For example, an issue document needs a brief description, alternative solutions, and the resolution – usually all in one page. The thinking involved is vital.

Business Project variations

How the above items are done might depend on the project. For an Agile project, a Kanban board might be used instead of a schedule. Also, who plays the PM role might vary. It could be done by an experienced PM, a ‘scrum master’ for Agile, or a business person with good people, communication, and problem-solving skills. But, whatever the situation, it is important that the essentials are done consistently and well.

About the Author

Frank Einhorn has over 40 years of project management experience. He graduated as an electrical engineer and later completed an MBA at UCT. He worked with customers in many industries, but mainly banking, insurance, mining, and public sector utilities.

Frank has been a PMP since 1995. Frank has convened programmes and lectured at Wits Business School since 2011. His PhD was completed at UJ in 2018.

Recently his book ‘Managing Business Projects: The Essentials’ was published internationally. It is available in South Africa

November 1, 2022November 1, 2022 Linky

How to Advance Your Soft Skills as a Business Leader

By Ryan Ayers

Most business leaders understand that soft skills play an essential role in effectively leading others. Without having a strong command of key soft skills, you may experience difficulty in getting others to follow your advice and trust your intentions. The question begs then how to advance your soft skills so that you can become more intentional, a passionate and respected leader who others will want to follow.

When setting out to improve your soft skills you want to have a clear understanding of what those soft skills are, identify ways to improve them and then practice them.

What Are Soft Skills?

Soft skills include attributes and personality traits that help employees interact with others and succeed in the workplace. Soft skills determine how effectively you’re able to interact with others and how you approach your work.

Some examples of soft skills include communication, teamwork, and problem-solving. Believe it or not, these are some of the key MBA skills that employers look for when hiring recent graduates.

Soft skills don’t only make important business skills, they’re incredibly powerful in other fields as well. Whether one is looking to develop advanced nursing skills, more effectiveness as a teacher, or excellence in any other field, soft skills are essential. By cultivating these types of skills, you’ll be able to develop into a better and more capable leader in any field or industry.

Ways to Improve Your Soft Skills

While you may be convinced that it’s time to start advancing your soft skills, you might feel like you don’t know where to start. Luckily, there are some key practices you can engage in to start developing these skills immediately. Here are some effective ways to start developing your soft skills as a business leader.

#1 Study Others and Practice Empathy

One of the best ways to improve the way you communicate and interact with others is by gaining a deeper understanding of them. In order to understand others, it can help to study how they act and practice putting yourself in their shoes. If you gain a clearer understanding of what motivates others, you’ll be able to better see things from their perspectives.

Being able to see things from the perspectives of others will help you in a myriad of impactful ways. It will allow you to understand what you need to show them to gain their trust along with how you need to explain things to get them to follow your lead.

Accordingly, any leader — no matter what field they’re in — can improve their soft skills and improve their ability to lead by studying others and practicing empathy.

#2 Change How You Communicate with Each Individual

Different individuals have different styles of communication. Similarly, different individuals will respond differently to varying styles of communication. By being aware of this fact, you have the ability to determine how you can most effectively communicate with those around you. When it comes to leading a team or organization, being able to communicate effectively with each individual you interact with will help you gain the trust and respect of your colleagues.

While it’s important to have your own distinct communication style as a leader, changing the nuances of how you communicate with specific individuals can make you more effective as a communicator.

For example, you may have an employee who is nervous by nature and is made uncomfortable by small talk. Understanding this and making it a point to skip the small talk and be direct can make interactions more effective for both parties. Accordingly, becoming mindful of how you communicate with different individuals can help you improve your management skills and improve as a business leader.

#3 Practice Solving Problems

Problem-solving is an incredibly powerful skill — especially in business. Having highly developed problem-solving abilities is typically a hallmark amongst the most renowned and effective leaders. Though solving problems and overcoming problems may not seem fun, it’s the most effective way to develop as a problem solver.

As such, you can benefit from taking time every day to think about solutions to organizational problems — whether they are your responsibility or not.

One beneficial effect that results from habitually practicing problem-solving is less stress associated with challenges. Rather than feeling overwhelmed by complex problems, you’ll feel capable and prepared to solve them. This will help you stay calm while under pressure and more capable of ideating effectively and developing salient solutions to problems.

Given the many benefits that come from being an adroit problem-solver, practicing your ability to solve problems is one of the most effective ways you can advance your soft skills as a leader.

Soft skills are an essential part of any effective business leader’s toolbox. Without a strong command of soft skills, leaders face the threat of being ineffective communicators that are unequipped to overcome serious challenges.

Thankfully, no matter who you are, you have the ability to grow as a business leader by advancing your soft skills. By engaging in a few key practices, you’ll be able to hone your soft skills, gain confidence in your abilities, and lead with excellence.

About the Author

Ryan Ayers has consulted a number of Fortune 500 companies within multiple industries including information technology, business, and project management. After earning his MBA in 2010, Ayers also began working with start-up companies and aspiring entrepreneurs, with a keen focus on project management and business development.

3 areas leaders can set examples at work

August 25, 2022August 25, 2022 Linky

3 Areas that a leader can set examples at work

By Chris North

As a business leader, it is crucial that you set the right example at work. Doing so will offer so many benefits to individuals, and to the company as a whole. It will improve productivity and overall team performance. Failing to set the right standards as a leader can have many negative outcomes, from decreased motivation and low morale to a higher rate of staff turnover.

But setting the correct example isn’t just about performance. There are many different facets of effective leadership that if done correctly, will be mirrored by the rest of the workforce. In this post, we’ll highlight three different areas where leadership teams can set good examples, and explore the potential benefits these could bring to your business.

#1 Communication

Effective communication is essential at all levels of any organization, but leaders in particular have to set an example for others to follow. How a leader interacts with both their colleagues and their customers will go a long way to setting the tone for the way the entire business operates and how employees interact.

There is no hard and fast rule in regards to how best to communicate as a business leader. You may want to check out this excellent Communications Guide about the ‘Always on workplace culture’. Furthermore, there are a few aspects of effective communication that all leaders should bear in mind.

Transparency and clarity. One major part of effective communication is transparency. Especially if your team is remote first or even in a hybrid arrangement, having the ability to keep everyone involved in business updates and activities is crucial. This will help to cut out any feelings of alienation, and could even serve as a great motivational tool, with employees feeling a closer connection to the business and to one another.
Ability to listen. Communication isn’t a one-way street. To be an effective leader means to take your peers’ opinions into account, and accept that their voices are just as important. You need to make time to be present, for active listening, with the intent to understand better.
Ask and take feedback. Business leaders often need to ask for feedback from their employees, customers, or shareholders. However, asking for feedback can be tricky. If you come across as too demanding, people may be reluctant to give honest feedback. On the other hand, if you seem too easygoing, people may take advantage of your kindness. The key is to strike the right balance. Be clear about what type of feedback you’re looking for, and make it clear that you’re open to hearing both positive and negative views. At the same time, let people know that you value their opinions and will take their feedback seriously.
Body language. The importance of body language in any social situation is no secret – it can often say more than our words. Even if you are a remote-first company, and won’t be interacting face-to-face with employees every day, it’s important to pay attention to your body language on calls and during any in-person meet-ups. This includes being aware of your posture, tone of voice, facial expressions, and eye contact. Adopting the correct body language will send out the right message to other workers. It can help to motivate as well as instill a sense of confidence and trust in what you’re saying.

#2 Advocating a healthy work-life balance

Since the pandemic brought about a shift in many people’s working styles, there has been a spotlight shone on how we’re managing our time away from the office. For some people, working from home provides the chance to fit life commitments more comfortably around work. But for others, the transition to a remote-first setup has left them struggling to effectively balance their work and personal life.

In this way, it’s so important for employees to see senior members of staff adopting a healthy work-life balance themselves since this will hopefully make it easier for other employees to make better decisions around their time. For instance, booking regular annual leave, partaking in social events, and setting boundaries outside of working hours will all help to establish a healthier work-life balance for both leaders and employees.

#3 Promoting diversity

Employing a diverse workforce is beneficial in so many ways. When different people from different backgrounds with different outlooks on life come together, you’ll invariably find everyone has a different way of approaching vocational situations. Bringing this added creativity and problem-solving skills into the workplace can not only improve efficiency, but you may also find team morale is increased in the process.

Promoting diversity in any organization has to start during the recruitment process and with the leaders. Making advertisements more accessible and avoiding unconscious bias at every stage of the process will help to attract more people from a wider pool of talent to the company. If business leaders position themselves as advocates for diversity within their team, this will likely encourage employees to potentially address their own unconscious biases, and create a more harmonious and productive workplace for all.

About the Author: Chris North

As a digital consultant, Chris has gained vast experience having written about different topics concerning the modern world of work, and he has created content for several international companies. He is based in London but have benefitted from the opportunity for remote work, having traveled extensively to expand his views and immerse himself in different cultures.

May 17, 2022May 17, 2022 Linky

Three Ways to Prepare for Remote Job Interviews

By Joe Higgins

The COVID-19 pandemic has forced businesses across the globe to reassess how they operate. One area that has seen significant changes, is the way in which companies conduct interviews. In the past, most interviews took place in person, with both the interviewer and interviewee meeting in a shared space. However, with the rise of video conferencing platforms and remote working becoming a new norm, more and more businesses are opting for remote job interviews.

With more companies being open to recruiting the best candidates, even remotely, the trend of doing remote interviews, will continue. A candidate who has secured such an interview, need to prepare well and the purpose of this article, is to help you do that.

Trend for remote interviews

There are at least three good reasons for this trend.

Remote interviews allow businesses to reach a wider pool of candidates, as candidates are no longer restricted by geography.
Remote interviews can also save time and money, as there is no need to travel to meet with candidates.
Finally, remote interviews allow businesses to get a good sense of a candidate’s personality and communication skills, as the interviewer can see how the candidate interacts with technology.

Challenges with remote interviews

Although remote interviews have become more commonplace as the world continues to adapt to the new normal, they can still be a bit daunting for job seekers. Since you’re not meeting face-to-face with your potential employer, it can be difficult to create a good impression.

However, here are three steps you can take to set yourself up for success. By following these recommendations, you can ace your remote interview and improve your chance to securing your dream job.

#1 Make sure you have a solid internet connection

It’s always important to make sure you have a strong internet connection before you start any kind of online meeting or interview. A weak connection can cause your audio to cut in and out, or your video to freeze, making it difficult for both you and the person you are speaking with to communicate effectively. In a remote interview situation, this can be even more damaging, as it can make you appear unprofessional or unprepared.

That’s why it’s essential to take a few minutes before your interview to test your connection and make sure everything is working properly. Once you’re confident that your audio and video are of good quality, you can proceed with your interview without worrying about technical issues getting in the way.

Also make sure you have a quiet, well-lit space to work in. You don’t want any distractions or background noise during the call, and you want to be sure the interviewer can see you clearly.

#2 Dress professionally

3 ways to prepare for remote job interviews

Dressing professionally for a remote interview is just as important as dressing professionally for an in-person interview. First impressions are everything, and you want to make sure that you give off the best possible impression when meeting with potential employers. Additionally, dressing professionally helps to create a sense of professionalism and respect. It shows that you are taking the interview seriously and that you are willing to put in the effort to present yourself in a positive light.

Dressing professionally can also help to boost your confidence levels, which is essential when meeting with employers. By dressing appropriately, you will be more successful, not only with having good interviews, but also during your ongoing career.

#3 Be prepared

There are many ways to prepare yourself adequately for remote interviews.

It is important to prepare answers to common interview questions. Stay calm and positive during the interview, even if things do not go as planned.

Remote interviews can be a bit more challenging than in-person interviews, but it’s still possible to make a good impression by being professional and prepared.

Make sure you have a quiet, uninterrupted space to conduct the interview, being aware of your body language and cues, and speaking clearly and concisely.

It’s also helpful to have a list of questions prepared in advance, in case there are any awkward pauses during the interview.

Overall, remember that the interviewer is just trying to get to know you better and assess whether you’re a good fit for the position, so stay calm and be your best self.

If you’re feeling nervous or flustered, try to take a few deep breaths and relax and be yourself. The more comfortable you are, the better able you will be to sell yourself and to land the job.

Author bio Joe Higgins is a career advisor who has been focusing his attention on the remote working trend. He has seen first-hand how this way of working can benefit both employees and employers, and he is passionate about helping people find the right career for them. Joe has also worked as a manager in several different industries, so he understands what it takes to be successful in the workplace.

April 28, 2022April 28, 2022 Linky

Hiring Remotely? Considerations to attract top talent

By Bill Higgins

The rise of the internet, advances in communication technology and the recent world-wide epidemic have made it possible for businesses to operate and hire remotely. This has led to a growing trend of companies hiring employees who work remotely. There are many advantages to this arrangement, including increased flexibility and decreased overhead costs.

However, there are also some challenges that come with remote work, such as managing team dynamics and ensuring clear communication. When done correctly, remote work can be an excellent way to attract and retain top talent.

First, it’s important to have a clear understanding of your company’s needs.

What type of work can be done remotely?
What skills and experience are required?

Once you have a good sense of the role you’re looking to fill, you can begin your search. In addition to reaching out to your network of contacts, there are a number of online job boards that specialise in remote work. One example is Braintrust, an innovative talent network with good benefits.

While hiring remotely, keep in mind the following important considerations.

#1 The cost of hiring remotely

Before making the decision to hire remotely, businesses need to consider the potential cost savings as well as the potential drawbacks. One of the biggest advantages of hiring remotely is that businesses can tap into a global pool of talent.

However, businesses need to know that remote workers may require additional training in order to be productive. In addition, businesses will need to invest in reliable communication and project management software in order to stay organised. While there are some costs associated with hiring remotely, businesses should also keep in mind the potential savings in terms of overhead costs. When done correctly, hiring remotely can be a cost-effective way to build a strong team.

#2 The time difference between your location and the remote worker’s location

When hiring remotely, it’s important to consider the time difference between your location and the remote worker’s location. While this may seem like a minor detail, it can have a big impact on the effectiveness of communication and collaboration. If there is a significant time difference, it may be difficult to arrange conference calls or video chats during working hours.

Additionally, urgent messages may not be received in a timely manner. As a result, it’s important to take the time difference into consideration when hiring remotely. By doing so, you can ensure that communication and collaboration are as effective as possible.

When interviewing candidates, be sure to ask about their experience working remotely. Find out how they stay organised and motivated, and whether they feel they are able to effectively communicate with team members who are not in the same location. It’s also important to give candidates a chance to ask questions about the role and how the company typically manages remote challenges, such as any time differences.

#3 How to manage communication with a remote worker

There are a few reasons why managing communication with a remote worker can be difficult. First, it can be challenging to keep track of all the different channels of communication (e.g., email, instant messaging, video conferencing) that are being used.

Second, there may be differences in time zones which can make it difficult to coordinate meeting times.

Third, remote workers may not have the same level of access to company resources and information as those who are working in the office.

Finally, remote workers may feel isolated from their colleagues and have difficulty building relationships.

When you manage a remote worker, there are a few things you need to keep in mind to ensure smooth communication and a successful relationship:

Schedule regular check-ins via video chat or phone call. This will give you both the opportunity to touch base and make sure that tasks are on track.
Be clear and concise when communicating expectations. When working remotely, it can be easy for miscommunications to occur, so it is important to be as clear as possible from the outset.
Make use of project management tools to keep everyone on the same page. Services like Slack or Asana can be helpful in keeping track of deadlines and ensuring that everyone is aware of their responsibilities.

By following these simple guidelines, you can ensure that communication with your remote workers runs smoothly.

Therefore, companies hiring remotely, can tap into top talent, recruit them faster and retain them with less overhead costs by simply making important considerations like costs, time zone differences and communication rules part of your remote work policies.

Author bio:

Bill Higgins is a business owner and consultant who provides advice on how to successfully work remotely. He has been working from home for over 20 years, and he knows all the tricks of the trade.

Bill is a passionate advocate for remote work, and he firmly believes that it is the future of the workforce. He loves helping people learn how to telecommute because he knows that it can be a transformative experience for both employees and employers alike.

March 8, 2022March 8, 2022 Linky

How to bring more creativity into Project Management

By Rhylan Jozelle

You wouldn’t immediately associate creativity with project management. When professional project managers have been leading projects for many years, the desire to be creative around many aspects of project management, is either a well-honed skill or it can be weak. In this article you will see how a creative approach will engage teams and make a notable difference in outcomes.

Opportunities for creativity

There are multiple opportunities in which creativity finds a way into a successful project manager’s portfolio –– from innovation when handling budgets, to organizing schedules, to effectively steering a team.

Encouraging creative suggestions and ideas from your team members is always an advantageous approach. When we assess unsuccessful projects, the lack of success more often than not comes down to ineffective communication, poor support, and unclear instruction –– all of which can be improved by infusing a degree of creativity.

With this in mind, let’s take a look at how to bring more creativity into project management.

Bringing Out the Creativity in Others

Often on many projects, you will find team members who are considered to be creative. For project managers who are more analytical and task driven in nature, it could be challenging to manage creative types who are always full of ideas. Creative people are in fact valuable members of any project! When a creative person’s ideas and suggestions are stifled or unheard, you are likely to experience dysfunction within the group. Indeed, as is explained in “Herding Tigers” by Todd Henry, much of the negative behavior we see in workplaces can be traced back to inattentive leadership. However, allowing your team to express their creativity, encouraging them to bring forward their ideas, and acknowledging their input as valuable, will provide a better result overall.

Inspiring Emotional Involvement

It’s paramount to the success of any project to invite collaboration. What is also important, is to allow team members to participate individually. Encouraging them to share personal thoughts and ideas will foster emotional connections to the project. As mentioned in “Engage” by Linda Holbeche & Geoffrey Matthews, to encourage positive engagement, all staff must be treated like human beings rather than units of production. When you treat team members as such, they are more likely to engage and produce their best work within the team structure.

Visualizing Processes & Success

In addition to energizing and valuing creatives on the team, it’s also wise to embody some creative traits as a leader. Visualizing the journey and end result of a project, is a skill often associated with creativity. This is an extremely useful tool for keeping a program on track. This is an aspect of creativity popularized by Marc Silber’s book “Create” in which mastering visualization is discussed as part of the process of unleashing creativity. In short, training the mind to envision outcomes or strategic steps can help you to work out how you want to organize processes and inspire progress. It’s the same trick many creatives use to bring, say, an original story or painting into being.

Generating Ideas

Innovation is essential to the success of any project. The formation of ideas through innovative thinking is not just useful for molding the finished product, but for overcoming obstacles along the way as well. To deliver the product or when facing several risks, a project manager will have to generate various ideas to solve problems, which in turn requires creativity. As discussed in our article on “4 Types Of Task Boards To Make You More Productive”, task boards can be effective for both team member contributions and the general development of new ideas and suggestions. Whatever tool you employ though, a creative approach to innovative ideas is essential.

Improving Day-to-Day Conditions

Alongside all preceding aspects, exercising creativity about working conditions is also an important aspect of project management. When leading teams, consider how to creatively improve working conditions as part of motivating team members. This can mean any number of things, but solutions as simple as off-site lunch breaks or fidget toys for people to use during brainstorming sessions, can go a long way. These kinds of thoughtful gestures will put team members at ease, inspire bonding, and generally keep people happy. This leads to better work contributing to the project goals.

Ultimately, project management is a complex and demanding process often referred to as an art and a science. The points above illustrate, how to demonstrate and foster creativity like:

encouraging team members to be more creative,
inspiring them to be emotionally involved,
visualizing the roadmap and end goal
and improving daily working conditions

By injecting creativity into different aspects of project management, you will help to engage and motivate teams to work toward successful project outcomes.

Organisational leadership and project management

February 22, 2022February 23, 2022 Linky

5 Productivity Hacks for Project Management Practitioners

By Ronie Salazar

Project Managers are acquainted with juggling many tasks across multiple projects. This leads to workdays which are never the same from one week to the next. Not only is there variety in the type of work we do, but also in the number of people we need to engage with. Project Managers are constantly chasing deadlines and prioritising to get the most important, and urgent tasks done every day. Productivity hacks can prove to be especially useful to become more efficient with our time.

Imagine this scenario

You have two tasks left to complete. You have postponed them for as long as possible, but now they must be done before the end of the day. One involves combing through hundreds of pages of text searching for key terms. As for the other, it concerns updating important excel files that another team can use for the completion of a part of their project.

Although it may seem overwhelming, there are several steps you can take to make sure these tasks are completed as quickly as possible. Here are 5 useful tips and tricks that will help you to effectively manage your time.

#1 Multi-tasking can be good for you

In this scenario, you should start with the most tedious task. It might take time but if you do it first, you can skip over it. Then you can proceed to updating the excel files. Working in a specific order can give you a feeling of accomplishment as soon as you finish the task.

Also, while performing this tedious task, multitasking is your best friend. Try not to spend too much time on one document only; otherwise, you’ll feel like it is taking forever. You may want to switch between different documents with different tasks. Doing this will allow you to zip through each document faster than if you concentrated on only one at a time.

#2 Regular breaks

People can develop tunnel vision while working on something for a long time, be sure to take a five-minute break every hour. You may get your coffee or chat with your coworkers while taking a break. It’s important to give your mind a moment to rest so that you can come back feeling refreshed and ready to work again.

#3 Build in variety

If the tedious task does not have a set deadline, you can reassess it after a five-minute break and see if it is still worthwhile. If not, you can move on to the next important task and pick up where you left off another time if and when it becomes necessary.

Go to work on the alternative task next, namely updating the important excel files. Trying to fix multiple worksheets at once can cause confusion and more errors. Because working with excel for about an hour or longer, might lead to mistakes. Allow time to quality review the updates that you have made.

#4 The 15 minutes or less rule

If you can complete a task in less than fifteen minutes, it’s best to do so immediately. Don’t postpone such a task to tomorrow when you could have quickly done it today. It will contribute to your sense of accomplishment at the end of each day that you have managed to complete a few tasks.

#5 Work without interruption

Lastly, try to finish a task that requires deep concentration before your next break or lunch. It will take you longer to get back to it, after an interruption or a break. This is easier said than done, because we live in a world of constant interruptions. However, there are way to manage it. For example to put your phone on silent, to close email and instant message notifications and to focus on the task at hand.

If you are in the creative space, there are many online tools and resources for your projects that will help you save time

What to do about context switching

Context switching means moving between separate, unrelated tasks. It occurs when you abandon your current task and move on to another task without completing the first. This increases that feeling at the end of the day when you feel you have not accomplished anything. Context switching is particularly destructive because it takes time and effort to pick up where you left off and get back in the zone.

One way to combat context switching, is by working in time blocks. This involves setting aside specific blocks of time for certain activities throughout your day. To make the best use of your time, schedule your most important tasks on your peak hours for productivity.

Another way is by prioritising according to the level of importance. Then you start with the highest priority tasks first and gradually work your way through them.

These are just a few strategies to structure your workdays better, to be more productive and to get the most important tasks done every day!

About the Author:

Ronie is a vivacious and energetic content marketer with extensive experience in the digital realm. His curiosity and enthusiasm resulted in an ever-growing portfolio that encompasses anything from video editing jobs to distributing his creative work to top-notch websites.

January 30, 2022January 30, 2022 Linky

The Importance of Demonstrating Leadership Behaviour

In the latest version of the Project Management Body of Knowledge (PMBOK) V7, released by the Project Management Institute on 1 August 2021, there are 12 Principles. Did you know that “Demonstrate Leadership Behaviours” is one of the principles that the standard is based on?

The PMBOK Guide has moved away from the traditional focus on processes, inputs and outputs, and what you find now is an emphasis on Principles, Performance Domains, Models, Methods and Artifacts, and Standards. In other words, there is a shift from process-based standards to standards based on principles; from Knowledge Areas to Project Performance Domains with the focus on outcomes rather than outputs / deliverables.

The purpose of this article is to delve a bit deeper into the Principle of Demonstrating Leadership Behaviour. Since Leadership is a project management skill that has received increasing focus over the years, I wanted to understand how it is positioned as a principle.

Leadership to support individual and team needs

Leadership traits exhibited by people in the project environments include establishing and maintaining a vision, critical thinking and creativity, motivation, encouragement and empathy.

The PMBOK Guide provides an interesting perspective on leadership by stating that leadership is not exclusive to any specific role. It states that high-performing projects feature multiple people exhibiting effective leadership skills, traits and styles to help the team perform and to deliver the required results.

It continues to say that it takes leadership to motivate a group towards a common goal, influence them to align their individual interests in favour of the collective effort and to achieve success as a team.

The Guide makes an important point in favour of situational leadership, which means to tailor the style to meet needs of the team. Therefore, effective leadership is shown when it best fits a given situation. A few examples are given to explain.

When chaos exists, directive action will create more clarity than collaborative problem solving.
In environments with competent and engaged teams, empowered delegation is better than centralized coordination.
When there’s conflict over priorities, neutral facilitation helps more than detailed recommendations.

Something that I definitely agree with, is the Guide’s statement that ‘effective leadership skill is grown’. It is something that can be learned and developed so that it becomes a professional asset to the individual.

Of course, leaders need to be a role model in areas of honesty, integrity and ethical conduct. According to the Guide projects work best when leaders understand what motivates people. Motivators include autonomy, recognition, purpose, growth opportunities and personal contribution.

A last point made as part of the principle to demonstrate leadership behaviour, is that by blending styles, growing skills and leveraging motivators, any team member or stakeholder can motivate, influence, coach and grow the project team, regardless of their role.

Which Leadership skills to develop

Your leadership acumen can be developed by practicing a combination of various skills and techniques. Project managers will recognize this as part of the many activities they perform every day on projects.

Ensure the vision for the project outcomes is well understood and that the team is focused on the agreed goals. Seek resources and support for the project and overcome obstacles to progress.

Negotiate and resolve conflict within the project team and between the team and other stakeholders. Adapt your communication style and messaging to be relevant to the audience.

Coaching and mentoring fellow project team members will take much of your time. Appreciate and reward contributions made and provide opportunities for growth and development. Do this by delegating responsibilities to team members and empowering them for high performance.

Facilitate collaborative decision making and practice active listening. Show empathy for project team and stakeholder perspectives. Practice self-awareness of your own bias and behaviours.

Manage and adapt to change during the project life cycle and facilitate a mindset of learning quickly by acknowledging mistakes.

Interpersonal skills will include many soft skills, like emotional intelligence, recognising our own and others’ emotions, to guide thinking and behaviour. This includes self-awareness, self-management, social awareness and social skill.

Continue to practice all the above while you role model the desired behaviours. As you can see, this is quite a tall order for any project manager, but at the same time, leading is what keeps the role interesting, challenging and contributes to personal growth on every project. The perspective of the Guide is that on high-performing projects many members portray effective leadership skills.

Leadership development

In conclusion, there is no one behavioural or leadership style that will make for success. Rather a flexible and adaptive approach needs to be adopted so that the most appropriate style is used for any given situation. To know the appropriate style to use, comes with practice, years of experience, observing great leaders and a growth mindset for continuous learning.

More information

If you’d like to obtain your own copy of the latest PMBOK Guide v7, you will find it on the Project Management Institute’s website. It is pricey, but a 50% discount is available for PMI members. For a frank overview of the PMBOK Guide v7, you will find the article by Dr Mike Clayton refreshing.

Maintain Morale and Motivation of a Remote Workforce

November 30, 2021November 30, 2021 Linky

How to maintain the morale and motivation of a remote workforce

By Rhylan Jozelle

Even though many employees have started going back to the office, it’s clear that all staff being there all day, every day, is simply no longer the default for many organisations. The big question now becomes: “how to maintain the morale and motivation of a remote workforce?”

There are obvious advantages to remote work — avoiding commutes, flexibility, smaller overheads from costs like office rental, and for some disabled workers, it was always more practical. Very often, there’s reportedly no loss to productivity. It’s not without its challenges, of course, and one of the victims can be morale. Low morale is generally an expression of other factors — it’s not just an inevitable consequence of being outside the office. When we seek to understand and acknowledge that team members may develop a lower morale over time and loose motivation, it makes sense to find ingredients that can improve motivation among those who are spending countless hours still not moving from their home.

Let’s take a look at 5 ways to maintain the morale and motivation:

#1 Keep Connected

Maintaining consistent communication with team members, is really the basis of all further points in this article. Simply staying in touch on a one-to-one basis as well as in a group context — by video conference, not just messaging — makes clear your approachability and responsiveness. In addition, staff can use a support group to communicate with one another about non-task-related subjects. It’s about being human rather than always talking about deadlines and targets.

#2 Help Employees Find a Healthy Work-Life Balance

maintain motivation and morale for remote workforce

Work-life balance is the most commonly cited reason for remote work in the long term. But there’s a sense of stress and anxiety that we’ve all become far too familiar with thanks to the blurring of work and play environments. Distractions and ‘not being able to unplug’ can suck the enjoyment and productivity out of work, making it a frustrating grind. We’ve a number of tips for those wanting to reduce stress when working from home such as creating separate spaces where possible and making time to do things you enjoy. Even if they are familiar with some or all of them, sometimes a gentle reminder to check in with these aids to well-being will do wonders for a team member who has fallen into a rut. Mental health is to a large extent about habits, as with other aspects of health.

#3 Exhibit Leadership

Proper leadership sets the tone for employees. It’s not easy — Gallup recently found that companies fail to choose suitable managers 82% of the time. A good leader trained in the principles of management leadership, with skills like critical thinking, team-building, communication, and problem-solving ultimately bring out intangibles like confidence in the organisation. Applying these skills to engender a culture of transparency, accountability and drive creates a better working environment for remote workers.

#4 Discuss Scheduling and Capacities with Employees

The word ‘with’ here is important for this practical step, because while the ship has sailed on one-size-fits-all schedules, issues can arise from de-synchronisation. The tech giants have all come to different overarching policies, for instance, but case by case concerns complicate things. If Stephanie has recently had a child, for instance, she may be able to remotely complete her work during different hours but not make it to certain physical or even remote project meetings, leading to some coworkers thinking she is ‘not pulling her weight.’ Improving Stephanie’s morale might simply require a conversation with her project team to raise awareness and work out how to keep her in the loop.

#5 Minimise distractions and interruptions

Studies suggest frequent interruptions at work correlate with decreased job satisfaction and wellbeing. Thus, by providing employees with tools designed to minimize those distractions (such as noise-canceling earbuds), employers may make a big difference in workers’ productivity—and happiness.

It’s clear by now that remote work is not a magic wand, and that its long term integration requires meeting its particular challenges to avoid dislocated, burned out and incohesive teams.

November 18, 2021November 18, 2021 Linky

How to Reach Success in Agile with Small Habits

For experienced project management professionals, the transition to Agile can be one of the hardest things to do. I would sometimes explain it to people by saying: “It’s like learning to brush your teeth with the left hand, if you’re right-handed.”

It does not come naturally; it takes time and practice. There are a number of habits to unlearn, like the need to have all things under your control and being the center of coordination.

What I want to share with you today, is how to be successful in Agile, by creating new, small habits. You want to become an Agile Project Leader which is a journey that does not come overnight. What if I told you that you could succeed with small habits?

When you choose to go into a new direction, like following an Agile approach when delivering projects, instead of the traditional, waterfall approach, you can do that by using small habits. Take charge in tiny bit-size chunks. This will make change possible and help you to become that person you desire to be, and you know you could be, namely an Agile Project Leader.

How do you create a small habit successfully?

1. Don’t try to change the world overnight. Start with just one new habit and then go from there. Practice to let go of the need to be in control of everything.

2. Make a commitment. Not every habit is created equal, and some take longer to embed in your mind than others. However, one thing is true. The longer you perform the same activity day after day, the more success you will have in creating that habit.

Take the mindset change for example, to adopt a new culture of Agile values. Start with the 4 Values and 12 Principles of the Agile Manifesto, study each one until you properly understand their meaning and the implications of the impact on the way you work. Decide right now that you are going to give this new habit of living the Agile values and principles at least 4 to 8 weeks to give it a proper start.

3. Link the habit to something that already works. If you have a successful habit already in place, ask yourself what small thing you can attach to that habit. For example, if you are already communicating with your team members daily, to add a daily standup would not be that hard, right?

4. Keep it small. Knowing that most habit formation fails because you are trying to do too much too soon, then make a point to keep the changes very small. That will give you a much higher rate of success than trying to create a great big change. For example, keep asking yourself, what is the least documentation we need to do in order to communicate enough detail for the work to continue.

5. Have a disaster plan in place. Knowing that things are going to go wrong from the start helps you to be ready when they do. If you want to step in and tell people what to do to solve a problem (so that you can stay in control), rather take a step back and ask a few questions that will lead the team to find a solution to a problem themselves.

6. Grab a friend. The only way to keep on track, especially when building habits, is to use your network. Have an accountability partner to keep you honest. This is one of the most important success criteria when adopting new habits.

Do it with friends / colleagues who are on the same journey than you, as well as with Agile coaches. They will give you answers and examples of doing things in diverse ways; different from what you thought would be the right way. Often, there is not only one right way. Be open to possibilities and become more creative in your thinking.

7. Reward yourself. Celebrate every little milestone with a reward, something that makes sense and will encourage you to keep going when motivation becomes low.

I used to belong to what is called “Agile Coaching Circles.” They consisted of a group of people who come together every second week at a time that is convenient for all, to discuss Agile topics of their choice. The knowledge sharing and learning that took place, was hugely rewarding and kept me motivated to come back for more.

8. Redefine yourself. Accept that this is the new you. The habits you are building are going to change who you are and how you do thing. Embrace the new identity. Enjoy the experience of doing things in a new way that will make you a good Agile Project Leader and will help you to be successful in delivering value to customers, just like you have been doing before.

By following these steps, you not only will succeed when applying small habits to your life, but over time you will see amazing growth and development as a person. That is pretty exciting, especially when you consider how little you had to do to get there.

Agile Project Leader Online Training

If you want results, and you want to fast-track your learning about Agile, the Agile Project Leader Online training course is just what you need. It will solve the transition challenge for existing project managers and give you the exact strategies, mindset, process and practices to move the needle on successfully implementing the strategic initiatives following an Agile approach. It provides much guidance on various Agile roles, frameworks and different certifications available to help you select the best one. You will find multiple Guides to download for immediate use.

September 26, 2021February 28, 2022 Linky

Through the tension – creating a sense of certainty

By Mandy Carlson

Balancing the tension between what is known and what is unknown can enhance our ability to think and act more effectively.

‘A sense of certainty is one of the brain’s intrinsic goals. At a fundamental level in the brain, certainty has to do with the ability to predict, using past patterns to prepare for what comes next. Everything we do moment to moment is based on predictive patterns.’

David Rock

Creating a sense of certainty helps us see things more clearly which enables us to predict more accurately. We know where we stand, understand our current context or reality, and can see the future possibilities that lie ahead. There’s a feeling of being grounded. This means we are more likely to be positioned to take the right action at the right time, and to be eliminating some of the unnecessary distracting thoughts (like worry because of uncertainty) in our minds as well as some of the clutter that sits on and off our everyday work/life paths.

We experience uncertainty in our brains in much the same way as physical pain. Recent research shows us that, like pain, too much uncertainty can reduce our high performance energy levels and cloud our thinking. We experience a decrease in the functional capability of our brain, in particular in the prefrontal cortex which is responsible for optimal executive thinking. And because our brains and our bodies are one system, ongoing and intense levels of uncertainty can then result in anxiety, high stress levels, and in some cases burnout or disease.

What can we do?

What we can do is use the resources that we each have and can gain, and equip ourselves with ways to reduce the anxiety of the unknown, find a sense of calm, and be able to think and act with more certainty. As we think about and practice new ways of creating certainty and reducing stress, we develop new patterns of behaviours (habits). This is continuous learning for personal mastery that we bring to our social ecosystems.

We are effectively settings ourselves up to operate at our best – an empowering space to be.

A better understanding of what is possible in our immediate worlds – what is closest to us and within our circle of influence gives us a better sense of knowing and being empowered (and being in control) as Steven R Covey so well advised.

The uncertainty of current and future

Let’s take a look at how to travel through the tension of uncertainty.

Certainty relates to experiencing what is. A kind of knowing in our minds and in our bodies. Why in our bodies too? Because we sense and think with more than just our minds. With our bodies we feel, and respond based on our interpretation of that feeling.

Ask yourself how it would feel to be more certain. For example, it may feel like a sense of relief which means a more relaxed mind and body state. This is the sweet spot where we want to be physiologically speaking – a relaxed body, relaxed mind. To be able to see with greater clarity and to do things differently to create something better for improved results.

Effectiveness encompasses wellbeing of body and mind and our application of ourselves in everyday life – how we are performing relative to what is available to us and what we can create. It is a dynamic concept and refers to how capable we are of doing most effectively what we need to do, and building our capability to stretch and grow further.

Just think about the uncertain paths we have and are navigating. There are more uncertainties than ever experienced during this time of survival and transition in our worlds. And at the same time there is so much opportunity, especially to innovate and do things differently and with speed. We just need to see it, feel it, commit to it, and really care to make it happen.

We spend a lot of time looking back and in the present, while looking at future scenarios could create a greater experience of calm through certainty. Consider the process of creating future scenarios for certainty – to ease the tension and to feel more empowered in what you know and what the future may bring.

How does certainty support us?

Giving attention to ‘what if’ means that we can experience how we think, feel and would respond based on the information we have at hand. The more personally relevant the information available to us, the more we can increase our ability to think and feel and respond most effectively.

Explore – see how certainty presents in your thoughts, relationships, everyday activities. Just observe.

Ask – once you have identified the certainties and uncertainties, see where the tension lies and ask why you are feeling this. What are you really feeling, and how important or relevant is that particular sense of certainty for you in your life?

Openness – open up and view ways to balance the tension from different angles, from diverse perspectives. You may be surprised about what you notice. Predict – create different scenarios of what is possible (even if just thinking about it rather than journaling). Place yourself in these scenarios and see how you could do things differently.

Create diverse scenarios of the future for deeper understanding, and a greater sense of certainty. Be curious, question, and see which ones grab your attention as being most realistic. In the process you may feel discomfort in your body and your mind until you reach just that right amount of tension [another sweet spot?].

Gather information that informs your thinking.
Gather information that challenges your thinking.
Gather the most diverse [and credible] information.

Mindfully asking, listening, and receiving this information enables you to balance the tension and make the most of your thinking – for seeing clearly with a wider perspective, making decisions and taking action – and to feel more certain.

Feedback of insights, thoughts, and experiences as you explore this theme are welcomed.

About the Author:

Mandy, of carlson practices, a change consultant, coach, and learning facilitator, is a certified Results Coach through Neuroleadership Institute as well as an accredited coach through Neurozone. She is constantly learning through studies and practice of contemporary neuroscience findings, systems thinking, positive psychology and is passionate about empowering teams, leaders and individuals with simple tools and actionable strategies to learn and bring about lasting change for wellbeing and effectiveness.

The content is substantiated by contemporary neuroscience findings, as well as diverse experiential learnings of real people in their everyday lives through the application of brain- and body-based coaching techniques.

Sources

Some practical suggestions on dealing with certainty in this CEO World Magazine article by Hamish Knox.
Dr Tara Swart references developing resilience to effectively respond to stress in this Daily Stoic article and offers a simple exercise to help build mental resilience.
Gartner highlights scenario planning tips and tools on their website and in an eBook.
Dr David Rock of Neuroleadership Institute shares neuroscientific insights in a Forbes article on creating clarity.
Dr Etienne van der Walt shares latest data from Neurozone on optimising our finite energy to enhance our resilience for high performance.