Category: Project management

What is a project Framework? Let’s try to learn it together.

A strong reason why project management is increasing in virtually all sectors is because the world economy has become project-focused.

Basically, everything that is not considered a routine operation is a project.

Therefore, by adopting project management frameworks and strategies – such as the establishment of clear results and the definition of a work programme – operations can be managed more effectively.

Project management in organizations is no longer an extra, but rather a priority and, in some cases, an essential part.

While the role of the project manager has changed radically over the past decade, largely due to rising technologies, the bases remain the same.

The six stages of the Project Framework

An example of one of the main tools that every project manager uses is the project management framework.

This framework integrates a number of tools and processes to ensure that a project runs smoothly from start to finish.

Depending on the company, this framework may have different names for different phases, but the six phases that comprise all the basic elements are:

Project framework 1. Initiation phase

This phase concerns the launch of a project.

Here stakeholders, the scope and objectives are defined and the requirements of the project are set out. It is during this phase that the feasibility of the project is measured.

The main end result of this phase is the start of the project.

Project framework 2. Planning phase

This is the moment when all decisions are finalized and the project roadmap is developed.

The team develops a project plan and a corresponding timeline and determines which materials and resources will be needed to successfully conclude the project.

It also identifies potential threats that could delay the end of the project or prevent activities from being completed on budget.

The final result in this phase is the development of a project plan.

Project framework 3. Execution phase

The project progresses here from design to development.

This is often the lengthiest phase of the framework and involves developing the results according to the project plan.

Here, the team will often use status reports and hold regular meetings with sponsors and key stakeholders to assess progress.

The main end result at this stage is to obtain approval of the planned product or service.

Project framework 4. Control phase

This is the tuning phase in which project stakeholders will take corrective action in response to deviations from budget, timing and scope.

The project manager could re-evaluate resource levels, monitor project objectives, and arrange meetings with stakeholders to approve changes.

The main outcome at this stage is the reporting of progress.

Project framework 5. Evaluation phase

It is at this phase of the Framework that the performance of the project as a whole is reviewed.

The project manager will use key performance indicators to determine whether the project is well on track or not.

The factors that will be monitored include, but are not limited to:

• if the project is within budget;
• if the project follows the established schedule;
• any change in the scope of the project.

The main end result at this phase is the measurement of project performance and progression.

Project framework 6. Resolution phase

A successful project ends – successfully – when it achieves all the expected results.

The lessons learned will then be collected and documented in a special paper.

This paper provides an opportunity to learn from the mistakes of the past (lesson learned) and implement successful processes for future projects.

Thus, these are the six basic phases of a project management framework.

Clearly, traditional project management processes are constantly evolving with the adoption of new practices.

Finding the right balance between the adoption of new modern tools and established classical methodologies is and will be a great challenge for project managers.

Project management framework in depth

The PMBOK Guide describes a project management framework as a basic structure for understanding project management.

Different frameworks are available and project managers will choose the one that works best for the project within their organization.

In some cases, organizations leverage multiple frameworks depending on the departmental unit or project type.

Let’s see what some of the most popular project frameworks are.

Critical Chain Project Management (CCPM)

The CCPM is designed to address the uncertainties inherent in project management.

This method focuses on resource allocation, including personnel, skills, management and capabilities during the project.

The aim is to maintain the workload level for all resources.

Lean

The key concept of Lean project management is to deliver high value with minimal waste.

The Lean method aims to achieve this through standardization, maximum compatibility, safety, repeatability, interoperability and quality.

Lean often employs the Six Sigma methodology, which is geared towards improving quality by eliminating defects, standardizing and formalizing processes.

Extreme Project Management / Megaproject (XPM)

Extreme Project Management (XPM) is a framework designed to meet the needs of very complex and often highly flexible projects.

XPM is more about stakeholder management than about the timing of activities.

In a traditional project, the result is much less complex, the change is expensive and therefore minimized, the technology is assumed to remain largely unchanged and the project is driven by the project plan.

This is not particularly suitable in high technology environments where change is a constant because the technology is constantly evolving.

XPM is therefore characterized by very short development (sprint) periods of two weeks or less.

Scrum

The Scrum method is also based on short sprints, although Scrum sprints are longer than XPM sprints and generally last two to four weeks.

Waterfall

The Waterfall methodology is generally recognized as a traditional approach to project management.

Waterfall is based on the idea that everything happens in sequence, with one phase of a project ending before the start of another.

Why are there so many project management frameworks?

Every framework has its own strengths and weaknesses, but, above all, every project has its own needs and requires specific resources.

Some elements that can determine which framework to use are the type of activity, the unique nature of the projects and the different departments involved.

A project manager must therefore be aware of what the project management frameworks are and must be able to identify which one is best suited to each occasion.

Only by choosing the right framework can a project be carried out successfully, respecting the corporate culture and the ultimate goal of the organization.

Project information flows are crucial to the Project Manager.

Also due to new design methods, pioneering products, technologies and processes, the amount of information within an organization has increased significantly.

However, the increase in the amount of information available for projects is not being exploited effectively and therefore does not add any value to the project.

This is particularly true for complex projects.

The main reason for this is the ineffective management of the information flow.

 What happens to the information?

To better understand how to manage the flow of information, we must try to familiarize with it. The flow of information requires four components:

• a starting point (source),
• an endpoint (receiver),
• a path (interaction)
• a leading force (mutual relevance).

There are two types of actors that can act as a source or recipient of information:

1) people

2) documents, i.e. tools such as graphs, reports and other documents that allow communication between groups of people.

The role of a person in the information flow is determined by their contractual role within the project.

This role defines:

• the type of information expected from a person,
• the type of information the person can provide,
• how this information is shared and how it is received by it.

Documents affect the flow of information through their structure, their depth of news and the process of information acquisition and use.

This set, i.e. the characteristics of the people and documentation involved in a project, create the potential flow of information, but this does not mean that the available information will actually be embedded in the project.

Interaction between people and documents as a key element for the Information Flow

It is the interaction between these actors that ultimately determines the fate, and thus the actual flow, of information.

Depending on the type of interaction, information may be accepted, rejected or ignored.

In order for information to add value to a project, three critical steps must be executed:

• The information must be shared by an individual in the project team.
• The information shared must be accepted by other project team members. Information that gets ignored or rejected becomes useless and basically disappears from the project unless it is shared again under other circumstances. The information accepted by others is retained in the project team’s collective memory. However, accepting information does not automatically mean that this information is used and creates value in a project.
• It is only when the information is used in a decision that they are finally able to add value to the project

The “Big Four” of interactions and communication

Several factors moderate and affect the outcome of interactions.

Basically, it is possible to reduce these factors to four main ones: trust, commitment, learning and common understanding.

These key factors then determine what information is shared, how it is shared, how it is received and lay the foundation for future interactions.

Trust implies having positive expectations about another person’s future actions when an individual is vulnerable to such actions.

Commitment is the strength of an individual’s identification in a particular organization or project.

Together, these two factors influence a person’s values in relation to the project, such as:

• how one sees others in the project team,
• how one sees their role,
• how much commitment one is willing to put in,
• one’s sense of association and interest in the project.

Learning occurs when the processing of new information changes – potentially – the behavioral range of an individual.

The common understanding comes from an informal agreement on what is relevant for the other team members and the project in general.

Together, learning and common understanding form the mental model of an individual. Mental patterns determine how one:

• Evaluates new information,
• Links new information to their existing knowledge,
• Ranks and sorts information for the project.

Project information flows: Values, mental models and decision-making process

People are rationally limited, which means that they can understand only a limited amount of information.

Therefore, one relies on one’s own values and mental models to limit the amount of information one needs.

Based on their frame of reference, people are only aware of a subset of the total information available.

From this information, people filter the information even further according to what they think is important.

The remaining information is what they use to interpret the situation and make decisions.

Due to different settings, individuals may be exposed to the same situation and information, but they may come up with very different conclusions and ideas on the subject in question.

As far as the project team interactions are concerned, the main purpose is to share information and make decisions.

Consequently, the effectiveness of the interaction becomes one of the most crucial factors in determining the outcome of a project.

In a project team moreover, the way in which others share information and the way in which a person’s contributions are received affects trust building.

This includes issues concerning how individuals feel:

• How are their contributions weighed up by others?
• Are they treated fairly?
• Is there mutual responsibility in the team?
• Have their expectations been met?
• Do project team members show commitment to team goals above their personal goals?

These considerations affect the quantity, type and quality of information shared in subsequent interactions, interpersonal dynamics among team members and people’s willingness to share and accept information.

Therefore, as mentioned above, the effectiveness of the interaction becomes one of the most crucial factors in determining the outcome of a project.

Project information flows: complex cases

In more complex cases, the increasing importance of information management and integration requires a project team entity responsible for social integration and communication flow.

The main role of the integrator is to create an environment that facilitates trust and positive learning cycles. This includes:

• Emphasize the value of individual contributions in relation to the objectives of the project,
• Manage expectations while maintaining responsibility, discipline and fairness by setting clear and consistent objectives
• Understanding of existing mental models and positive interaction between them.

This is how a proper management of information flows becomes crucial for the success of a project.

If the information is not managed correctly, some important details could fall into “oblivion” generating a series of problems that could have been easily prevented.

Working on projects and more in detail project management is not an impractical science, even if some people see it that way.

In fact, project work is a set of tools and practices, a kind of roadmap, which allows managers to lead a project from point A to point B and to do it efficiently and cost-effectively.

Everyone, in any sector, can benefit from project work, with clearly defined roles and a life cycle and structured processes.

Following a project management method can help to avoid negative situations resulting from failure to properly manage events.

A method provides the project management framework to manage the tasks that need to be performed.

Of course, this does not mean that there will be no problems and that all projects will run smoothly, but this will minimize risks and prepare everyone to deal with them.

Since projects depend on people and often one is working on something new, there will always be a certain level of uncertainty in situations. However, being clear about roles, responsibilities, behaviours, skills, processes and models can ensure that the programme is accurate, that adequate resources are available, that everyone understands what is expected of them, what will be delivered and how much it will cost.

Why project work is a method that pays off

The advantages of a correct project work are different:

• The project manager is responsible for managing a project while leading his team and establishing a strategy that will result in the execution of the specific project.
• The client benefits from the fact that they are allowed to give feedback, relying on the knowledge that their input really means something.
• The project team benefits from this because without it the project would not have started in the first place and certainly not finished. In addition, the project team is able to take part in something, work on it, and see a process carried out from start to finish.

In this way you have the perfect triangle for projects: manager, client and employee working together for the common goal.

In fact, it is this application of knowledge, skills, tools and techniques that will ultimately meet the needs and/or expectations of a stakeholder on a given project.

These are the basic rules of working for projects. So let’s see what some of its advantages are.

1. Improved efficiency in service delivery

Project work provides a sort of roadmap that can be easily followed and leads to the completion of a project. Once you know the risks and the general aspect of the path to be taken, it is clear that you will be able to work smarter and more effectively.

2. Improved customer satisfaction

Every time a project is carried out on time and on budget, the client is satisfied. And a happy client is the one who will continue to come back in the future. Smart project management provides the tools that allow this client > manager > organization relationship to continue.

3. Increased effectiveness in service delivery

The same strategies that have made it possible to successfully complete a project will continue to be applied to similar projects in the future.

4. Improved growth and development within the project team

Positive results not only boost respect, but most of the time inspire the team to keep looking for ways to do the job more efficiently.

5. Increased stability and competitive advantage

This isn’t just a good advantage of project management in the workplace, but also beyond it. Word of mouth travels fast and there is nothing like superior performance to ensure a privileged place for an organization in the marketplace.

6. Opportunities to expand services

Great performance brings more opportunities for success.

7. Improved flexibility

Perhaps one of the greatest advantages of project work is the flexibility it allows. Surely project management allows you to map the strategy you want to follow to see a completed project, yet the great thing about such an organization is that if you find a smarter direction to take, you can change it and embrace it.

8. Increased risk assessment

When all players are aligned and the strategy is in place, potential risks will arise. Project management provides a red flag at the right time.

9. Quality increase

This goes hand in hand with greater effectiveness.

10. Quantity increase

An increase in quantity is often the result of improved efficiency.

Project work: achieving the objectives

The implementation of fundamental project work strategies therefore allows to narrow the focus, achieve the desired objectives and, above all, achieve them within specific time and cost limits.

The end result is that everyone comes out a winner, which could be the best advantage of project work ever and the confirmation that it is a method that pays off.

Finally, the main advantage of project work is that it helps to manage projects effectively, allowing problems to be resolved more quickly.

It takes time and money to manage a project, but following good practice can help you to:

• Improve the chances of achieving the desired result
• Get a new perspective on the project and how it fits the company’s strategy
• Prioritize resources of the activity and ensure their proper use
• Set the scope, planning and budget accurately from the outset
• Keep on schedule and keep costs and resources within budget
• Improve productivity and quality of work
• Promote consistent communications between staff, suppliers and customers
• Meet the diverse needs of the project stakeholders
• Mitigate the risk of project failure
• Increase customer satisfaction
• Gain a competitive advantage and increase profits

Not working on projects, therefore, can lead to loss of time, money and in the end, poor performance.

Project Management is a series of activities that allow, in coordination with each other, to successfully implement certain projects.

Many organizations struggle, however, to understand how to control the success and profitability of their projects and the reason is very simple. They lose touch with what are the true foundations on which Project Management is built: people, processes and technology.

Companies that want to implement new strategic objectives need to know that people, processes and technology are the drivers of change that must be identified as catalysts for success.

Only when these three pillars are aligned is it possible for the entire organization to operate as one.

So let’s take a closer look at the fundamental attributes of a project management par excellence.

The first fundamental of Project Management: the people

Talent management is important for effective project management, and project management is important for effective talent management.

They are the people who work and deliver the projects.

Resources must be teamed up in a performing group in order to deliver the project effectively. It begins with the project manager’s leadership skills.

This includes “cross skills” such as communication, business insight and change management – With an increased focus on understanding the requirements and constraints of customers and stakeholders, customer relationship management capabilities are essential.

Although this confrontation between talent and project management has been going on for years, the emphasis on “people” is now a more widely appreciated perspective, as employees and their varied skills offer organizations the chance to gain a competitive advantage.

Project managers may cover different roles from one project to another, yet the need to understand and collaborate with other staff is still present.

The mentality for success is simple: people come first.

The goal is to find, hire and retain project managers who combine technical skills with solid leadership and possess strategic and business management skills.

Moreover, with the importance given to a person’s individuality and the way it relates to their performance with an organization, talent management must also take into account other characteristics such as personality, communication style and even attitude.

The process may be complex, yet the goal is simple: execute project objectives efficiently, using the right people.

However, considering people just as specialised “tools” for the task at hand is not as easy as it might seem.

A person is not just a “tool” you are working with, but an individual who needs consistent communication and guidance to get the job done right.

Nowadays, the best project managers have a multi-level understanding of the business challenge, a multidisciplinary approach to the project and effective communication with project stakeholders.

Furthermore, the key to the success of any project is to ensure that all stakeholders remain enthusiastic and inspired when faced with often tedious tasks and unexpected developments, particularly in long-term projects.

The second fundamental of Project Management: the process

The second mainstay, both for talent and project management, is based on having solid processes.

Although each organization will probably modify them to best fit its business structure, the value of having one (or many) remains similar.

The process, whatever industry it covers, can be divided into three general phases:

• preparation,
• identification,
• communication.

The preparation phase begins with an understanding of an organization’s needs and how best to fill that gap, both currently and in the future.

In the identification process, we begin to look for key factors or attributes that have been previously discussed.

The communication phase, as the name suggests, requires strategic action to initiate interaction.

This phase not only brings awareness of the opportunities available, but also represents the time, energy and skills needed to successfully conclude the process.

Business processes should be based on best practice tailored to the specific situation of the company and its customers.

Bodies such as the Project Management Institute (SME) for example, help in establishing these practices while providing learning and development opportunities for project managers.

Among the advantages of implementing clear processes and methodologies in an organization can include:

• Avoid the use of a set of tools to reduce unnecessary costs and thus reduce the risk of error.
• With reduced waste of time a project can be completed faster and more effectively.
• Greater satisfaction among the main stakeholders of the project is noted.
• Better effectiveness and motivation from the project team that perceives working in an environment of organizational certainty.
• A better reputation for the organization that develops successful projects through the work of a committed team.
• Greater opportunity to take advantage of potential opportunities thanks to a better reputation and greater capabilities of project teams in responding to customer and market demands.
• Greater organizational flexibility thanks to the greater forecasting capacity provided by monitoring and control processes.
• Better possibilities to predict and manage potential risks with targeted response strategies.
• Improved output quality thanks to the reduced possibility of error, which allows energies to be focused on innovation and process improvement.
• All in all, more and better productivity through greater efficiency.

The third fundamental of Project Management: the tecnology

With an increasing number of IT tools to choose from, deciding what is best for the team can be challenging.

However, the introduction of new technologies can also play a key role in the way talent and project management teams communicate, often influencing them to be proactive in adopting new innovative solutions.

For everyone, and especially project managers, the learning process is constant and has become an expectation of anyone working on complex projects.

Technology has also influenced the development of new project management and planning tools, with dozens of models available, ranging from complex software to simple cloud-based interfaces.

Speaking of this topic, did you know that you can try TWproject for free for 15 days? You can do it by clicking here.

Having a unified tool that can integrate with software within an organization is an easy way to increase efficiency for both project managers and the team in general.

So here are the three main fundamentals and tools in project management.

Before starting any work, therefore, an organization must ensure that it has no gaps in these areas.

Once the “foundation” is in place, you can move on to project management in more detail to ensure successful projects and motivated teams.

What is the matrix system for risk evaluation and why should we talk about it? Well, it’s pretty simple. In today’s era of changing market trends, risks are unavoidable.

Whether it’s a start-up or a multinational company, in the end everyone faces risks that require the utmost dedication.

Every time you start a new business, one of the most important questions to ask yourself is “what could go wrong?“.

Some issues are in fact destined, in most cases, to go wrong during the life cycle of a project.

It is not easy to assess risks, even less to manage them, and if you are not ready to assess and control these risks, the very survival of the project could be at stake.

Companies spend a lot of time and financial resources analyzing different types of risks and devising valuable measures to reduce their impact.

There are some essential steps that need to be taken for proper risk management.

The risk management process – or risk management – begins with a risk assessment and then moves on to risk analysis and actions to be taken to minimise it.

The project risk analysis is not a simple process and there are various methods for effective risk management and one of those methods used for risk evaluation is the matrix system. So let’s examine it further in this article.

What’s the risk matrix?

The risk matrix is also known as the probability matrix or impact matrix.

It is an effective tool that helps in the risk assessment considering the probability versus the severity related to the potential risks of a project.

A risk matrix is a visual representation of the risks associated with a particular project to help organizations prepare a containment plan and the resulting decision making process.

In a nutshell, it is a tool that helps to reduce the impact of risk that might otherwise result in negative costs for the company.

The matrix consists of a grid, showing the probabilities on the Y-axis and the resulting impact on the X-axis.

These two elements are considered to depict accurately the nature of the risk.

Different levels of risk in the risk matrix

A risk matrix looks just like the one shown in the picture and features different levels of risk:

1. Critical or high priority risks: these risks hold a high call to action. They are an absolute priority and must be addressed immediately.
2. Main risks: these risks are also high, although generally classified lower than the “extreme” risk cell seen previously.
3. Moderate risks: These risks are also referred to as medium level risks. They do not rank high priority and are associated with the development of an alternative strategy to overcome possible blockages during the life cycle of a project.
4. Minor risks: Last but not least, these risks represent a low ranking in the risk evaluation matrix, but this does not mean that they aren’t important. However, these risks tend to be considered only after the major risks have been mitigated.

The grid of a risk matrix is used to assign a certain priority to the risk.

The resulting figure therefore helps to understand the nature of the risk and what needs to be done to minimize it.

In addition to these divisions, as can be seen in the figure, there are three main zones within the matrix.

After having analyzed the risk, it can belong to one of these three zones:

• A low-risk area considered acceptable – coloured yellow;
• A moderate risk zone that may or may not be acceptable, coloured green;
• A high risk area considered critical or unacceptable, coloured red.

These areas makes the result of a risk matrix more open, giving a clear division as to the priorities and future steps to be taken.

The advantages of a risk matrix

Let’s examine some of the advantages of a risk matrix and how it can be effectively used for risk management. A risk matrix helps to:

• Prioritize risks according to their level of severity;
• In risk planning, it helps to neutralize possible consequences;
• Allows the analysis of potential risks with minimum effort;
• It improves the security measures of the organization;
• Gives the team an overview of the potential risks of a project.

Without a risk matrix, chaos can result within the organization and some unexpected circumstances can be faced.

By contrast, using the risk matrix for risk management will not only reduce the probability of the risk itself, but will also reduce the magnitude of its impact on operations.

It provides timely data that quantifies threats and facilitates the organization to take consistent measures to reduce the potential chaos that could occur in the event of ambiguities or wrong decisions.

The numerical values in the risk matrix provide an effective way to represent the organization’s exposure to risks and how much effort is required to minimize them.

For a project manager, it is also possible to create a risk assessment matrix and integrate it into project management software (link to home) or create one directly within innovative project management software.

Having a clear view of risks in any organization is in fact a tool that can change the perception of any project.

However, it is important to understand that a risk matrix is a tool and not a complete solution for the needs of a project.

The final decision and how risks are handled depends on the intellectual value of the people who interpret the results of the risk matrix.

This article provides an overview of the most important conferences and events planned for 2020 in Europe.

Project management is a constantly developing factor within organizations and among projects.

Conferences are a key resource to stay up to date on the most effective and modern project management tools and strategies and are very important for networking with colleagues in the field of project management.

Here is an overview of the Italian and European dimension.

Project management events outside Italy

Let’s start by having a look at the most important project management events that will take place in Europe outside of Italy.

 PMO Conference 2020 – London

The PMO Conference is highly acclaimed by the project management community for its learning and networking opportunities.

Offering the most in-depth and modern tools and research to develop project management skills, the PMO Conference hosts a full program of expert speakers in 2020, an exhibition of the latest PMO products and services, and extensive networking opportunities in the field of project management.

Focusing on portfolios, programs and project offices, this two-day conference – June 2 and 3, 2020 – will delve deeper into the knowledge of any PMO, whether it is at an early stage or already advanced.

APM Project Management Conference – Edinburgh, London, Manchester

This conference hosted by the APM – Association for Project Management Conference – named “Power of Projects 2020” – The power of projects – is scheduled to take place on several dates and locations throughout the year. Specifically:

• Edinburgh, 17 March 2020
• London, 21 May 2020
• Manchester, 24 June 2020

This series of conferences focuses on topics that add value to the ever-changing field of project management and focuses on topics such as team management and project management tools.

This cycle of events aims to strengthen the project manager’s profession and emphasize their ability to adapt, work smarter and develop in an ever-changing environment.

The 2020 conferences will focus on the power of the profession and how projects can truly be a catalyst for the social and financial well-being.

Passion for Projects Congress 2020 – Malmö

This congress is Scandinavia’s greatest hub for project managers, portfolio managers and program managers.

In 2020, the congress will celebrate its tenth year, with 4 key lectures and 25 seminars that will engage and inspire the public.

The topics will be different and important at the same time, such as:

• how new trends on a human level can impact the future of project management,
• the way value is created through sustainable projects that also include business cases
• how teams can be enhanced to be more receptive to innovation, technology and change.

This exciting event will take place in Malmö, Sweden, 9 to 10 March 2020.

Portfolio and Project Management Summit – Berlin

The Portfolio and Project Management Summit, to be held in Berlin on 10th and 11th March 2020, will reveal strategies to meet the dynamic changes that occur daily in project management, exploring the evolution of the manufacturing sector.

The meeting will address issues related to business transformation, Agile development, people management, budget and financial management, shared knowledge and best practices on how to leverage innovative strategies with relevant tools.

Agile-Lean Ireland – Dublin

The Agile-Lean Ireland will also be back in 2020 at Croke Park, Dublin’s most historic venue, for its third edition.

This event will be attended by international and Irish speakers, with a mix of lectures, seminars and conferences.

The theme for the 2020 edition, which will be held on 20 and 21 April, will be “Go For It” and is aimed at conveying the spirit of the values of courage, commitment and concentration needed to learn and innovate, including in project management.

 SME® EMEA 2020 Congress – Prague

This congress will provide the concept, skills and behaviours a project management needs to differentiate himself.

For three days, specifically from 14 to 16 June 2020, prestigious international speakers will talk about innovative global perspectives on this fast-moving profession.

On this occasion, it will be possible to learn and share experiences with peers from all over the world and the skills learned will be applicable immediately, once back in the office, to solve everyday challenges and develop one’s career.

 PE Award Assessment Training Vilnius 2020 – Vilnius

A three-day event hosted by IPMA – International Project Management Association – for potential PE Award assessors.

Significant attention is paid to the evaluation process itself, including interviewing and reporting skills.

Two online webinar training sessions are planned before the training in Vilnius, Lithuania, from 6 to 8 March 2020, one on 22 January and the second on 12 February.

 Artificial Intelligence, Machine Learning and Big Data – Copenhagen

This conference about artificial intelligence, machine learning and big data, is not directly targeted to project managers, but can still be an interesting occasion to understand what technological innovation is bringing and will bring in the future.

In fact, these are aspects that will increasingly affect project management.

The conference will be held in Copenhagen, Denmark, on 17 and 18 August 2020.

Italian Project Management Events

After looking at the most important European events that will take place outside Italy, let’s see what Project Management has in store for us at home.

4 Forum Nazionale di Project Management

The 4th edition of the Forum Nazionale di Project Management will start in autumn 2020.

It’s a must-see for insiders. An event full of meetings and in-depth analysis as well as high-performance and absolutely targeted relationships.

We have been there in the past years and our experience has been absolutely positive. Our participation is guaranteed also for this year.

The organizers have not yet revealed the theme for the next edition but we are sure that the topics will be absolutely actual and capable of anticipating the subjects of the sector.

For example, in 2019 the focus was on the project sustainability. We talked about innovative approaches that balance the 3Ps of Sustainability: people, profit, planet.

Here is the link to a short video interview.

 

If you think there are other events worth mentioning, please contact our editorial staff and let us know. We will be happy to include them in this article.

Shared leadership in project management may not seem like a convenient solution; however, it is not. Let’s see together in this article what benefits could be gained from shared leadership and what are the best techniques to achieve it.

With global expansion, restructuring within each sector, the growing number of organizations merging, the need for dynamic flexibility, and broad knowledge and skills base is more significant than ever before.

Shared leadership, which means using the best-combined capabilities of leaders in this type of scenario, is considered a viable solution to meet these challenging business needs.

What is shared leadership exactly?

Shared leadership involves maximizing all human resources in an organization by empowering individuals and giving them the opportunity to take leadership positions in their areas of expertise.

With increasingly complex markets requiring more excellent leadership, project management work can sometimes become too extensive for an individual.

Shared leadership is not simple, but it is certainly possible and, in many cases, very successful.

Using the shared leadership model gives leaders the opportunity to focus on the areas where they are most talented, to hire team leaders, and then develop a project – and the organization in general – towards success.

Several organizations in different industries have realized that a properly formulated and executed leadership strategy can strongly influence the performance of a project or organization, elevating its results to exceptional levels.

Why implement shared leadership

Here are some of the benefits that can derive from shared leadership practice :

• The act of sharing leadership promotes innovative and committed behavior among team members.
• Shared leadership positively transforms the composition of verticalized companies, re-integrating teams.
• Individuals in the organization create bonds of interdependence through the exercise of shared leadership, supporting teamwork.
• Freedom and speech during the performance of shared activities increase levels of satisfaction and identification of the company among its members.
• The example of positive behavior and proactivity of shared leadership motivates team members even more.
• Successful results achieved through shared leadership lead to recognition of the participatory nature of each employee’s contribution, making teams actively desire the growth of the company.

Here are some tips to share leadership and maximize talent.

• Giving power to the most qualified people to strengthen their skills.
• Define the limits of decision-making power.
• Support an environment in which people feel free to take initiatives.
• Offer qualified people discretion and autonomy over their tasks and resources and encourage them to use these tools.
• For leaders: consider yourself an asset rather than the manager.
• Arrange appropriate follow-up meetings to review progress and take corrective action if necessary.

Empowering the people closest to the customer and allowing them to take responsibility means more time for leaders.

Even better, employees and team members can feel more involved in the project, paving the way for greater success for the organization, the team, and themselves.

What is the ideal moment to implement shared leadership?

Interest in the study of alternative models to one of absolute leadership, including shared leadership, has grown significantly in recent years, changing the way organizations are managed and organized.

In today’s ever-changing environment, understanding how organizations can achieve more innovative results is critical to ensure their continued survival and competitiveness.

It is, therefore, ideal to adopt a shared leadership format, especially if the organization is large and has multiple business lines and sectors.

Through shared leadership, activities will become easier to separate, manage, and coordinate.

Here are some suggestions for implementing a shared leadership model:

• Always keep partners and team(s) updated on new ideas.
• Never insist on implementing immediate changes without discussing the need for such changes with partners and colleagues.
• Enabling partners and team members to interact freely by enabling them to take the initiative.
• Consider shared leadership as an organizational method, exercising a more convivial type of leadership.

Here are the aspects on which to focus in the case of shared leadership:

• Avoid situations where the use of power leads to difficulties or outcomes detrimental to other members and teams.
• Not matching the control of leadership with the ability to achieve results.
• Be aware and therefore avoid the risks associated with excessive accumulation of power.
• Acting with self-control to prevent or suppress the desire to exercise control beyond what is strictly necessary.

Ultimately, for a long time, leadership models have been based on concepts such as “One lead and the others obey.”

This type of model is focused on one-person leadership and is mainly used in organizations with rigid hierarchies.

In the modern marketplace, this model is still used but is increasingly being replaced by others, such as shared leadership.

It is, therefore, crucial for an organization to know what is meant by shared leadership and what are the methods to apply it in the best possible way.

 

Innovation has become a key expertise and is essential for success in a rapidly changing strategic environment.

In a way, if we think about it properly, every project, even if it looks like a duplicate, is undertaken for the first time.

A project team may not be the first to design a particular product, but it will be the first to build THAT exact product, which must be built at that time, using that team, with those suppliers and those limits.

Project management is based on opening up new horizons and doing things that have never been done before.

This puts innovation right at the heart of what the project manager does every day.

Let’s take a look at what is meant by innovation in project management and how a project manager can approach it in the right way.

The role of the innovation in project management

Innovation, as a management expertise, is difficult to be defined.

In a commercial sense, the term “innovation” refers to the translation of an idea into a commercially marketable product, thus giving the wrong idea that only people like Steve Jobs and other visionaries can be called “innovators”.

On the other hand, the dictionary’s definition – “doing something in a new way” – is too broad to be meaningful, since many “innovative” ideas have failed to produce real value.

Consider, for example, the mechanical bread slicer: invented in the early 1920s, this slicer was described by early users as impractical and cumbersome. .

The customers thought that the sliced bread looked unattractive, because once sliced, it was difficult to hold the bread together long enough to pack it in an orderly fashion.

The problem persisted until the baker Gustav Papendick decided to improve the device, by placing a cardboard tray that would hold the bread together long enough for the wrapping machines to work.

The mechanical bread slicer alone was therefore not an innovation and did not provide real value to the customer.

It was only when Papendick combined the bread slicer with the cardboard tray that real value was added, which was an innovation.

Innovation is in fact the origination and implementation of ideas that add value to the organization.

Daily innovation therefore comes from the combination of creativity and improvement.

Project management: traditional models vs. innovative models

Traditional project management models have focused almost exclusively on the delivery of products and services, i.e. results with precise and measurable execution criteria.

In this context, innovation opportunities are generally only focused on problem solving.

For example, when faced with a risk that needs to be avoided or mitigated, a project manager often needs to generate ideas that add value – innovate – in order to determine appropriate reaction to the risk and emergency plan.

The most recent project management models, on the other hand, focus mainly on achieving a result.

Scope, planning and costs are important, however they are subordinate to the overall results that the organization is trying to achieve.

For example, the task of a project manager could be to improve customer loyalty by 10% in one year.

In this model, the project manager’s work is partly tactical, i.e. responsible for executing the scope of work over the indicated time period, and partly strategic, i.e. responsible for:

• Interpreting business strategy
• Assessing the feasibility of the goal
• Analyzing the cause of the problem
• Advising and/or creating a solution
• Formulating a work environment
• Executing the project and monitoring performance
• Ensuring the achievement of strategic objectives

In this model, innovation becomes more pivotal for the project manager’s work.

The project manager must actively look for ideas that add value throughout the project lifecycle in order to ensure the achievement of the result.

The attitude of an organization towards risk will strongly influence the ability of a project manager to carry out innovation.

In non-risk organizations, in fact, compliance with best practices, that is, a traditional model of project management, is generally preferred over innovation and experimentation.

Understanding innovation in project management

Innovation is not the result of a lone ingenious inventor – at least not in most cases – but it rather concerns the involvement of people who test the status quo.

Innovation is a collaborative process, where people in many areas contribute to the realization of new ideas.

Too often, a team member’s suggestions are evaluated or criticized or other ways are found to identify “rational” reasons why these suggestions cannot be accepted at the moment.

In short, many potential ideas are killed before they even have a chance to see the light of day.

The project manager is therefore responsible for motivating the team to openly express new ideas and creative thoughts.

Furthermore, it is necessary that any new idea does not get judged or classified negatively, however it is important that a constructive dialogue takes place in order to explain – if necessary – why one idea cannot be implemented.

In conclusion, like any other skill, the ability to innovate requires time, practice and a favourable environment.

When innovation is limited because of risk aversion or a reluctant environment to listen, competence cannot be developed.

When competence is not developed, companies struggle to remain competitive and fit for the market, leading to long-term negative results.

Creating project models with best practices is a good starting point, whatever the sector and the project, although it may seem similar to others, is unique.

As technology grows and changes, projects become larger and more complex, and it’s easy to understand why.

Many project teams have grown to include members who work remotely from all over the world and modern project managers recognize that shorter project cycles are key to remain on the market.

Using these best practices will allow pro-active decision-making and help manage a project to succeed.

So here are the 9 best practices for creating project models.

Best practice n°1: Life cycle and set goals

The first best practice is about life cycle. Organizations should map and define key phases, outcomes, targets and criteria for each group involved in the project.

The life cycle of a project consists of four phases: concept, planning, implementation and deployment, and this type of management is implemented in all types of industry.

The adoption of these four basic phases provides a common understanding of the projects. Each company will then plan these basic phases of the projects in special ways.

Best practice n°2: Stable requirements and scope

A successful project management implies that the requirements, objectives and scope of the project are substantiated and defined at the beginning of the project’s life cycle.

Answering the following questions ensures that all stakeholders share a common understanding of the requirements and scope:

• What is to be done?
• Which product or service will be produced?
• What are the objectives and benefits?
• When the result will be achieved, what will be the measure of its success?
• What are the final results?
• What physical manifestation of the result will occur?
• What are the performance standards?
• How are the validity, usefulness, correctness and completeness of the results determined?
• What are the conditions that affect performance, time and costs?
• What are the limits of the project in terms of priorities and resources?
• What are the risks to be aware of?

Best practice n°3: Defined organization, systems and roles

In all organizations, projects must have defined roles for the project manager, project managers, project team members, and corporate executives.

Responsibilities should be identified and understood by everyone. A system of communication and involvement of the team and stakeholders is essential for success.

Project managers need sound information to successfully manage their projects. Good project management software can help in this regard.

Best practice n°4: Quality assurance

The quality of projects requires the identification of standards and criteria to be established at each stage of the project life cycle for both the product and the process.

Each project should aim to improve this best practice, especially when a process has shown shortcomings in quality.

Quality means making and meeting agreed commitments with a constant focus on improvement.

Best practice n°5: Planned commitments

Plans must be based on the process capacity of the organization and not just on a mere desire.

Plans should be rigorously planned as they address all elements of the project management process.

It is never too early to start planning and the project planning must continue even when there is not enough information to execute the formalized plan.

The planning aims to reduce uncertainty and insecurity and increase the chances of success of the project.

If there is not enough information to produce a plan, the planning should focus on how to collect enough data to be able to plan the next phase.

The following are the components of a project plan:

• The scope and mission, which define the limits of the project and establish the objectives.
• Evaluation of the sequences and duration of the activities in addition to the requirements of the resources.
• The budget, i.e. the development of an overall cost estimate based on the individual elements of work.
• The personnel needs specified on the basis of the activities foreseen in the project.
• Evaluation and control during all phases of the project.
• Risks and problems that must be systematically identified, assessed and managed. Proper risk management implies the control of possible future negative events and a proactive action rather than a reactive one.
• Quality, which indicates what are the established performance requirements to be met.

Best practice n°6: Variance monitoring and analysis

Projects should be managed using a process where deviations from plans are reported and resolved. Any other way is inefficient.

An effective project management process requires regular reporting and meetings of the project team to identify when things are off-target.

Cost overruns, unfinished business, new risks and identified problems should be addressed as soon as possible.

Best practice n°7: Corrective actions

When deviations from the plan are detected, the standard assumption is that the team or functional groups will work to get the project back on track.

Without a well-defined procedure, the corrective action can have many results, sometimes inconsistent with the company’s objectives.

Often it is necessary to make some compromises, such as increasing costs or reducing scope to save time, for example.

A key task for the project manager is to manage these compromises.

Best practice n°8: Escalation and problem management

Often in project environments, good news spreads and bad news remains silent until it is too late.

An effective escalation procedure requires that problems are dealt with at their lowest level.

If the problem cannot be solved and ended, it must be raised to the next higher organizational level and so on until the problem is settled.

A formal process must be set, similar to a complaint procedure, to address the problems before they become fatal to the project.

Best practice n°9: Authorization and monitoring of changes

Late changes in projects are one of the main sources of interruption leading to program deviations, cost overruns, defects and rework.

A formal system of monitoring and change management needs to be established.

A key challenge for project managers is to ensure that control is established over both ways in which work is authorized and how changes are approved.

When it comes to controlling configuration changes, the project manager is at the center of communications and must be ready to make timely decisions.

Since changes will occur, it is important to establish a change log.

This will allow the project manager to properly evaluate the proposed changes based on the most recent information.

 

These nine factors for creating project management models represent the best practices necessary for successful project implementation.

Experience has shown that most virtuous organizations involved in project management use these elements consistently.