by DharamCW | Oct 28, 2024 | General
Program/portfolio managers must make significant and minor decisions in the ever-changing project management environment. In many instances, their judgments and actions due to their more critical decisions may significantly influence their well-being and the prospects of clients and team members. Moreover, such decisions can impact the very nature of our jobs and even the lives of others who rely on them.
As equal to decision-making, problem-solving skills are essential in project management. Problem-solving is a project management skill that combines creative thinking and strong analytical abilities to assist effective problem solutions. This skill allows the project leader to look at challenges from a different angle and assist in designing and implementing successful solutions for making great decisions.
It’s easy to understand how, in problem-solving, recognizing simple solutions to complicated challenges might benefit the project and the company. Still, not all competent Project Leaders are capable of doing so. To be an effective problem solver and decision maker, the program/portfolio manager must possess specific skills and techniques to manage the project successfully.
Understanding the Decision Making Process in Project Management
All managers and other interested stakeholders must have a thorough grasp of decision-making in project management. The project will only then be able to progress toward the final delivery phase while maintaining the established timelines. The project runs a significant risk of stagnating or moving extremely slowly in this absence.
However, many businesses need help on several fronts because they need to recognize the value of decision-making in their management teams.
A McKinsey survey found that roughly 80% of professionals thought their firms’ decision-making processes could have been more efficient. Furthermore, the firms that demonstrated superior decision-making skills and topped the survey had better financial and performance outcomes.
Why Efficient Decision-Making Matters for Firms
Decision-Making Types in Program/Portfolio Management
Decisions need to be made regularly in project management. Most are minor, but others are significant and will determine whether the project succeeds or fails. The same applies to program/portfolio management. Final choices can be reached using either an intuitive or logical method or a combination of the two. More intricate conclusions typically need a more formal, systematic approach incorporating intuition and reasoning. Not all decisions are the same. Management must make many decisions during a project, and each decision-maker is unique. The most common ones are listed below:
Decision-Making Types in Program/Portfolio Management
- Programmed and non-programmed decisions
Programmed decisions are concerned with problems of a repetitive nature or routine type matters. For example, decisions of this type may pertain to purchasing raw materials, granting leave, and supplying goods to the employee. Non-programmed decisions are made in challenging situations with no clear solution. These decisions need more attention, resources, and time and are usually made at a higher level.
- Routine and strategic decisions
Routine decisions affect the overall operation of a project and can be made rapidly. Within the broad policy framework of the project manager or the organization, ample powers are granted to lower ranks to make these decisions. However, strategic decisions are essential and affect objectives, organizational goals, and other important policy matters. These decisions usually involve a program’s orientation or huge investments in portfolios, are non-repetitive, and are taken after careful analysis and evaluation of alternatives.
- Tactical (Policy) and operational decisions
Portfolio managers make policy decisions that have a long-term impact on the functioning of the concern. For example, decisions regarding how many projects can be run each time according to the budget are policy decisions. On the other hand, operational decisions relate to the day-to-day functioning or operations of the business. Middle—and lower-level managers make these decisions. For example, decisions concerning the payment of bonuses to employees are operational rather than policy decisions.
- Organizational and personal decisions
When an individual decides their responsibilities and tasks within the project, it is an organizational decision. But, if the individual decides on personal matters, it’s a personal decision. The authority to make organizational decisions may be delegated, whereas personal decisions cannot.
- Major and minor decisions
A decision related to increasing the number of resources by 50% is a major decision. A minor decision, for example, is that the superintendent can purchase office stationery.
- Individual and group decisions
When an individual decides within an organization, it is known as an individual decision. However, when it comes to more crucial decisions, more stakeholders need to engage and assist in making a decision. Therefore, it is interesting to investigate in which cases a project manager should involve other project members.
Decision-making Tools and Techniques
Project managers frequently employ additional measures to support the validity of their decisions. While the fundamental concepts remain the same, hundreds of distinct ways and tools are available. A mixture of these strategies can also be employed to make better decisions. Project managers would benefit from knowing which are appropriate and applicable in any given situation.
Decision-making Tools and Techniques
- Decision Matrix: A decision matrix examines all of a choice’s possibilities. When utilizing the matrix, create a table with all the alternatives in the first column and the criteria influencing the decision in the first row. Users then rate each choice and choose which criteria are most important. After that, a final score is calculated to determine the best option.
- T-Chart: This chart analyzes the benefits and drawbacks of the alternatives. It guarantees that all of the advantages and downsides are considered when deciding.
- Decision Tree: This is a graph or model for assessing each option and its outcomes. This approach is also used for statistical analysis.
- Multi-Voting: This is utilized when multiple people decide. It helps narrow down many possibilities to a smaller one that leads to the final decision.
- Pareto Analysis: This technique is used when making many decisions. This analysis aids in selecting which decisions should be made first by calculating which ones will have the largest overall impact.
- Cost-Benefit Analysis: This strategy assesses the financial implications of each feasible alternative to arrive at the most economical conclusion.
- Conjoint Analysis: Business leaders use this strategy to assess consumer preferences when making decisions.
- SWOT Analysis: This planning tool examines SWOT (strengths, weaknesses, opportunities, and threats).
- PEST Analysis: PEST, which stands for political, economic, social, and technical aspects, can help decision-making and timing by analyzing external factors. This method takes current trends into account to forecast future ones.
Importance of Decision-Making
Decision-making is an acquired skill rather than an inherent one that is in high demand in the workplace. However, employers consider it an appealing trait as it signifies a good leader. Therefore, demonstrating your decision-making abilities can help you advance your career and accomplish company objectives and goals.
Here are some of the benefits of making correct decisions:
Importance of Decision-Making
- Saves Your Time & Money
Ineffective decision-making requires some time and depletes the motivation of those engaged. The less time you waste making rapid decisions, the better. When it comes to running a business, time is money. Wasting time is the same as wasting money.
- Increases Productivity
When management excels at making decisions and developing good ones, it will boost the workforce’s productivity. Employees will be motivated, for one thing, since they know where the organization is heading. They will strive with the conviction that their efforts will succeed. All time is preserved because the management team is convinced that their activities will correctly guide their organization.
- Identify Opportunities
The key is to recognize the opportunities in front of you and be able to act on them. If there is a great demand for a product in the market and your firm can offer it, wrong or delayed decision-making may prevent you from focusing on it. On the other hand, poor decision-making can make opportunities appear non-existent.
- Prevents Conflict
A manager’s failure to make strong, fair decisions can lead to workplace conflict. Conflicts in the lower tiers also occur when management needs to be more assertive and leave more decisions to their employees. Good decision-making skills can prevent employee conflicts regarding which idea is better for their team or how to maintain a project.
- Employees Get More Confident
Project leaders can become role models and show their employees they are good decision-makers. As a result, employees will trust and follow them confidently, even in the darkest times. When their staff feels that they trust their decisions at every moment, they are more likely to develop new innovative ideas that could benefit the overall business.
- Marketing Strategies That Work
Several critical considerations must be made when implementing successful marketing campaigns. Decision-making is the most important factor in developing strategies and making them stand out. No matter how good the products or services are, the firm will only reach its full potential if it can effectively advertise its brand.
- Strengthening the Organization
Everyone has an equal right to participate in the management of the organization. This aspect fosters a spirit of teamwork and solidarity among those who work there, improving the organization’s overall productivity and strengthening its general structure. Decision-making allows individuals working in an organization to convey their ideas equally.
Decision-making and its impact on problem-solving
The importance of decision-making in problem-solving is apparent and an essential component of efficient project management. A project manager’s capacity to make sound decisions and solve problems correctly is critical since it influences organizational functioning. Problem-solving and decision-making are sometimes inextricably linked; one must better decide to solve a problem.
Problem-solving is a key skill that makes one an excellent project leader. Problems are unavoidable when it comes to project management. Because we all encounter similar scenarios in our everyday lives, what makes a difference is knowledge and how well we use it to tackle a present or looming problem. In project management, problem-solving and resolution are strategic processes. As a result, one won’t be able to master that talent overnight. Instead, it requires incremental learning, using a framework, and preserving some critical factors.
Why are problem-solving skills necessary?
When potential employers discuss problem-solving, they aim to assess how team members use this talent to assist decision-making in the company’s day-to-day operations. Here are four reasons why problem-solving skills are vital in the workplace:
Why are problem-solving skills necessary?
- Strategy prioritization, planning, and execution
Efficient problem solvers may thoroughly examine consumer requirements and devise a strategy that allows them to give outstanding service to their intended audience. Their expertise is in simplifying procedures by eliminating bottlenecks.
- Out-of-the-box thinking
Problem-solving and creative thinking are inextricably linked. Finding a dynamic and innovative solution to a problem is not a matter of finding an instant solution but a dynamic and innovative solution. This mindset assists the company in staying ahead of the curve and gradually improving the workforce’s competence.
- Better time management
When an issue emerges, it must be resolved as soon as possible. Employees with strong problem-solving abilities are laser-focused on what is critical to the organization, can roll with the punches, and can meet tight deadlines.
- Risk management
Effective planning is a necessary problem-solving ability. Problem solvers may respond rapidly to short-term circumstances while keeping an eye on the future. Their positive approach toward learning agility enables them to foresee future challenges based on prior experiences, industry trends and patterns, and current events.
Problem-solving Techniques
Complex problems might be challenging to solve, yet difficulties can be addressed when the correct tools are used. Aside from sophisticated management tools, here are some tools and technologies that can help with problem-solving approaches in your everyday work.
Problem-solving Techniques
- 5 Whys – Understanding the problem better is a wonderful strategy to find the core cause.
- Fishbone analysis – used to visualize the fundamental causes of an issue. Simple to use in conjunction with ‘5 Whys’ or ‘Mind mapping’ to brainstorm and discover the source and impact of any problem.
- Silent brainstorming – allows everyone to engage in idea generation since the loudest and quietest persons will contribute equally. This technique is useful because everyone’s point of view is equally valid.
- Mind maps – are organized visual representations that allow one to exchange ideas, thoughts, and solutions like your brain does. You immediately describe the issues, discuss new ideas, and eventually reach a team agreement that can lead to a successful solution.
- Six thinking hats – This technique allows your team to approach challenges from several perspectives, concentrating on facts, creative ideas, or why some solutions may not work.
- Agreement certainty matrix—another fantastic visual tool for brainstorming issues and challenges. It categorizes them as simple, complicated, complex, or chaotic domains to help teams agree on what technique should be utilized to handle the real problems impacting them.
- Conversation café: This allows the team to have constructive conversations with less argument and more active listening. The problem is addressed in rounds of dialogues until a consensus is reached on the best problem-solving technique.
- Design thinking: When you’re stuck for new ideas, the 5-step approach will help you empathize with the problem, then define and create new concepts before prototyping and testing them.
What are the critical problem-solving skills?
Problem-solving skills enable firms to seek and recruit intellectually equipped personnel who can handle anything their professions throw at them. Problem solvers can watch, assess, and act quickly when the situation demands it- without negatively impacting the business. The following are the top problem-solving skills in the workplace:
Top problem-solving skills in the workplace
- Decision-making process
Problem-solving requires the ability to make decisions. One can only solve it if one fully comprehends the issue and decides to take action. Decision-making abilities enable experts to rapidly choose between two or more solutions after weighing the benefits and drawbacks of each.
- Communication
Communicating the problem and offering remedies vocally and in writing is an art in and of itself. However, proper communication ensures that solutions are implemented successfully and that all parties engaged in the disagreement agree.
- Open-mindedness
Open-mindedness is the readiness to explore new ideas and look at things from a new viewpoint. When faced with an issue, consider all of its viable solutions. Being curious and observant allows one to be a better problem solver.
- Analytical skills
Almost all problem-solving scenarios need analysis, such as predicting, critical thinking, or troubleshooting. Analytical skills allow one to comprehend the situation better and generate effective answers based on facts and data.
- Teamwork
Collaboration is essential for keeping communication lines open, problems cooperatively addressed, and the team aims before personal ambitions.
Team dynamics are important in problem-solving because they allow one to work together with others toward a common objective.
Final Thoughts
The majority of problems start modestly. Creative program/portfolio managers are responsible for finding solutions as quickly as feasible. The longer they wait, the worse the situation will get.
They may break out of that cycle with a strategic problem-solving framework and quickly find solutions to difficulties using ideal project management automation technology. However, making decisions is crucial to solving problems. Making decisions may be a painstaking process in project management. However, the decisions made inside the team significantly impact a project’s success.
In the future of employment, net new jobs will be created at the same pace as dying jobs. Human talents such as creativity, decision-making, problem-solving, invention, and critical thinking will become more in demand as technology replaces employment requiring repetitive and boring operations. Organizations that get a head start on measuring these human talents in their workforce now and provide strategic learning and development opportunities to upskill them will gain a competitive edge as we enter the Fourth Industrial Revolution.
Jobs we will never see coming will rise rapidly in the future of work (or what many call “The Fourth Industrial Revolution”). The “proper” professional path or education of an ideal individual for these professions will not be clear. We will need to quantify people’s human talents to position them in positions; not only are these skills transferable across unconventional career choices, but these distinctive human skills will also be protected against automation.
Thus, advanced certifications like PMP®, Agile, PgMP®, and PfMP® certifications can help one develop project management skills, be a good problem solver, be a more competitive candidate for positions, and be a successful project leader. In today’s competitive business world, one must be skilled and experienced to succeed and grow one’s career.
by DharamCW | Sep 26, 2024 | Leadership in Project Management
Project management is becoming an essential component of modern business operations. Organizations increasingly use project management to monitor and assess projects and ensure they meet their objectives. Project management entails several complex processes, including project planning, organization, management, control, budgeting, monitoring, testing, and implementation.
Vance Packard Quote
Project leadership is the art and science of guiding a team to successful project completion. When project leadership brings people together to work toward a similar objective, the team can do more than they could individually.
Project Management Leadership
Leadership in project management is a necessary ability for completing the project. Like in other business areas, leadership necessitates demonstrating several talents and behaviors in a project context. Leadership is essential to ensure the success of the projects, from team leadership to project governance.
Leadership and project management are closely intertwined. Setting the vision and encouraging the team to work together to accomplish the project goal are vital components of leadership. In a project environment, this is particularly significant. Delivering any project requires a team effort. While some teams work without a clear leader, in business, it is customary for someone to be in the leadership role, guiding and directing the team toward their goals. On the other hand, project management systematically applies processes, methods, knowledge, skills, and experience to achieve the project objectives. Effective project management often requires strong leadership to guide the team through the project’s complexities and challenges.
5 Essential Project Leadership Skills
Project managers execute allocated project tasks through their project teams. They learn the technical, business, and leadership skills to manage their project teams effectively. In addition, they use strong leadership skills to motivate their teams to complete project deliverables and achieve project goals.
Project managers’ essential leadership skills begin with encouraging and inspiring their teams. However, the five critical project leadership skills are equally vital in enhancing team performance.
5 Essential Project Leadership Skills
- Communication
One of the most important project management skills is communication. Leaders must communicate effectively because a significant portion of their work includes collaboration. If you can communicate, you can collaborate properly.
Leaders can communicate ideas to people and groups in person, over the phone, or via web conferencing. They can also present their ideas to ensure the message is shared and understood. However, communication is more than just passing on messages and conversing with people. Communication is one of the most important characteristics of a project manager, especially in a leadership role.
- Team leadership
The leader establishes the vision and motivates others. Someone with outstanding project leadership skills fosters team agreement and togetherness while managing day-to-day operations.
Team leadership on projects entails establishing an environment in which everyone may thrive. People are lured to the project culture that surrounds them. Stakeholders want to be part of the project because they know you will complete the task while creating a pleasant working environment.
- Conflict resolution
Conflict is unavoidable when introducing or modifying something. However, effective leaders understand how to use conflict to their advantage since the finest solutions emerge when ideas are challenged.
Conflict may benefit teams by allowing all voices to be heard and opposing viewpoints to be expressed, frequently resulting in a better solution and more successful project outcomes. However, leaders must be equipped with conflict resolution skills to recognize and address conflict before it becomes a problem for the team. Therefore, another crucial core competency of project management is dealing with conflict in various ways.
- Motivation
Leaders motivate others to act even when they are not technically in charge. As a project manager, one determines what makes the other team members feel they’re giving their best. The project leader should do their best to deliver this. Everyone is driven differently, and motivation changes over time. Great leaders see these disparities and establish a great work environment to enable their workers to achieve their full potential.
- Crafting solutions
Empowering the team and the larger stakeholder community to participate in developing solutions is part of fostering a positive working culture. That entails removing roadblocks so that each team member may fulfill their work and contribute new ideas without concern about something getting in the way.
Empowering leaders also allows them to make decisions down the hierarchy to the lowest feasible level, allowing specialists to judge the solutions required to keep the project going. This empowerment fosters a positive working culture and inspires team members to take ownership of their work and contribute to the project’s success.
Leadership Styles and Theories
There is no single style to leadership, nor is there a particular type of person who makes a great leader. Instead, according to project leadership theory, a great leader is a mix of traits and the capacity to adapt to diverse conditions. This adaptability reassures individuals that leadership is not a fixed trait but a skill that can be developed and enhanced.
Leadership is something one can learn, and one can enhance one’s talents by understanding leadership theories in management. The three basic leadership theory categories that apply to project delivery are:
Leadership Theories
- Trait theories
Project manager strengths are related to trait theories. This perspective on leadership identifies the abilities and attributes that are beneficial while leading a team. Resilience, honesty, trustworthiness, aggressiveness, and so on are examples.
There was a system of thinking that stated certain characteristics were innate and that you were either born with them or not. Fortunately, this notion is no longer present in leadership concepts and theories. We know that an individual can act to become more aggressive and resilient or develop any other leadership trait.
- Behavioral theories
Behavioral leadership theories concern what a leader does. For example, some Corporate leaders are dictatorial and make decisions without consulting their employees. Others are more collaborative, inviting feedback and empowering their employees.
Both strategies are acceptable, and any combination of the two. However, there is a time and place for every style: you wouldn’t expect a combat leader to order a huddle so the team could discuss possibilities, would you? In that case, a choice must be taken immediately. Thus, a collaborative, listening leadership style would better engage the community.
- Situational theories
Situational leadership is deciding which leadership style to employ in any given scenario. These leadership theories are often known as contingency theories.
They analyze whether using a task-based or a people-based approach is more effective. They also take into account the individuals you lead. What type of encouragement and support do they require? A leader tailors their leadership style to the demands of the team, the business environment, and project circumstances. Someone who has never done specific work before will require more hands-on assistance from their team leader than someone confident in completing that activity.
Project Management Leadership Styles
Leadership in project management is essential for success. A project is a substantial and necessary endeavor in any business organization that requires full concentration and dedication from all participants. The success or failure of any business project can influence the company’s path. Project management is a critical role that may be entrusted to anybody, especially in today’s technology-driven business environment, where change is inescapable.
The ultimate success of every project is determined by project leaders, who have the authority to manage and oversee all project activities and make critical project choices. Similarly, failure to accomplish project objectives is the responsibility of the project’s leaders or management. Failure or inability to use the authority conferred upon them to ensure the project’s success is regarded as a point of accountability.
It is important to note that any project a firm does should strive to achieve certain goals that will enhance business operations and increase profitability, performance, output, and overall success in its objectives. As a result, project management is a critical function that leaders and anybody charged with project leadership must take seriously and utilize their effective leadership skills to ensure success.
Here are the six important project management leadership styles.
Project Management Leadership Styles
- Affiliative Leadership
This leadership style has a positive impact on a project team. This leader aims to create emotional bonds inside the organization to generate a sense of belonging and connection. When teammates require personal assistance or the team has to rebuild trust, the affiliative strategy is most successful. Because a single focus on praising and nurturing may result in poor performance and a lack of direction, this strategy should be used in various ways.
- Authoritative Leadership
Authoritarian leaders generate an entrepreneurial spirit and a strong devotion to the cause. Moreover, the traditional method works effectively when the team needs a new vision owing to changing circumstances or when clear guidance is unnecessary. Therefore, more utilization of this style would result in better project team outcomes without negative consequences, as this style has a generally positive effect throughout the organization.
- Coaching Leadership
This project management approach encourages team members to expand their capacity and capability as project contributors, which benefits the whole project team. This approach is the most effective coaching technique when a leader wants to assist colleagues in creating long-term personal characteristics that will help them succeed. However, it falls short when teammates are relentless about staying the same or learning or when the leader needs more aptitude.
- Coercive Leadership
Project managers rarely use this tactic, which would be more evident in times of crisis, such as when a project deadline was approaching and at risk of being missed.
- Democratic Leadership
This leader achieves successful compromises through teamwork. In a PMO, for example, each team member contributes to defining and measuring the PMO’s objectives. When the leader wants the team to buy into or own a decision, strategy, or goal, or when they are unsure and need new ideas from competent colleagues, the democratic method works well.
- Pacesetting Leadership
This leader anticipates self-management. The pacesetting approach works most effectively when the team is already motivated and talented and the leader demands quick results. This approach is popular, especially when a project nears major milestones. Although this method generally harms project teams, it can be beneficial in some situations.
Impact of Good Leadership on a Project
Many studies have highlighted leadership as one of the key reasons for project failure. On the other hand, projects with strong leadership and organizational support outperform those without.
Impact of Good Leaders on a Project
- Work moves forward quickly
When an individual actively leads, the work proceeds quickly as the choices are made on time. This move allows the project to be completed on schedule while delivering all planned project scope elements.
- The project has a clear direction
A leader ensures that the team knows and supports a common goal. A clear direction gives context for decision-making and ensures that everyone knows what the project will deliver.
- Conflict is resolved quickly
The project leader is constantly looking for conflict and can intervene to handle it before it escalates into a crisis.
- Interpersonal Skills
Project leaders must have interpersonal skills such as questioning, listening, and speaking to establish successful and compelling interactions with team members.
Experts in project management believe that projects are more likely to fail if project managers lack excellent interpersonal skills. Because much of a project manager’s duties involve communicating with stakeholders, one must have great interpersonal skills to lead from the front.
- Creating Excitement and Maintaining a Positive Attitude
The most crucial project manager leadership skills are boosting team members’ enthusiasm and displaying an optimistic attitude, especially in times of crisis. In addition, project management and leadership are about instilling trust in teams that there will always be a solution, no matter how serious a situation is.
- Honesty
When defining ethical guidelines and supporting transparency in communication, project manager leadership skills should embrace honesty.
Honesty and integrity are two fundamental traits of project management leadership that project managers should cultivate to increase trust among customers, members, management, and other stakeholders.
- Decision-Making
The project manager has the last say in simplifying processes and solving difficulties. As a result, the project manager’s capacity to make informed judgments is a critical function of leadership in project management.
Decision-making is an important project manager leadership skill that directly influences project outcomes. Therefore, to advance in their careers, all prospective project management professionals must master decision-making abilities.
Leadership mindsets are driving the new economy
Mindsets are mental maps that reflect and govern how individuals act in organizations. They convey how individuals work and what they stand for. So, what leadership characteristics do respondents and experts believe are necessary for success in the digital economy? World Economic Forum survey data states four leadership mindsets driving the new economy: producers, investors, connectors, and explorers.
Leadership Mindsets Driving the Digital Economy
- Producers
The producers’ mindset blends with creating consumer value, emphasizing analytics, digital savvy, execution, and outcomes. Producers use analytics to expedite innovation that addresses shifts in customer preferences and enhances customer and user experiences.
- Investors
Leaders with an investor mindset seek a purpose for their firm beyond improving shareholder returns. They are committed to growth but in a sustainable way. They are concerned about the areas in which they operate, their personnel’s welfare, and ongoing development. They focus on increasing the value of their clients rather than treating them as money sources.
- Connectors
Leaders with a connector’s mindset see that mastering connections and networks is the new currency driving corporate performance in the new economy. Connectors understand this fundamentally. It’s how they work. They constantly bring various stakeholders from within the organization and ecosystem partners together. Connectors recognize the importance of building a feeling of community and belonging, which is especially vital in today’s fast-paced, breakneck-speed world when losing contact with the human touch is too easy.
- Explorers
Leaders with an explorer’s mindset are curious and innovative and thrive on ambiguity. They constantly experiment and learn by listening to a wide range of voices. Establishing behavioral standards encouraging risk-taking and failure, reverse mentorship, and a deep curiosity about how new forces shape the competitive environment are strong indicators of an explorer’s attitude.
Final Thoughts
Project management is a demanding task requiring effective leadership styles and traits for the project’s overall success. Successful project leadership involves team building, adaptability, communication, and effective planning skills. As a result, leaders play a fundamental and crucial role in project management since their approach decides whether a project will succeed or fail.
Project management is different from leadership. Successful project managers may need to be more effective leaders. However, they can learn leadership qualities and become successful leaders. In today’s firms, competent project managers must also be strong leaders. Successful project managers may use their innovative and creative capabilities to assist them in acquiring leadership skills that will complement their project management abilities by recognizing the difference between project management and leadership and adopting the road to becoming influential leaders.
The common component of project management and leadership is the standard by which the project manager and leader’s performance is judged. A project manager’s success and a leader’s effectiveness are evaluated in terms of the performance of the followers—the team’s performance. As a result, improving project managers’ leadership skills with an emphasis on abilities to increase team performance should be a key factor.
Leadership is critical in project management and must be balanced. It impacts project success and the value offered to the organization. The good news is that the finest project management training incorporates leadership concepts, providing employees with a well-rounded understanding of what it takes to lead a project.
With advanced certifications like PMP®, Agile, PgMP®, and PfMP® certifications, one can develop project management skills, be a good problem solver, be a more competitive candidate for positions, and be a successful project leader. In today’s competitive business world, one must be skilled and experienced to succeed and grow their career.
by DharamCW | Jun 29, 2024 | General
Today’s organizations are structured through many time-limited programs that transform organizational strategy into action. These programs necessitate a visionary mindset to align program goals with the organization’s strategic objectives. While project managers direct project work, they ensure individual projects align with program goals. Thus, program managers see their role as strategic and play an important role in managing the implementation of the organization’s strategic objectives by ensuring that the overall mission is met through the successful completion of planned programs.
Core Competencies of Program Managers
There are many similarities between a good program manager and a good project manager. However, a program manager must have broader organizational knowledge than a project manager. In addition, programs frequently necessitate strategic visioning and planning skills to align overall program goals and benefits with the organization’s long-term goals.
Here are the top ten core competencies of Program Managers:
Top 10 Core Competencies of Program Managers
1. Leadership and Teamwork
The program manager is the team’s leader and is accountable for the program’s overall success. As a result, it is critical to have a clear vision and the ability to communicate it effectively to all employees, whether charismatic, supportive, or inspiring. The program manager’s strong leadership provides direction, builds morale, and inspires the program and project teams.
As the team leader, the program manager is responsible for engaging all team members and fostering collaboration, individual commitment, and accountability. A program manager must decide which tasks can be assigned and who can delegate them. Understanding what to delegate and how to delegate is critical.
2. Planning and Organizing
Programs frequently necessitate strategic visioning and planning skills to align overall program goals and benefits with the organization’s long-term goals. Therefore, the program manager must be skilled at planning and organizing for the best outcomes. Aside from the program schedule, creating a Work Breakdown Structure (WBS) for the program at the summary level is critical. It also allows control accounts to manage cost, schedule, and scope. In addition, a well-designed Work Breakdown Structure (WBS) helps organize the team at the start of a program and makes change management easier.
3. Communication
A program manager must be a good communicator. Effectively moving information between project resources is critical to a program’s success. To ensure the success of the team and project, the program manager must be able to negotiate effectively and use persuasion when necessary.
Thus, effective communication entails breaking down barriers within and across projects and functional departments.
Communication “hard skills” include gathering and disseminating performance data, such as status reports, progress measurements, and forecasts. In addition, the program manager must communicate effectively with the program and project teams, top management, and stakeholders. For the project’s success, vertical and horizontal communication must be fluid and transparent.
4. Ethics and Ethical Values:
One of the key aspects of effective program management is ethics.
The Code of Ethics & Professional Conduct emphasizes ethical values such as trust, honesty, accountability, respect, and fairness—these five values foster team harmony and professionalism, which leads to project success. Building trusting relationships across cultures, time zones, teams, and departments aids in the smooth operation of projects.
Trust is the common thread that connects different cultural differences, disparate work cultures spanning multiple time zones, team members with different behaviors, and departments with distinct objectives. A project leader must grasp this and cultivate trustworthy relationships.
Treating people fairly and demonstrating responsible, ethical behavior toward subordinates creates a working environment where employees feel safe, protected, and confident that there is no room for injustice or discrimination.
5. Internal and External Stakeholder Engagement
The program manager must be able to focus on both internal and external stakeholders simultaneously. Identifying and documenting all individuals or organizations impacted by the program and its projects and pertinent information about their interests and involvement significantly impacts program and project success. This process enables dealing with internal stakeholders (other project managers, senior managers, and the like) and external stakeholders (other agencies and regulators).
6. Political Understanding
Another skill that the program manager must have is the ability to understand the organization’s political environment. This understanding includes the political aspects of networking and strategic thinking to make the best decisions. With a solid understanding of the political environment, the program manager must form positive relationships to realize the program’s full benefits when the activities are transitioned to gain leverage and buy-in for overall program success. According to PMI’s The Standard for Program Management, well-managed stakeholder expectations and established buy-in can ensure program success. Knowing the firm’s working dynamic and environment is critical to the program manager’s success.
7. Knowledge management
A successful program manager should have a solid understanding of the organization and its business practices and familiarity with the technologies used in the program’s projects. In addition, program managers must have “hard skills” such as technical expertise and detailed cross-functional knowledge. This knowledge keeps the PM from being unduly influenced by functional experts who either have a plan or make decisions based on limited information.
The program manager is responsible for interpreting, implementing, and reviewing program policies, procedures, and requirements and communicating these to all program team members and project managers.
8. Financial Management
In today’s environment of scarce and competitive resources, program managers must understand how to finance their programs with speed, economy, and efficiency. Program managers are in charge of budgeting and calculating the return on investment (ROI). Therefore, they must be familiar with the program’s financial aspects to keep the budget under control at all times. In addition, they will be required to make decisions that will directly impact the budget and ROI for all projects within the program; therefore, program managers must be knowledgeable about the financial issues involved.
9. Risk management
Program management works tirelessly to reduce business risk. However, a project with no risk has little potential for reward. Effective risk management necessitates identifying risks, assessing their potential for harm, and developing plans to address the threats. Program managers are in charge of gathering all risks from functional teams and leading the team through a risk analysis exercise to determine which risks are program-level and project-level.
The program risks are then classified and prioritized based on their potential impact on the program. Finally, a similar exercise is performed to mitigate project risks throughout the life cycle to reduce overall program risk.
10. Project and Process Management
Transitioning from project management to program management necessitates a greater emphasis on the horizontal domain and less on technical capabilities. This action requires the program manager to prioritize strategic efforts over tactical skills, which can be delegated. Therefore, the program manager must have excellent project and process management skills, ideally with prior project management experience.
Managing program complexity through efficient and effective project management is critical for program management. Program management imposes structure and provides a framework that breaks down the complexity of managing a group of dynamic, time-limited projects into more manageable and cost-effective elements. This framework is critical for planning, scheduling, budgeting, and quality control. In addition, a program manager with strong core project and process management competencies can successfully lead between and across multiple projects.
Leadership Styles for Future Project/Program Managers
One of the potential success factors for both program and project managers is leadership style. A project manager can become a great project leader by understanding leadership styles and their impact. As a result, the program and project managers must determine the best leadership style for each project team. Some of the most common project management leadership styles are:
Leadership Styles for Future Project/Program Managers
1. Coaching leadership style
The coach’s leadership style is one of the most advantageous to employers and employees. But unfortunately, because it takes more time than other types of leadership, it is also one of the most underutilized.
2. Visionary leadership style
A visionary leadership style is advantageous for small, rapidly growing, and larger organizations undergoing transformations or corporate restructuring.
3. Servant leadership style
Servant leadership is an excellent leadership style for organizations of any size or industry, but it is especially common in non-profits. These leaders excel at boosting employee morale and reinvigorating employees’ interest in their work.
4. Autocratic leadership style
Autocratic leadership can benefit organizations with strict guidelines or industries that rely heavily on compliance. It can also benefit employees who require extensive supervision, such as those who need more experience. However, this leadership style can stifle creativity and make employees feel confined.
5. Laissez-faire leadership style
Unlike autocratic leadership, laissez-faire leadership focuses on delegating many tasks to team members and providing little supervision. Furthermore, because a laissez-faire leader spends less time managing employees, they often have more time to devote to other projects.
6. Democratic leadership style
The democratic leadership style is a hybrid of autocratic and laissez-faire leadership styles. Before making a decision, a democratic leader solicits and considers feedback from their team. This style is frequently credited with increasing employee engagement and workplace satisfaction because team members believe their voices are heard, and their contributions are valued.
7. Pacesetter leadership style
One of the most effective ways to achieve quick results is to set the pace. Pacesetter leaders are mainly concerned with performance, frequently setting high expectations and holding their team members accountable for meeting them.
8. Transformational leadership style
Like the coaching style, the transformational style emphasizes clear communication, goal-setting, and employee motivation. However, the transformational leader is motivated by a commitment to organizational objectives rather than putting most of one’s energy into each employee’s goals.
9. Transactional leadership style
A transactional leader, similar to a pacesetter, is laser-focused on performance. Under this leadership style, the manager establishes predetermined incentives, usually monetary rewards for success and disciplinary action for failure. However, unlike pacesetter leaders, transactional leaders are equally focused on mentorship, instruction, and training to achieve goals and reap the rewards.
10. Bureaucratic leadership style
Bureaucratic leaders, like autocratic leaders, expect their team members to adhere strictly to the rules and procedures. The bureaucratic style focuses on fixed duties within a hierarchy. Each employee has a set list of responsibilities, and collaboration and creativity are not required.
Adapting Agility during Digital Transformation
Thriving in today’s competitive environment is a difficult task. Businesses must find ways to keep up with the trends as almost every industry is rapidly evolving, fueled by technological advances. As a result, many adopt an agile mindset to remain sustainable and efficient.
The ability of a company to change or adapt quickly to market changes is referred to as business agility. The idea is to manage operations and resources flexibly and responsively to maximize business value. Concurrently, digital transformation is upgrading business processes using modern technologies to improve performance and overall efficiency.
Based on the agile project management philosophy, the business approach is gaining traction among forward-thinking organizations. It enables them to recognize and capitalize on potential opportunities ahead of the competition. Companies concentrate on three key areas for improvement:
• Strategy
• Organization
• Operations
Business agility is no longer an option in the age of digital transformation. Instead, it is an essential component of any successful business. As technology changes the world at breakneck speed, the program manager must be adaptable and develop alongside it.
Are Program Managers adapting to the agile environment?
Traditional project management entailed following a pre-defined plan to achieve pre-defined goals. However, in an agile environment, the concept of “done” is rapidly becoming obsolete. So, what does it take to manage projects effectively with constantly shifting requirements?
• Managers must first understand their organization’s goals when implementing agile workflows.
• Following that, they must reconsider their success metrics: rather than meeting a predetermined budget, timeline, or scope of work, project managers should focus on metrics such as development cycle time and the proportion of decisions made based on objective data.
• Finally, agile project managers must continuously examine their processes and seek to adapt and improve themselves to meet the evolving needs of their customers and coworkers.
Skills for a Hybrid Working Environment
Flexibility takes many forms as the world enters the “new normal” of business. However, the new flexible work models present some difficulties. To be successful in hybrid work, specific skills are required. Here is a list of five skills to concentrate on as you prepare for the new work environment.
Skills for a Hybrid Working Environment
1. Technology and Processes
2. Online Security
3. Communication
4. Team-Building
5. Leadership
Every organization’s flexible work patterns look different. Additionally, there is no “one-size-fits-all” approach to implementing a hybrid work model. But, regardless of the circumstances, one thing is certain: training will be critical to your success.
Relevant information is critical. The right delivery methods are also important if you want them to stick. Finally, reaching and engaging your employees is critical to providing meaningful training. Use the best digital solutions to level the playing field for both in-office and remote employees. No matter where your employees are, the right approach will set them up for success.
Significance of Upskilling Project/Program Managers
Project/Program managers are valuable professionals who can work in various industries. It is frequently a highly sought-after position with numerous responsibilities. According to a study by PricewaterhouseCoopers, project management is critical to business performance and organizational success for 97% of organizations.
To ensure that a project management career takes off, one must have a mix of technical and soft skills. The top eight skills are listed below.
Significance of Upskilling Project/Program Managers
• Leadership
• Budgeting
• Communication
• Time Management
• Risk Management
• Problem Solving
• Organizational
• Planning
The world of project and program managers has changed significantly in the last few decades, with increased competition and the drive for efficiencies forcing companies to work differently. As project managers advance in their careers, they gain experience managing multiple related projects and making decisions that advance strategic and business objectives. As employers seek program managers to support the organization’s strategic goals, PgMP® credential holders will have a distinct advantage in employment and promotion opportunities over their peers.
How PgMP aids in gaining program managers’ knowledge
The Program Management Professional (PgMP®) certification is a visible indication of advanced experience and skill. As a result, it gives one distinct advantage in employment and promotion. As on 6th June 2024, there are 6,358 PgMP® that exist worldwide. The PgMP® is intended for professionals who have advanced in their careers and can manage multiple projects to ensure the success of a program. Furthermore, PgMP® holders are expected to manage complex tasks across multiple organizations, geographic locations, and cultures.
PgMP® Certification Benefits
PgMP Certification Benefits
Enhanced Strategic Decision-Making:
The PgMP® certification equips program managers with the skills to make strategic decisions that align with organizational goals, ensuring the successful integration and delivery of multiple projects.
Improved Stakeholder Engagement and Communication:
Certified PgMPs are trained to effectively engage and communicate with stakeholders at all levels, fostering trust and ensuring stakeholder needs are met throughout the program lifecycle.
Mastery in Benefits Management:
Gain expertise in identifying, planning, and realizing program benefits, ensuring that the program delivers measurable value to the organization and its stakeholders.
Robust Governance Frameworks:
Learn to develop and implement robust governance frameworks that ensure program alignment with strategic objectives, risk management, and compliance with organizational standards.
Also, while preparing for PgMP® Certification, you will learn the best practices for conducting your programs more efficiently and achieving great results for your organization. This aspect might assist you in securing better pay and a higher position. In addition, you will be recognized as a certified program manager.
Final Thoughts
Program management will only be effective if the anticipated benefits are realized and effective leadership is at the top. Often, programs fail to achieve the organizational goal due to a lack of management skills in dealing with the program’s complexity and demand. Competence and skills are entirely different concepts, with skills acquired through training and competence referring to the level of proficiency in applying the acquired skills. The skills and competencies of a program manager and a project manager are similar. Still, those of a program manager are expected to be deeper and much more strategic in aligning a series of projects.
When program managers use their unique perspectives and insight to guide programs in the most strategically advantageous way, they can provide long-term value for the company’s vision and direction. Any organization that manages more than one project at a time will benefit from the assistance of a program manager.
by DharamCW | May 29, 2024 | Program Management
Implication Of Organizational Capacity On Project Delivery | Justin Buckwalter | Dharam | Episode 17
Exploring the critical link between organizational capacity and project success, Episode 17 features insightful discussions on key aspects:
1. How does the scalability of organizational capacity influence project adaptability in dynamic business environments?
2. How can organizational capacity influence project risk assessment and mitigation plans?
3. What strategies enhance an organization’s capacity for handling simultaneous or complex projects, and what unique challenges differentiate managing these projects from others?
4. What challenges arise when scaling project delivery capabilities to meet increasing organizational demands?
5. Discuss the influence of stakeholder engagement and communication on leveraging organizational capacity for project success.
6. How does organizational capacity affect adaptability and responsiveness to changing project requirements or unexpected obstacles?
7. How can organizational capacity be measured and improved to optimize project delivery outcomes?
Stay informed and enhance your project management skills by delving into these crucial insights.
🚀 Seize the opportunity to Elevate Your Project Management Career:
– Register for my upcoming PMI Certification Success Story Webinars: https://bit.ly/4aVhrd6 / https://bit.ly/3QeVhKF
– Book an obligation-free consultation session on Project management Career, training, and certifications: http://talktodharam.com
– Discover training offers and certification discounts: https://bit.ly/3jWVepD
– Stay updated with our Q&A series and certification success stories by subscribing to the vCare Project Management YouTube channel at https://bit.ly/2YF0wJl
– Follow my podcasts and interviews with Project Management Experts on YouTube at https://bit.ly/2NDY8wd
by DharamCW | May 25, 2024 | Agile and Scrum Practices
Scaling Agile In Organization | Thomas Walenta | Dharam Singh | Episode 65
Join Thomas Walenta and myself as we delve into critical aspects of large-scale agile transformations. Learn about the role of leadership in fostering an agile culture, common networking mistakes at Agile meetups, managing technological risks, addressing integration challenges, preventing technical debt, and tracking success with essential KPIs and metrics.
– Why do large-scale agile transformations fail?
– Can you explain the role of leadership in fostering an agile culture during the scaling process?
– What are the most common mistakes when networking at Agile meetups?
– How do project managers manage technological obsolescence risk with Agile methodologies?
– How do you address integration challenges when scaling Agile across multiple teams and departments with different technologies and toolsets?
– What techniques can be employed to prevent the accumulation of technical debt in a rapidly evolving Agile setting?
– What key performance indicators (KPIs) and metrics are essential for tracking the success and efficiency of Agile practices at scale?
– How can organizations implement effective monitoring systems to identify and address issues quickly in a large-scale agile environment?
🚀 Seize the opportunity to Elevate Your Project Management Career:
– Register for my upcoming PMI Certification Success Story Webinars: https://bit.ly/4aVhrd6 / https://bit.ly/3QeVhKF
– Book an obligation-free consultation session on Project management Career, training, and certifications: http://talktodharam.com
– Discover training offers and certification discounts: https://bit.ly/3jWVepD
– Stay updated with our Q&A series and certification success stories by subscribing to the vCare Project Management YouTube channel at https://bit.ly/2YF0wJl
– Follow my podcasts and interviews with Project Management Experts on YouTube at https://bit.ly/2NDY8wd
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