by DharamCW | Aug 14, 2020 | General
Responsibility and Responsiveness have the same Latin root, Responsus. Responsible means being morally accountable for one’s actions. Responsive means reacting quickly with positive outcomes for all. In today’s digital world, your customers, irrespective of whether they are internal or external, are looking for faster response times, coupled with the appropriate action. Even some large organizations have been unable to compete with small players because of being non-responsive.
Today’s organizations and their projects need to be both responsive and responsible on a day-to-day basis. Especially when handling and delivering projects, a project manager, needs to be both responsible and responsive.
Defining Responsibilities
Right from the startup stage the project board or the corporate must define attributes such as tolerances, change authority, severity ratings, priority ratings, project initiation related documents etc., In fact, right from the business case validation stage, various responsibilities need to be assigned to stakeholders such as Corporate Management, Executive, Senior Users, Senior Suppliers and Project managers. Defining the responsibilities helps to bring upon the clarity on the job function they need to perform. It also helps in the alignment with business goals and brings about a common vision.
Responsibility
In the Project Management Office, different stakeholders have a different set of responsibilities for effectively meeting the project objectives in alignment with the program or portfolio objectives.
Examples of PMO Responsibilities would include:
- Aligning the project resources and their goals towards project work and organizational strategy
- Establishing governance structure and coordination of the same
- Performing portfolio management functions
- Ensure strategy alignment
- Tracking benefits realization
- Managing and Tracking data related to projects
- Administration to support project/project team.
- Managing communication to multiple stakeholders
- Defining roles and responsibilities
PMO Responsibilities
When the corporate management sets a mandate, they also set forth any standards to be fixed or followed. An outline of the expected benefits will be shared. Senior Users will outline the desired outcome, anticipated benefits, etc.,
Project Managers Responsibilities
Project Managers responsibilities cut across Planning, Organizing, Leading, Monitoring, Communicating and Managing the risks. Responsibilities need to be well defined and communicated effectively. It is always recommended to have well established and agreed, roles and responsibilities for all the people involved in the project as it will be a means for effective communication. This aspect will also apply to the other stakeholders in a project. A Project manager will be playing multiple roles and will have larger responsibilities in a project assigned to him/her including but not limited to Quality Control, Management Reporting, Risk Planning, etc
Project Manager | Roles and responsibilities
The Project manager must do justice to the roles and responsibilities he/she is assigned and needs to cultivate the necessary skills to do so. Skills such as communication, negotiation are some other essential skills to name a few. The project manager also assesses and reports on the project performance during the closure stage.
Establishing Responsibilities
Responsibilities come along with the role. One person might play a different role and might take up different responsibilities based on that. These responsibilities can be accomplished using various tools and nature of the business and operational aspects aligned with the goals. How can this be done?
- Audit what you have from an organizational standpoint, i.e. take inventory of Staff, Roles in the company.
- Identify business operations and enumerate the tasks being performed in it.
- Identify the gaps between project-program-portfolio
- Identify functions that are lacking and in what functional area.
- Identify required new positions, eliminate positions which are becoming irrelevant, and process which is no more required, etc.,
- Outline Job Role, Description, Task/Functions, Responsibilities, Skills required, Experience needed, Performance indicators, etc.,
- Prepare final organization chart for the project.
- Get to the Collaborate, Review and Approval process at the executive level.
- Establish RACI – Responsible, Accountable, Consulted and Informed
- Communicate the roles and responsibilities across the organization through RACI
Establishing responsibilities
Importance of RACI and how to get that done
When implementing the roles and responsibilities, it’s also easier to bring upon the necessary changes through RACI Rollout.
- Responsible – Doing the Task – The person/role which is going to act on the task
- Accountable – Owning the job – Responsible for the overall completion
- Consulting – Consulted/Assisted during the task analysis/planning/execution/completion – Mostly individual
- Informed – Keeping aware – Making cognizant of the task-related progress. Can also give feedback
Responsibility Assignment Matrix
RACI charts would be deployed across different phases of the project and various stakeholders’ groups with roles. When clarity and focus are established with the help of the RACI charts, it can bring upon good results as they remove ambiguities in communication.
Problems in owning responsibilities
Responsibilities are effective only when the person/role can do something about a problem and provide actionable oversight for the group or stakeholders where the problem occurs.
- What are the different existing issues concerning owning up of responsibilities?
- Why people are not owning up are having problems in taking responsibilities?
Problems in owning responsibilities
Some reasons could be:
- Fear of failure
- Lacking interest in the areas of responsibilities
- Missing deadlines
- Challenging tasks
- Inability to take risks
- Lack of trust with the team members and stakeholders
- Unfair treatment by team leaders and members
- Frequent excuses
Having these problems, how can we resolve them or how can we encourage ownership by responsibility?
Just replacing people would not solve the problem. Rather leaders need to back them and identify the different perspectives and indicators mentioned above in the context of the issues and help alleviate them. Take initiatives to help them by providing training, skill up-gradation courses, aided with additional resources and tools that could support decision making. Allowing them to make mistakes and backing them up could be a way forward. Having frequent interactions with the project managers would be very helpful to solve problems and providing constructive feedback on how it can be handled better would be of definite help. Reinforce or communicate the roles and responsibilities and their alignment with organizational goals. Highlight their roles importance and its impact on the organization. Motivate small deeds without micromanaging things.
Find the right people
Being Responsive
Nowadays, being responsive has been one of the key factors which are part of the CSAT (Customer Satisfaction) quarterly evaluations in large engagements. So, responsive is an essential ingredient required for any project engagement from a holistic perspective which needs to be reflected across the project team. Its core components are value and speed. It is contrary to being reactive, which is acting without any specific plan or giving due thoughts and given as an excuse for speed.
Being responsive will become a critical component when there are specific deadlines to be met. Examples of such projects would be GDPR compliance, HL7 migration, Compliance within a timeline, as any delays would attract huge penalties. In such cases, the project managers who need to act on matters of urgent/immediate basis, with risks also involved, need to think of long term and short-term goals to be accomplished without giving in to any knee jerk reactions.
Becoming more responsive will take time and would require bringing upon a daily incremental change at the behavioral level. This activity would naturally be inhibited both in Leadership and team level. However, we all know that procrastination is the biggest enemy for being responsive. Here are five ways in which you can improve your responsiveness in projects.
- Identify and note down the events where you became reactive in the past.
- Practice mindfulness and at the same time, be aware of a timeline to respond. Try the SOBER Method (Stop, Observe, Breathe, Expand, and Respond mindfully)
- Understand the culture shift in Agile methodology
- Identify and categorize the areas you can practice being responsive.
- Adopt tools such as Agility Evaluation Matrix, Todo List, Kanban Board, Alerting Tools etc.
Becoming more responsive
After the implementation of these tools and methods, how will one know and track whether improvements are happening? Evaluation can be carried out at different levels, and some examples are provided here. Questions which might lead an evaluation of responsiveness improvement could be,
- How much time does it take to respond to queries?
- How much time do we choose to respond to emails on project engagements?
- How much are we addressing/adhering to SLAs with our response for the first time?
- How many outcomes have been successful with this change in responsiveness strategy?
- How many times have we missed being responsive, and has it been escalated?
Handling problems of Poor Responsiveness
Project managers, most of the time, are responsive due to their experience and maturity. But in some cases, their responsiveness might be impacted due to dependencies. Though, it is always important to remember that expectation on the project team being responsive falls under their responsibility. What can be done in this case?
Being Responsive
Be responsive first. Walk the talk. Always our followers inspire from us. As a lead project manager, you must be responsive with respect to key communication made with the peers and followers. When he/she walks the talk about being responsive, they would be the one who acts first and be demonstrable on the expectations.
Make any expectations explicit and set up an SLA on when you expect a response on your communication. Be fair with them. Define timelines when you want them to respond – in hours, days, weeks. Also, ask about how quickly they want your responses to be. Make it a two-way road.
Be Proactive if the other person is not responding according to the timeline, and follow-up to remind them. Contact them for an acknowledgement. Ask again and follow up with them if they drop the ball. Ask them if they have any other dependencies which you can help to get resolved if its a top priority.
Being responsible and responsive are both important in the current business world. Communication holds the key to being both responsible and responsive. Being mindful of these can help one to be a successful project manager.
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by DharamCW | Jun 20, 2020 | Personal
Walking down the memory lane
When one reaches the pinnacle of one’s career, one begins to reflect upon the difficult journey that led one here. This is precisely the frame of mind that I find myself in, now that I have reached a new era in my life, today being my 50th birthday. As a mentor and life coach, I believe that it is my responsibility to share my life experiences and leave behind a legacy for future generations to look up to. Hence, I have decided to shed some light on my personal life, starting with my childhood which is a topic that I have rarely discussed before.
Humble Beginnings
To set the scene, imagine a simple village in the Indian countryside in the year, 1970. My childhood was marked by the simple pleasures in life just as it was by the lush foliage and greenery that encompassed me. Despite one’s tendency to view such memories through rose-tinted glasses, my childhood was not entirely a bed of roses, for I was born with a congenital physical deformity which materialized in the form of clubfoot on my left limb. It is important to note that society wasn’t very open-minded or progressive back then, especially in the rural parts of the country. Those who had my condition oft ended up as paupers who begged on the streets, with little to no prospects of landing a decent living. To top it off, I was an introverted child who shunned large gatherings and dreaded the stage. One can only imagine how lowly I regarded myself at the time, for I had not the ambition to yearn for an estimable livelihood. Hence, I owe my current success to my parents and teachers, and I am eternally grateful for their timely guidance and perpetual upliftment. I am also indebted to yoga, which entered my life during this trying period, for imbibing me with the spirituality that has served as a coping mechanism for helping me deal with my physical condition.
A spark was lit, From India to Australia
A spark was lit, From India to Australia
With a specific focus and determination to succeed in my education, I successfully achieved the National Talent Scholarship (NTS), in 1987. Conducted by the National Council of Educational Research and Training (NCERT) I was one among the 700 nationally to achieve this scholarship by passing the National Talent Search Examination (NTSE). Spurred by my parents, I began to dream big, and I set my sights on the prestigious Harcourt Butler Technical University (HBTI) for my higher education. After graduating, I bagged a lucrative government job as a Junior Manager at a Public Service Undertaking (PSU), viz. The Steel Authority of India Limited (SAIL). For most professionals, this would be a jackpot and a gold mine because government jobs offer numerous amenities and benefits in addition to a solid retirement plan. However, I was not like most people. When I say that I had dreamt big, I really meant it. After four years, I left the security of my cushy government job and re-entered the job market in a project manager role. However, my career pushed me to the next level and pushed me to Australia because of the immense opportunities. This was unquestionably a gamble on my part because I was risking my job security through my decision to migrate to a foreign country. Program/Project managers need to continually find success because our jobs are meted and evaluated based on the success of each project. But, my efforts paid off as I was able to consistently land my desired postings at established Multinational Corporations (MNCs) such as HCL Technologies and Westpac, where I spent a year each and HP, where I spent seven years. This was no small feat, as it was the late 1990s, and immigration was still a vague concept in India.
Moreover, I was an Indian-origin manager at Australian firms managing professionals from diverse origins but majorly native Australians. Meanwhile, I was working on obtaining professional certifications, starting with the Project Management Professional (PMP). I was able to land a government contract within Australia at the Department of Immigration and Citizenship (DIAC Canberra) which was a significant milestone for a person of Indian origin such as myself. Alongside other contracts at major firms such as the NSW BusinessLink, AAPT and the City of Gold Coast, I was also rising up the ranks within the Sydney chapter of the Project Management Institute (PMI), where I volunteered to serve as the Certification Director and Secretary, which is one of my most monumental achievements. In a wonderful turn of events, I got to work with HP for a second time where I was able to leverage my newly acquired skill set to good effect. Subsequently, I got to work at Infosys, Westpac and then, Telstra, which is Australia’s largest telecommunications company.
Yet, out of all this, the endeavour that is dearest to my heart is undoubtedly my very own company that I founded in 2011, viz. “vCare Project Management”. As the CEO as well as being the leading trainer of the company, I play a central role in personally training all of my students in the various facets of project, program, portfolio management and many more. I have also been an official training partner at the Melbourne and New Zealand branches of the Project Management Institute from 2015 to till date.
The United States
The United States
Having spent more than two decades of my life in Australia, I was honoured its citizenship a few years ago. This was a result of my continuous commitment to the people and the country of Australia. Today I am a proud citizen of Australia, and I carry its values wherever I travel. But time had different plans for me when, due to certain personal and professional developments, I had to migrate to the West Coast of the United States, which is where I am currently residing.
California has arguably the most competitive work environment in the entire world, but I am still able to make an impact through my work. At vCare Project Management, I train individuals to be better project-program-portfolio management professionals and also achieve success in the intense examinations that are required for obtaining the most elusive project management certifications, viz. the PgMP® and PfMP®. Through my systemic approach, I unleash their full potential, which subsequently enables them to turn their aspirations into reality. I am ecstatic to report that every single one of my trainees has landed the PfMP® certification and an astounding 86% of them has cleared the PgMP®. To put that into perspective, there are only a mere 3200 PgMP®s across the globe, 274 of whom are my alumni. In 2019 alone, 49 of the global PgMP®s were my students who constituted 20% of the graduates for that year. Backed by the statistics of such a substantial student success ratio, I can proudly proclaim to be the highest producer of PgMP®s. I have visited and conducted training programs and boot camps in most of the major cities of the world.
Given that my profession necessitates extensive travel, I believe that through my diverse experiences, I can claim to be a true global citizen. In February of 2017, I was conferred the prestigious “Global Training & Development Leadership Award” from CHRO Asia at the 25th World HRD Congress, which holds a special place in my heart. I have received hearty testimonials from over a hundred pleased students who have attended my program, and they can testify to its effectiveness. I also continue to hold free webinars on my YouTube channel where I invite other experts of project, program and portfolio management. Truly, words cannot describe how glad I am to know that I have impacted the lives of so many people despite hailing from a humble background.
Giving back
YiPEE Yoga
Staying true to my core beliefs, I have not lost touch with my roots. I am still an avid yoga practitioner, and in 2012, I had founded YiPEE (Yoga in Park for Extreme Energy) Yoga, which is a volunteer endeavour that aims to give back to society by raising awareness about the health benefits of yoga. Personally, yoga has played a pivotal role in my life as a coping and healing mechanism. As I had previously mentioned, I was born with clubfoot, and yoga had helped me overcome my physical limitations, so I knew that I had to spread awareness about its potential to help others who may be in a similar position. I had been holding free yoga sessions for over 60 people every Saturday morning at Liberty Grove (Sydney, AU), and everyone was welcome to be part of it. Now I intend to restart the same here in Cupertino, California once the COVID-19 crisis comes to a closure. In disciplining my body and mind, I keep every Saturday as a day for rigorous fasting, with neither intake of food nor water. I am continuously doing this since 2005. As a firm believer in spirituality and karma, I never miss an opportunity to learn more about these subjects from those who are more enlightened, and I strive to remain the ever-conscientious learner.
Reflecting back
If I were to narrate my illustrious career to my younger self, I would have scarce believed that I would transcend my humble beginnings and go on to trot the globe as a trainer and educator for so many professionals. This, more than anything else, stands as a testament to the potency of human willpower. I was, but an ordinary Indian kid with an extraordinary dream and I had managed to go from rural India to a global citizen. So, believe me when I tell you that everyone is capable of rising above their circumstances to an unfathomable extent, provided they possess the pragmatism, insight and perseverance to do so. If you take this to heart and believe in your capabilities, you can be rest assured that others will follow suit.
Note: In a mood of celebration I have decided to discount all my following online PgMP®/PfMP®/E-Learning programs purchased between June 20, 2020, to July 20, 2020, by a further 100$. Use the discount coupon code “DHARAM50” to avail this discount.
Online PgMP® Mentoring Programs – http://bit.ly/2oBKQXQ
Online PfMP® Mentoring Programs – http://bit.ly/39jOZSf
E-Learning Programs – http://bit.ly/3b2HOid
DHARAM50
For any related queries, book an obligation free 15 minutes with me by visiting talktodharam.com or drop an e-mail to [email protected].
by DharamCW | Nov 20, 2019 | Podcast
Heartiest Congratulations to Gurusubramanian Swaminathan for passing his PgMP® exam on November 13, 2019. Guru is a PMP® and now is a PgMP®. He works as a Senior Project Manager at Seven Consulting, Sydney, Australia. Guru was committed, focused, and motivated enough to spend time for PgMP® exam preparation amidst his busy schedule. His dedication and focused approach helped him to pass his exam with flying colors.
Our PgMP® Success Story
With immense pleasure, Guru has agreed to share his success story with us. I invite everyone to attend this free webinar on November 22, 2019. In this webinar
- He will share his lessons learned and talk about his exam preparation strategy
- What books did he refer?
- How much time did he allocate for his exam preparation?
- How he controlled his exam?
- Do’s and Don’ts in PgMP® exam preparation
Webinar Topics
I will also share my tips to prepare and pass the PgMP® exam in your first attempt. You can watch this free webinar at your comfort and gain 1 PDU as an added benefit.
You can join this webinar by clicking here.
Webinar Link : https://attendee.gotowebinar.com/register/472657361990808332
Webinar Time Zone
What Guru has to share about me?
Based on the LinkedIn recommendation,
Testimonial
Why PgMP®?
For the certified program manager professional (PgMP®), the certification opens various opportunities for climbing up the professional ladder. Along with the experience you already possess, the credibility of PMI will come in very handy. As a program manager, your leadership will be instrumental in obtaining myriad benefits for your organization. You are managing multiple, related projects in a coordinated way, achieving advantages that will not occur if the projects were handled separately. As such a crucial team leader, the qualifications you have acquired must reflect the benefits you can bring to any team.
What is PgMP®
As a certified program manager, you demonstrate your ability to lead, manage, and direct programs. One of the primary goals of the certification is to display the certified program managers within your high-performing organization, as well as in the international program and project management community. It ensures you have an elite reputation to stand out from the crowd.
PgMP®
If you have any questions or clarifications, you can book a 15 minutes obligation free session with me at talktodharam.com
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