Boss: DEV, THE CUSTOMER HAS RAISED QUALITY CONCERNS ON THE CODE. WE NEED TO TAKE QUICK ACTION TO ADDRESS THE ISSUE.

Dev: DON'T WORRY, BOSS. WE HAVE GOT ADDITTIONAL QUALITY RESOURCES FOR THIS PROJECT.

A few weeks later, quality concerns still continue.

Boss: DEV, WHAT'S HAPPENING? WHY IS THE CLIENT STILL UNHAPPY?

Boss: DID WE NOT GET MORE QUALITY RESOURCES ON THE PROJECT?

Dev: BOSS, I HAVE A SOLUTION. I THINK WE SHOULD HIRE DEVELOPERS WHO ARE GOOD AT CODING.

Boss(Thinking): NOT SURE ABOUT QUALITY PERSONNEL AND DEVELOPERS BUT I THINK I SHOULD HAVE DEFINITELY HIRED A GOOD QUALITY PROJECT MANAGER IN THE FRIST PLACE.

Plan, Manage and Control the Quality of Deliverables
As a project manager, one should determine the quality standard required for project deliverables, recommend options for improvement based on quality gaps, and continually survey and control project deliverable quality.

Boss: HEY DEV, I SEE YOU WORKING LATE HOURS EVERY DAY. IS EVERYTHINK OK?

Dev: I AM WORKING ON TEMPLATES FR RISK REGISTER AND WORK BREADOWN STRUCTURE (WBS)

Boss: CREATING FROM SCRATCH?

Dev: YES, BOSS! CREATING TEMPLATES FOR THE RISK REGISTER AND WBS FROM SCRATCH TAKES TIME.

PMI Membership
Do not reinvent the wheel. Become a PMI member and get access to 1000+ free tools and templates that help you to be more efficient and productive.

Boss: DEV, I HAVE BEEN INFORMED THAT YOU HAVE BEEN LEAVING OFFICE EARLIER THAN THE STIPULATED TIME. ANY SPECIFIC REASON?

Dev: I AM INVESTING THAT TIME IN IMPROVING MY LEADERSHIP AND BUSINESS MANAGEMENT SKILLS...

Dev: WATCHING INSPIRATIONAL DOCUMENTARIES ON NETFLIX TO IMPROVE THESE SKILLS.

Boss(Thinking): ARE THERE ANY MOVIES TO IMPROVE COMMON SENSE TOO?

Role of a Project Manager
While technical skills are core to project management, companies are seeking added skills in leadership and business intelligence - competencies that can support longer-range strategic objectives that contribute to the bottom line.

One on One Meeting between Supervisor and Project Manager

Boss: JAY, THIS MEETING IS TO DEEP DIVE INTO THE REASONS FOR PROJECT FAILURE. FIRSTLY, YOU NEED TO BE PRESPICACIOUS TO DEAL WITH CONVOLUTED PROJECTS. ALSO, REMAIN LIMPID DESPITE CABBALISTIC SITUATIONS...

(BLAH, BLAH, BLAH)

HOPE YOU GOT THE DRIFT

Jay: NOT EXACTLY, BOSS ACTUALLY, I DRIFTED AWAY AS YOU WERE SPEAKING.

Project Communications Management
Project leadership calls for clear communication about goals, responsibility, performance, expectations, and feedback. Communicating in a clear and precise manner is paramount to understanding the key messages.

Boss: HARRY, IS THE PROJECT RISK REGISTER UP-TO-DATE? I SEE ONLY ONE RISK. CAN YOU ELABORATE?

Harry: BOSS, MANAGING CIENT ESCALATIONS IS ANY PROJECT'S ULTIMATE TRUTH. AND THIS RISK PRACTICALLY COVER ALL RISKS.

Boss: HUH!

Risk Register
A risk register is a document that is used as a risk management tool to identify potential setbacks within a project. This process aims to collectively identify, analyze, and solve risks before they become problems. And effective risk identification with appropriate mitigation helps in meeting client expectations

Boss: DEV, IN EVERY REVIEW, YOUR PROJECT IS SLIDING SOUTH RAPIDLY. WE NEED TO ARREST THE DECLINE. WHAT DO YOU PROPOSE?

Dev: I HAVE AN IDEA!

Boss: AND WHAT'S THAT DEV?

Dev: IT'S SIMPLE. LET US REPRESENT THE DELAY IN WEEKS INSTEAD OF DAYS.

Project Monitoring and Controlling
Setting a threshold limit for any deviation from the planned events and measurable values will enable swift decision-making when things don't go as planned. Also, important to determine appropriate governance and define escalation paths to facilitate early project recovery.

Boss: TEAM, OUR LEADERSHIP HAS DECIDED TO IMBIBE A "STARTUP CULTURE" TO FOSTER INNOVATION AND AGILITY

Team-members: YAY! THAT MEANS... CASUAL DRESSING, TT TABLE, FLEXIBLE HOURS, SLEEPING PODS, FREE SNACKS...

Boss: WELL, I MEANT A STARTUP WITH LIMITED FUNDING. LONG WORKING HOURS, LIMITED RESOURCES, TAKING OWNERSHIP, AND POSSIBLY MORE STRESS!

Jay(Thinking): HUH!

Work Culture
Organizational culture is made up of the attitudes, values, beliefs, and behaviors of its leaders and employees and underlying assumptions. Changing an organization’s culture could be an uphill battle. Like any organizational culture change, there will be those who embrace the change and others who don't. Be prepared for both, and your efforts will be a success.

Boss: DEV, REGARDS THE NEW PROJECT, I WANT YOU TO WORK ALL NIGHT AND PROVIDE ME WITH THE PROJECT CHARTER DRAFT DOCUMENT. IT'S URGENT.

Dev(Thinking): AARGH!!! IS HE OFF THE CHARTS! ASKING ME TO PREPARE A CRITICAL DOCUMENT FOR THIS PRIME PROJECT IN SO LESS TIME.

Project Charter
It is an important document and is the basis for how the project can evolve. The charter includes high-level information such as the purpose, business needs, scope, objectives and constraints, main stakeholders, risks identified, benefits, and a general overview of the budget.

Boss: DEV, I HAVE YOU THE BEST TEAM FOR YOUR PROJECT. HOW COME IT IS BEHIND SCHEDULE?

Boss: WHAT DID WE MISS HERE?

Dev: THE RIGHT SKILLS!!!

Building a team
Appraise stakeholder skills and deduce project resource requirements. Then continuously assess and refresh team skills to meet project needs.

A team member has resigned and the knowledge transfer process is being discussed.

Boss: HOW ARE WE MANAGING THE KNOWLWDGE TRANSFER BEFORE GARY'S NOTICE PERIOD ENDS?

Dev: DON'T WORRY, BOSS! IT'S UNDER CONTROL. I AM RECORDING ALL THE SESSIONS.

Boss: THAT'S GREAT! THE NEW JOINEE SHOULD BENEFIT FROM THE SAME.

Dev: YOU CAN ALWAYS COUNT ON ME!

Gary's notice period has come to an end.

Boss: HOW IS THE ONBOARDING PROCESS COMING ALONG WITH THE NEW JOINEE.  HOPE ALL IS UNDER CONTROL!

Dev: NOT REALLY, BOSS...

Dev: ...SOMEHOW THE RECORDED SESSIONS DID NOT GET SAVED IN THE REPOSITORY. ICAN'T FIND THE SAVED FILES NOR LOCATE GARY.

Boss (Thinking): ONLY GOD CAN SAVE YOU AND THE SAVED FILES, NOW!!!

Ensure knowledge transfer for project continuity
Discuss project responsibilities within the team, outline expectations for the working environment and confirm the approached for knowledge transfers.

Boss: MAYA, I AGREE THAT YOU AND DEV HAVE THE SAME POTENTIAL AND CAPABILITIES AND DEV GETS PAID MORE THAN YOU.

Maya: THEN WHY DON'T YOU MAKE IT EQUAL?

Boss: DEV HAS A WIFE AND KIDS TO SUPPORT AND YOU DON'T!

Maya(Thinking): AARGH! THAT'S THE WORST EXPLANATION I HAVE HEARD!!!

Promote team member's performance
Appraise team member performance against key performance indicators. Support and recognize all team members and their growth and development equally and without any bias.

Review meeting with a junior project team member

Boss: SHYAM, HAVE WE IDENTIFIED THE PROJECT RISKS? IF SO I WOULD LIKE TO GO THROUGH THEM.

Shyam: BOSS, I DON'T THINK THAT'S NEEDED.

Boss: WHAT DO YOU MEAN NOT NEEDED?

Shyam: RISK ACCEPTANCE IS MY MANTRA AND THE BEST PART ABOUT THIS IS THAT THERE IS NO RISK REGISTER REQUOIRED.

Risk Identification
Identification of risk is important and even more critical is to create a risk response strategy for each of the identified risks in the risk register.

Boss: TINA, DID YOU MANAGE TO CONACT OUT TECHNICAL ARCHITECT FOR THAT ISSUE WHICH WASN'T GETTING RESOLVED

Tina: I DID TRY CALLING HIM. HE IS NEITHER PICKING UP HIS PHONE NOR RESPONDING TO MY CALLS.

Boss: HAVE YOU TRIED REACHING HIM THROUGH WHATSAPP?

Tina: SORRY, BUT THAT CHANNEL IS NOT COMMUNICATION PLAN.

Project Communication Management
Planning the project communications is important to the ultimate success of any project. Inadequate communications planning may lead to problems such as delay in message delivery which can lead to escalation of unresolved issues.

Boss: DEV, THE CLIENT HAS BEEN COMPLANINIG ABOUT PROBLEMS PRESISTING IN THE APP. YOU AID THEY HAVE BEEN ADDRESSED.

Dev: YES, BOSS! THEY HAVE BEEN ADDRESSED ALREADY.

Dev: HE MAY BE REFERRING TO THE ONES WHICH WE HAVE NOT YET OBSERVED.

Boss: OR WHICH YOU AND YOUR TEAM HAVE COMPLETELY MISSED!

Collaborate with stakeholders
Evaluate engagement needs for stakeholders and optimize alignment between stakeholder needs, expectations, and project objectives

Review meeting in progress about project schedule

Boss: SAM, I REVIEWED THE BASELINE PLANE THAT YOU SHARED WIH ME CAN YOU EXPLAINE WHY SO MANY DEVIATIONS AND WHY IS THE PLAN FLUCTUATING SO MUCH?

Sam: DON'T WORRY, BOSS! WE ARE FOLLOWING A NIMBLE AN AGILE STRATEGY. THAT COULD BE THE REASON!

WHAT???

Schedule Baseline
The schedule baseline is used to measure and monitor the performance of a project: the delivered work at a point in time or over a period of time is compared against the baselined planned work at that time.

Boss: TINA, JAY IS COMPLANING ABOUT AN APPARENT CONFLICT BETWEEN HIM AND YOU. ACTUALLY, CONFLICTS WIHIN A TEAM ARE NOT GOOD.

Tina: YES BOSS, I KNOW. BUT I DON'T KNOW WHAT THE REASON COULD BE

Boss: HE SAYS THAT YOU ARE NOT RESPONDING TO ANY OF HIS PROJECT RELATED MESSAGES ON TEAMS

Tina: BOSS, HOW WILL I RESPOND WHEN TEAMS IS NOT INSTALLED ON MY MACHINE I DON'T USE IT.

Team Conflicts
Improve team performance and facilitate conflict resolutions by setting appropriate expectations with the team at project onset.

Maya: HI JOHN, CAN WE HAVE THE WORK ITEMS PRIORITIZED, PLEASE? IT HELPS TO SEQUENCE THEM BASED ON CRITICALITY.

John: SURE, MAYA. I WILL SEND THE DOCUMENT RIGH AWAY.

Maya: JOHN, I JUST CHECKED THE DOCUMENT YOU SHARED. LOOKS LIKE ALL ITEMS HAVE THE SAME PRIORITY.

John: YES, MAYA! I REALIZED LATER, WHY PRIORITIZE WHEN ALL NEED TO BE DONE WITH EQUAL URGENCY.

Work Items Prioritization
Work items include requirements, defects, and other non-functionality-oriented work such as training, vacations, and assisting other teams. All of work needs to be prioritized based on business value, amount of work involved, associated risks and dependencies, etc. it is not just about the implementation of requirements.

Review in progress for a newly started project

YES, BOSS. WE DO HAVE A MAJOR RISK. LOKKS LIKE THIS PROJECT IS RUNNING WITHOUT COMPETENT TEAM MEMBERS.

DEV, DO YOU FORESEE ANY NEW RISKS ON THIS PROJECT?

HUH!

Manage Project Issues
The key is to know the difference between an "issue" and a risk. A risk is an event that has not happened yet but may; an issue is something that has already happened. It is important to recognize when a risk becomes an issue.

Boss: DEV, WE RECEIVED AN ESCALATION FROM THE CLIENT ON YESTERDAY'S DELIVERY.

Dev: I WONDER WHY, BOSS!

Dev: IS IT BECAUSE WE DELIVERED THE PROJECT ON TIME AND THAT WAS BEYOND THE CLIENT'S EXPECTATION?

Boss: NO. DELIVERING A BUGGY PROJECT WAS BEYOND HIS EXPECTATIONS.

Plan and manage the quality of products/ deliverables
Determine quality standards required for project deliverables. Recommend options for improvement based on quality gaps and continually survey project deliverable quality.

THE BOSS IS ADDRESSING THE TEAM DURING A VIRTUAL TOWN HALL MEETING

Boss: DUE TO A SUDDEN SPIKE IN THE NUMBER OF SICK LEAVES THE MANAGEMENT IS INTRODUCING AN INNOVATIVE HEALTH APP WHICH IS MANDATORY FOR ALL TO USE.

Boss: YOU BREATHE INTO THE APPLICATION AND IT WILL DETECT ANY FEVER YOU MAY HAVE. ALSO, IT WILL FIND OUT WHETHER YOU ARE GENUINELY SICK OR FAKING IT!

Address and remove impediments, obstacles, and blockers for the team
A true project leader analyzes the needs of key project stakeholders and determines critical impediments, obstacles, and blockers for the team. He/she prioritizes them and uses networks to implement solutions to remove impediments.

BOSS IS DISCUSSING WITH TEAM MEMBER ON A CONFLICT

Boss: OH! I'M SO SORRY SAM. I WASN'T LISTENING. I GOT BUSY CHECKING MY PHONE. CAN YOU REPEAT EVERYTHING YOU'VE SAID SINCE WE GOT ON THIS "CONFLICT RESOLUTION" CALL

Sam: WELL...
UMM...IT

Boss: WELL...NEVER MIND WE SHALL DISCUSS THAT IN THE NEXT CALL...I HAVE TO JUMP INTO ANOTHER MEETING NOW

Manage Conflict
A project leader should interpret the source and stage of the conflict. Then analyze the context for the conflict and then evaluate/recommend/reconcile the appropriate conflict resolution solution.

Dev: BOSS, THE TEAM IS HAPPY AND MORE PRODUCTIVE WORKING REMOTELY. WHY THIS SUDDEN DECISION TO WORK FROM THE OFFICE?

Boss: DEV, I WANT TO BRING BACK THE FEELING OF BONDING AND COHESIVENESS. MORE IMPORTANTLY, MY MICROMANAGING SKILLS HAVE BECOME A BI RUSTY.

Dev: ALSO, THE NEW VIRUS IS SPREADIN FAST.

Engage and support virtual teams
Examine virtual team member needs (e.g., environment, geography, culture, global, etc.) and investigate alternatives (e.g., communication tools, colocation) for virtual team member engagement and implement them. Also, continually evaluate the effectiveness of the same.

A rather livid Business Head calls the Project Manager

Boss: DEV, ARE YOU REALLY ON TOP OF THE THINGS IN OUR PROJECT?

Dev: YES, BOSS! WHY??

Boss: YESTERDAY I SENT YOU A MESSAGE MARKED AS URGENT AND IMPORTANT ON OUR COLLABORATION PLATFORM. NO REPLY FROM YOU EVEN NOW.

Boss: BUT BOSS, I THROUGHT WE ARE USING THE IN-HOUSE TOOL USED BY MOST OF US.

Manage Communications
Analyze communication needs of all stakeholders then clearly determine frequency, and level of details for all stakeholders. Communicate project information and updates effectively and confirm communication is understood and feedback is received.

Project manager with his supervisor during the review meeting.

Boss: JAY, HOPE THE TEAM'S TECHNICAL TRAINING IS GOING SMOOTHLY?

Jay: YES, BOSS!

A couple of months latter...

Boss: JAY, THE TEAM'S PERFORMANCE HAS NOT IMPROVED EVEN AFTER THE INTENSE TRAINING WE INVESTED IN.

Jay: BOSS, THAT'S QUITE SURPRISING TO ME TOO BECAUSE THE TEAM'S ATTENDANCE WAS 100% ALL THROUGH THE TRAINING.

Training
Not only is it important for team members to be adequately trained but it is also crucial to measure the training outcomes.

IN A VIRTUAL PROJECT REVIEW MEETING

Dev: CAN YOU ALL TURN ON YOUR VIDEO CAMERAS FOR TODAY'S MEETING, PLEASE?

Team members start the video.

Dev:  WHY AM I SEEING YOU ALL IN A SUPERMAN AND SUPERWOMAN COSTUMES?

Team member: IT IS THE NEED OF THE HOUR FOR THIS PROJECT, DEV!

Address and remove impediments for the team
Determine and prioritize critical impediments, obstacles, and blockers for the team. Use the network to implement solutions to remove them and re-assess continually to ensure these impediments are being addressed.

Boss: SAM, YOUR VACATION WAS ONLY FOR A WEEK YOU SAID. BUT YOU'VE BEEN AWAY FOR OVER A WEEK NOW. WHEN ARE YOU RESUMING OFFICE?

Sam: SO SORRY BOSS. I JUST FORGOT TO INFORM THAT I'VE EXTENDED MY VACATION

Boss: WHAT! WHAT HAPPENS TO THE NEW INITIATIVE SCHEDULED TO START SOON?

Sam: THEY SAY SOME OFF OUR BEST IDEAS COME WHEN WE'RE OUTSIDE OFFICE. SO I'M TESTING THAT THEORY.

Define Team Ground Rules
As a project leader, communicate organizational principles with team and external stakeholders. Establish an environment that fosters adherence to the ground rules. And manage and rectify ground-rule violations.

Maya: HEY, TINA! HOPE ALL IS WELL! YOU ASKED ME TO CALL YOU URGENTLY. IS THERE ANYTHING I CAN HELP YOU WITH?

Tina: I'M OK, MAYA, BUT LOOKS LIKE SOMETHING HAS HAPPENDED TO OUR BOSS.

Maya: WHY, WHAT HAPPENED?

Tina: FOR THE FIRST TIME IN FIVE YEARS, THE BOSS MADE ME FEEL VALUED AND RESPECTED FOR MY WORK. I'M OVERWHELMED AND WANTED TO SHARE IT WITH SOMEONE!


Promote team performance through the application of emotional intelligence
Assess behavior and analyze personality indicators and adjust to the emotional needs of key project stakeholders.

Dev: BOSS, THE OFFICE LAPTOP THAT I'VE BEEN USING FOR THEPAST MANY YEARS IS RUNNING SLOW. IT'S HAMPERING MY PRODUCTIVITY. KINDLY REQUEST A REPLACEMENT

Boss: OH, DEV, SORRY TO DISAPPOINT YOU. THERE HAS BEEN A BUDGET FREEZE. AS FOR PRODUCTIVITY, WHY DON'T YOU PUT IN EXTRA HOURSE OVER THE WEEKEND

REALLY! WHAT DOES HE THINK I HAVE BEEN DOING ALL THIS WHILE?


Address and Remove Impediments, Obstacles, and Blockers for the Team
A project Leader must determine, prioritize, and use networks to implement solutions to remove impediments, obstacles, and blockers for the team. Also, re-assess continually to ensure they are being addressed.

Katy: BOSS, A GLOBAL SURVEY SAYS THAT EVERY ORGANISATION SHOULD HAVE DIVERSITY IN RECRUITMENT AS IT LEADS TO CREATIVITY AND BETTER PERFORMANCE. BUT I FIND IT MISSING HERE SOMEHOW.

Boss: OF COURSE NOT, KATY! WE DO HAVEA PRETTY DIVERSE WORKFOURCE. WE HAVE SOME PROCRASTINTINATORS, SOME BOOTLICKERS, SOME MICRO-MANAGERS, SOME ENTITLED FOLKS. YOU NAME IT AND WE HAVE THEM AMONG US!

Diversity In Workforce
Self-awareness is the frist step toword understanding what perspectives are lacking, appreciating other experiences and viewpoints, and building more diverse and inclusive organizations.

INTRODUCING TO THE NEW HR MANAGER

Boss: TEAM, I'D LIKE TO INTRODUCE YOU TO OUR NEW HR MANAGER, KATY. SHE IS AN EXPERT IN HUMAN PSYCHOLOGY. SHE HAS BEEN HIRED TO...

Boss: ...HELP THE EMPLOYEES FEEL MOTIVATED IN SPITE OF THE LONG WORK HOURS, LOW PAY AND LOW TEAM ENGAGEMENT

Katy: HI! EVERYONE!


Leading a team
One of the key responsibilities of a project leader is to inspire, motivate, and influence team members/stakeholders and at the same time address and remove any impediments, obstacles, and blockers for the team.

TEAM MEETING IN PROGRESS

Dev: TEAM, WE ARE LOOKING AT BREAKTHROUGH IDEAS FOR BOOSTING EMPLOYEE PRODUCTIVITY. ANY SUGGESTIONS?


Swami: HOW ABOUT DOUBLING OUR PAY?

Lead a Team
Inspire, motivate, and influence team (e.g., team contract, social contract, reward system) according to key stakeholder's needs.

Boss: HARRY, YOUR PROJECT HAS GONE FROM BAD TO WORSE. THE CLIENT GAVE ME AN EARFUL YESTERDAY BECAUSE OF THE RISKS THAT YOU HAVE IGNORED IN THE PROJECT.


Harry: JUST DON'T WORRY BOSS. THEY SAY, THINGS ALWAYS GET WORSE BEFORE THEY GET BETTER. JUST STAY HOPEFUL AND LEAVE THE REST TO ME.

Boss: HUH!

Assess and Manage Risks
Ignoring project risk analysis can lead to project failures. For e.g.  The tendency to be overly optimistic about the outcome of planned actions. The right thing to do is to determine risk management options and interactively assess and prioritize risks.

Boss: AND WITH THAT MY FRIENDS, I END MY TWO-HOUR THOUGHT-PROVOKING PRESENTATION. HOPE YOU FOUND THOSE FIFTY SLIDES INSIGHTFUL.

Tina: HUH!

Dev: MY MIND IS NUMB!

Maya: THOUGHT-PROVOKING INDEED! I THOUGHT OF MANY CREATIVES IDEAS ON HOW TO SIT THROUGH A BORING PRESENTATION AND STILL STAY AWAKE AND ALIVE!

Engage and Support Virtual Teams
Examine virtual team member needs (e.g., environment, geography, culture, global, etc.) Then, investigate alternatives for virtual team member engagement. Implement options and continually evaluate the effectiveness of virtual team member engagement

Boss: HEY TINA! WHAT'S WITH THAT HUGE BOX SITTING NEXT TO YOU? EVERY TIME I'M ON CALL WITH YOU I NEVER FAIL TO NOTICE IT.

Tina: OH THIS BOX? WELL, WHENEVER I HIT A CREATVE WALL...

Tina: THIS BOX GIVES ME A SENSE OF FEELING OF ME 'THINKING OUT OF THE BOX' AND THAT BOOSTS MY MORALE

Boss: HUH!

Project Resource Management
In today's innovation-driven economy, understanding how to generate great ideas has become an urgent managerial priority. The leader's job is not to be the source of ideas but to encourage and champion ideas. Leaders must tap the imagination of employees and ask inspiring questions. They also need to incorporate diverse perspectives, which spur creative insights, and facilitate creative collaboration.

Tina: BOSS, I FEEL LIKE A TOTAL FAILURE AT WORK. MY PERSONAL COUNSELOR HAS SUGGESTED I FOCUS ON ENCOURAGING AND POSITIVE WORDS.

Boss: TINA, I AGREE. THIS IS BECAUSE YOU HAVE LOW SELF-ESTEEM. YOU TEND TO FOCUS MORE ON NEGATIVITY AND MAKES YOU FEEL LIKE A 'BIG LOSER' EVEN MORE.

Tina(Thinking): IT CAN'T GET ANY WORSE THAN THIS

Leading a Team
Determine an appropriate leadership style for your team members and stakeholders and distinguish various options to inspire, motivate and influence them accordingly.

Team Member: BOSS, DO YOU HAVE TIME FOR A QUICK CALL. I NEED CLARITY ON OUR UPCOMING PROJECT. IT IS CRITICAL.

Boss: NOPE! I'M BUSY! BUT LET ME CHECK MY CALENDER IF I CAN SPARE 10 MINUTES FOR YOU.

9:45 am to 10:30 am | Thinking of excuses to avoid getting into an upcoming meeting

10:30 am to 11:00 am | Super quick stand-up meeting

11:00 am to 12:00 am | Gathering my thoughts after getting distracted by a meeting

12:00 pm to 12:30 pm | Meeting to discuss causes of team low-productivity

1:00 pm to 2:00 pm | Lunch Meeting

200 pm to 3:00 pm | Meeting on how to improve team time management

3:00 pm to 4:00 pm | Meeting to check on all the team members

Manage Communications
It is important to analyze the communication needs of all stakeholders and determine communication methods, channels, frequency, and level of detail for all stakeholders. Though meetings are one of the critical tools throughout the lifecycle of the project, they can unfortunately become ineffective, and fail to benefit the project in the required manner If not handled efficiently.

Boss: DEV, HOPE THE REQUIREMENTS GATHERING PROCESS HAS BEEN INITIATED?

Dev: SORRY, BOSS! I COULD NOT. THE CLIENT HAS ASKED US TO FIGURE OUT THE REQUIREMENTS OURSELVES

Boss: WHAT! WHY?

Dev: THE CLIENT SAID THAT OUR COMPANY KEEPS PROCLAIMING OUR STRENGTHS AS PROJECT MANAGEMENT EXPERTS WHO ARE SELF-RELIANT, PROFICIENT, AND PERCEPTIVE. THEY THINK WE CAN FIGURE IT OUT OURSELVES

Project Requirements
Collect Requirements is the process of determining, documenting, and managing stakeholder needs & requirements to meet project objectives. Hence, in this process, the first step is to identify stakeholders’ needs. Second, document these needs & requirements. And then, manage them throughout the project to meet project goals.

Boss: TINA, LET ME HAVE A LOOK AT THE FIRST CUT OF THE ONLINE STORE DESING BEFORE WE SHOW IT TO THE CLIENT


Tina: SURE, BOSS! SHARING THE SCREEN RIGHT AWAY! IS IT VISIBLE?


Boss: ARE YOU SHOWING ME THE RIGHT SCREEN? I CAN ONLY SEE THE 'BUY NOW' BUTTON IN THIS DESING


Tina: THIS IS THE MVP VERSION. WE WILL WAIT FOR COSTOMER FEEDBACK BEFORE ADDING ANY OTHER ELEMENTS.


Minimum Viable Product
It is an investment in creating a new product or service. Created to explore a hypothesis. Often starts as a functional prototype where some functionality is simulated or performed manually. Aim is to do just enough work to get something in front of potential customers to learn what they really want.

Client update meeting in progress

Sam: JAY, GIVEN THE CURRENT VELOCITY AND THE BANDWIDTH OF THE TEAM AND ALL THE ANTICIPATED ROADBLOCKS THERE IS A CHANCE OF SCOPE CREEP...

Jay: UNDOUBTEDLY, WE NEED TO GET OUR DUCKS IN A ROW. WE WILL CREATE SWIM LANES TO DISTINGUISH JOB SHARING AND RESPONSIBILITIES

Jay(Thinking): WAS THAT A PROJECT STATUS UPDATE OR PROJECT MANAGEMENT MUMBAI JUMBO!

Communicate project information & updates effectively
Quite often, the biggest challenge is surrounding the language used to deliver the project related information. It needs to be clear and without usage of any project management jargon. It needs to clearly convey the project status or highlight any problems/issues to the stakeholders.

Boss: THIS IS NOT WHAT WE MEANT IN THE JOB DESCRIPTION WHEN WE SAID WE ARE LOOKING FOR PROJECT MANAGERS WHO CAN WEAR MAY HATS!

huh!

Key skills of a good Project Manager
A good project manager is expected to have exceptional organizational skills, including the ability to prioritize. Excellent communication skills and the ability to work well with others. Superior critical thinking capabilities and comfortable with quickly changing priorities along with a high level of adaptability and flexibility.

Boss: DEV, LOOKS LIKE YOUR PROJECT IS ON TRACK AND GOING WELL. THAT'S WONDERFUL!

Dev: WELL, BOSS...NOT REALLY!

Boss: I AM LOOKING THE PROJECT DASHBOARD ROGHT NOW AND LOOKS LIKE NOTHING IS PENDING AT YOUR END. HOW IS THAT?

Dev: SUCCESSFUL DELEGATION OF TASKS IS A SIGN OF GOOD LEADERSHIP, ALL MY TASKS HAVE BEEN DELEGATED TO THE TEAM.

Boss: OH, IS IT? IN THAT CASE, YOU SHOULD ALSO DISTRIBUTE YOUR HOLIDAYS WITHIN YOUR TEAM.

HUH!

LEADING TEAMS
Leadership is not just about delegating. It is to determine critical impediments, obstacles, and blockers for the team. Prioritizing them and using networks to implement solutions to remove them. Also, reassessing continually to ensure they are being addressed.

Boss: SAM, WHY IS THE APPLICATION NOT YET READY FOR DEMO? I ALSO FOUND SOME MAJOR ISSUES IN THERE.

Sam: BOSS, IT IS JUST A MATTER OF PERSPECTIVE. TRY LOOKING AT THIS APPLICATION ON A SMALLER DEVICE AND...

Sam: THOSE MAJOR ISSUES WILL AUTOMATICALLY SEEM TRIVIL. JUST GIVE IT A TRY.

Boss: HUH

Plan and manage the quality of products/deliverables
As a project manager, it is important to correctly determine the quality standard required for project deliverables, recommend options for improvement based on quality gaps and continually survey the project deliverable quality

Boss: HARRY, THE PROJECT HAS GONE INTO THE RED. DIDN'T WE SEE THESE RISKS COMING?

Harry: BOSS, PROJECT RISKS ARE INEVITABLE.

Boss: YES HARRY, I UNDERSTAND. BUT DID WE NOT PLAN ANY RISK MITIGATION STRATEGIES?

Harry: BOSS, ACCEPTANCE IS THE KEY. I HAVE HEARD THIS SHARED BY A POPULAR FIGURE - "WISDOM IS MOVING FROM FIGHTING THE HURDLES TO EMBRACING THEM."

Project Risk Management
A project manager should have the ability to oversee risks that might come up in the future. It's impossible to predict every potential risk but with strategic planning and collecting information beforehand, project managers can develop control measures that can help them to deal with the risks more effectively.

Boss: DEV, ANY THOUGHTS ON HOW WE CAN INCREASE THE COMPLETION RATE OF OUR PROJECTS?

Dev: BOSS, I HAVE A HIT IDEA. WHY DON'T WE USE THE CRASHING TECHNIQUE?

Boss(Thinking): I WAS EXPECTING AN IDEA THAT WILL HIT A SIX AND NOT A BRICK WALL.

Project Crashing
Crashing is a schedule compression technique used to shorten the schedule duration by adding resources and without reducing the project scope. Crashing work only for activities on the critical path where additional resources will shorten the activity's duration.

Boss: DEV, HOW MANY ISSUES ARE OPEN? HOW MANY ARE CRITICAL?

Dev: BOSS, THE NUMBER IS SIGNIFICANT. BUT THE GOOD PART IS THAT THE CRITICLE ISSUES ARE FEW AND LESS CRITICAL ONES ARE MORE.

Boss: WHICH TOOL WE ARE USING FOR RESOLVING THE ISSUES?

Dev: AT THE MOMENT, WE ARE USING AN INTERNET COLLABORATION SOFTWARE TOOL THAT NO ONE USES.

Project Collaboration Tools
While selecting the collaboration tools, make a list of requirements with a clear understanding of must-have functionalities and the preferences of the project team. It is important to choose the right tools as it makes it easier to manage projects.

Dev: HOW WAS TODAY'S LEARNING SESSION, JAY?

Jay: DEV, THE SESSION WAS INFORMATIVE BUT I WAS WONDERING...

Jay: WHY IS THIS SWOT ANALYSIS SESSION IMPORTANT FOR US NEWBIES?

Dev: TO HELP US UNDERSTAND THE POTENTIAL RISKS IN CHOOSING YOU AS PROJECT MANAGER FOR FUTURE PROJECTS. AND YOU KNOW IF YOU STAND ANY CHANCE TO LEAD ANY PROJECT.

SWOT Analysis
SWOT analysis in project management helps to plan out of the project and consider factors that may help or hinder its success. The purpose of SWOT is to identify risk areas as well as controllable factors that one needs to pay attention to and monitor throughout the project. It is only effective if the right information is gathered and used in order to take appropriate action.

Boss: TINA, YOUR PROJECT IS LAGGING BEHIND AND THERE ARE ISSUES WITH REGARD TO YOUR PRODUCTIVITY.

Tina: BOSS, I CAN EXPLAIN. RECENTLY I STUMBLED UPON A BLOG AND IT STATED THAT....

BEING PRODUCTIVE STARTS WITH DOING NOTHING. THAT WAS SO IMPACTFUL THAT WAS SO IMPACTFUL THAT I HAVE BEEN FOLLOWING THAT MANTRA EVER SINCE. I AM SURE IT WILL START SHOWING RESULTS SOONS!

Boss: HUH!

Project Resource Management
Appropriate  project staffing is crucial, yet improperly allocating resources tops the list of most common project management mistakes. Not having people with the right attitude and skills for the project can totally derail it. All the planning and best tools and technologies in the word won't overcome an insufficiency of talent and skills.

Dev: GOOD MORNING, TEAM!

LET US START WITH OUR SPRINT RETROSPECTIVE.

SO WHO HAS NOTED DOWN THE LIST OF ACTION ITEMS FROM THE LAST RETROSPECTIVE SESSION?

Tina: HUH! I THOUGHT MAYA WOULD HAVE NOTED.

Sam: HUH! ACTION ITEMS?

Maya: SAM IS SENIOR AMONG US… HE SHOULD HAVE TAKEN THAT ONUS.
 
Importance of Sprint Retrospective
The Retrospective completes an Agile Iteration and is a vital part of the Agile Feedback Loop. Team and Product Owners usually are stating and demonstrating the value created during the last iteration and discuss what went well, what could be improved upon and how. To inspect people, process, the definition of done, and other ways of working, and adapt to new ways of working by identifying actionable improvement items to act upon.

INTERVIEW IN PROGRESS

Boss: AJAY, OUR REQUIREMENT IS FOR AN EXPERIENCED AGILE PROJECT MANAGER AND YOUR RESUME LOOKS NEAT WITH MORE THAN TEN YEARS OF AGILE EXPERIENCE. TELL ME MORE ABOUT YOUR WORK EXPERIENCE.

Ajay: I CONDUCT STAND-UP MEETINGS, I WORK IN SPRINTS AND I USE KANBAN BOARD EXTENSIVELY.

Key skills of a good Agile project manager
A good agile project manager is expected to have exceptional organizational skills, including the ability to prioritize. Excellent communication skills and the ability to work well with others. Also, superior critical thinking capabilities and comfort with quickly changing priorities ad a high level of adaptability and flexibility.

During a virtual Town Hall meeting

Boss: TEAM, I HAVE A VERY IMPORTANT ANNOUNCEMENT TO MAKE ON BEHALF OF THE ORGANISATION

Dev(Thinking): WE HAVE MANAGED TO ACHIEVE OUR NUMBERS FOR THE YEAR AFTER MUCH HARD WORK. HOPE THIS IS ABOUT EMPLOYEE BONUS OR INCREMENTS.

Maya: PROMOTION

Honey: SALARY HIKE

Tina: RECOGNITION

THE TEAM STARTS GUESSIING!

Boss: I AM HAPPY THAT WE MET OUR LAST YEAR'S NUMBERS. I AM REALLY PROUD OF THE TEAM.

Boss: GIVEN YOUR ENTHUSIASM, TEAM SPIRIT, AND SUPERHUMAN EFFORTS WE ARE DOUBLING OUR SALES TARGETS FOR THE NEW YEAR.

Leading Teams
Different people can have quite different  motivators. Therefore, when leading teams, it's important to identify what motivates each of them. Motivation can inspire, encourage, and stimulate individuals and project teams to achieve great accomplishments.

Team is working on bug fixing sprint...

Boss: DEV, PLEASE UPDATE ME ON THE BUG FIXES. IT'S URGENT!

Dev: BOSS, IT'S GOING STEADY. ACTUALLY, WE ARE CLOSING THEM REGULARLY!.

Dev: BUT THE REOPENED CASES ARE JUST AS MANY AS THE CLOSED ONES. WHERE IS THE PROGRESS?

Boss: BOSS, I THOUGHT YOU ALWAYS BELIEVED IN THE MANTRA OF STRIKING A RIGHT BALANCE IN LIFE.

Plan, Manage and Control the Quality of Deliverables
As a project manager, one should determine the quality standard required for project deliverables, recommend options for improvement based on quality gaps and continually survey and control project deliverable quality.

AFTER THE DEMO TO THE CLIENT IS OVER...

Boss: DEV, I'M SORRY TO SAY BUT THE CLIENT WAS NOT HAPPY WITH THE DEMO.

Dev: I WONDER WHY?!! THROUGHT THE DEMO WAS STUNNING.

Boss: MAYBE PRESENTING STATIC SCREENS INSTEAD OF DYNAMIC INTERFACE WAS NOT WHAT THEY EXPECTED AND HENCE WERE STUNNED.

Dev: AND I THOUGHT THE LOOK WAS BECAUSE OF OUR IMPACTFUL DEMO.

Manage Stakeholder Expectations
One of the main reasons project fail or get delayed is because the deliverables were not what the stakeholders wanted or did not meet their needs. Hence, engaging stakeholders during and especially at the beginning of the project is extremely important.

Boss: HEY DEV, HOW IS THE PROJECT’S BUSINESS CASE COMING ALONG? I HOPE YOU GOT OUR BUSINESS CASE TEMPLATE THAT YOU NEED TO FOLLOW

Dev: YES BOSS, GOT THE TEMPLATE AND WORKING ON ITS SECTIONS. I WILL SHARE IT TODAY ITSELF.

The business case document is shared with the Boss later in the day…

Boss: HEY DEV, I RECEIVED THE BUSINESS CASE DOCUMENT BUT I SEE SOME INFORMATION MISSING IN SOME CRITICAL SECTIONS.

Dev: WELL, THOSE SECTIONS WILL EVOLVE OVER THE COURSE OF TIME. AS YOU KNOW OUR ORGANIZATION BELIEVES IN AN AGILE WAY OF WORKING.

Boss(Thinking): HUH!

Business Case
A Business Case identifies the business need for doing a project. With a clear Business Case, the project’s stakeholders can monitor both the project and the projects environment to determine if the project continues to make organizational sense.

Dev: GOOD MORNING, TEAM! LET US START WITH OUR WEEKLY PROJECT STATUS MEETING. MAYA, LET'S BEGIN WITH YOU.

Maya: DEV, AS MENTIONED IN THE LAST MEETING, THE PROJECT IS GOING REALLY SLOW IT'S THE TEAM OF FRESHERS ASSIGNED TO MY PROJECT.....
I NEED SOME EXPERIENCED MEMBERS ONBOARD.

Dev: OK, MAYA. THANK YOU FOR THE UPDATES! MOVING TO SO SAM, WHAT'S THE STATUS AT THE MOMENT?

Maya: DEV, AS MENTIONED IN THE LAST MEETING, WE ARE HAVING SERVER ISSUES. HENCE, UNABLE TO PUSH THE CODE. ALSO, WE HAVE A DEMO WITH THE CLIENT NEXT WEEK AND WE NEED TO RESOLVE THIS ISSUE ASAP.

After having taken the updates from all team members...

Dev: GREAT! THANKS TEAM FOR SHARING YOUR PROJECT UPDATES... UNTILE WE MEET AGAIN NEXT WEEK..SAME TIME...CHEERS!

Team members: HUH!MEETING OVER ALREADY?

Maya: I WONDER IF THIS STATUS MEETING IS TO CHALLENGE THE PROJECT SATATUS QUO OR MAINTAIN IT

ADDRESS AND REMOVE IMPEDIMENTS FOR THE TEAM
As a project manager, determine critical impediments, obstacles and blockers for the team. Prioritize them and use your network to implement solutions to remove them. Also, reassess continually to ensure they are being addressed.

Boss: DEV, A REMINDER TO SEND THE RISK ANALYSIS OF OUR NEW PROJECT. NEED IT URGENTLY.

Dev: YES, BOSS! UNDERSTAND. SOMEHOW, I CANNOT FIND THE RISK REGISTER.

Boss(Thinking): HUH! NOW, THIS LOOKS LIKE A BIG RISK WE MAY NOT HAVE ANTICIPATED AND NEEDS TO BE ADDED TO THE LIST.

Risk Register
Created during the early stages of a project. The Risk Register is a tool that helps to track issues and address them as they arise. it is the responsibility of the project manager to update the document whenever necessary

Employee: Boss, I'M SORRY BUT I WON'T BE ABLE TO ATTEND THIS CALL. IT IS CONFLICTING WITH A PRIOR COMMITMENT.

Boss: IF I MAY ASK, WHICH PRIOR COMMITMENT?

Employee: BOSS, I HAVE MY YOGA CLASS TO ATTEND DURING THAT TIME SLOT.

Boss: HOW COME YOU ARE ATTENDING A YOGA CLASS DURING OFFICE HOURS?

Employee: DEV HAS GIVEN FEEDBACK THAT I NEED TO BECOME AGILE AS OUR NEXT PROJECT WILL NEED THOSE SKILLS AND TECHNIQUES.

Boss(Thinking): NOW I GET IT! BUT I THINK SHE NEEDS BRAIN YOGA MORE THAN ANYTHING ELSE!

PROJECT MANAGER'S COMPETENCIES
As the business world is getting faster and more intense, it is leading to a demand for projects to be completed quicker. To that end, project managers will need to decide which approach is most appropriate for the project and adapt and transition their skills based on the type of project on hand.

A DEMO IS PLANNED FOR THE CLIENT LATER IN THE WEEK.

Dev: TEAM, WE HAVE AN IMPORTANT DEMO COMING UP, LET'S MAKE IT A SUCCESS.

Team members: YES, DEV! WE ARE ALL SET FOR IT!

DEMO STARTS AS PLANNED WITH NEW FACES PARTICIPATING IN THE MEETING

Dev(thinking): WHO ARE THESE NEW FACES FROM THE CLIENT-SIDE?

Client: DEV AND TEAM, I HOPE YOU ARE ALL SET TO SHOW US THE DEMO. BUT BEFORE THAT, I WANT YOU ALL TO MEET THE END-USERS OF THIS PRODUCT.

HALFWAY THROUGH THE DEMO

Dev(thinking): WHERE ON EARTH HAVE THEY BEEN ALL THIS WHILE? THEIR FEEDBACK WILL TAKE MANY WEEKS TO IMPLEMENT.

STAKEHOLDER ENGAGEMENT
It is important for project manager to analyze the stakeholders, categorize them based on their influence and impact and engage them based on their category.

Maya: HEY, DID YOU SEE OUR PROJECT MANAGER TODAY?
HE HAS BEEN GOING AROUND HUGGING OUR TEAM MEMBERS EVER SINCE HE STEPPED INTO THE OFFICE.

Team member: HUH, WHY?

Maya: APPARENTLY, HE READ SOMEWHERE THAT HUGGING REDUCES STRESS, PROMOTES BONDING, IMPROVES WELL-BEING, AND INCREASES PRODUCTIVITY.

Team member: WHY AM I ALREADY THINKING OF WHYS TO ESCAPE THIS BEAR HUG?


Leading a Team
As a project manager, there are better ways to lead your team that include determining an appropriate leadership style (e.g., directive, collaborative), inspiring, motivating, influencing team members, and distinguishing various options to lead different types of team members.

Team member: HEY DEV, WHAT'S WITH THE SUPERMAN CAPE?

Dev: OUR BOSS THINKS THAT AS A PROJECT MANAGER I HAVE THE POWERS TO COMPLETE THIS PROJECT WITHIN TIME AND BUDGET AND ALSO...

...DELEVER THE EXPECTED BENEFITS. AND ALL THIS WHEN THE PROJECT DOES NOT ALIGN WITH STRATEGIC OBJECTIVES. SO I AM TRYING TO FAKE IT TILL I CAN MAKE IT!

Strategic Alignment of Project portfolio
Research suggests that many projects are doomed to failure long before project managers even get involved. Strategic alignment between business goals and project to be undertaken helps significantly to improve project success rates and in turn, enhances the ability of the organization to better address customer needs and expectations.

Due to critical project timeline, Sam has to work from home even weekends

Team Member: HONEY, SOMETHING FUNNY HAPPENED IN OUR DAUGHTET'S ONLINE CLASS YESTERDAY...

Sam: CAN WE TALK ON THAT LATER? I'M WORKING ON A PROJECT

Team Member: SAM, HOW MANY WEEKENDS WILL YOU CONTINUE TO WORK FROM HOME. IT'S TIME WE WORKED ON OUR FAMILY LIFE FOR A CHANGE.

Sam: HUH!!!

Work-Life Balance
In the current context, the Work-Life Balance seems more elusive than ever with technology allowing employees to be accessible every hour of every day. Work-Life Balance is about achieving integration between work life & personal life that helps you feel happy and healthy, overall.

Maya(Thinking): JUST 5 MORE MINUTES FOR MY OFFICE MEETING TO END AND I CAN ATTEND MY KID'S PTA MEETING.

Boss: I JUST HAVE A FEW QUESTIONS FOR THE TEAM BEFORE WE WRAP THE CALL. I WILL TAKE 15 MORE MINUTES SO, MAYA...

Maya: ARRGGHHH!!

Work-Life Balance
Many team members feel like their lives are overcommitted and see no relief in sight. Nowadays, work-life balance can seem like an unrealistic objective. As leaders, project managers should allow flexibility in how team members get the job done. It's a matter of giving a choice and empowerment to employees to manage their own time

Interviewing new candidate

Boss: MR GILL, ONE LAST QUESTION BEFORE WE WRAP THIS INTERVIEW. IF GIVEN A PROJECT, WHAT'S THE SMALLEST BUDGET YOU CAN MANAGE ON?

Gill: THE MOST YOU CAN GIVE ME

Negotiation Skills
Project Managers wear multiple hats and one of them is that of a Negotiator. It is a critical skill as it helps to create win-win situations with stakeholders, have better relationships with customers, and guarantee a more positive work environment.

Boss: SHYAM, YOUR PROJECT MANAGER WAS COMPLAINING THAT YOU NEVER DELIVER YOUR TASKS ON TIME WHICH AFFECTS THE PROJECT TIMELINES. ... SO MAKE SURE YOU DON'T PUT THINGS OFF

Shyam: OH IS IT?
OK, I SHALL STOP PUTTING THINGS OFF... STARTING TOMORROW

Project Team - Roles & Responsibilities
The team's productivity habits are one of the magic ingredients of a project's success. Likewise, procrastination or Student Syndrome in project management can actually act as one of the project constraints. It proves that human behaviour plays a crucial role in project delivery.

Monthly project review meeting

Boss: DEV, THE CUSTOMER IS COMPLAINING THAT HIS PROJECT IS LAGGING. JUST WANT TO KNOW HOW DONE ARE YOU?

Dev: WELL, BOSS... THE THING IS NOT ONLY DEALY BUT THERE ARE COST OVERRUNS TOO. AND ALL I CAN SAY IS, WE SHALL BE DONE ONLY AFTER WE ARE DONE

Scope Creep
The PMBOK® Guide describes scope creep as "adding features and functionality (project scope) without addressing the effects on the time, costs, and resources, or without customer approval". That could mean time and cost overruns to finish the authorized parts of the scope.

Maya: AAH! FINALLY I GOT MY KID ENGAGED IN SOME PRODUCTIVE TASKS. NOW I CAN SIT THROUGH MY CLIENT CALL WITHOUT ANY INTERRUPTIONS

The client call has just started, when...

Maya Kid: MOMMY!! LOOKS I CAN FLY!!

Maya(Thinking): I GUESS I SAID THAT TOO SOON

Project Resource Management
Working from home with kids in current times can be challenging. In such cases, it is important to create a schedule, communicate your needs, be transparent about your situation, manage expectations with your colleagues and take breaks or create special time for kids.

Boss: TEAM, THIS IS A MEETING TO MAKE AN IMPORTANT ANNOUNCEMENT. WE WILL BE SOON EMBARKING ON A DIGITAL TRANSFORMATION JOURNEY GIVEN THE CURRENT ENVIRONMENT

Dev: WHAT EXACTLY WILL WE BE DOING IN THE DIGITAL TRANSFORMATION JOURNEY?

Boss: OH, NOTHING. JUST UPGRADING OUR TECHNOLOGIES!

Digital Transformation
Digital Transformation is to understand how to take the capabilities that digital offers to fundamentally change the way organization will operate to better serve the customers, to better manage the employee & to drive organization into a more effective & successful organization in the future

MEETING IN PROGRESS

Boss: TEAM, WE HAVE MULTIPLE PROJECT OPPORTUNITIES IN FRONT OF US AND WE WANT MANAGERS TO DO AN APPROPRIATE ASSESSMENT TO MAKE THE RIGHT DECISIONS.

Harry: SURE, WE WILL!

AFEW DAYS LATER...

Boss: OK TEAM, LET'S EVALUATE THESE OPPORTUNITIES ON DECIDED PROJECT SELECTION CRITERIA...

BY THE WAY, HARRY, WHY HAVE YOU CLOSED YOUR EYES?

Harry: I'M LISTENING TO MY INNER VOICE FOR THE MUCH NEEDED GUIDANCE HERE.

LAST TIME I LISTENED TO MY GUT INSTINCTS AND IT HELPED ME SELECT THE APPROPRIATE PROJECT AND IT WENT ON TO BECOME A SUCCESS

Project Selection Method
It is important for organizations to ensure that project investments are safe and will result in good returns and benefits for the organizations. Hence, there is a need to thoroughly analyze all-new project opportunities to validate decisions based on benefits and feasibility.

Dev: HEY, HARRY! HOW DID THE MEETING GO? AS YOU KNOW, SOMETHING CAME UP AND I COULD NOT JOIN THE CALL.

Herry: IT WAS A PRODUCTIVE CALL AND WENT ON FOR THE FULL HOURS.

Dev: HOPE YOU HAVE RECORDED THE CALL FOR FUTURE REFERENCE AS THE CLIENT IS NOT AVAILABLE FOR THE NEXT THREE WEEKS NOW.

Herry: OOPS, SLIPPED MY MIND

Dev: NEVER MIND. HOPE THE MINUTES OF THE MEETING HAVE BEEN PROPERLY RECORDED

Herry: HMM, KIND OF!

Dev: HARRY! WHAT DO YOU MEAN BY THAT ??

I DID TAKE THE NOTES...

Herry: BUT NOW AS I AM GOING THROUGH THE NOTES THE WRITING SEEMS LIKE A DOCTOR'S PRESCRIPTION TO ME.

Project Communication Management
The meeting minutes is a tool that helps project managers to build trust with their stakeholder. It captures decisions made, tasks assigned, and discussed issues. It really is important to do the meeting minutes right because otherwise information gets lost and things do not happen as intended.

Dev: HARRY, ANY SPECIFIC UPDATES YOU WANT TO SHARE SINCE THE LAST REVIEW

Harry: I AM AFRAID WE ARE BEHIND SCHEDULE

Dev: SO WHAT ARE THE PLANS TO BRING THE PROJECT ON TRACK? HAVE YOU CONSIDERED FAST-TARCKING?

Harry: IS THAT A NEW PROJECT MANAGEMENT SOFTWARE?

Fast-Tracking Technique
As per the PMBOK® Guide – Sixth Edition, fast-tracking is a schedule compression technique in which activities or phases normally performed in a sequence, are done in parallel for at least a portion of their duration.

Dev: BOSS, I WANTED TO GIVE YOU A QUICK HEADS UO ON THE PROJECT STATUS.

Boss: OK DEV, MAKE IT QUICK!

Dev: WE'RE ALREADY DELAYED ON THE PROJECT AND MANY RESOURCES WILL BE GOING ON LEAVE NEXT MONTH FOR CHRISTMAS AND NEW YEAR HOLIDAYS AND HENCE WE NEED TO ADD MORE RESOURCES NOW.

OTHERWISE, I DON'T THINK WE WILL MEET THE PROJECT DEADLINE. HENCE, SUGGESTING PROJECT CRASHING.

Boss: DEV, PROJECT CRASHING! WHAT IS THAT? I HERE SOME ALARM BELLS RINGING ALREADY!

Dev(Thinking): ALARM BELLS!? PROJECT CRASHING IS TO SALVAGE THE SINKING PROJECT. HOPE HE UNDERSTANDS THIS IS OUR LAST RESORT!

Project Crashing
It is schedule compression technique in which costs and schedule tradeoffs are analyzed to determine how to obtain the greatest amount of compression for the least incremental cost, for e.g. Overtime, hiring additional resources, etc.

Maya: BOSS, AS SUGGESTED I'VE DONE THE RISK ASSESSMENT OF THE PROJECT AND IDENTIFIED SOME UNFORESEEN RISKS AS WELL.

Boss: THAT'S GREATE! CAN YOU QUICKLY RUN ME THROUGH THOSE OVER THIS CALL?

BLAH...BLAH...BLAH!

Maya: SO GOING BY THE UNREALISTIC TIMELINES SET FOR THIS PROJECT, THE ONLY MAJOR RISKS ARE THE RISK OF LOSING MY SANITY AND RUNNING MY HEALTH.

Boss: MAYA, CAN WE TALK LATER! I HAVE JUMP TO ANOTHER CALL.

Risk Asssessment
Risk analysis involves examining how project outcomes and objectives might change due to the impact of the risk event.

Once the risks are identified, they are analysed to identify the qualitative and quantitative impact of the risk on the project so that appropriate steps can be taken to mitigate them.

Boss is Discussing Project  With A ROOKIE PROEJCT MANAGER

Boss: HI TINA, HOW IS THE NEW PROJECT COMMING ALONG? HOPE YOU HAVE MADE WORK BREADOWN STRUCTURE FOR THIS PROJECT?

Tina: IT'S ON TRACK, BOSS. AND YES, WE HAVE CREATED THE W.B.S. FOR THIS PROJECT

Boss: HOPE IT IS BROKEN DOWN TO THE LEVEL.


Tina: YES BOSS, I KNOW THE IMPORTANCE OF TEAM BREAKS IN TODAY'S TIMES. I HAVE CONSIDERD IT APPROPRIATELY WHILE BREAKING DOWN THEPROJECT WORK.

Work Breakdown Structure (WBS)
WBS is a hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables.

Monthly project review is in progress

Boss: Dev, how is the progress on the new project?

Dev: All good! And we are tracking it weekly?

Boss: Good! So do we have the earned value for this project?

Dev: OfCourse yes! We've earned a lot of appreciation from the client for the project progress so far

Earned Value
It is the Monetary Value of the work that was actually completed by the control date. It provides data for pro-active management action and basis for effective decision-making.

Boss: HARRY!! CLIENT HAS COMPAINTS THAT YOU AND YOUR TEAM ARE CONSISTENTLY MISSING THE SPRINT GOAS. HE IS NOT HAPPY WITH THE OVERLALL PROGRESS

Harry: DON'T WORRY BOSS!

Harry: I'M THE SCRUM MASTER. I'LL HANDLE THIS SITUATION

Boss: DON'T WORRY? I HAVE BEGUN TO WONDER NOW, IF I'VE HIRED A SCRUM MASTER OR A 'SCUM' MASTER

Harry: HUH!

Agile Methodologies: Scrum Master
Scrum is an important approach in Agile. It is used for delivering software products with iterative incremental process. Short Sprints are useful for delivering a steady progress in a strong leadership. The leader in Short sprints is referred as Scrum Master.

TEAM, BECAUSE OF WORK FROM HOME, WE ARE SAVING A LOT OF OUR LONG AND BORING OFFICE COMMUTE TIME

SO HOW ARE YOU USING THIS TIME TO BE MORE PROUCTIVE?

Team Member: I'M LEARNING TO CODE

Swami: I'M UPSKILLING ON ARTIFICIAL INTELLIGENCE

Team Member: I'M LEARNING A NEW LANGUAGE

May: AND...I'M TRYING TO FIND QUIET TIME IN THIS BUSY SCHEDULE


Project Resource Management
In this extremely chaotic times, it's important to create moments of quite for ourselves. Quiet time helps to discover what's important and rediscover what has been neglected.

Boss: Swami, what's going on? The project has gone way past the deadline and the client has escalated the issue. Not a good sign!

Swami: Relax, Boss! In case you have forgotten, we are working on an Agile based project. There is no deadline at all. Don't worry!

Common Myth about Agile
There is a common myth that Agile doesn't work for fixed deadline projects. Instead, Agile requires teams to consider how to finish projects on the time with a greater focus on market feedback and customer's real needs.

Boss: Harry, it has been more than one month since the project began. I have not received updates nor seen any progress. Why?

Harry: Don't worry, Boss! There is progress. You can't see it because it is asymptomatic!

Project Stakeholder Management
Keeping the various stakeholders informed as the project progresses is important to the project's success. While some need detailed information, other merely want brief updates.

Project review meeting with the new project manager

Boss: Sam, I hope the project is on track. Can I see the burn down chart?

Sam: Sure Boss, right away!

Sam: Here you go! The burn down chart of the project!

Burn down Chart
A burn down chart is a graphical representation of work left to do versus time.  Burn down charts are a run chart of outstanding work. It is useful for predicting when all of the work will be completed.

Maya: Honey!! We have a situation here. I can't see my team on the call.. Infact I can't see nothing on this PC.

Maya's Husband: Honey! Just to let you know that you are in the kitchen right now, staring at our micro-oven.

Maya: Huh!

Work Life Balance
In the current context, the work-life balance seems more elusive than ever with technology allowing employees to be accessible every hour of every day. Work-life balance is about achieving harmony or integration between work life and personal life and creating a meaningful life that helps you feel happy and healthy overall.

Boss: Hi Joe, how is the project going? Any new risks or issues, you see in the project?

Joe: Yes, Boss. I identified a new one yesterday and was updating the Risk Register.

Boss: Can you confirm if it is a risk or an issue?

Joe: Well, err..umm..give me a moment. I'll will be right back

Joe(Thinking) : Let me quickly flip the coin to decide...

Joe: Boss, I just confirmed. The newly found one is an issue, for sure.

Project Risk Management
An issue is an event that has already occurred whereas risk is an uncertain event that may or may not happen. Risk register and Issue log are two documents that are often wrongly combined, but they are distinct documents that should contain different information & drive different actions.

Boss: Hello, Maya. I am scheduling a video call in the next 10 minutes for an urgent update I need.

Maya: Hello, Boss

After ten minutes...

Maya(Thinking): Oh God! He could have asked this over email. I wasted my time getting dressed for this call.

Boss: Did you send that presentation to our new client? It is quite urgent and I need to close on that at the earliest.

Project Communications Management
Virtual meeting fatigue is for real. Video meeting are more mentally taxing than writing an email-if it can be an email, just make it one. Unless we're sharing a document or talking through a presentation, it's usually quicker and more productive to make a voice-only call.

Boss: Joe, we have received an escalation from the customer on the quality. Have the regular quality reviews been conducted for the project?

Joe: Of course, Boss! We have a dedicated testing team regularly doing it.

Boss: What about code reviews? And other quality reviews?

Boss: Why is the quality compromised there?

Joe: Well, umm...I thought, Testing = Quality

Joe(Thinking): Looks like testing times are up ahead for me!

Boss: Just make sure, you don't allow it to be a "Average Joe" project.

Project Quality Management
Project quality management involves all the activities involved to determine quality policies, objectives, and procedures in an organization to support continuous process improvement activities.

Monthly project review meeting

Boss: Dev, your project is lagging, aren't we tracking it regularly?

Dev: Yes, we do daily standups

Dev: Yes, Sir. The challenge is that in these online standup meetings, sometimes I can't figure out where the team is standing.

Boss: So, any specific reason why the project is slipping?

Project Management Tools
Apart from daily standup meetings, tools such as dashboards for project monitoring with provision to have real-time visualization with appropriate alerts can make a huge difference in monitoring project status.

Dev: Team, the project's first sprint ends tomorrow. Let's have a retrospective at 5 pm. Make sure you are present.

Team Members: Ok Sure!

Next day at 5 pm

Dev: Team, we are going to play a game in today's retrospective. Any thoughts before we start?

First time to handling Agile projects

Swami: Hmm.. meditation is a good way to retrospect.

Dev: Uh oh!!

What is an Agile Retrospective?
In Agile, the retrospective is a type of session or meeting with the purpose to celebrate success and to reflect upon the last iteration, what went well and what went wrong in order to improve in the upcoming iterations.

Client meeting is about to start

Boss: Dev, Please capture the minutes of the meeting

Dev: Hmm...

Dev: No worries, I will be taking them, Boss!

The virtual client meeting ends

Boss: Please send me the minutes of the meeting for review before we send it to the client

Dev: I will send it to you soon, Boss.

Dev sends the document via email

Boss: Are you sure you have sent me the correct document, Dev?

Dev: Yes Boss! Any problem?

Boss(Thinking): Looks more like a script of a suspense story to me. No mention of decisions made and by whom, no details of the agreed-upon actions. Looks rather unclear to me


Project Communications Management
Key elements of minutes of the meeting that should always be included are, actions agreed (what will be done), action leads (who will do it), deadline (when it will be done by). Other useful information that may be helpful to include is the context for the actions and points of concern raised during the meeting.

Dev: Boss, the project status is not looking good. We are behind schedule and will need an extension

Boss: What? This is not good news at all. May I know the reasons for this?

Boss: Why is the project delayed and not going as planned?

Dev: I am sorry, the internet connection seems bad. I cannot hear you.

(Pretends to show a face which seems frozen)

Boss: Why is the project delayed and not going as planned?

Boss: Dev, maybe you do not have the answer to justify. But don't pretend as if your screen has frozen. Next time, please switch off the fan if you want to use this ruse.

PMI Code Of Ethic
Honesty, responsibility, respect, and fairness are the values that drive ethical conduct for the project management profession. PMI's Code Of Ethics and Professional Conduct applies those values to the real-life practice of project management, where the best outcome is the most ethical one

Dev: Boss, we should adopt this agile project management framework which everyone has been using.

Boss: Why, Dev?

Boss: Oh, yeah! Also, it will give you and your team an excuse for not getting it right the first time!

Boss: It allows the team to fail often and fail fast.

Disciplined Agile (DA) Toolkit
Failing fast is fine, but succeeding early is better. Disciplined Agile makes navigating a wealth of knowledge simple so you can identify solutions sooner. We call this guided continuous improvement.

Dev: Hey, Maya, just called to check on your well-being, since you called in sick yesterday. Hope the symptoms are nothing to worry about.

Maya: Thank you, Dev, for your concern. Nothing to worry..

Maya: I googled my symptoms are apparently, I just need a long break!

Project Resource Management
Shifting to remote work in the wake of the lockdown has made people anxious and also a little disconnected. It is important to be cognizant and realistic in terms of what the team members can deliver to avoid overload and burnout, especially in current times.

Boss: Maya, why haven't you worked on the file yet? What's taking you so long?

Maya(Thinking): I wish my boss could understand that this lockdown is not only making me work from home but work for home, too!

Project Resource Management
For business leaders, learning and practicing collaborative leadership skills is essential amid the current crisis. Practice emotional intelligence and empathy - it will go a long way in keeping virtual teams connected and productive during this transitional period.

Boss: Maya, you are late again for the meeting. You missed some important updates earlier in the call.

Boss: So which excuse have you got for me this time...hmm?

Maya(Thinking): Think! Think! Maya, you need to save your skin again.

Maya: Well, I was going to be very much on time for this meeting but...

Maya: ...on my way to the desk, I stepped on Lego pieces strewn on the floor by my kid and I hurt my foot.

Maya: I had to hobble my way to reach here.

Boss: No Comments!

PMI Code of Ethics
Any choice we make is always associated with several ethical risks. But this should not dissuade us from making hard choices like accepting mistakes and telling the truth. Honesty. Responsibility. Respect. Fairness, are the values that drive ethical behavior for the project management profession, as reflected in the PMI Code of Ethics and Professional Conduct.

During a video call..

Dev: Sam had promised that this client pitch presentation would be of few slides and on point.

Dev: But its turning out to be a long drawn ramble...

Dev: I hope the client is not losing his patience...

Dev: ...because he is a no-nonsense guy and stickler for time.

Dev: How I wish this virtual meeting app had a feature to play "Wrap it up" music as a cue like they do at the Oscars.

Project Communications Management
A large majority of a project manager's time is spent on communications throughout all project phases. Meetings being one of them. Meetings can be a waste of time unless they are properly planned, begun on time, have clear objectives, kept on track, conducted with respect for all participants, and items acted on and ended on time.

Virtual meeting in progress

10-10.05 Waiting for the host to start the meeting

10.06 The group starts discussing how it is difficult balancing official and domestic duties

10.10 Someone in the group discovers a new feature of virtual background option and everyone gets excited

Harry: This is Lit!

Maya: wow!!

Team Member: Awesome!!

10.12 - 10.15 The Host is struggling with the audio

Dev: I guess some problem with my audio

Harry: Hey! Dev is finally online But I can hardly hear him

Maya: His voice is cracking

10.16 - 10.30 And Finally the meeting happens

Dev: Ok Team Let's begin the meeting

Maya (Thinking): Just a few minutes left for the meeting to end

Team member: Is he kidding?

Project Communications Management
Virtual meeting also need preparation. This does not just mean setting up the technology, but making clear the purpose of the meeting, the objectives which need to be achieved by the end of the meeting; a timed agenda; and finally, how actions will be documented and followed up after the meeting.

(Throwback) Day 2 of working from home

Boss: Dev, you were late for our client meeting today by almost half an hour.

Boss: You were to set the context for our presentation.

Dev: Sorry for being late, Boss! I got stuck in traffic. It was terrible.

Boss: It was a virtual meeting, Dev. And by the way, we are all working from home since yesterday.

Dev: Oops! I forgot that I could not use that excuse anymore.

PMI Code of Ethics
Honesty. Responsibility. Respect. Fairness. Those are the values that drive ethical behavior for the project management profession, as reflected in the PMI Code of Ethics and Professional Conduct. Project managers face decisions and moral dilemmas every day. Ethics is the discipline of "how to do it best."

Boss: Finally, there's my lovely team waiting for me. I am sure, they must have missed me and my presence terribly in the past two months.

Team: Not sure if I am feeling stifled and suffocated because of this protective gear or someone's presence. Somehow work from home felt more liberating!

Leadership v/s Micromanagement
Micromanagement is not only frustrating for the project team members but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your team.

Boss: Dev, please inform the team that we are now allowed to work from the office with only 50% of staff strength since we are located in the Green Zone.

A few days later in office..

Boss: Dev, in case you have forgotten, we are no longer working from home. These are office premises so please maintain office decorum.

Project Manager's Soft Skills
Effective project management is as much about demonstrating appropriate behaviors as it is about applying project management skills. In today's times, it is more than essential that behavior, emotions, and culture be well understood by project managers.

Dev: Harry! It's the virtual town hall meeting that's going on and you don't seem to be online!

Dev: Boss is asking for you. He is asking for you. He has some important announcement to make to the team

Harry: I was so looking forward to attending this meeting, Dev. Unfortunately, my cable connection is not working since morning. No TV. No Internet.

PMI Code Of Ethics
Honesty, responsibility, respect, and fairness are the values that drive ethical conduct for the project management profession. PMI's Code of Ethics and Professional Conduct applies those values to the real-life practice of project management, where the best outcome is the most ethical one.

Boss: Harry, I understand we all have been working from home. But make sure for tomorrow’s client meeting you are dressed as you would in the office conference room.

Next day, before the start of the client meeting

Boss: This is so much better, Harry. It conveys a sense of professionalism

Project Communication Management
Dressing appropriately, especially for giving a presentation or directing a virtual meeting helps to stay focused and in "work" mode. Whether we like it or not, our appearance says a lot about us before we've even had a chance to speak.

Harry's Wife: Honey, our geyser faucet is leaking. We have to do something immediately.

Harry: In case you have forgotten, I am telecommuting. Please do not distract with home chores, I have to submit something important.

Harry's Wife: If we do not attend to it right now, we will be in hot water.

Harry: Huh!

Later in the day...

Maya: Hi Harry, are we ready with that presentation? We have the client demo in some time.

Harry: Sorry, Maya. I am just about finishing it.

Harry: I got delayed as there was a personal task that needed attention...

Maya: But you promised that it will get done as soon as possible.

Harry: ...yes I agree. But if I had not attended to this issue I would have been in deep water.

Maya(Thinking): Why am I getting a sinking feeling suddenly?

Project Communication Management
Communications management is one of the fundamental roles of the project manager. Project managers need to effectively plan and manage communications so that all stakeholders are updated regularly about project status to avoid giving surprises.

Dev: Hello Team! I hope you all are doing fine and managing well on your personal and professional front.

Maya: Dev, all ok though stressed on managing the work-life balance.

Dev: I can understand. Ever since we got forced into this situation of remote working, there has been a decline in productivity...

Dev: ...so as an agile team, I want to know from all, how do you plan to embrace the change and identify new ways of working.

Team(member): Dev, I guess I have been proactive on that front. I have been watching a lot of videos on how to be more effective as an agilist.


Disciplined Agile (DA) Toolkit
Agilists should look at exploring DA toolkit as it harnesses a world of Agile practices to guide you to the best way of working for your team or organization leading to increased productivity.

Dev: Hello Team. if you remember, boss had made it a mandate to take up short online courses and upgrade our skills so that we could get something to the table after this lockdown...
Need a quick update on that from you all

Let's begin with Swami, What have you been learning oflate?

Swami: I have taken up this online course to hone my communication skills so that it would help me with my client calls

Maya: I am doing a short course on Internet of Things so that I am prepped up for all our forthcoming projects which are mostly going to be based on that!

Team member: Sorry team, got a bit late to join this call as my online baking class went on a bit longer today...
so Dev, what's the agenda for this quick call?

Dev(Thinking): Never mind, we kind of got the picture of what exactly you may get to the table after this lockdown...

Project Resource Management
Upgrade your skills and make the most of this time...

Dev: Hey Team, Boss has requested for a quick synch-up call with him in an hour's time.

Team: Oh no again!?

Maya: What! We are practically meeting him 2 to 3 times a day. What is this call for now?

Dev: Now that we have been working from home since the past few weeks he is perhaps missing micro-managing us. This is his way of keeping tabs.

Maya: Can someone please let him know that social-distancing is the buzz word in today's times?

Project Resource Management
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project team members but also completely undermines their authority. Even while managing virtual teams, it is important to establish appropriate and productive relationships with team members.

Boss: Dev, I have an unscheduled call in an hour with our project sponsor. Please coordinate and collect the latest updates on project status.

One hour later...

Boss: Dev, I have not yet received the project updates. My call is about to start.

Dev: I have it almost ready, Boss.

Dev: Then what are you waiting for? This pandemic to blow over!

Dev: The team members have shared updates through different communication platforms. I am just collating it.

Boss: Hope to get it before this lockdown gets over!

Project Communication Management
It is effective if one keeps all the team/client interactions on one platform. The advantage is there will be reduced dependency, information exchange will be streamlined plus anyone can step up to take additional responsibility if the situation demands so.

Dev: Hello Team. We are already in the second week of lockdown. Hope all is well. Let's begin with the weekly updates from Swami.

Dev: Swami, did you manage to collect the requirements for our project from our new client?

Swami: Dev, the call started off with all of us struggling to get our online web conferencing tools to work.

Swami: Finally, when it was all in place I thought it would be polite to lend an empathetic ear to the client's woes in the current difficult times...

Swami: Keeping aside the polite requirements, did you manage to collect the requirements for our project?

Swami: Well, I hope I got them right. The client team members were on speakerphones with bad acoustics.

Swami: Also, their accent was difficult to decipher with all that background noise and echo at their end.

Dev(Thinking): This update is not sounding good to my ears. But given the fluid and unprecedented situations we are in, it is truly a time to play it by ear.

Project Communication Management
Significant portion of a project manager's time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications, one needs to consider all factors like different realities, the space, the communication takes place in, verbal/non-verbal messages, etc.

Dev: Hell Customer Service, I need urgent technical support for this new project. I was put on hold for 30 mins, someone came on call for a few seconds and then kept me on hold again for 30 mins.

Dev: In this Covid 19 crisis situation, can someone throw some light and solve my issue or is it light-years away?

Customer Care: Thank you for your patience so far, Sir. We are understaffed and also inundated with calls right now, please bear with us.

(on-hold music continues)

Business Continuity planning
During times of crisis, business continuity planning becomes critical as it factors in contingencies for mission-critical resources, those whose failure would have a great business impact, and those that have a high probability of failure.

Maya: Hello team, how has been week two of working from home?

Maya: I hope all is well on the health front with you and your family..

Swami: Maya, personal health is fine but not sure I can say the same for our project health.

Maya: What happened Swami?

Swami: This virus crisis has forced me to join newly formed project teams pulling me in multiple directions. My hands are full at the moment to tackle our project.

Maya(Thinking): Just when this virus situation demands us to go "hands-free", my team members have their hands full.

Project Risk Management
In these volatile times, many of our team members are likely to be pulled in multiple directions. To minimize the impact, we need to identify which skills will be scarce in the team or how to access capacity from outside. And apply a streamlined risk management process to predict the uncertainties in the projects.

Dev: Hello Team, hope all well with you. It's been a week since we have been working from home because of this virus that's posing a health hazard around the world.

Dev: Let's begin the call to discuss our project status. Swami, let's start with you. Can you share your updates on the tasks assigned to you in the last call?

Swami: Dev, I need more clarity and time on those tasks. I got pulled into multiple last-minute calls in the past week due to this new situation.

Dev: Huh, what about you Jay?

Jay: Dev, was I even assigned any task to be completed this week? Not sure.

Dev(thinking): Looks like this new temporary policy of working remotely is more difficult to handle than this virus issue.

Most of them don't have an understanding of what they are supposed to do.

Project Communication Management
The move to remote working is a great opportunity for a project team to revisit the fundamentals so as to ensure everyone understands the team objectives, their specific roles, and how each team member contributes to the final results. Leaders need to clarify the goals of each member to stay focused on crucial tasks.

Boss: Hey Team! I have got some news to share. I am sure you will rejoice after hearing the news!

Team (thinking): Yippee! Finally, he has put in his papers. Time to celebrate

Boss: I had sent my nomination for, "Thought Leader of the Year" award. And the management has accepted my nomination in the shortlist.

Dev: I hope the management has second thoughts about the decision.

Swami: Maybe "thought leader" as he keeps thinking about how best he can micro-manage us. Hee hee!

Leadership v/s Micromanagement
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project team members but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your team.

Dev: Boss, we just received the software application that we had ordered from this new vendor.

Boss: That’s great news! Now get started with your project without wasting a minute.

Dev: But Boss, the bad news is that the software is crashing frequently. In spite of the specifications provided, the software is not compatible with the hardware.

Boss: Oh is it? Why don’t you call them and check? Besides the lowest price, they claimed they had good after-sales services.

Dev: I have been trying several times since the last two days but no solution in sight. I am just being pushed from pillar to post.

Boss: Be patient, Dev. Good things take time.

Dev (thinking): Oh yeah, and so will this project.

Project Procurement Management
The single greatest decision on many projects is selecting a vendor to provide software or services. Sometimes, the method used for soliciting, evaluating and negotiating with vendors, are not done “according to the book” which is when the results of the decisions made are most likely to result in problems during project execution.

Boss: So Dev, how many projects are you having on your plate?

Dev: Well, there are....

Boss: Oh! never mind. There is one new project coming your way. Its a small project and you got two months to deliver it!

Dev: err... but Boss...I....

Dev (thinking): huh!

Boss: Is it just a coincidence that your annual performance review is also due in another two months?

Dev: Ok, Boss! What is this project all about?

Boss (thinking): Wow! That was way easier than I had imagined.

Project Resource Management
Many times, project managers are given more projects than they can handle. Some of the more experienced project managers may push back, telling management that all efforts cannot be achieved. However, many project managers do not do so. The top management needs to take cognizance of the same.

Dev: Boss, workload has doubled but we haven’t received a raise for a long time that justifies our hard work and dedication.

Boss: Don’t be motivated by money. Money doesn’t buy anyone happiness. Let me tell you that!

Dev: Boss, if there is no raise this year, most of the committed project managers will start looking around for better opportunities for sure.

Boss: In which case they have saved me the trouble...

Dev: Huh!

Boss: ...the company is anyway planning to reduce the headcount of the project managers and other high salaried team members

Dev(Thinking): Oh no!

Project Resource Management
There are broadly four types of techniques for motivating team members, techniques that include optimizing human energy, enabling autonomy, providing feedback, and providing reward and recognition. The ability to influence and motivate others is an important skill that a leader must learn to master.

Boss: So Dev, what did you want to talk to me about so urgently?

Dev: I have been reading articles on disruptive technologies and understood how AI is set to take over routing project management functions. It's time we reskill the team on new technologies.

Dev: This way it will allow project managers to focus on social and creative skills, update domain knowledge, and skills where manual intervention may be needed.

Boss: Dev, you and your team are getting lazier by the day. We need to first fix your mindset, forget knowing more about disruptive technologies.

Dev (thinking): I am wondering how to disrupt his conventional mindset.

Project Management Technology Quotient
Understanding the potential uses of technology is as important as understanding process improvement strategies and best practices. PMTQ skillset is the ability to adapt, manage and integrate technology based on the needs of the organization or the project at hand.

Boss: Dev, are we ready for the launch of our new product this weekend?

Dev: Boss, we still have test scripts to run on it. And by the way, we have two more weeks for the launch.

Boss: Dev, we don't have time for test scripts. It's important we launch ahead of our competitors for a first-mover advantage.

But Boss...

Boss: Nothing ventured, nothing gained!

A week after the launch

Boss: Team, we need feedback on why the numbers are not moving as expected on our newly launched product.

Dev (thinking): I think we didn't venture enough to gain enough!

Project Risk Management
As organizations rush to market with new products, it's important to identify potential risks that could impact the new product launch and classify them into categories. Rate each risk based on impact and likelihood and develop a specific action plan to address high priority risks.

Boss: Dev, I heard you have placed the order for new desktop machines with a new vendor.

Dev: Yes, Boss! That's correct.

Boss: Dev, but we already have reliable vendors on our preferred vendor's list. So why go for the new one?

Dev: Because this vendor is least expensive, plus he has committed to deliver our order in two business days. Moreover, he is not going to charge us maintenance fees in the first year.

Boss: How can we rely on him without verifying his credibility? What if he fails to meet our expectations?

Dev: Boss, the deal was too sweet not be explored. Also, I trust my gut feeling on this one.

Boss: Dev, with this sweet deal I hope we don't have to swallow a bitter pill. Forget your gut feeling, this sounds like a gutsy move.

Project Procurement Management
Project managers need to have a clear understanding of supplier capabilities. Placing high expectations on a new supplier to quickly complete a procurement deal beyond their capability can be disastrous eventually if the claims are not verified in advance.

Boss: Dev, we are starting that new IT infrastructure project next month for our client and we need to get new database systems, servers, and desktops.

Dev: Ok, will initiate work on the procurement process.

A few weeks later...

Boss: Dev, what we have received is not up to the mark.

Dev: huh

Dev: Really! We literally juiced blood out of stone from the lowest bidder and got the best price for the products the team asked for. So what went wrong?

Boss: Exactly my point! It looks like we set our sights too low and got what we paid for.

Project Procurement management
It's a common fact that costs play a vital role in the procurement process. We often find businesses focussing on low-cost bids even when the effects are detrimental to the product's quality. In innumerable scenarios, the quality aspect gets short-changed to save cost and management underestimates the impact of quality risk.

Boss: Dev, we have to set up a preliminary meeting with the on-site team to go over all the project related questions and doubts before we embark on the new agile-based project.

Boss: Remember, the project is crucial and we need to kick-off immediately. So get all the doubts addressed on this call itself.

A few days later...

Boss: Hey, how was the call?

Dev: Well, the on-site team sounded zoned out and uninterested. Their communication was unclear.

Boss: What time of the day was the call scheduled?

Dev: It was at 11:30 am IST as that's the time my local team members are in office. Later, I realized my gaffe.

Boss: Dev, how could you expect our on-site team members to be "in the zone" when they sit in a completely different time zone.

Blah...blah...blah

Dev(thinking): I feel like I am in a free-fire zone now. Rather keep quiet.

Project Communications Management
With remote teams becoming the norm, a project manager's usual work-life has taken on new dimension. It has become crucial to have in place, the right tools, and procedures, and communication management strategies for creating a strong team environment and encouraging collaboration.

Dev: ...and the project management effort for this project will be...

Senior: Woah! Hold on Dev. We do not need a Project Manager, because it's an Agile based project and this team is self- managed and self-organized... so

Dev: But don't you think if we have a project manager...

Boss: Now, no ifs and buts, let's get started with this project at the earliest.

Just a month ahead of the deadline

Boss: Dev, we seem to have hit the brakes with project Swift. And we need your support to accelerate it.

Dev: But Boss, it was decided right at the start that there is no need of a project manager as this project was to run as per agile methodologies, isn't it?

Boss: Now are you going to get into the time-wasting, "I told you so..." drill or will you roll up your sleeves like a true project manager and lead the way?

Dev: Huh!

Common Myth about Agile
"Agile doesn't need project managers"- This is one of the most common misconceptions about managing projects in an agile environment. The truth is that agile management needs project managers, but it won't be the job of project managers to tell the team what to do or when to do it. Their role becomes more strategic and as a coach and facilitator.

Appraisal interview

Boss: So Dev, tell me about your accomplishments in the last one year.

Dev: I managed to complete three crucial projects within time and budget. And importantly, I did not ask for additional resources though it was much required.

Boss: Well, it looks like your projects were not challenging enough. Hence you deserve a marginal raise this year.

Dev: And what makes you think they were not challenging?

Boss: Because you finished all your projects within time and budget and you didn’t even complain even once about anything.

Dev: Huh!

Dev(thinking): how do I tell him that though the job itself is rewarding, the salary and benefits leave a lot to be desired.

Project Resource Management
Motivation can inspire, and encourage individuals and project teams to achieve greater accomplishments. Knowing this, it is in the project leader's best interest to understand the demotivation cause in order to drive toward project success.

Dev: Hey Maya, our project deadline is around the corner and I have yet not received any updates from you. What's going on?

Maya: If only I can be at my desk to do that...

Dev: So cut down on the never-ending tea breaks for office gossip sessions. That will get you the required time.

Maya: Correction! Getting pulled into meetings every now and then and where I am not required is eating into my productive time

Maya: Now if you'll excuse me, I need to get back on track with this project before I get pulled into another so-called important meeting.

Project Communication Management
A large majority of a project manager's time is spent on communications throughout all project phases. Meetings being one of them. Meetings can be a waste of time unless they are properly planned, begun on time, have clear objectives, kept on track, conducted with respect for all participants, and items acted on and ended on time.

Dev: Are you sure you want all these features in your product? More than half of these don't align with your objectives. It's going to get complex.

Client: Remember, I am the client and I know the best! I want all these features as I want my product to be comprehensive so that it caters to all our customers. It will be a piece of cake, really!

Dev(thinking): I worry that this cake will not be worth the candle.

Project Requirements Management
Collecting requirements for a project is a very vital part. This process forms the basis for project scope definition. This process contributes to the success or failure of a project. It's all about managing stakeholder needs & requirements to meet project objectives.

Dev: Swami, on today's call for gathering the requirements I want you to take charge as I will not be able to join the call.

Dev: Make sure you gather all the possible requirements needed. Getting the client on a long call is rare. He is a busy person, you see.

Swami: Got it!

Next Day...

Dev: Swami, how did the call go?

Swami: Quite productive. I started with small talk on hobbies to warm up the conversation and we realized we both share a common interest... Golf!

Swami: This call was a perfect tee off! But by the time we came around to discuss the requirements, we had run out of time. Don't worry, we plan to meet for a round of golf soon. We will continue the discussion over there.

Dev(thinking): This performance does not even deserve a golf clap.

Swami: Slurrrrrp!!

Project Requirements Management
For requirements gathering, the project manager needs to identify a resource that has facilitation skills, technical skills, domain skills, and listening skills, etc. Collecting requirements for a project is a very vital part. Collect requirements process helps to define project scope during scope management.

Boss: Hey Dev! There is this new challenging project coming up for you!

Dev: I so know how challenging it could be!

Boss: ...with minimum budget, limited resources and tight deadline. So what do you think??

Dev: FAILURE!!

Boss: Dev, remember one thing in life. Optimism is the key to success! So be positive and success will follow you!

Dev: Ok so then let me put it this way! With minimum budget, limited resources and tight deadline, this project is positively, surely & assuredly going to be a BIG FAILURE

Importance of Leadership Skills in Managing Projects
Unreasonable bosses give demanding deadlines as they may not be in tune with the number of hours it takes to achieve the objectives or they may not bother to find out in advance what's reasonable. Also they may be ignorant about the tools or information you may need to accomplish your assignments.

Boss: Hey Dev, why is this project lagging behind schedule?

Dev: That's because every time I focus on it you approach me with tasks that don't concern me at all.

Boss: Please explain.

Dev: You make me attend meetings on your behalf. You make me write codes for your personal projects. You make me...

Boss: Dev, it's all about managing your priorities. I will mentor you on that. Come to me.

Dev: Oh no! I will definitely schedule that as the last item on my priority list.

Project Schedule Management
Prioritization is organizing tasks in terms of importance relative to one another. A project manager deals with contending priorities on a daily basis. All projects, more so large, complex projects - need clear priorities as it affects the success of the project, the engagement with the team, and role of project leader.

Boss: Hey Dev, congrats to you and your team for completing the project ahead of schedule. So sorry that I could not be around to mentor the team as I was traveling extensively.

Dev: And I thank god for that. How do you think we could finish the project on time?

Boss: Dev, did I just hear a whistle from you?

Dev: No Boss, it's just the magic of good news which is music to your ears.

Project Resource Management
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project manager but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your manager.

Dev: Thank you for joining the meeting. We are here to identify the root cause for the slow progress on our current project.

Dev: Jay, you go first. What do you think is the reason?

Jay: Maya doesn't respond to any of my emails even though they are marked as highest priority.

Maya: All emails from Jay are marked as the highest priority. Moreover, they are too long without any breaks. It's hard to figure out the crux of email.

Sounds from the Meeting Room..
All because of you!
Not me, but you!
Your fault!
Blah.. Blah.. Blah..

Dev: Woah! now if we are done with your blame game session, can we spare some time to put the game face on and find some solutions?

Project Communication Management
Communication is a vital element of a well-managed project. To communicate effectively, project team members must have a good understanding of the communications process. Based on stakeholder analysis, the project manager and the project team can determine the communications that are needed.

Boss: Dev, I just had a call with our client and he has asked for some minor changes in the product features.

Dev: And what did you say?

Boss: Told him that with Dev around, they would be done in jiffy!

Dev: What!!! But Boss, I am going outstation for my Diwali holidays and had already given you the heads up on that a month ago.

Boss: Work smarter and not harder so that you can complete the scope changes and also go for your vacation

Dev: hmmm... ok. What are the changes? Can you share the document?

Boss: There is no document. But, this is what I remember. Please make notes....blah, blah, blah, blah....

Dev: huh!

Boss: I hope this has helped throw light on what you need to do.

Dev (thinking): In spite of the upcoming Diwali festival I cannot see any light at the end of the tunnel for this project.

Project Communication Management
Significant portion of a project manager's time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications one needs to consider all factors like different realities, the space the communication takes place in, verbal/non-verbal messages, etc.

Dev: I want to take this project management certification & training. Going by the new projects that we are doing, this will surely help us to run the projects better.

Boss: Whoa, no way!!

Dev: Why Boss?

Boss: If I pay for your training and certification today, tomorrow you will use this knowledge to get a better job

Dev: Huh

Boss: In the current times, be happy you are getting to work on exciting projects

Dev: huh!

Boss: But if you are still motivated then I suggest you pay for it from your pocket.

Dev (thinking): Forget tomorrow, if I can get a job, I will leave this organisation today itself

Project Resource management
Training and certifications are important techniques for developing project teams. They help to improve skills and competencies, and employee motivation, reduces staff turnover rates, and improves overall project performance.

Maya: Boss, I heard that the new hire is getting paid more than me though he has less experience and qualifications. Why, Boss?

Boss: Well Maya, to cut the long story short, the recent studies say that tall people are more intelligent compared to short people. And...

Maya: In spite of my short height it seems like I have hit the ceiling...the glass ceiling!

Boss: Maya, stop grumbling. If you want equal pay then work your way to the top the smarter way.

A few weeks later...

Dev: Hey Maya, what's with the new hairstyle and high heels.

Maya: I am just trying to stand tall in spite of the adversities around me.

Project Resource Management
A project leader needs to use emotional intelligence to increase motivation by identifying, assessing, and controlling sentiments of team members, anticipating their actions and acknowledging their concerns. It helps to improve the morale and confidence of the team members.

Dev: Boss, our new product design is ready for release.

Dev: I designed it with all the features which the client had asked for and also those 'few extra' features that got plied on, along the way.

Dev: With all the scope changes, I am sorry to say that the new product design is ready but looks like a picture of complexity when it should be simple.

Boss: We cannot release this complex product design in its current form. Dev, how about adding a few features to make it "easy to understand'?

Dev (thinking): Oh no! Somehow I am getting that same creepy feeling again.

Project Scope Management
Project scope creep is one of the most devious problems commonly faced by project managers. To avoid it, a clear and well-managed scope is a key element to successful projects. If the product scope and its requirements are not clear and specific, it is a breeding ground for scope creep.

Dev: Swami, I am getting a lot of complaints about you not being a team player. Your toxic negativity is decreasing the team's effectiveness and it's output. Do you have anything to say on this for justification!

Swami: All I want to say is that my fellow team members are experiencing illusions caused by my inordinate wisdom and their limited competence. And thus, I rest my case here!

Dev: eh!!

Project Resource Management
Clashes and incompatibilities amongst team members is often a challenge for project managers to deal with. The project manager has an important role in molding this group of individuals into a focused, coordinated, high-performance team.

Boss: Dev, why haven't you started with our new project yet?

Dev: That's because I haven’t yet got a buy-in on the proposal from one of our key stakeholders who is apparently vacationing!

Boss: You get started with this project anyways or else we may lose out on our time.

Dev: That stakeholder buy-in is very important. What if the stakeholder asks for a major change!... All our efforts will go waste!

Boss: Remember Dev, change is the only constant. So learn to embrace it and now, hit the ground running!

Dev (thinking): I have learnt to embrace the changes long back now is the time to learn to embrace the storms in this project... Someone, please wish me luck!

Project Stakeholder Management
One of the main reasons projects fail is because the deliverables were not what the stakeholders wanted or did not meet their needs. Hence, engaging stakeholders during and especially at the beginning of the project is extremely important as it will help reduce and uncover risks and increase their "buy-in".

Boss: Tina, as you are aware, Hari quit last week and you have been hired to take over his project.

Tina: Yes, I understand. May I see the project documentation for reference to begin with?

Boss: There is no project documentation created as this project is being executed as per agile methodologies to avoid all such bureaucratic hassles. Isn't that a wise move?

Tina (thinking): I have doubts about whether joining this organization was a wise move or not.

Common Myth About Agile
It's a general misconception that Agile means no or less documentation. Documentation in project management is critical as it lays the foundation for quality, traceability, and history not just for the individual document but even adds value to organizational process assets.

Maya: Boss, I am going on maternity leave from next month. We haven't yet found a project manager to fill in for my role. I am a little anxious.

Maya: I checked with Jack but he is also not available.

Boss: No problem, I will check with Dev and request him to take over..

A few minutes later...

Dev: Boss, there's no way I can take over this project. I am already up to my neck with multiple projects.

Later in the day...

Boss: Maya, we do not have any project managers available to take up this project. How about switching this project to an agile mode. That way there is no project manager required on this project.

Boss: Isn't that quick thinking which you guys sorely lack!

Common Myth about Agile
"Agile doesn't need project managers" - This is one of the most common misconceptions about managing projects in an agile environment.

The truth is that agile management needs project managers, but it won't be the job of project managers to tell the team what to do or when to do it. Their role becomes more strategic and as a coach and facilitator.

Boss: Team, I have an important announcement.

Dev (thinking): Hope we are not being fired.

Boss: Henceforth, we are going to use agile principles to manage all our projects.

Dev: Experts have said time and again that the nature and characteristics of the project must...

Dev: ...dictate the type of project management approach. As there can't be "one size - fits all" approach to managing projects.

Boss: Dev, don't worry. That's sorted. I have bought multiple copies of the book - Being Agile for Dummies. It is written by an expert.

Boss: The team can soak all knowledge on agile project management and get cracking.

Dev (thinking): I wish he understood that "going by the book" will not help us manage the projects the agile way.

Project Management using Agile Methodologies
When applied, agile principles save time and expedite teamwork on projects. However, it is not something that can be understood by reading a book. Also, it is not the answer to all project management problems.

Dev: Boss, you must have noticed that I have been working round the clock for the past few months on Project Harmony and...

Dev: it has ironically created disharmony in my life. I need some time-off badly.

Dev: I am already having health issues due to sleep deprivation and I don't want you to face awkward situations in case anything untoward happens to me.

Boss(Thinking): Oh no!

Boss: Woah, hold on young man! We totally appreciate your hard work. Why don't you take a week's leave, take some good rest and come back with recharged batteries?

Dev(Thinking): Looks like Boss could not handle the fizz. And all I had to do was to lift the lid on my bottled-up feelings to get that much-deserved break.

Project Resource Management
Work-life balance though elusive in today's times is not an unrealistic objective. Project leaders overseeing projects should not only track project progress but also monitor the well-being of those managing projects. Because work-life balance is crucial not just for the manager herself but also for everything she is responsible for.

Dev: Boss, given the scope of the new project, I would need at least two more resources in the team.

Boss: Dev, why don't you manage this project just the way you did the last one.

Dev: Boss, the last one didn't have the same complexities and challenges associated as this one. Moreover,....

Boss: Ok fine. We will arrange two additional resources but make sure we get the desired results.

The next week...

Boss: Dev, meet your new team members. Here is Iffy and the one behind her is Bugs

Boss: Both are rookies but all excited to be part of this project. They will provide you that much needed additional support.

Dev: Boss, don't you think they are way too inexperienced for this project? I would rather not get them on board as I will spend more time handholding them.

Boss: Dev, don't you think you are getting way too demanding now.

Project Resource Management
Appropriate project staffing is crucial, yet improperly allocating resources tops the list of most common project management mistakes. Not having people with the right skills on the project can totally derail it. All the planning and best tools and technologies in the world won't overcome an insufficiency of talent and skills.

Boss: Dev, there is this urgent proposal that you have to complete by tomorrow evening. It is for a big organization so we have to make it impressive.

Dev: Oh, ok!

Dev: If you need it by tomorrow evening then I would prefer to work from home tomorrow. I can focus better with less interference and distractions.

Boss: How can I let you work from home? I need to see what you are doing.

Dev: Boss, looks like you didn't get my point.

Boss: Dev, there is no time for pointless discussions. Be in office tomorrow.

Dev(Thinking): I wish he was sharp enough to get my broad hints and stopped micro managing.

Project Resource Management
Micromanaging may work in specific cases but it often misses the bigger picture. It reduces staff's morale and working memory, makes it difficult for employees to develop fresh skills, acclimatize to new situations, and proves to be a huge distraction. Eventually, it may also result in loss of good employees.

Boss: Team, looking at your dedication and hard work, the management has conveyed that job well done will be rewarded.

A couple of weeks later...

Dev: Boss, my team has worked late nights and weekends to finish our project one week ahead of schedule.

Boss: Kudos! That's great, Dev. On that wonderful note, I suggest you and the team take on a couple of assignments that need to be finished by next week. I just mailed you the details.

Dev: But, Boss...you had said that job well done will be rewarded. So...

Boss: Of course, I said that job well done will be rewarded...with some more meaningful work. And I have already kept my word.

Dev(Thinking): Yes, empty words indeed that came from a forked tongue.

Project Resource Management
If a project is to succeed it must have a motivated project team. People are motivated if they feel they are valued in the organization, whether through tangible or intangible rewards.

Boss: Dev, I wanted a quick status update on your ongoing project. When should we sit?

Dev: How about post-lunch?

Boss: Perfect! Meet me in my cabin post lunch then!

Post Lunch Meeting...

Dev: Ok, so the status of the project is that...

Boss: Wait, just hold! Before you start let me wear my Smart Headphones.

Dev: Headphones! For what?

Boss: These are Smart Headphones which have a unique feature. They translate jargons into simple words.

Boss: So far you have been throwing technical jargons at me which do not give me a complete picture of the project and has me fooled. Now I have smartened up!

Project Communication Management
As part of the communications process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

Boss: Hello Maya, just thought of swinging by to tell you that you are the most sincere and hard-working team member.

Boss: You are a valuable asset to this organization. Your dedication to work is exemplary.

Maya: Woah!  Boss, thank you for these praises. Somehow they are giving me a déjà vu feeling. It is also making me feel jittery, I wonder why!

Boss: That's a good sign, Maya. It's a sign that you are feeling motivated to do more work.

Maya(Thinking): Oh no, I suddenly remembered. The last time when he was heaping praises on me it came with a pile of workload soon after.

Project Resource Management
The ability to influence and motivate team members is a skill that a project leader needs to master. Sincere motivation can inspire, and encourage individuals to achieve great accomplishments. It can also create an environment that nurtures teamwork and collective initiatives to reach common goals or objectives.

Dev: Swami, our project deadline is just a month away. Hope we are on track? I don't want any last-minute rush... Is that clear?

Swami: slurp!!

Swami: Nothing brings out the best in me like the "last-minute". Do not worry Dev, I will handle it. Things will fall in place.

Dev(Thinking): I hope things will fall in place and not fall apart!

Project Schedule Management
It is critical for a project manager to have the core skills of Project Planning, Tracking, Monitoring, and understanding of the Project Management Knowledge Areas. In a nutshell, a project manager's job is to avoid any surprises while managing projects or project stakeholders.

Boss: Dev,  Here are the preliminary details of our first ever project from our client, The Government of Slackovia. Winning this big contract was a real coup for us.

Dev: But Boss, given the unstable conditions in Slackovia, don't you think it is risky to take up this project?

Boss: Bah! We have done enough risk analysis of this project. Don't over think. Let's get cracking on this prestigious project.

Two months later

Boss: Dev, how far have we progressed on the Slackovia project?

Dev: Boss, after working on weekends and even holidays, I will probably take just a couple of weeks more for completion.

Boss: Well, hmmm... Dev, I am sorry to let you know that there is piece of sad news. The country is under a coup and the client has asked us to put the project on hold till further notice.

Dev (Thinking): What? A coup! Now that really puts our project in the soup.

Project Risk Management
Risk analysis is a key practice to ensure that the least number of surprises occur while the project is in progress. By applying simple and efficient project risk management processes, one can predict the probability of its occurrence, its impact, and what can one do to minimize the impact or take advantage of the event.

Dev: Kudos to the Project Placid team for its success. On that note, I would like each one of you to share the new things you learned during the course of the project.

Team thinking: Nothing new!

Swami: Did you guys learn anything new or is it just me who has this feeling?

Maya: Me too! It was more boring than the previous one.

Project Resource Management
Learning is the key to project management. And not just individual but learning of the group that integrates the project. It is observed that most of the learning happens through experience and the rest through social interactions and traditional training methods. Hence, it is important to provide the team with opportunities to learn new things through the project itself and guide them when necessary. It makes a positive difference and creates value for the stakeholders.

Boss: Dev, I made you the project manager because you have been in the system for the longest time and have the necessary technical expertise. But...

Dev: Yes, but no one seems to listen to my instructions. They refuse to heed my valuable advice...

Boss: Dev, you should know how to lead and guide your team by now. Do I need to provide training for such things?

Boss: Your technical competencies should be put to good use otherwise what good are they if you cannot lead a project.

Dev (Thinking): Slowly, I am realizing that I have become the proverbial "Accidental Project Manager" about whom I always read in articles and laughed.

Project Resource Management
It is wrongly assumed that a person who has been in the organization for the longest time will have the best capabilities to lead a project. In typical project management parlance, he is called the accidental project manager. A good project manager not only needs to have the technical expertise for the position, but also leadership skills, business/strategic management skills, and formal training in project management.

Dev: Swami, we have our stand-up meeting in the next five minutes, where are you heading?

Swami: I know. I am heading right there.

Dev: What's with the chair? You know chairs are not allowed in our ten-minute huddle... so that we don't lose our focus.

Swami: Ha! Focus!?

Dev: Huh!

Swami: We focus more on all the problems under the sun and less on project related issues.

Swami: And is it ever a ten-minute meeting? It just goes on and on.

Swami: So I thought it is about time to bring my chair along.

Project Time Management
To make stand-up meetings more effective, use a consistent set of questions to help the team prepare in advance, ensure the meeting starts on time, keep it short and to the point, select a recurring time for the stand-up that is convenient for the team, and avoid distractions so that the meeting does not go off course.

Boss: Now that we have all the project stakeholders present here, I would like to begin the meeting with agenda points.

Boss: Huh! Dev, who is this gentleman sitting right next to me? Never seen him before.

Dev: Boss, he is... one of our...psst...psst!

Boss: Can't make out from your incoherent words. Whoever he is, we need to explain to him that he is in the wrong meeting.

Dev: But Boss, he is the...

Boss: Now don't waste everyone's time with your explanation. Do what I just told you to do.

After some time...

Boss: Sorry folks for the slight delay. Let's get on with our meeting without further delay.

Dev (Thinking): I fear that the real project delay will creep up sooner or later.

Project Stakeholder Management
A project cannot begin unless we have identified who our stakeholder are clearly. Stakeholders includes everyone i.e.  people affected by the project, or who can influence the project, or have expectations from the project. By definition, a stakeholder is not necessary the sponsor or board member only, it can also be someone unobtrusive yet an important person.

Boss: Thank you all for coming to this meeting at such a short notice.

Dev: Boss, is there anything really urgent to discuss today? We just had our project status meeting a few days back...what's the agenda?

Boss: Exactly! This meeting is to discuss the pointless meetings we have been having and why no work is getting done.

Dev: huh?

Boss (thinking): ...and also because I love to hear myself talk.

Dev: Talking about pointless meetings, this could have very well been a single point email!

Project Communications Management
Meetings are a critical tool throughout the lifecycle of the project. Unfortunately, they can become inefficient, ineffective, and fail to benefit the project in the required manner. For effective meetings, project managers should have clearly defined agenda, well-prepared team members, focus on topics within the scope, and effective handling of action items.

Dev (on phone): Boss, I have got a brilliant idea for our new iproject.. Do you have some time to hear me out on this?

Boss (on phone): Umm!.. uh..ok yeah! You can swing by anytime.. As you know, I have always had a open door policy!

Project discussion in Boss's cabin...

Dev: So the whole idea to execute this project in a better way is.. blah blah blah..

Boss: Ok!..hmmm! yeah!..ok..hmmm..

After the discussion...

Dev (thinking): Boss had never been such a good listener ever. I wonder what has brought about such a pleasant transformation in him?

Boss: Thank God for small mercies! My life has got sorted ever since I bought these new noise cancelling earbuds.

Project Communication Management
Since the project manager is the center of the project's information flow, listening is one of the most important responsibilities and one of the fundamentals of project management. And active listening requires being present in the moment and genuinely interested in what the other person is saying.

Boss: Dev, meet your new team members for the upcoming project. They have the best Agile expertise in the industry.

Dev: But Boss, we haven't yet started discussing the high-level plans for the project. How do we know we are going agile?

Boss: Dev, the management is planning to do all projects using Agile methodologies as we want to make the organization fully agile in the future.

Boss: So stop putting the spoke in the wheel of our agile journey.

Dev: huh!

Dev(Thinking): Even monkeys are known to be agile!

Choosing the right project management methodology
All approaches to project delivery have a place within highly flexible and agile organizations. Organizations need to choose their method based on project characteristics and organizational needs, as well as the ability to minimize risks, control costs, and increase value.

Boss: Team, here is the entire plan for our upcoming project. What's your analysis?

Swami: Wow, this looks like an elaborate and rational plan.

Dev: Boss, when there is not much project information available is there is a need for a detailed plan for the entire project. Instead, I suggest we use Rolling Wave Planning.

Boss: Dev, you were told to analyze the plan and not over-analyze. I would rather see you rolling up your sleeves and get the project rolling.

Dev(Thinking): I somehow don't get a good feeling. Hope I am proved wrong.

Rolling Wave Planning
Rolling Wave Planning is "an iterative panning technique in which work to be accomplished in the near term is planned in details, while the work in future is planned at a higher level."

Boss : Dev, change the color of the button from yellow to red. Move the tab slightly to the right. Add a human element on this page. By the way, why are you so behind schedule on this project?

Dev : Boss, I had taken care of on-ground realities but due to a certain hovering situation beyond my control the schedule went off-track.

Boss : Hovering?? What? Where?

Dev : Right where you are standing! my Helicopter Boss.. who else!

Project Resource Management
Micromanaging may work in specific cases but it often misses the bigger picture. It reduces staff's morale and working memory, makes it difficult for employees to develop fresh skills, acclimatize to new situations, and proves to be a huge distraction. Eventually, it may also result in loss of good employees.

Dev : Here is the Minimum Viable Product (MVP) we have built for our Car Wash booking app. It has just enough features to satisfy early customers.

Boss : Dev, I think you stressed more on the "Minimum" part of MVP than the "Viable" part. As it looks right now, it seems like a complete washout.

Key to Project Management in Agile Environments
MVP is a concept that is used in project management planning in Agile environments to provide feedback for future product development which helps teams to iterate judiciously

Boss: Dev, hope you are all set for the demo for the new application we have scheduled tomorrow for our client.

Dev:  Yes boss!

Next Day...

Dev: And with this slide, I end my presentation. Please feel free to ask any clarifications.

Client: Dev, what's with the big red colored button. It seems redundant and distracting for a user. We should get it removed. And use the real estate for some other promotion.

Dev: Correction, it's not red color. It is crimson red, a trending color. As for the button, there was a bit of empty space earlier. With this element, the screen now looks brighter and better. We suggest you keep it!

Client: Project Red Alert!

Project Stakeholder Management
It is important to have a clear understanding of customer's needs, requirements, culture, business pains and then using that knowledge during project execution to avoid any possible conflicts and disagreements.

Boss: In today's "lessons learned" meeting, I would like to hear the team's thoughts on the reasons for our project failure. Dev, what do you have to say?

Dev: My short answer is, "We should not have accepted unrealistic deadlines for a complex project like this."

Boss: Dev, are you trying to throw shade at me?

Dev: Nope! In fact, all through the project, we have seen enough through rose-colored shades. I thought it was time to throw some light on the ground realties.

Project Schedule Management
Flawed estimates mean missing deadlines and exceeding budgets. There are a number of estimation techniques to choose from viz. analogous estimating, parametric estimating, data analysis techniques, etc. Knowing the techniques and learning how to use them well is how you become better at estimating.

Dev : Boss, I just read your email. You have assigned me to an under-funded project with unreasonable timelines.

Dev : And to top it all, you have assigned junior resources to work with me.

Boss : It is often said that necessity is the mother of invention, Dev.

Dev : Err ...Boss!

Boss : So instead of fussing so much, why don't you look at it as a glass half full rather than half empty!

Dev : How?

Boss : Creativity thrives best when we are constrained.

Dev : Huh!

Boss : These challenges can actually work as assets to fuel your team's creativity. And then you can use so many easily implementable techniques to overcome these constraints.

Project Resource Management
There are many techniques a project manager can use to enhance creativity or solve problems. Some of the popular ones are Brainstorming, Nominal group technique, Idea/mind mapping, Affinity diagramming, Force field analysis, Cause and effect diagramming, SWOT analysis and Root cause analysis.

Dev : Boss, my team has been using an outdated collaborative tool for a long time now. It is eating into their valuable project time.

Dev : They complain that they cannot easily find the critical project documents and eventually waste time looking for project assets.

Dev : Boss, I suggest we buy this new cloud-based management tool which has received great reviews from the industry and peers. It will save the team's time on routine tasks and also will be a quick win for them.

Boss : Dev have you heard the saying, "A poor craftsman blames his tools"? My quick thought on this 'quick win' ...It is a sheer waste of money!

Dev : With his quick as a flash thinking we will surely get nowhere fast.

Project Resource Management
Quick wins are those that will stop wasting your resources and have more impact on your project with less effort. using quick wins on your project and team will get everyone motivated, increase the momentum of the project, and last but not the least will create a feel-good factor because of positive energy created from achievement.

Dev : I have been noticing that the team  spirit has been on the wane and performance is not up to the mark. Do you think I need improvement in my leadership skills? Boss, I seriously need your advice.

Boss : Dev, you need to practice servant leadership with your team members.

Dev : And what's that?

Boss : Servant leadership focusses on service to others. Servant leaders give up power and deputize others to lead. They lead with team members in mind.

Dev : Yes, I got it!

The next day...

Boss : Dev, what on earth are you doing?

Dev : I am just practicing being a servant leader ...he is a servant first, isn't he? Swami has been working hard on the project so I am helping him the best way I can.

Boss : for god's sake, we spoke about servant leadership and not servile leadership!


Importance of leadership skills in managing projects
Leadership is the decisive factor for improving chances for projects to succeed. Servant leadership focusses primarily on the growth and well being of people to which they belong. The servant leader shares power puts the needs of others first and helps people develop and perform as highly as possible.

Dev : Boss, I know you are in a rush but wanted your quick advice on our project which may just run behind its planned schedule…

Boss : (Thinking..)

Dev : ..if we don’t take any corrective action Immediately. What do we do?

Boss : I have heard of Fast tracking and Crashing as schedule compression techniques…why don’t you try those?

Dev : But Boss, both techniques involve risks and also additional costs.

Boss : Have you come seeking my advice or tell me your “expert advice”?

Dev : Fast tracking could sidetrack the core issue and use of Crashing to compress schedule could ‘crash’ my project. What do I do?

Project Schedule Management
Both Crashing and Fast tracking are two techniques to be used as a last resort for performing schedule compression. Fast tracking involves the performance of activities in parallel, whereas Crashing involves additional resources to the project. However, there are potential increased costs and risks in both techniques that need to be taken into consideration before opting for any one of the two methods.

Boss: Team, thanks for being here on short notice. I called this kick-off meeting to start  work on our new project plan.

Dev: But Boss, Jay our lead developer for this project is on leave. His input and presence in today's meeting is much required. Could we schedule this meeting for later?

Boss: Oh! Did I miss telling you all that I will be on vacation in the wild jungles of Africa in the coming days? And contacting me would be difficult, So let's wrap up the meeting today without Jay and his inputs.

Dev: Without Jay in the meeting, he will surely be walking on the wild side even after he comes back from vacation.

Collect Requirements
Collect Requirements is an essential part of any project and project management. It is the process of determining, documenting, and managing stakeholder needs and requirements to meet objectives. The key benefit of this process is that it provides the basis for defining the product scope and project scope.

Dev: Boss, this is the project management plan for our new project. I have outlined how the project will be executed, monitored and controlled, and closed.

Boss: The overall plan looks a little confusing. What's with the little red call-outs in between?

Dev: Oh, that's me raising the red flag. Once the plan is baselined and has to get updated due to the ever-changing project environment, a reminder that the plan can be changed only through perform Integrated Change Control process.

Develop Project Management Plan
In the plan, it is necessary to define at least the project references for scope, time, and cost, so that the project execution can be measured and compared and performance can be managed. Before the baselines are defined, the plan can be updated as many times as necessary. But once baselined, it may only be changed through the perform Integrated Change Control process.

Dev: Oh, what a week it has been. Just managed to finish my task on the inventory schedule.

Swami: What? I was also working on the same schedule.

Dev: Boss assigned me to work on this because of my technical expertise.

Swami: And Boss assigned me this as I am a smart worker.

Maya: Excuse me friends! You could be heard loud and clear outside the cafeteria! What's the bone of contention if I may ask?

Dev: Duplicacy and unwanted 'redundancies'

Maya: Now that's puzzling. Can one of you please elaborate?

Swami: Coincidently, both of us have worked on the same schedule of inventory.

Maya: Good Lord! Inventory schedule...even I was asked to work on the same.

The Role of a Project manager
One of the critical roles of a project manager involves planning and organising the resources in an effective and economical manner for e.g. RACI chart,to successfully complete projects.

Boss: Dev I am just coming back from the client meeting. They have proposed a few changes in the scope which have accepted.

Dev: Huh, what!

Dev: But, Boss, the scope baseline has already been finalized, any changes we make now will affect the timelines and not to mention the budget.

Boss: I am glad you were not part of this meeting.

Dev: Why do you say that?

Boss: That's because you would have downright said no to the changes. please understand that the client is important for us and he can't take no for an answer.

Dev (thinking): What about the project itself? I am going to have a lot to answer for?

Perform Integrated Change Control
Whenever a change is requested, it is advisable to identify the impact of the proposed change on the overall project. It should be done through perform Integrated Change Control which is reviewing all change requests, approving changes, and managing changes to deliverables, project documents/plan, and communication their disposition.

Boss: Dev, I am assigning you to a new project on Artificial Intelligence (AI) It's a first for us hence quite crucial and prestigious as well.
Dev (thinking): Help!!

Boss: Good news is, the project is well-Funded and we have a fairly comfortable deadline to complete the project.

Dev: Boss, we do not have skilled professionals in the team to hand an AI project.
Getting the right people on board will take time as these skills are not easily available.

Boss: That's even better.
This is your chance to showcase your people and technical skills, pull off a seemingly challenging AI project and get visibility.

Dev (thinking): Forget AI skills, I wish common in people.

Project Resource Management
Appropriate project staffing is crucial, yet improperly allocating resources tops the list of most common project management mistakes. Not having people with right skills on project can totally derail it.All the planning and best tools and technologies in the world won't overcome an insufficiency of talent and skills

Dev: Maya, this is not what I wanted in my presentation. Didn't you read my mail properly?

Maya: I did!
But the words were beyond my comprehension. I finally gave up trying and put data as per my understanding.

Dev: why didn't you just reach out to me for clarification?

Maya: you were traveling. And I did email you and tried calling you but your automated reply said, "I am out of office. For urgent matters, Paul will assist" I am not sure who Paul is.

Project Communication Management
As part of communication Process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

Boss: Lisa, can you suggest something to boost the motivation levels of our team members.

Lisa: I know just the right thing to do!

A couple of weeks later..

Boss: Lisa, those inspirational posters are not having the desired effect. In fact, most team members have started sleeping on the job rather than feeling motivated to work hard Any idea why?

Lisa: I think they have taken this particular poster rather seriously.

Project Resource Management
The level of motivation an individual and/or team applies to project efforts can affect all aspects of project results. Hence, a project leader should create an environment conducive to outstanding team synergy and peak individual performance.

Dev: Swami, I just completed your performance review. Well, you are great at technical skills, however, you need to improve on your leadership skills. That is what is affecting the project outcomes. What do you say?

Swami: I think I will keep sharpening my technical skills to the extent that I won't need to depend on my leadership skills to improve results.
Dev: eh!!

Role of a Project Manager
While technical skills are core to project management, companies are seeking added skills in leadership and business intelligence - competencies that can support longer range strategic objectives that contribute to the bottomline.

At lunchtime...

Boss: Team, sorry to interrupt you during lunch but I have some good news to share which is incidentally related to your lunch.

Dev: Lunch? Wow, I can hardly wait to hear it out!

Boss: The management has finally approved the training on digital-age skills which the project team had requested. However, it can be scheduled only during lunch hours as we cannot afford to affect our project timeline.

Dev: Why is the good news so hard to digest suddenly?

Project Resource Management
In today's increasingly complex and competitive global marketplace, companies must invest in training in competencies that can support longer-range strategic objectives that contribute to the bottom line. While doing so, the management should also ensure the project team is highly motivated to accomplish the goals of the organization.

Lunch time

Swami: Just wondering where Dev is nowadays? Not seen him at lunch since the last couple of days
Dev: He is busy writing Test Cases, System and User documentation.

Swami: Let me take a guess. His project been picked up for an audit. Right?
Dev: Bull's Eye!

Importance of Periodic Audits
Periodic audits of the project management process ensure that systemic flaws are identified and fixed and the process is improved. Every aspect of the project management life cycle can introduce problems if not done properly, therefore it must be reviewed thoroughly. Project audits can help identify when a project is about to go off the course.

Boss: Dev, you are the most self-reliant manager in this organization who shows initiative and readily takes ownership of your work. Hence, I am assigning you to this new prestigious project. But....

Dev: But What...Boss?

Boss: Just keep me in the loop for all the decisions and provide daily status updates. Just being the hands-on manager you see!

Dev: Correction. You mean Micro-manager!

Project Resource Management
Micromanagement is the ultimate controlling management style. It is not only frustrating for the project manager but also completely undermines their authority. Every relationship demands respect, so it is important to establish appropriate and productive relationships with your manager.

Dev: Heard about your recent adventurous trip. And you did bungee jumping and stuff....Weren't you scared doing all these!

Maya: Of course not! Fear does not exist in my dictionary, you see.

Boss: Hey Maya, a quick reminder! you have a client visit this afternoon for requirements gathering. Yes the same client who keeps changing the requirements at the drop of a hat!

Maya: Now That's something I am terribly afraid of!


Project Scope Management
One of the most difficult phases of the project is gathering business requirements from stakeholders. Indecisive clients can be a huge stress. Before being baselined, requirements need to be unambiguous, complete, consistent and acceptable to key stakeholders. This ensures that the client is specific with their requirements, as well as helps to keep the project on track.

After the project status meeting...

Maya: Swami, don't you think the way our meetings are conducted is a complete waste of time.
Swami: Do you think so? Because I don't remember wasting my time ever in these meetings!

Maya: Wow! How come?
Swami: I work on my emails during the parts of the meeting where my presence in the room is completely inconsequential.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, and ensure that everyone is contributing and sharing their views. Also, more importantly, ensure that the right people are in attendance to accomplish the objectives.

Maya: I am so excited. We have successfully completed our project within time and budget. Also, as per given scope.

Dev: Congrats, that's a great achievement. That would mean the project benefits also aligned with the organization's strategic goals?

Maya: Umm...well...err...Never thought about it. We have moved on to a new project already.

Benefits Realization Management(BRM)
All strategic change in an organization happens through project & program management. And organizations leave that strategy to chance if they do not focus on benefits realization. It is important to create dedicated space for dialogue among C-suite executives, business owners, & project managers right from the start of each project to secure alignment with organization's overarching strategy, assess projects, & course-correct as needed.

Boss: Dev, the board has decided to advance the project launch date by four weeks. But the project scope remains the same.

Dev: Oh! But Boss, why are we advancing the project deadline?

Boss: I don't know. The reason is immaterial now. You are the project leader, go figure out how to complete the project in time.

Dev: eh!!

Project Communication Management
Effective communication helps the project manager to express fears about the challenges surrounding the project. They can either negotiate for a deadline extension or request for other factors for eg. change in scope. The project manager also needs to seek adequate information from the decision makers about the deadline so that he can decipher if the deadline was born out of necessity or if it is just in a bid to drive the team into efficiency.

Maya: Hey Swami, I have been reviewing your code since morning. I am just not able to crack it. Also there seem to be extra lines in the code. What are those for?

Swami: Slurp!!

Maya: huh!

Swami: Well, I have no idea why those extra code lines are in there for. I just copied Jay's code. But all I know is if I remove those lines, the whole application may crash.

Project Resource Management
While acquiring the project team, it is important to use a multi-criteria decision analysis tool to verify whether the team member has relevant experience, competencies, knowledge, skill, and abilities as required for the project.

Boss: Dev, meet Tina, our new developer. Though she is a newbie, she is a quick learner and has the relevant skills for your project.

Dev: Great! Welcome aboard Tina. Good to have you with us. Have you been briefed on our project?

Tina: No Worries. I will go through the project documentation and that will bring me up to speed.

Swami: Project documentation ...haha! This newbie has unrealistic expectations from the real world of managing projects

Importance of Project Documentation
Project documentation is a critical part of project management. It is required to make sure project requirements are fulfilled and to establish traceability with regards to what has been done, who has  done it, and when it has been done. It is also extremely important that is up to date, well arranged, easy to read, and adequate.

Dev: Boss, this project has been given such an unrealistic deadline that the probability of completing the project on time would be 1%

Boss: I have already promised our stakeholders that the project well be delivered on time! So get your sleeves rolled up and hit the ground running

Dev: But...Boss...what..if...

Boss: No ifs and buts, Dev. Stop putting a negative spin on everything I say. Learn to be positive.

Dev: Oh well ok... Let me try putting a positive spin on my statement. How about this.. If I say that 1% probability of meeting the deadline will occur with 100% surety

Boss: Now that's what I call having a good positive perspective.

Dev (thinking): And that's what I call being short-sighted and having unrealistic vision!

Project Time Management
Most Project timelines do eventually slip due to the unrealistic "initial deadlines". Project Managers can take care of the project deadlines and other related issues with impeccable planning, alternative analysis and proper communication of the real-time progress to project participants and other key decision makers.

Maya: Dev, I can't get any of my work done with swami in my team.

Dev: Why? What has he done

Maya: He is not a good team player. Because he keeps disagreeing with everything that I believe and say. He disagrees that I am hard working, smart, and committed.

Dev: But what has that got to do with your office work?

Maya: Of course it does have! This attitude gets me into a self-reflecting mode and cuts into my work time thus affecting my productivity

Maya: So either make him agree to my points or get him out of the team.

Dev: huh!

Project Resource Management
To eliminate any issues or negativity in a team it is best to create a positive work environment. Being a project manager, you can incorporate team building activities to foster a feeling of harmony and teamwork among them.

Dev: And with this slide, we come to the end of the presentation. So team, what's your take on this?

Swami: ZZZZZZZZ

Dev: Swami... are you with us?

Swami: Huh, hmmm...actually, I was...

Dev: ...sleeping, right!

Swami: Not exactly. I was practicing mindfulness.

Dev: What!! Mindfulness?! Say that again!

Swami: Yes, you heard me right. I was meditating.

Swami: It helps me to reduce anxiety and stress and maintaining a non-judgmental state of my thoughts and emotions in spite of difficult or annoying situations around me.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, carve out enough time for Q&A, and ensure that everyone is contributing and sharing their views. Getting team members engaged and participating in meetings helps a lot in achieving meeting objectives.

Client: So Dev, you want the design requirements for this website project, right? Here you go...

Client: The design has to be detailed yet minimalist. It should look modern yet be classic. White space should be effectively used...

Client: Call for action thingy and stuff like that should be prominent. Basically, we should reduce user's cognitive effort while navigating.

Dev (Thinking): How about reducing my cognitive effort to understand these vague requirements?!

Project Requirements Management
Requirement issues should be addressed very early in the project life cycle because design problems based on poor requirements lead to design issues that are more difficult and expensive to resolve after project development is well underway.

Boss: I just had a long drawn call with client and I have committed on team's behalf that we can complete the new project in two months. We can do it, right?

Dev: Huh, What? But the scope

At the project Kick-off Meeting.

Dev: Team, I have called this meeting to not just discuss about the new project but I also want you to make a list of excuses for sure-shot ULTIMATE DEBACLE of our new project.

Project Stakeholder Management
One of the most difficult aspects of project management is setting and then managing expectations of both stakeholders and clients. While creating a timeline and defining the scope of a project upfront is beneficial, if the expectations are impractical, the schedule and budget can easily go off the track.

Dev: Boss, Looking at the project plan and milestones, there's no way we're going to meet the deadline at the current pace of work..

Boss: Don't worry, Dev. We shall ramp up the resources for the project. Relax and get back to project

Dev: How I wish it was that easy but who will explain to him that nine women cannot make a baby in a month?

Project Schedule Management
Crashing is a schedule compression technique to shorten project schedule by adding resources to the critical path without necessarily getting highest level of efficiency. The decision to crash should only take place after project manager has carefully analyzed all of the possible alternatives.

Swami: What on earth is that??

Teammate: That's called a classic case of "Programmer’s Burnout".

Swami: Huh!!

Teammate: By the way, If you didn't realize that is our very own Maya. She has been working long hours for endless months and at times even on weekends.

Project Resource Management
Hiring, developing and retaining the people needed to turn corporate strategy into reality is of critical importance. Hence, a resources allocation plan is an important tool in effective management of scares resources and also avoid employee burn out.

Maya: Hey Swami, are you not joining us for the project status meeting?

Swami: Maya, just give me a minute white I take a last swing of my coffee I will be there with you all shortly.

Maya: By the way, what’s that interesting head gear you are wearing?

Swami: That's for brain stimulation. I bought it online recently. Apparently, it helps to stay focused and active during meeting no matter how boring or unproductive they get.

Project Communication Management Effective project status meetings not only benefit the project manager but also benefit the entire team, by providing a venue for recognizing milestone achievements, sharing information, and bringing problems/issues to the team. Unfortunately, too often these important meetings are ineffective and fail to benefit the project in the manner intended.

Boss: Team, I want to see you all in the meeting room in next five minutes. Something important to share with you.

Team Member: I wonder what he wants to share.

Boss: Team, the reason for calling you urgently is to share the results of the division's performance. Sorry to share that our performance has been deteriorating and is cause for great concern.

Boss: It is time we pull up our socks and hit the ground running.

Boss: Team, I recommend that the team now starts behaving as if they own the division and gave their all. We need to bring in a sense of ownership in all that we do to improve productivity.

Team Member: Wow, ownership has its own privileges! Hope that means I can come to office and leave office when I want to, travel business class and have fancy perks.

Project Resource Management
When project team members feel a sense of ownership towards their responsibilities, the project team does not just perform productively and are engaged, but they stay longer with the company, love their regular job and duties and sometimes take efforts to broaden their skill-sets, expertise and experience.

Hey Swami! What's with this Super hero outfit? Is there any costume party in office I am not aware of?

No party. At the appraisal meeting yesterday, Boss suggested that I should always dress for the job I want and not the job I have! Get it! I totally got it but looks like Swami has completely missed the point!

Slurrrrp

Project Communication Management
One can never take for granted that the receiver will interpret the message the same way as the sender intended it. For effective communication, one needs to consider all factors like different realities, verbal as well as non-verbal messages, and the intended meaning versus perceived meaning.

Dev: I just heard that we are agreeing to do the new project, "Less is more", and that too within an unreasonably short time period. It's a challenging project, Boss!

Boss: Dev, remember the popular saying “Tough times don't last, tough people do." Here's your chance to showcase your resilience.

Dev: But Boss, considering the assumptions and constraints in the project scope even if the team works around the clock, project will not get completed.

Boss: Just assume there are no constraints and work against the clock. Hope you get the drift.

Project Schedule Management
When we are estimating activity duration, it is important to consider the assumptions and constraints from the project scope statement along with availability of specific resources, types of resources, and resources with specific attributes.

Boss: Dev, I just came to know that your project is over budget and is running two months behind schedule. Please explain!

Dev: Boss, the holy book says, "Good things come to those who wait." I am making sure you get the best not just a good project in hand and that’s why the delay.

Boss (Thinking): Looks like he has not heard the next version of this saying, "but only the things left by those who hustle." I wish he could have shared the project status earlier.

Project Communication Management
Planning the project communications is important to the ultimate success of any project. Inadequate communications planning may lead to problems such as delay in message delivery, or insufficient communication to the stakeholders which can lead to escalation of unresolved issues.

Boss: Team, meet Sam, your new project manager. He will be leading the team till Dev comes back from his long sabbatical.

Swami: Here comes another "Paper - Pusher" All he will do is schedule meetings and write project reports...

Boss: Yes, Swami! Did you just say something?

Swami: Err...ahem... well I was just telling him that we are glad to have him as our manager. We were anyway missing that 'someone' to give us an extra push!

Project Manager Competencies
Contrary to common misconception a project manager is not a paper-pusher. He is someone who needs to have technical knowledge & skills related to specific domain of project, leadership skills to guide, and direct a team and strategic and business management skills to better deliver business outcomes.

Boss: Dev, can you explain why your project is behind schedule?

Dev: Do long hours ata work, zero social life, working on weekends and sleep deprivation cout as valid excuses?

Dev: There is zilch morale and motivation. I either need more resources on the project or a long sabbatical. Is there any way you can help?

Boss: Of course Dev! You can always count on me.

Later that evening in office
Dev: Honey, I will be home late as usual. My boss has suggested me to watch a dozen motivational videos and listen to prodcasts which according to him will recharge me. But....so far no effect!

Project Manager Competencies
A large part of the project manager's role involves dealing with people. He should study people's behaviors and motivations an strive to be a good leader because leadership is critical to success of projects in organazations.

Dev: Excuse me Boss, do you have few minutes to share?

Boss: Of course, yes! Dev, you know by now I have an open door policy. Come on in!

Dev: Boss, I had to share this idea which may help us to get out of this tight situation we are facing in the project 'As good as it gets.'

Boss: I hate changes in plans but let me just show that I am hearing him out.

Boss: Ok...hmmm. Good Nice!

Boss: That's a brilliant suggestion, Dev! But as you are aware our resources are already locked in and we don't want to take any unknown risks by changing gears at this stage.

Dev (Thinking): I wonder why does he even have an open door policy. May be to toss ideas and suggestions out of the door.

Project Managers Competecies
It is important for project manager to have high level of listening, influencing, and team-building skills with emphasis on improving team performance. This is because project team members are motivated by an opportunity to grow, accomplish, and apply their professional skills to meet new challenges.

Boss: Dev, could you give me a quick update on the kick-off meeting that took place yesterday for the new project.

Dev: Boss, the project is under-resourced and has tight deadlines too.

Boss: Oh that's OK. That is always the case.

Dev: Oh yeah. And one more thing. We have decided to use agile methodologies to execute this project.

Boss: What!!! Now that does not sound good at all. We are not going agile at any cost.

Boss: Dev, if you remember, we used agile methodologies last time and the project failed miserably. It was a big mistake. Once bitten, twice shy!

Dev (thinking): Reminds me of the old adage, "A bad workman blames his tools".

Choosing the right project management methodology for success
Choosing the right project management methodology for your project is the first step to success. Some of the key considerations while choosing the right methodology are organizational strategic goals and core values, key business drivers, constraints, stakeholders, risks, complexity and project size and cost.

Dev: Boss, I have been assigned multiple projects which is affecting my productivity. I seriously need a staycaution soon before I burn out.

Boss: That's difficult at this point of time. Instead I have a fantastic alternative.

Dev: What's that?

Boss: Dev, Dev... hold on to your horses, will you? I will share it with you tomorrow morning. It's going to be a surprise.

Next Day...

Boss: Todah! Presenting your new cubicle. Dev, studies have shown that people become more productive in rooms with blue color. So here it is! What do you think?

Dev (thinking): Now what do I say. This news is like a bolt from the blue. I have no clue about productivity but I am definitely feeling blue already.

Project Resource Management
A project leader requires a variety of management skills for festering motivation and to create high performance teams. It involves a combination, conflict resolution, negotiation, and leadership. Without these skills it is difficult to capitalize on the strengths of team members.

Mr. Narayan: Dev, are you ready to present the status of our project?

Dev: Yes Mr. Narayan. Right away!

Presentation in progress...

Mr. Narayan: Dev, where are the details on the control measures for risk management? I did not see it so far.

Dev: Err... hmm... Well, that has been addressed in the upcoming slides.

Dev: And with this slide, I conclude my presentation... Mr. Narayan, you look skeptical somehow.

Dev (thinking): Hope he does not realise that the risk management part has not been covered at all.

Mr. Narayan: Dev, I have a feeling that some pieces are missing in this presentation? I guess that slide which I ....

Dev: Mr. Narayan, don't stress. We will cross the bridge when we come to it.

Project Risk Management
A project manager should have the ability to oversee risks that might come up in future. It's impossible to predict every potential risk but with strategic planning and collecting information beforehand, project managers can develop control measures that can help them to deal with the risks more effectively.

Dev: Excuse me Boss! I need to talk to you urgently.

Boss (thinking): Danger! High Alert! Be on guard Swami.

Dev: I had shared earlier as well and wanted to gently remind you about the project management software we need to buy urgently.

Boss (thinking): Uh oh, not again!

Dev: That software tool is critical for us. Our project may get delayed by a substantial margin without it.

Boss: Dev, we have spoken on this before. I have budget just enough to sustain you and your team on this project. Either you let go of some of your team resources or stop pestering me for these frivolous, expensive tools.

Dev (thinking): These don't even seem like options that can be considered. Sounded more like a threat than a solution.

Project Resource Management
A resource allocation plan is crucial tool in effective management of scarce resources. The timing of the need of those resources can be and should be determined within the project schedules. A resource plan, which describes the type of resource needed and the timing of that need, is critical to effective resource management.

Dev: Boss, we are soon going to be initiating 'Flexi-Pro', our new project.

Dev: This project requires a team with Agile skills and experience. Since we don't have in-house resources, we will need to hire new staff.

Boss (thinking): hmmm... Agile skills and experience?!

A fornight later...

Boss: Dev, meet your 'Agile' team for the new project - Flexi Pro. Now get started with it. All the best!

Dev: Oh god! He and his twisted logic! How do I explain to him?

Must-have skills for a Project Manager in Agile projects.
In an agile environment, besides technical skills, project manager needs to have strong emotional intelligence skills, have ability to nurture remote connections, be focussed and aligned, self-organized, problem-solver, good communicator and also collaborator.

Dev: Boss, I am sorry to say this but there are just too many projects I have been asked to lead and they are all pulling me in different directions.

Dev: If I can be relieved from some of them I will be able to focus on them in a better way.

Boss (thinking): What do I do? He is the best project manager available in the division right now.

Boss: Well, Dev! I have read somewhere that one needs to have some form of stress to keep oneself motivated and creative.

Dev: But.errr... Boss...

Boss: The organization cares for you and hence you have been given so many opportunities to help you grow as a leader and stay motivated.

Dev: Huh!

Boss: So why don't you just get back to work before your motivation starts dipping.

Project Resource Management
Management must weigh numerous factors, such as urgency of the project, required skills, competence and availability of staff, the impact of resource levels on delivery schedules, the maturity of organization's processes and of the PMO while determining the appropriate allocation of resources on projects.

Boss: Dev, I want you to take over "Project Titanic" asap! Ram has quit without any notice.

Dev: But Boss, the project take over is draining our resources and moreover it may not realize the intended benefits as planned.

Boss: Don't worry. We need to have the project completed anyway.

Dev: But Boss, if it's not showing any great prospects why invest in it? Let's just scrap it! It's anyway a 'Sinking Ship'.

Boss: This is pretty much a prestigious project for the company. So without much delay I would suggest you start focusing on how to complete it.

Boss: Just take charge of this ship and help it sail smoothly. I will clear the coast for you.

Dev (thinking): I am already having a weird sinking feeling about this project. Good Lord, help me stay afloat!

Benefit Realization Management (BRM)
Project Managers have a role in ensuring that an organization's expected benefits are delivered once a project is complete, Organizations are leaving their strategy to chance when they do not focus on BRM as a central part of project and program management.

Boss: Dev, I hope we are delivering the project on time.

Dev: I am afraid, no!

Boss: What do you mean?

Dev: The client has requested for last minute changes. So we may miss the delivery date.

Boss: Dev, you have to find ways to release it on time.

Dev: Boss, I have only two ways.

Dev: Either I stick to this impossible deadline, give a shoddy product and make client unhappy or push the deadline forward, give a quality product and make client happy.

Boss: I have a third way. You push the envelope, release a good quality product on time and make the client and me happy. Or be ready to be pushed out! What say?

Project Scope Management
Follow the pre-established policy or plan for making changes in scope. Also, plan your approval and documentation process in advance. Transparency and open communication builds confidence and trust amongst all respective stakeholders.

Dev: So that's the final plan of our new project. Team, you can give me your honest and constructive Feedback. Don't hold back!

Arun: Dev, what about Plan B incase this plan fails? We will need to have it in place, if not planned already. What do you say?

Dev: Arun, I say, you are being negative. I asked For a constructive -Feedback not a pessimistic one!

Raman: Oh wow, Dev! This is the best plan ever made...brilliant...foolproof! We should just go ahead with this one!

Dev: Thank you, Raman! Now that's the kind of constructive feedback I was looking for.

Project Risk Management
Ignoring project risk analysis can lead to project failures. For e.g. The tendency to be overly optimistic about the outcome of planned actions. This illusion manifests itself in project planning and forecasting phase. Or a tendency to evaluate and consider only a single course of action and not consider alternatives.

Boss: Dev, meet Nitya. She is few months old in the company. I have transferred her from the operations team to work on your project.

Dev: Boss, no offence but, I need someone with more experience and relevant qualifications.

Dev: Moreover, have we checked if she is inclined for this job profile?

Boss: Dev, don't overthink. With the right training everything will fall in place. And Nitya will provide the team, the much needed support.

*A month later*

Boss: Dev, you look hassled. Hope your project is on track.

Dev: Boss, after a month long intense training, Nitya has vanished into thin air. Now I am stuck between the project deliverables, finding a replacement and answering the client.

Boss: huh!

Dev: By the way, she left a note for us which says, "Change is the only constant in life."

Project Human Resource Management
While acquiring project team, it is important to use a multi-criteria decision analysis tool to verify whether the team member has relevant experience, competencies, knowledge, skills and abilities as required For the project.

Team Mate 1: Good Lord! Can just do away these Monday status meetings with our Boss?
Team Mate 2: They are more like "mundane" status meetings!

CAFETERIA
Absolutely Non-Productive! Yawwwnnn!! No-agenda! Psst... How do we convey to him?

Boss: I have been looking all over the place for you guys. What are you doing here all huddled up, it is time for our Monday meeting.

Team Mate 1: Err... yes Boss! We were just prepping ourselves with a shot of caffeine for our long meeting ahead.

Team Mate 1: It helps us to stay alert and focused. Also, stops our mind from wandering to important issues that need attention.

Boss: huh!

Project Communication Management
Project status meetings are crucial tool in project manager's tool box. Status meetings should be concise, boost team morale, provide timely information on project status, uncover potential risks, and encourage relevant information sharing between team members.

Client meeting in progress... Dev: Mr. Narayan, before I get down to the brass tacks, I would like to note down all the goals and requirements For the new website. Mr. Narayan: Well, Dev I would like our company website to look modernish with more white space. Lightish so the speed is not an issue. criendlish with easy navigation and interactive content... In meeting room: Programming language should be..., Easy to use CMS... , Mobile responsive, API. CSS..., Frameworks... Blah! Blah! Next Day.. Boss: How did the briefing go? Got all requirements? I believe he is quite demanding. Dev: Yes, he is demanding and at the same time confused. And the brief was full of complex and contradicting info... Dev: ...making it appear as though it is a merge between two separate briefs.. But don't worry, I just shut him up with my KISS. I mean the "Keep It Simple, Stupid!" approach . Project Scope Management One of the major reasons for project failures is due to poor requirements gathering. Project managers should address requirement issues very early in the project life cycle because problems based on poor requirements lead to issues that are more difficult and expensive to resolve after projec is underway.

Maya: Boss, I intend to take up this advanced project management certification. So I was keen to know if I could get corporate sponsorship For the same.

Boss: Maya, let me remind you that you are not a Fresher in this profession. You have 20 years of work experience. So why do you need a certification?

Maya: But Boss, I need to advance my project management skills and learn new technologies. This will open up better opportunities within the company and I will get to handle complex projects, effectively and efficiently.

Boss: Oh, in that case why don't you try putting in more hours of work, work over weekends or may be forego your vacation time. You will get noticed and promoted one day for sure.

Dev: How did it go? Did you manage to hit the bull's eye?

Maya: Nope, this bull is quite headstrong. Instead, I ended up hitting the glass ceiling.

PMI's Pulse of the Profession® Relevance of certifications.
72% of PMO leaders feel certification is very relevant for mid-career project managers. Certifications typically require ongoing professional development, allowing project managers to evolve enhance, and grow a variety of skills, including technical, leadership, and digital skills.

Dev: Boss, the Phase I of Project Nebulous is not complete and we cannot start Phase II which is dependent on it. Hence, I see the project getting delayed.

Boss (thinking): Project is critical but we don't have extra time or resources. I need to think of some way out. Think Think Think!

Boss: Why don't we implement the project using Agile approaches. Faster and Flexible with same resources.

Dev: But Boss, Agile is not about "Doing more with less". Moreover, Agile practices are not suitable For executing this particular project.

Boss: Isn't it how everyone in project management Field is doing their projects?!

Dev (thinking): I am sure he will change his mind when he realizes that creating agile environment starts with servant leadership.

Project Management Approaches
At project kickoff, dedicate considerable time to define exactly which approach will be used and the rationale behind the decision. It's about sizing up the project and the team, and then making it work.

Boss: Dev, as you are aware, there is a new opening for a project manager in our division. I thought of asking you first if you have any referrals

Dev (thinking)

Dev: Boss, I do have one. He has relevant experience and technical expertise. Moreover, he has exceptional leadership and business management skills too. I will email his resume right away!

A week later

Dev: Excuse me Boss. How did the interview go with my Friend? How did you find him?

Boss: Err, which interview? Who? Oh ok, your referral. I am sorry but he was rejected.

Dev: But Boss, he has a sterling record as a Project Manager and he was apt For the requirement...

Boss: Yes, I agree. Also, he has management and leadership skills. So rejected as he is over qualified.

Dev (thinking): Looks like being bright and sharp besides haying technical skills is not useful

Boss: Let's have someone with just the required technical skills transferred From other division

Project Resource Management
In today's increasingly complex and competitive global market place, technical skills are simply not enough. Companies are seeking added skills in leadership and business intelligence - competencies that can support longer-range strategic objectives that contribute to the bottom line. Project leaders should look at hiring project team members accordingly.

Dev: Boss, you just gave me another project while I already have my hands full.

Boss: Have you ever heard of multi-tasking, Try that!

Dev: But I believe that it lowers work quality and efficiency.

Boss: Those are all myths. Watch me! I will take this call while you continue talking.

Dev: Well, multi-tasking has been found to increase production of cortisol, the stress hormone. And research suggests that those who multi-task more had less empathy and emotional control.

Boss: I am done with the call. Sorry, did not quite catch the last part. What was that?

Dev (thinking): Sometimes I am glad he multi-tasks.

Project Human Resource Management
Elimination of resource multitasking reduces conflicts between priorities and keeping team member focused on those items that are critical for project success. All of these benefits support reducing project risk and reaching the end goal of finishing the project on time, within budget and without scope reduction.

Boss: Dev, looking at your track record and your competencies, we are putting you in charge of Project Swift but...

Dev (thinking): Gasp! Pere comes the "but".

Boss: ....make sure it is complete within two months. We have to showcase this at the upcoming conference.

Dev (thinking): I knew this was coming!

Dev: Boss, I have come to understand that Project Swift is quite complex and so not possible to complete within two months. There is so much to do. Project planning, Documentation,...

Boss: Oh, don't worry about planning and documentation. As you are aware we will be following Agile approaches in this project.

Boss: Now isn't that a silver lining for you and the team!

Dev (thinking): Silver lining? How ignorant. I wish I had a Silver Bullet instead.

Agile Approaches in Project Management
Though there is extensive Flexibility in Agile projects, planning is required continuously and inherently. Secondly, whether Agile or Waterfall, documentation is crucial as it provides the team to physicalize valuable knowledge gained during the project.

Boss: Dev, I want you to do the demo of our new application to our US based clients next week. Remember to choose a mutually convenient time as they are quite busy and difficult to get through.
Dev: ok Boss!

Boos: By the way, I am on a business tour so you will have to drive the demo. Make sure it goes well.

A week later
Boss: Just back in office from my tour. So how did the demo go? What was the client feedback?
Dev: Boss, actually we took all care to choose a mutually convenient time, sent the calendar invite which was accepted but…

Dev: …when the client turned up an hour later we realized that it was the same day the Daylight Savings Time change was introduced.

Boss: Dev, you just frightened the living daylights out of me with this news. It was an important meeting. How could you forget?
Dev (thinking): Oops!

Project Communication Management
Significant portion of a project manager’s time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications one needs to consider all factors like different realities, the space the communication takes place in, verbal/non-verbal messages, etc.

Team Mate 1: Guys, I am so looking forward to the long weekend. I am going out for a hike with my friends. What about you all?
Team Mate 2: Yes, me too!

Cafeteria
YAY!! Wohooo!!! Yippee!!! Clap Clap Clap Clap

Boss: Team, I am quiet keen to know what this excitement is all about but before that one important update. We have an important pitch coming up and I want you to share critical data that I need over the weekend for the same.

Boss: Remember, this pitch is for a prestigious client so the team will need to gather some motivation and enthusiasm to work over the long weekend.

Team Mate 1: My enthusiasm and motivation just “went for a hike” after hearing this…what about that!
Team Mate 2: (Furious)

Project Resource Management
A project leader needs to use emotional intelligence to increase co-operation by identifying, assessing, and controlling sentiments of team members, anticipating their action and acknowledging their concerns.

Boss: Ravi, I have some bad news for you. The management has decided to downsize you and your team.
Ravi: huh! What?

Ravi: Boss, this is so unfair. The team has always performed beyond expectations and you know that well. Then why?

Boss: Ravi, this has nothing to do with performances. The organization has decided to adopt agile approaches and practices for managing projects henceforth.

Boss: So we won’t need project managers like you any more.
Ravi: eh!!

Boss: I hope you understand me.
Ravi (thinking): Of course I do understand you and your ignorance about the fact that there is no “one-size-fits all” approach to managing projects.

Project Management Approaches
To lead your project to success, there are many methods — agile, waterfall, hybrid, and many more — and often no single approach will do. It’s important to find the right method to match the needs and requirements of your project.

Boss: Did you finish the project tasks we discussed in our last meeting?
Dev: Hmm, well kind of?

Boss: What do you mean “hmm, kind of.” Dev, clearly we need to work on your sense of urgency.
Dev: But Boss, I did manage to complete 80% of the tasks and…

Boss: And what? The balance 20% is waiting for Christmas, is it?!

Dev: That 20% is what I could not understand as you rambled off since you were rushing for a meeting.

Boss: But why did you not come back for clarification. You know I have a “Open Door Policy.”
Dev (thinking): Yeah, of course! Your door is always open but sadly, can’t say the same about your mind.

Project Communication Management
Project leadership calls for clear communication about goals, responsibility, performance, expectations and feedback. Regular reporting of the project’s progress and feedback is crucial to the success of the project. Communicating in a clear and precise manner is paramount, so that all understand what the key messages are.

Dev: I heard you have put me onto yet another project. I am already neck deep in others and with one more, I will not be able to put my head above water.
Boss: Dev, stop over playing. I am sure you will get on with the project like a duck to water.

Dev (thinking): I wish the projects also rolled off easily like water off a duck’s back.
Boss (humming some music)

Project Time Management
Many organizations have several projects going on at once. This requires thorough project resource planning because usually team members are active on several different projects, all at the same time. Also, scheduling becomes complex when the same resources are shared across divisions, with different project managers. It can also lead to your best resources becoming burned out.

Boss: I am putting you on Maya’s project as she will be going on medical leave a week from now.
Dev: huh!

Boss: Make sure the necessary handover is completed.
Dev: But Boss, I am a Data Analyst and Maya’s project scope is beyond my understanding. So how will I ..

Boss: Dev, when will you learn to step up and be enterprising? Moreover, this project is not at all complex. You can take it up as a small challenge.

Two weeks later
Boss: How is the project “Square Peg in a Round Hole” coming along?
Dev (whispers): Just like it should be…in a hole!

Boss: Say that again...
Dev (thinking): Never mind, he will never get it!

Project Human Resource Management
Selecting the ‘right’ people to manage projects is the key to minimizing project failures, maximizing organizational efficiency, improving time to market, and increasing profits. With the right project managers in place, projects are managed more effectively, increasing the probability for success and return on the project management investment.

Boss: Your project milestone has been missed by almost three weeks. Do you want to explain?
Project Manager: So it is like this…In the last quarter I have been drawn into several project status meetings where nothing concrete was discussed and not much was achieved.

Boss: huh!
Project Manager: Yes, I did an analysis of where most of my productive time was wasted. And I have realized that it was only attending meetings where there was no pre-set agenda, there was ineffective handling of action items, spending time on tangents and ill-prepared team members.

Project Communications Management
Effective status meetings are those that not only benefit the project manager, by providing timely task updates, but also benefit the entire team, by providing a venue for recognizing milestone achievements, sharing information, and bringing problems/issues to the team.

Dev: Boss, as you are aware, the Financial Management application that we are developing needs to be integrated with third party application.
Boss: Yes Dev, I know…but why do you look concerned?

Dev: Because the team does not have required knowledge and exposure to work on this third party application..
Boss: Oh is it!

Dev: To avoid any unwarranted delay and also for future maintenance requirements, I propose we train them.
Boss: Sorry to say this but we no longer have training budget.

Dev: But why Boss?!
Boss: We are doing business in difficult times where every penny counts, moreover, training programs don’t add much value according to me.

Dev (thinking): I know what he is thinking right now. But the only thing worse than training your employees and having them leave is not training them and having them stay as said by Henry Ford.
Boss (thinking): Train them and then see them leave to join competitors. No way!!

Project Human Resource Management
Training is an important technique for developing project teams. It helps to improve skills and competencies, and employee motivation, reduces staff turnover rates, and improves overall project performance.

At the team meeting…
Project Manager:  Team, we shall be starting with our new project from next week. And for that I have made a perfect project plan which details out all the resources, tasks and dependencies related to this project.

After sometime…
Project Manager: Now that each one of you knows what tasks have to be accomplished we shall meet in couple of weeks for a quick update on the same.
Maya: Yes!

After two weeks…
Project Manager: Did you all finish the tasks that we talked about in the last meeting?
Team Mate 1: Yes!
Team Mate 2: Yes!
Team Mate 3: I have finished only half of my part and for other half I am waiting for Maya’s input.

Project Manager: Huh! So where on earth is Maya? She is the key resource for this project.
Team Mate 3: She had to take an early maternity leave on doctor’s advice and she said won’t resume office any sooner…

Project Manager (thinking): Oh boy! How did I forget Maya’s early maternity leave sanction in the Human Resource Management Plan.
Team Mate 2 (whispering): Looks like this project will go on a “pregnant pause” mode now.

Project Human Resource Management
As part of the Human Resource Management Plan, the Resource Calendar documents the time periods that each project team member is available to work on the project after taking into consideration their constraints, including time zones, work hours, vacation time, and commitments to other projects.

Boss: Dev, I have to give a presentation at the board meeting next week and I want you and your team to put that together for me. It’s urgent so make sure it gets done on time and without my supervision.

Dev: But Boss, we are working on a project already which is urgent and on tight deadline.
Boss: Dev, stop making excuses and learn to multi-task. No ifs and buts.

After a week..
Boss: Dev, your project is a week behind schedule. Want to explain?
Dev: Yes! By all means!

Boss: huh!
Dev: A week is exactly the time you made me and the team spend on your presentation for the Board meeting. By the way, I heard it got postponed?

Boss: Whoa, stop right there young man! A good manager can manage anything…I am sure you have heard this before, from me. So don’t justify with lame excuses.
Dev (thinking): I wish I could learn just one thing - How to manage a boss?

Project Stakeholder Management
It includes processes required to identify people that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on projects, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution.

Boss: Guys, I have a very important project to be assigned to one of you. It needs to be initiated ASAP as we are pretty tight on it’s deadline.

Boss: But before that I need status updates of projects from both of you. Dev, you go first!

Dev: Boss, I have my plate full already. If I take it up then that would leave me with very less time to focus on my ongoing projects. And that would lead to missed deadlines! Are you okay with that?
Boss: Huh! Ofcourse not!

Boss: Ravi, since you don’t have much to say on this, I assume you have enough bandwidth to take this project.
Ravi (thinking): If I say ‘No’ I might look unproductive and moreover my appraisals are around the corner. So I better say yes.

Boss: Let me assure you that this is a very prestigious project for our organisation and is of topmost priority.
Ravi (thinking): Looks like every project in this organisation is of top priority…don’t know what to focus on!

Project Communication Management
Some organizations have not sufficiently defined their goals and strategies. If top management is unclear on project priorities, then it is given that the entire organization is also not clear about which projects need to be taken on priority. Eventually, leading to an overworked and unhappy team.

Project Manager: Maya, why haven’t you done those minor changes in the code, yet?

Project Manager: They were supposed to be done yesterday itself. Client had a demo scheduled today! I had mentioned so in my mail too!

Project Manager: I doubt if you read my mail ever.
Maya: Oh! Looks like you are talking about the mail which had a long and rambling conversation thread.

Project Manager: huh!
Maya: It was such a confusing and overwhelming email..

Project Manager: So?
Maya: It took lot of time for me to understand what needed to be done from my end. And by the time I figured that, it was time for me to leave for the day.

Project Communication Management
Significant portion of a project manager’s time is spent communicating what is going to be done. Hence, for effective and efficient communication, project manager needs to consider all the factors like the different realities, the space the communication takes place in, verbal as well as non-verbal messages, and the intended meaning versus the perceived meaning, etc.

Project Manager: Boss, how could you assign Maya on another project? How am I supposed to complete the project on time, now. She was the only key resource on my team.
Boss:  What! Your project is still going on? I do not remember seeing any project status updates since it started. So…

Project Manager: So…so what Boss!
Boss: The management thought that the project has fallen through and so we decided to move the resources to the new one.

Project Communication Management
In fast paced environments, many times project managers share team members with other project managers. Sponsors and executives do not have access to updated schedule/reports until it is too late to either redirect the effort or to cancel the project. Hence, executives must communicate to all team members the importance of updating tasks/projects on regular basis.

Boss: How is “Smooth Sailing” project coming up?
Project Manager: Great! boss. No sweat at all.

Following month…
Boss: I have not heard much on “Smooth Sailing.” No news is good news I hope.
Project Manager: Absolutely fine. We are smooth sailing.

Two months later…
Boss: We are one month away from the project deadline. Hope all well.
Project Manager: Boss, I am glad you asked. We have hit rough weather with “Smooth Sailing.” We have missed certain deadlines on the project…and may even go over budget.

Boss: What! Were you sleeping the last two months? Why did you not come earlier to me?
Project Manager: No Boss, there has been schedule slippage and ..

Boss: Don’t say a word! All these months I have been telling the client that “Smooth Sailing’ is indeed smooth sailing. And now what do I tell him? That it is in hot waters?!

Project Time Management
Control Schedule process helps to update project progress and manage changes to the schedule baseline to achieve the plan. The key benefit of this process is that it provides the means to recognize deviation from the plan, take corrective actions and thus minimize risk.

Project Manager: Boss, we are just a week away from the go-live date. Today during the demo, we had invited the concerned users to provide their feedback and a final go-ahead.
Boss: Ok, then what!

Project Manager: The Head of IT Operations and his team members were also there. And they rejected the project outright saying that project has a direct impact on other important operational processes.

Project Manager: They said that we cannot implement these software changes without taking care of that first.
Boss:  What! Were they not aware of these changes when we started work on this project?

Project Manager: Hmm…Unfortunately no.
Boss: How come? Did you not identify them as important stakeholders and get their buy-in?

Project Manager: Boss, you told us that it was critical that the project be delivered on time. So we hit the ground running. And hence totally missed including them. What do I do now?
Boss: Now only thing you can do is pray! Only God can salvage you, me and the project.

Project Stakeholder Management
It is important to identify the people, groups, or organizations that could impact or be impacted by the project, analyze their expectations, and to develop appropriate management strategies for engaging them in project decisions and executions.

Boss: As a cost-effective approach, our USA counterpart has decided to outsource part of a new project work to our India Team. It’s quite an interesting and challenging project. And we got to work collaboratively.

Boss: By the way, schedule a meeting in the coming week for a better understanding of the project. And yes, they are going to handover the project requirements during the meeting, so please be attentive!
Project Manager: Sure Boss!

Next week…
Project Manager: Boss, as proposed, I did schedule a meeting with our US team but I could hardly understand what they spoke. I think it was their accent. Believe me I was all ears!

Boss: What time did you schedule the call, may I ask?
Project Manager: Hmm..it was around mid night.

Boss: What! Why could you not suggest them to schedule the call at a mutually convenient time? Their accent was not the problem but it was your assent to have a call at such an unearthly hour.
Project Manager (thinking):  Uh Oh

Project Human Resource Management
In today’s increasingly complex and competitive global market place, technical skills are simply not enough. Project managers and team members are required to have soft skills such as negotiation and influencing skills to make a project successful.

Dev: Boss, need your urgent attention. I just realized that the technology to be used for Project Steadfast may not be cut out from our existing platform.

Boss: huh!
Dev: Yes, it could make the application slow and unstable with bugs. Also, may lead to development failure.

Boss: Whoa! Stop right there! I know you are the Project Lead but who's the boss here?! No need to teach me the technical details. I have 30 years of experience. I know what's right and what's wrong.
Dev (thinking): huh!!!

3 months later...
Boss: Dev, I have just been told that Project Steadfast is in trouble. You have to do something about it urgently.
Dev: I knew this would happen. Didn't I tell you long back about this issue. See, I am so good at anticipating problems but you don't even value it.

Boss: I wish you were even half as good at convincing me and forewarning me. We could have surely averted this situation today. Now get this sorted out at earliest.
Dev: huh!

Project Human Resource Management
Effective negotiation skills are critical for a project manager to be successful. It is important to embrace a mindset that everything about a project is negotiable and that a project leader needs to be a skilled negotiator. Hence, right up front is the necessity to define project success and establish desired outcomes.

Project Manager: Maya, are you done with the Test Code module?

Maya: Nope! But it will be done by the end of next week!

Project Manager: Why so late?

Maya: That’s because I am still awaiting part of the code from this guy from the other department. The same guy you got in to help us with our project…

Project Manager: huh!

Maya: Unless he sends me the same I cannot finish the task.

Project Manager: Why don’t you put pressure and get it out from him?

Maya: That looks difficult. My last call to him was just yesterday and his voice mail said…”Hi there, I am away on vacation this week. Remember it is December, the time when we need to consume our pending leaves before they lapse.”

Project Manager (thinking): Oh no! I should have known. December month always stresses me out!


Project Time Management

Projects are rarely conducted in isolation and while managing them one is mostly likely to encounter dependencies. Dependencies are the relationships of the preceding tasks to the succeeding tasks. It is important for project managers to understand these relationships when looking to improve the project schedule.

Team meeting...
Boss: Team, don't look so tensed. Relax! I have not called for this meeting to reprimand you on your dismal performance which caused the last project to fail.
Team mate 1: Oh really! It seems like it though.

Boss: ...But as a forward looking leader I want to offer something valuable to you. This I am sure will surely motivate the dispirited team.

Team mate 2: Is it a compensatory leave for all the weekends we worked in last 3 months?
Boss: Nope! You have to sign up for a Performance Improvement Plan which includes attending a tutorial after office hours for the next one month.

Boss: And this will be funded through your salary budget. So expect a cut in your next month's salary.
Team mate 1: huh!! huh!!

Team mate 2 (thinking): Is this motivation or entrapment?
Team mate 3 (thinking): What can we expect from him anyway!

Project Human Resource Management
If a project is to succeed, it must have both a motivated project leader and a motivated project team. To encourage positive "change management", top management should provide an appropriate environment to support and motivate project managers because this can take away the negative effect brought by previous project failure.

Boss: Dev, I need you to come with me to a meeting..
Dev: huh??..OK!

Dev: Excuse me Boss! What is this meeting about?
Boss: Err, hmm…ahem!

Dev: Sorry, I didn’t get that.
Boss: I am not sure about it myself. I think there will be a discussion on marketing strategies for the new product launch.

Dev: Err Boss, but I am a technical person and I know nothing about marketing.
Boss: Oh, don’t worry about that. I want you there just in case they ask some technical questions. I need you to field those queries. Got it! Now just come along.

Dev (thinking): Someone wants to look good in the meeting. But what about me? Hope I don’t look like I have lost my way in the meeting room.

Project Communications Management
Most project meetings are for the purpose of resolving problems or making decisions. To have purposeful meetings, they need to begin with a defined list of issues to be discussed, which are circulated in advance to appropriate stakeholders with minutes and other information documented specifically for the meeting.