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How to Host a Virtual Meeting11/14/2021 Virtual meetings become prevalent after COVID-19. PMO needs to provide a guideline to project managers on hosting virtual meetings. An example guideline is shared as follows:
Before the Meeting
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Measure project management churns11/14/2021 （6 Types of Project Churn）
Developers usually think project managers should help them follow up to get the technical approvals, including new system access or security approval. The impression is incorrect because PMO should help the project manager focus on the project execution, not technical details. Therefore, in the PMO playbook, it's a best practice to include the following guideline: PMO will manage the project from a scheduling and deliverable perspective but DOES NOT engage in detailed requirement clarification, technical design decisions, solution task planning, testing content and execution discussions, technical risk mitigation, issue resolution, user training, APS transition and technical approvals including information security, network, platform, performance, and CR approvals. However, PMO can perform escalation as part of it stakeholder management when there is unexpected delay of the request.
How do I drive standardization?11/7/2021 Driving standardization is a change managementprocess. In order to make it happen, we first need to get the management Support. The following is an example email to the business unit (BU) manager from PMO to standardization project documentations. The following is an example email when team members are not following the standardization recommendation: Hi <Name of BU Leader>, PMO plans to start standardizing the documentation process. We have created the documentation template and communicated with the team and training to the team. However, we still keep seeing documents not created in the standard format, although we have explained the requirements in the past. Now, I need your support to start this standardization process as follows: (1) When you have a meeting with the team, please emphasize the importance of following the standard or ask PMO for standard recommendations. (2) Please ask why when the project is not following standards. If there is no open question, please request an ETA for the updates. The standardization updates typically take 1-2 days when the team member prioritizes the request because most of those updates are small and only take 5-10min. Let me know if this makes sense to you. Appreciate your help or any further assistance from PMO. Best regards, <Name of the PMO Lead> Project Manager's People Skills11/7/2021 “ Empathy meant when we can feel others pain, joy, and sorrow.” - Sukee Parker When people say, "people's company's most important assets.", they also say, "every problem is a people problem." As project managers, we have to get ready to take care of people in our project and tackle the related challenges with high priority. Remember, a project team is not just a group of people but a team with the right skills, who are motivated, and who can collaborate.
Motivation is the best catalyst for effectiveness. Project managers need to know the needs of each person involved in the project before satisfying their needs. The typical approach uses Maslow's pyramid theory to give people security, social acceptance, and respect and help them achieve their self-development goals. It is helpful to take the methods like timely positive affirmations and assign tasks based on their long-term plan and interests. Show our empathy for people's needs. Lack of Skills and Knowledge - can be disastrous to the project, and we have to ask tough questions challenging the qualification of each project member and keep looking for talented candidates. Workload Management is to ensure practical assignments and consider people's bandwidth. Put the most important task first and test the project manager's time management and organizing skills. The responsibility matrix keeps the responsibility clear to avoid conflict of interest. Building Relationship i requires a mindset focused on mutual benefit and trust. Listening to others and understanding their perspective is essential for any relationship. Communicate, communicate, and communicate on-demand expectations. The project manager is also responsible for understanding the organization's culture and policy. Maintaining Resource Turnover is important for keeping the project team satisfied and preserving important knowledge for a seamless transition. In summary, a project manager need to possess strong interpersonal skills to effectively facilitate and negotiate, influence, and communicate with others. RAG Status11/7/2021
In this blog, we will share a fully executed IT project management case study. When setting up this IT project management standard, we considered the following:
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