06 Managing the team

Question 1

note

Answer 1

The objectives of the communication process are to maintain awareness and commitment and ensure that correct expectations are set.

Question 2

4 key elements to effective communication?

Answer 2

1) Stakeholder identification and analysis (target audience)
2) Message clarity
3) System for message delivery to correct person at correct time
4) System for monitoring and feedback on communication process

Question 3

5 main communication media?

Answer 3

Oral, F2F (best)
Oral, not F2F
Visual
Electronic
Written

Question 4

3 main communication methods?

Answer 4

PIP
Push
Interactive
Pull

Question 5

What is ‘Push’ communication?

Answer 5

Info sent to chosen parties at a time and in a manner as designated by the sender

Question 6

What is ‘Pull’ communication?

Answer 6

Used for very large audiences or very large quantities of info, where receivers can access the information at their own convenience

Question 7

What is ‘Interactive’ communication?

Answer 7

Two/more parties engage in a multi-directional exchange of information (most efficient way to come to a common agreement/understanding) (see exercise 6.3)

Question 8

5 factors which affect the success of communication?

Answer 8

BCDE-P
Clarity of ideas
Purpose (eg. instruction or direction?)
Environment (eg. location/temperature)
Background (eg. role/experience/knowledge of recipient)
Delivery (eg. tone/body language)

Question 9

What should a project communication plan include?

Answer 9

WHAT info is sent
WHO needs it
WHY they need it
WHEN they need it
HOW it should be sent/media used
WHERE comm. should be done (ie. meeting venues)

Question 10

See

Answer 10

benefits of good communication 6.4

Question 11

Leadership…

Answer 11

establishes vision and direction, influences other towards a common goal, empower and inspires success

Question 12

3 leadership skills?

Answer 12

Argument
Inducement
Influencing

Question 13

Note

Answer 13

Leadership is not the sole responsibility of the project manager! It can be moved throughout the team depending on skills/experience etc.

Question 14

5 leadership qualities?

Answer 14

Can-do attitude
Fairness
Persuasive
Common sense
Vision

Question 15

Explain how leadership should be done?

Answer 15

On an individual basis for each team member; work out if they are high/low skill, and high/low will, then use this to decide whether to direct, excite, delegate or guide them through the task (discuss approach/reasons for approach with the team member)

Question 16

Discuss your approach and reasons for the approach with the team member (see).

Answer 16

This is important as it helps clarify your perception of the skill / will of the team member and allows you to modify your interaction style. It also demonstrates to the team member that you are willing to listen and adapt your style to their effectiveness.

Question 17

Teamwork… (see)

Answer 17

is a group of people working towards a common goal through collaboration/co-operation

“A team is a small group of people with complementary skills committed to a common purpose, with shared performance goals and a common approach, holding themselves mutually accountable”

Question 18

2 main aspects of a team?

Answer 18

1) Performance

2) Mutual accountability

Question 19

7 characteristics of high-performing teams?

Answer 19

Shared aims
Trust
Communication
Shared skills
Good relationship with other teams
Effective leadership
Self-regulating (self-managing/organising/regulating)

Question 20

5 stages of Tuckman’s stages of development of a team?

Answer 20

FSNPA
Forming
Storming
Norming
Performing
Adjourning (see 6.10 explanations and exercise)

Question 21

Social roles model (see)

Answer 21

Techniques, such as team profiling, can help form an understanding of the preferred style of team members. It can also help in selecting team members or help consider personal development opportunities (which can often act as a significant motivator). Profiling may also be used as an icebreaker at team kick-off workshops.

Question 22

See and learn

Answer 22

Team roles 6.11, and advantages and disadvantages of team models 6.12