Day 4 Flashcards
What are the two different types of knowledge?
Explicit and Tacit
What is explicit knowledge?
Can be codified using symbols such as words, numbers, and pictures.
Can be documented and shared with others.
What is tacit knowledge?
Personal knowledge that can be difficult to articulate and share such as beliefs, experience, and insights. Essential to provide the context of the explicit knowledge
What is individual knowledge management?
Each team member needs to know how to perform their work in accordance with each assigned task’s scope, schedule, and cost.
Acquire required knowledge by:
* Research
* Collaboration with team members
* Examination of the project’s or organization’s knowledge repository
What is project knowledge management?
- Focus on achieving the goals of the current project.
- Solicits knowledge about other projects that can be applied to the current project.
- Project Management Office (PMO) is an excellent source of knowledge, as it exists for the purpose of defining and maintaining standards for project management within an organization.
What is organizational knowledge management?
- Focus on managing programs or portfolios.
- The program manager or portfolio manager seeks information from peers who manage other programs or portfolios, to adapt this knowledge to their specific need.
What are lessons learned?
✓ Knowledge gained during a project can be useful to subsequent phases
of a project and to other projects.
✓ Include both positive and negative experiences that occur throughout the
project life cycle.
✓ Avoids “reinventing the wheel”
✓ Long-term learning tool.
What are considerations for lessons learned?
Schedule at the right time
Include topics on:
✓ Conflict management
✓ Vendor relationships
✓ Customers
✓ Strategy
✓ Tactics
What are project responsibilities within the team?
- Leadership to communicate the organization’s vision and inspire the project team to focus on the goals of the project.
- Facilitation to effectively guide a group to a successful solution to a problem.
- Political awareness to keep the project manager aware of the organization’s political environment.
- Networking to facilitate relations among project stakeholders so that knowledge is shared at all levels.
What are working environment expectations?
✓ Knowledge is not constant, what we knew yesterday can change based on what we did today.
✓ Continuously evaluate the project environment for new risks and follow the risk management plan to proactively address them before they become
issues that will affect the project objectives.
✓ Don’t hoard knowledge; follow the communications management plan and inform stakeholders of changes affecting their work.
✓ Use appropriate tools to share knowledge with stakeholders:
− Face-to-face during formal meetings
− Face-to-face during informal meetings and discussions
− Telephone
− Email
− Wikis
− Intranet
− Printed documents
What’s the knowledge transfer approach?
Connect individuals, in person or virtually, to share tacit knowledge
and collaborate together.
What are knowledge transfer techniques?
✓ Networking
✓ Facilitating special interest groups
✓ Meetings, seminars, and various other types of in-person and virtual
events that encourage people to interact and exchange ideas and knowledge.
✓ Training that involves interaction between attendees.
✓ Work shadowing and reverse shadowing provide a more individualized method to the exchange of specialized knowledge.
How do you maintain team and knowledge transfer?
- Follow your PMO’s guidelines on documenting new knowledge.
- Be alert to new sources of project knowledge and follow the
communications management plan to convey that knowledge to
stakeholders. - Proactively seek new knowledge.
- Compile a lessons-learned register throughout the project’s lifecycle and
add it to a lessons-learned repository with registers from other projects.
What is leadership in a project?
The project manager is the visionary leader for the project.
✓ Educate the team and other stakeholders about project value delivery
✓ Promote teamwork and collaboration
✓ Remove roadblocks Promote the project’s mission and value to inspire the team, keep them focused and feel part of the organization’s mission.
What are some leadership skills you need to have in a project?
✓ Conflict management
✓ Cultural awareness
✓ Decision making
✓ Facilitation
✓ Meeting management
✓ Negotiation
✓ Networking
✓ Observation/conversation
✓ Servant Leadership
✓ Team building
What are some Diversity Awareness and Cultural Competencies?
Use a leadership approach and style that best suits the situation and the stakeholders.
Be mindful of individual and team aims and working relationships.
Understand that motivations and working styles of individuals and groups vary based on experiences, age, culture, job roles, and other influences.
Projects with diverse locations, industries, stakeholders, and cultures require
communication and openness to build trust.
What are two of the project manager’s roles?
Management and leadership
What are some leadership traits?
Strong personal ethics, integrity, and trustworthiness
Interpersonal skills (communicator, collaborator, motivator)
Conceptual and analytical skills
What is servant leadership?
✓ Facilitate rather than manage
✓ Provide coaching and training
✓ Remove work impediments
✓ Focus on accomplishments
Why should you challenge the status quo?
✓ Let past experiences and processes provide guidance to but not dictate your actions.
✓ Commit to a growth mindset to continuously improve and innovate, to
find new ideas and perspectives.
✓ Discover the best approach through challenge and introspection.
✓ Avoid complacency and blind acceptance
What is the 360 View of Stakeholders?
✓ Good leadership is based partially on your influence and the influence of the other project stakeholders.
✓ Use tools and techniques to ensure that you understand your stakeholders.
Some examples:
Salience Model
Directions of Influence
Power, impact, interest grid
What is team building?
✓ Cohesion and solidarity help teams perform better.
✓ Good leadership facilitates the bonding between project team members.
✓ Team-building activities build unity, trust, empathy, and focus on the team
over the individual.
What are rewards in team building?
✓ Tangible, consumable items
✓ A specific outcome or achievement achieved
✓ Definite start and finish, or fixed time
✓ Usually expected when goal is met
Motivate towards a specific outcome; never without recognition too.
What is recognition in team building?
✓ Intangible, experiential event
✓ Acknowledge behavior rather than outcome
✓ Not restricted to a set time
✓ Usually not expected by recipient
To increase recipient’s feeling of appreciation; can be given without a reward
What are some considerations when leading a team?
- Use emotional intelligence and other leadership methods to motivate your
team. - Adapt your leadership style to work best with each stakeholder.
- Establish good communication among team members, internally and
externally. - Monitor performance of team members on an ongoing basis.
- Manage conflict.
- Establish an issues log to track and assign project issues.
Strive to shape a team with what?
a healthy culture of working autonomy and a shared sense of responsibility for their work.
What should you consider with Team Structure and Workspaces?
✓ Team environments are physical and virtual.
✓ Factor in environment and location to team performance.
✓ Foster meaningful interaction–this is a core tenet of agile.
✓ Respect agreed team working hours and practices.
Facilitate fluid engagement of team members. . .
…so they can take initiative when needed.
Use shared workspaces to what?
to foster informal and immediate collaboration.
Team members need to be able to contribute from everywhere and at any time
What should you consider with Empowerment and Unity?
✓ Empower them to make timely decisions.
✓ Encourage the team’s sense of ownership of the work.
✓ Encourage the team to foster collaborative work and decision making.
✓ Prioritize team unity. Individual contributions are important, but team
unity is critical.
What is important about Autonomy and Teamwork?
Know when to interfere. In general, people work more productively when granted autonomy.
Include the team in:
✓ Clarifying and prioritizing requirements
✓ Splitting requirements into tasks
✓ Estimating effort
Keep the project tone….
Positive and Fluid
✓ Establish a culture of fluid communication and engagement in a workspace that promotes positive interactions.
✓ It makes leading and managing a team easier.
What should you consider with Team Building Activities?
✓Also known as “team-building strategies”
✓Formal or informal
✓Brief or extended
✓Facilitate yourself or use a group facilitator
Use team-building activities to do what?
Use team-building activities to influence diverse individuals from many functional areas, each with their own goals, needs, and perspectives, to
work as a cohesive team, for the good of the project
Team Performance Assessments do what?
✓ Improve team member interaction
✓ Solve issues
✓ Deal with conflicts
✓ Improve team member skills and competencies
✓ Increase team cohesiveness
Assess potential continually
Identify positives and negatives
What is team development?
✓ Is a process which can progress and regress
✓ Acknowledges diversity and promotes inclusivity
✓ Requires trust, communication, and respect
✓ Takes effort!
What are the team development stages (Tuckman ladder)?
Forming
Storming
Norming
Performing
Adjourning
What is the team development stage “forming”?
Team members get to know each other and trust one another.
What is the team development stage “storming”?
Team members begin to assert themselves and control emerging issues.
What is the team development stage “norming”?
Team begins to work productively, without worrying about personal acceptance or control issues.
What is the team development stage “performing”?
Team is working at optimum productivity and is collaborating easily, communicating freely, and solving its own conflict problems.
What is the team development stage “adjourning”?
Team members complete their assigned work and shift to the next project or assigned task.
How do you manage with objectives?
✓ Use clear objectives for a more productive and driven team.
✓ Set objectives collaboratively with the team.
✓ Create challenging, yet attainable objectives.
✓ Conduct objective setting:
− At the start of a project or phase
− Throughout the project life cycle, as in an iteration planning session
What is important about feedback?
✓ Is crucial for any team, using any methodology, in any environment.
✓ Discover the most appropriate and timely means of feedback.
– Public/private
– Individual/group
✓ Give and receive constructive feedback freely.
How do you Performance Track using Scrum/Agile/Kanban boards?
Based on the Japanese management method of pulling cards to
various stages as they are worked on, physical or electronic boards
can track work as it progresses across various stages or categories.
How do you Performance Track using Throughput metrics?
Measurement of the team’s work that has moved from one stage to
another stage over a certain time.
How do you Performance Track using Cycle Time?
Measurement of work that has progressed all the way from plan to
completed or delivered.
How do you Performance Track using Quality Metrics?
Various measurements to track quality deliverables, defects, and
acceptable output.
How do you Performance Track using Earned Value?
Tracking cost and effort performance against a planned value.
How do you Performance Track using Bar Charts (Gnatt)?
Using the project schedule to track performance over time.
How do you Performance Track using Velocity?
Measurement of total output from an iteration to attempt to predict
future iteration outputs.
What is another way of supporting and measuring performance?
The monetary value of the work contribution
What is Earned Value Management (EVM)?
In projects that use earned value management, the cost baseline is referred
to as the performance measurement baseline.
What is Planned Value (PV) in Earned Value Management (EVM)?
- The authorized budget assigned to scheduled work.
What is Planned Value (PV) in Earned Value Management (EVM)?
- The measure of work performed expressed in terms of the budget authorized for that work.
What is Actual Cost (AC) in Earned Value Management (EVM)?
- The realized cost incurred for the work performed on an activity during a specific time period.
What is Cost Variance (CV)?
Cost Variance - the amount of budget deficit/surplus at a given point in time, expressed as the difference between EV and AC.
▪ A positive CV indicates a project is under budget.
▪ A zero CV indicates a project is on budget.
▪ A negative CV indicates a project is over budget.
(CV = EV - AC)
What is Cost Performance Index (CPI)?
Cost Performance Index - a measure of the cost efficiency of budgeted resources expressed as the ratio of EV to AC.
▪ A CPI number greater than 1.0 indicates a project is under budget.
▪ A CPI of 1.0 means the project is on budget.
▪ A CPI number less than 1.0 indicates a project is over budget.
(CPI = EV / AC)
What is Schedule Variance (SV)?
Schedule Variance - a measure of schedule performance expressed as
the difference between the EV and the PV.
▪ A positive SV indicates a project is ahead of schedule.
▪ A zero SV indicates a project is on schedule.
▪ A negative SV indicates a project is behind schedule.
(SV = EV - PV)
What is Schedule Performance Index (SPI)?
Schedule Performance Index - a measure of schedule efficiency expressed as the ratio of EV to PV.
▪ An SPI number greater than 1.0 indicates a project is ahead of schedule.
▪ An SPI of 1.0 means the project is on schedule.
▪ An SPI number less than 1.0 indicates a project is behind schedule.
(SPI = EV / PV)
