Leading Projects, People, and Teams Flashcards
Can you describe different leadership styles and when you might use them on a project?
Autocratic: Best for emergencies or when quick, decisive action is required, such as during safety-critical incidents.
Democratic: Suitable for collaborative team environments where input from various stakeholders improves decision-making, such as in the design phase.
Laissez-Faire: Effective when working with highly skilled, self-motivated professionals, such as specialist consultants.
Transformational: Ideal for inspiring teams to achieve long-term project goals, such as during the early stages of a high-profile scheme.
Transactional: Useful for ensuring tasks are completed on time and within scope, such as monitoring contractor performance.
How do motivation theories apply to managing project teams?
Maslow’s Hierarchy of Needs: Addressing basic needs (safe working environment, fair pay) before focusing on higher-level needs like recognition and career development.
Herzberg’s Two-Factor Theory: Providing motivators such as responsibility and growth opportunities while minimising hygiene factors like poor working conditions.
Vroom’s Expectancy Theory: Ensuring team members understand how their efforts lead to rewards, such as bonuses for hitting project milestones.
Why is organisational design important in project management?
Organisational design ensures clear roles, responsibilities, and reporting lines, preventing duplication of effort or confusion. For example, using a RACI matrix on a project defines who is Responsible, Accountable, Consulted, and Informed for each task, improving efficiency.
Can you explain a communication strategy you might use on a project?
A communication strategy involves identifying stakeholders, tailoring messages to their needs, and using appropriate channels. For example:
Weekly progress meetings for the project team.
Monthly reports for the client.
Regular updates via email or a shared platform like MS Teams for all stakeholders.
What factors contribute to creating a high-performing team?
Key factors include:
Clear Objectives: Ensuring all team members understand project goals and their roles.
Trust and Collaboration: Building relationships that encourage open communication and joint problem-solving.
Empowerment: Delegating responsibility and providing resources to succeed.
Recognition: Acknowledging contributions and providing constructive feedback.
How do you manage your own time and that of your team?
Personal: I prioritise tasks using tools like to-do lists and project scheduling software (e.g., MS Project). I allocate time for key activities and minimise distractions.
Team: I ensure tasks are clearly assigned based on skills and track progress during regular check-ins or meetings.
How do you ensure effective delegation within a team?
Effective delegation involves:
Understanding team members’ strengths and workload.
Clearly defining the task, desired outcomes, and deadlines.
Providing support and resources while avoiding micromanagement.
Can you explain what a governance structure is and why it is important?
A governance structure defines the framework for decision-making, accountability, and oversight. For example, a project board might provide strategic direction, while a project manager handles day-to-day activities. This ensures transparency, consistency, and alignment with client objectives.
How would you communicate effectively with stakeholders at different levels?
Tailor communication to the audience:
Senior stakeholders: Provide concise, high-level updates focusing on outcomes, risks, and finances.
Project team: Use detailed, task-specific communication to ensure clarity.
Contractors: Set clear expectations and maintain regular updates on progress and issues.
How do people typically behave in stressful situations, and how would you manage this as a project manager?
People may become defensive, unproductive, or overly critical under stress. To manage this, I would:
Maintain clear communication and provide reassurance.
Break tasks into smaller, achievable goals to reduce overwhelm.
Offer support through regular one-on-one check-ins to understand concerns.
How do you handle conflict within a team?
I address conflicts promptly by:
Listening to all parties to understand the root cause.
Focusing on shared goals and interests.
Mediating to find a resolution that works for everyone, maintaining professionalism throughout.
Can you name any legislation that affects HR in the UK?
es, several key pieces of UK legislation impact HR management. These include:
Employment Rights Act 1996:
Governs employees’ rights, including contracts, notice periods, and protection against unfair dismissal.
Equality Act 2010:
Prohibits discrimination, harassment, and victimisation in the workplace based on protected characteristics.
Health and Safety at Work Act 1974:
Places a duty of care on employers to provide a safe working environment, adequate training, and risk management.
Working Time Regulations 1998:
Sets maximum working hours, rest periods, and annual leave entitlements.
National Minimum Wage Act 1998:
Establishes the minimum hourly wage rates for workers, including the National Living Wage for workers aged 23 and over.
General Data Protection Regulation (UK GDPR) and Data Protection Act 2018:
Protects employees’ personal data and governs how it is stored, processed, and accessed.
Trade Union and Labour Relations (Consolidation) Act 1992:
Regulates collective bargaining, employee consultation, and union rights.
TUPE Regulations 2006:
Protects employees’ terms and conditions when their employment transfers to a new employer during mergers or acquisitions.
How do you measure the performance of a project team?
I use a combination of:
Key Performance Indicators (KPIs): For example, tracking milestone achievement, budget adherence, and quality standards.
Feedback Mechanisms: Regular team reviews and one-on-one meetings to assess morale and address concerns.
Lessons Learned: Analysing what worked well and areas for improvement at the end of the project.
Can you explain how you would address underperformance in a team?
I would:
Identify the issue and understand its root cause through direct discussions.
Provide constructive feedback and set clear, measurable improvement targets.
Offer support, such as additional training or mentoring.
Monitor progress and escalate if necessary, following HR procedures.
