Module 6 Flashcards
Who is responsible for team members understanding their own personal task responsibilities as well as their role in the project overall
Pm
What is one way to communicate a team members role at the beginning of a project?
A pop
Should the pm intervene when issues arise?
Yes
What are the four categories or personal preference that could assist a pm in leading a project
1) introversion vs extroversion
2) sending vs intuition
3) thinking vs feeling
4) judging vs perceiving
Explain intro vs extroversion
Introverts - inward focused, less sociable and less outgoing
Extroverts - energy from other people, highly social and prefer large social groups/gatherings
Explain sensing Vs intuition
Sensors - details, practical, what they need to know (not interested in grand possibilities)
Intuition - big picture, interested in grand new possibilities, not into details, grouping information to form patterns
What implications are there when a person is either a sensor or intuitive
Pms may need to provide different information to different team members
Intuitive-problem and latitude to solve the problem
Sensor - all tools and instructions to solve a particular problem
Explain thinking vs feeling
Thinkers - decision making based on rational logical facts, ignore illogical information completely
Feelers - decisions based on what feels right and how it will effect other people
Implications on the pm when dealing with thinkers vs feelers
Feelers -told how decisions may impact other people
Thinkers - information should be organized into logical forms
Explain judging vs perceiving
Judgers - well planned, well organized, controlled approach to decision making
Perceivers - open ended, spontaneous approach, like their options to be open and delay decision making until they receive further info
How could you over come the conflict of a perceiver pm and a judging worker
Pm should explain to the team their decisions to wait until the last minute thereby alleviating at least partially, the conflict
What is the first step a pm can take in resolving conflict?
Acknowledge the conflict exists
What is the second step for a pm to resolve conflict
Identify the source of the conflict and talking to the involved parties
What is the third step for a pm to resolve conflict
Discuss the source of the conflict and arrive at a consensus
Should the pm accept a solution that is less then optimal
Yes as long as the pm Can still meet their goals
What does it mean when the pm takes the role of the arbitrator? Drawbacks?
Arbitrator - Hears the crowd of both sides and then makes a binding decision.
Downside is that it’s authoritarian and may alienate parties if decision is seen as unfair/ both parties may not obey if they believe they had inadequate input into the decision
What does it mean when a pm acts as a mediator? Downsides
Listen to both parties and help parties understand each other. Aim is to mediate and facilitate a compromise
Upside- parties are more likely to accept a decision they were involved in making. And parties can gain skills to resolve conflicts in the future
What is the most important stem in conflict resolution
Acknowledge the conflict exists
What is one way to avoid a pm not being able to accomplish all their tasks
Develop a strategy to identify all tasks required to be completed in a day and then prioritize the important tasks
What is step 1 to prioritize and organize tasks for a pm
In the morning list everything you need to complete
What is step 2 to prioritize and organize tasks for a pm?
What are the categories used
Assign priorities to each item on the list
1) urgent - effects schedule, budget, deliverables, or reputation
2) important - need to be done on a given day but consequences for not completing are less severe
3) nice to have - tasks that could be done another day
What is step 3 to prioritize and organize tasks for a pm?
Schedule time to complete priority 1 tasks and if there’s enough time schedule priority 2 tasks. If there is left over time schedule priority 1 tasks
Should the pm schedule all time available?
No, give time for unexpected issues
What is step 4 to prioritize and organize tasks for a pm?
Identify people to help if the pm can’t complete everything expected in the day
Will items lower on the priority list move up as time goes by?
Yes
What 5 actions can be taken to make meetings productive
1) create an agenda
2) assign a chairperson
3) record the meetings discussion (minutes)
4) record all decisions
5) record action items
How does an agenda help meetings
Includes: all items that will be discussed and duration time for each topic
How does a chairperson help a meeting
They control the discussion and keep the meeting on track
How do minutes help a meet
Should attendees get a copy?
Document the discussion during the meeting. They provide a permanent record of what was said during the meeting for future reference m
Attendees should get a copy as soon as possible after meeting is over
Is there an amount of time after a meeting that the minutes remaining not permanent
Yes incase of mistakes
How does recording the important decisions help a meeting?
Provide documentation of decisions that were made for further reference
Often highlighted within the minutes
How do action items help meetings
Record the actions that will be taken, who is responsible and a deadline
They clarify what is expected
What happens often when action items are not recorded?
Team members leaving meeting confused about who is expected to do what.
Should be highlighted in minutes
Does an under qualified individual require as much leadership as a over qualified one
No they require the same
Why do overqualified workers require so much leadership
May lack motivation due to their skills being under-utilized
Why would a pm create challenges for team members
They can simultaneously promote the achievement of project tasks and achievement of person career goals
How does communication help motivate workers
Helps team members understand what they need to do, where to do it, how they should be completed and with whom
Helps everyone feel that they are part of a team, working towards a common goal
How does involving team member in the project management process motivate them
Results in a better plan, team members take more ownership over tasks
How does acknowledgment help motivate workers
It rewards the type of behaviour that they want in the future
Before giving expensive rewards what should the pm be aware of?
Personal tax implications
What can ruin acknowledgment as a motivation tool
Team members expecting it for only satisfactory performance
How can being flexible as a pm help motivate workers
To reward the worker for working longer hours on salary
What are the 3 main leadership responsibilities of a pm
1) to communicate the role of team members
2) to ensure that each team member understands their tasks responsibilities
3) to lead the team
Why is it helpful for pms to understand personal preference
Helps them more effectively lead team
2 strategies for the pm to resolve conflict
Arbitrator or mediator
