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Project Management > Module 6 > Flashcards

Module 6 Flashcards

1
Q

Who is responsible for team members understanding their own personal task responsibilities as well as their role in the project overall

A

Pm

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2
Q

What is one way to communicate a team members role at the beginning of a project?

A

A pop

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3
Q

Should the pm intervene when issues arise?

A

Yes

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4
Q

What are the four categories or personal preference that could assist a pm in leading a project

A

1) introversion vs extroversion
2) sending vs intuition
3) thinking vs feeling
4) judging vs perceiving

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5
Q

Explain intro vs extroversion

A

Introverts - inward focused, less sociable and less outgoing

Extroverts - energy from other people, highly social and prefer large social groups/gatherings

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6
Q

Explain sensing Vs intuition

A

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

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7
Q

What implications are there when a person is either a sensor or intuitive

A

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

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8
Q

Explain thinking vs feeling

A

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

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9
Q

Implications on the pm when dealing with thinkers vs feelers

A

Feelers -told how decisions may impact other people

Thinkers - information should be organized into logical forms

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10
Q

Explain judging vs perceiving

A

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

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11
Q

How could you over come the conflict of a perceiver pm and a judging worker

A

Pm should explain to the team their decisions to wait until the last minute thereby alleviating at least partially, the conflict

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12
Q

What is the first step a pm can take in resolving conflict?

A

Acknowledge the conflict exists

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13
Q

What is the second step for a pm to resolve conflict

A

Identify the source of the conflict and talking to the involved parties

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14
Q

What is the third step for a pm to resolve conflict

A

Discuss the source of the conflict and arrive at a consensus

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15
Q

Should the pm accept a solution that is less then optimal

A

Yes as long as the pm Can still meet their goals

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16
Q

What does it mean when the pm takes the role of the arbitrator? Drawbacks?

A

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

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17
Q

What does it mean when a pm acts as a mediator? Downsides

A

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

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18
Q

What is the most important stem in conflict resolution

A

Acknowledge the conflict exists

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19
Q

What is one way to avoid a pm not being able to accomplish all their tasks

A

Develop a strategy to identify all tasks required to be completed in a day and then prioritize the important tasks

20
Q

What is step 1 to prioritize and organize tasks for a pm

A

In the morning list everything you need to complete

21
Q

What is step 2 to prioritize and organize tasks for a pm?

What are the categories used

A

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

22
Q

What is step 3 to prioritize and organize tasks for a pm?

A

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

23
Q

Should the pm schedule all time available?

A

No, give time for unexpected issues

24
Q

What is step 4 to prioritize and organize tasks for a pm?

A

Identify people to help if the pm can’t complete everything expected in the day

25
Q

Will items lower on the priority list move up as time goes by?

A

Yes

26
Q

What 5 actions can be taken to make meetings productive

A

1) create an agenda
2) assign a chairperson
3) record the meetings discussion (minutes)
4) record all decisions
5) record action items

27
Q

How does an agenda help meetings

A

Includes: all items that will be discussed and duration time for each topic

28
Q

How does a chairperson help a meeting

A

They control the discussion and keep the meeting on track

29
Q

How do minutes help a meet

Should attendees get a copy?

A

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

30
Q

Is there an amount of time after a meeting that the minutes remaining not permanent

A

Yes incase of mistakes

31
Q

How does recording the important decisions help a meeting?

A

Provide documentation of decisions that were made for further reference

Often highlighted within the minutes

32
Q

How do action items help meetings

A

Record the actions that will be taken, who is responsible and a deadline

They clarify what is expected

33
Q

What happens often when action items are not recorded?

A

Team members leaving meeting confused about who is expected to do what.

Should be highlighted in minutes

34
Q

Does an under qualified individual require as much leadership as a over qualified one

A

No they require the same

35
Q

Why do overqualified workers require so much leadership

A

May lack motivation due to their skills being under-utilized

36
Q

Why would a pm create challenges for team members

A

They can simultaneously promote the achievement of project tasks and achievement of person career goals

37
Q

How does communication help motivate workers

A

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

38
Q

How does involving team member in the project management process motivate them

A

Results in a better plan, team members take more ownership over tasks

39
Q

How does acknowledgment help motivate workers

A

It rewards the type of behaviour that they want in the future

40
Q

Before giving expensive rewards what should the pm be aware of?

A

Personal tax implications

41
Q

What can ruin acknowledgment as a motivation tool

A

Team members expecting it for only satisfactory performance

42
Q

How can being flexible as a pm help motivate workers

A

To reward the worker for working longer hours on salary

43
Q

What are the 3 main leadership responsibilities of a pm

A

1) to communicate the role of team members
2) to ensure that each team member understands their tasks responsibilities
3) to lead the team

44
Q

Why is it helpful for pms to understand personal preference

A

Helps them more effectively lead team

45
Q

2 strategies for the pm to resolve conflict

A

Arbitrator or mediator

Project Management (8 decks)

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