Are Your Team Members Ready To Take On the Responsibilities?

Most of the time the people we worked with have the capability and ability to go through with us in any given project. Sadly, in reality this is not always true.

There will always be delays in deadlines. Worse, tasks will not be done as expected of the person assigned to it. Then a problem arises that can have an impact on the progress of the project.

Frustrating, isn't it? As a project manager, we surely will do an assessment of what have happened and the things that have been done to mitigate or solve the problem that arose. We often focus on the event, but we seldom focus on the role factor of each members of the team.

The symptoms could be overlooked upon. The person has been missing deadlines or could be finger pointing and not accepting responsibilities or blaming others for every mistakes. These are the causes that must be looked into as soon as possible every time such an instance arises. After finding out the who then immediately find out the why.

There could be a lot of reasons why the person is not performing well as expected - personal, career, emotional, psychological problem. Actually the reasons could be endless including any shortcoming of the project leader himself.

Most of the reasons mentioned may be out of the control of the project manager but there are ways that they can be somehow be avoided or mitigated.

Disseminate the roles and responsibilities of each member clearly. The first thing to do is to communicate the roles and responsibilities of each member of the team. Try to give a very detailed job description for each. If possible create a Responsibility Matrix that everyone can reference upon.

For me, I am more comfortable in creating a work process flowchart. This is what I usually do and show to my team member so they would easily see how the process flows and who is responsible to what task needs to be accomplished in every instance of each processes.

Whether you use the Responsibility Matrix or a flowchart, if everyone knows what each person is supposed to do, then everything will flow smoothly and seamlessly. Know everyone you are working with, their strengths and weaknesses. This way you can have a clear picture of what tasks to be given for each of your member.

Engage and empower the team member with the main objective of the project. At this stage, everyone knows what each is supposed to do on the project. But not everyone's heart could be into the project. As the project leader, it is prudent to share your enthusiasm with your team. It is but natural for you to know the importance of the project, what it means for you, what it means for the major stakeholders, what it means for the project sponsor, and most importantly, what it means for the company.

In my previous work for a non-profit organization, aside from my regular job in IT and managing IT projects, I am also involved in every event that that organization holds. Not as the leader but as a member, assigned in the documentation. Not everyone shares the same personal values, but what we commonly share in doing the project is the belief that what we are doing we do for the Lord. This is what bonds us together, our faith and belief.

In the secular world we work in, this may not hold. But what I mean is as a project leader, we have to find a common cause that will bond the whole team together for the success of the project. One of the most common is the main objective of the project and its benefit for the company. The project leader must be able to clearly and objectively present this to the team so that all shall have a common cause to work for. Working for a cause is a unifying factor and a good motivator.

Delegate decisively and help your people take the helm within the area of his responsibility. It is a cardinal rule in project management not to micro-manage. Create committees and assign persons to handle or manage the deliverables. Remember that as a leader, it is our foremost duty to create leaders not followers. If you got to know who you are working with, it will be easy for you to pinpoint persons that you can delegate to. Allow the persons you have chosen to show what he or she's capable of. This is also called motivation. Any person that is trusted to do something that is meaningful and with a purpose can do even the most difficult task passionately. Sometimes even more than what the project leader can give.

Lastly, as any good manager will do, try to give praise - to the team, to each member, to the performer. Show them your appreciation for doing their tasks diligently. Remember that for every success each member of the team makes, is definitely a success for the project manager. You cannot be expected to do everything, but what is expected of you is to work with and lead the team for the success of the project.

Any project will only be as good as the team that worked for its success.

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Image: FreeDigitalPhotos.net

So What If It Isn't Working As Planned?

You and everyone else thought you have a wonderful project plan. All seemed to be well thought out. The team is on a high note and are raring to start. The other stakeholders are just about as excited and are more than willing to give you the budget and their most sought-after approval and support. Great!

The project is going fine and according to schedule. However, towards some stages, problems keep on cropping up threatening the whole project. There could be a number of reasons why projects can falter aside from a bad project plan design: office politics, vendor delays, equipment malfunctions, or even team members' waning or lack of interests.

When everything seems to be going adversely, what do we do? Of course there is no use fretting or sulking in a corner. Rather, make it an opportunity to show and test the mettle of your leadership.

First, we have to admit the problem exists. Don't play the blame game, nothing will come out of it. Rather, as the leader of the team, have the guts to accept the problem exists and is staring us in the face. Avoiding it or sidestepping on it will not help in hurdling the problem. If it is an oversight, have the courage to let it be known by all the stakeholders squarely.

Second, make the necessary adjustments or changes. Once you have admitted the problem exists, gather all your strengths and assets to make all the necessary adjustments on the original plan. This option is sometimes the only way to save the project and worse, your job or your career. Document everything especially the changes that have to be done. After you have made a viable secondary option, share it with all those concerned - from the one with greatest influence to the one with the least. Do not leave anyone out in the cold. Remember three things: one, communication is always the key to success; two, teamwork can spell the difference, no one person can take all the credits; and three, the blame cannot be shared but will only fall on one shoulder - yours.

Third, reach out to all the persons concerned - team members, stakeholders even second or third parties that may be involved. Negotiate, compromise, whatever it takes to complete the project. Take also into consideration the culture and the politics involve within the organization. Use the political inclination of each influential stakeholder and use it to the advantage of the project.

Sometimes all it takes is a little courage to straighten things out and come out blazing. Again, it all starts from you.

Further Reading Resources:
What to do when your solution doesn't work
Ron Ashkenas: Use Office Politics to Your Advantage
Ron Askenas: Why you should question your culture

Evolution or Extinction?

An organization is a place where people of diverse backgrounds and competencies converge. Where people function according to the abilities they can contribute. A place where they are finally given the opportunity to show their prowess after years of training and studies.

But an organization is never static, it is dynamic. It has to evolve with the changing times or be left out and die. The same is true with the people involved in the organization. People has to be able to keep pace with the ever changing environment and the way tasks are done. What they have trained for years might not anymore be suitable tomorrow.

Take for instance the world of computers and technology, the pace is hectic and dizzying. With this kind of situation an IT person has no other choice but to evolve as fast. Newer technologies are ever changing the way consumers and enterprises do their computing tasks - tablets, the clouds and mobility. The rules keep on changing, there is no room for stagnation. So how do we keep with the pace? Below I share the right moves I have done. These tips are based on my experiences and could be considered an expert advise. I am sure that these are not limited to the environment I work with.

1. Keep abreast with the latest technology or techniques. Knowledge is power. With the power of the internet information and reading materials are readily available than it was say, ten or fifteen years ago. It is now easy to find the right materials and information to hone your skills and learning. Do not let your competencies stagnate to what it was three or five years ago. Try to learn new abilities and skills. Education is a constant renewal and development of  yourself.

2. Change your attitude. First it all starts with you and you alone. No one can do it for you. Either you  use your time wisely or not, it all depends on you alone. I've seen many people who have not developed their yearning for knowledge, or even if they do, they seem can't find the time to do it. There are also people who are afraid or do not have the confidence to show their creativity and talent. These people seem to be content to be followers, not innovators. All great men are innovators. They were able to to conquer their own self and have mustered the courage to stand up and show the way.

3. Be pro-active. You work in an organization that is always on the go. There are people working with you. You do not work alone, you have to work as a team.There will always be tasks to be done by the team. But everything does not always work like clockwork. There will be times that problem will arise and this is not seldom, I tell you. Try to understand the whole work process you are involved with and be aware of each member's or the team's progress. Try to help other team members if you find that they are having a hard time doing their task and if they are holding back the team. Do not wait for a problem to develop before you make your move and react. Act ahead and act decisively.

So there you have it, some words of wisdom, though it may not be complete but otherwise are very important, to help you evolve with the fast changing time. Do not allow to see yourself irrelevant, out there in the rain, out of job or worse, depressed and longing for the time and opportunity that was lost. Evolution or extinction, its your only option.

5 Leadership Qualities Petting A Dog Can Teach You

If you want to keep a pet, most likely it will be a dog. Either a dog with a pedigree for status quo or that ubiquitous village dog we call Aspin or Askal to serve as the household guard dog. But petting a dog should be more of a learning and fulfilling experience. If you would have your dog for companionship, a relationship must be built between the two of you. Training is essential to make him well behaved and to let your dog know what you want or do not want.

Dogs are naturally social animal. They live in a group called a pack. Every pack is like a community in which hierarchy exists where there is one regarded as the pack leader. In your home or territory the pack leader should be you, your dog must understand that he belonged to the lowest rung in the hierarchy of the household. This is where your leadership is brought to the test.

There are five leadership qualities that petting a dog can teach you: communication skill, trustworthiness, discipline, confidence and responsibility.

Communication Skill

The first thing that you must fully develop in yourself is communication skill. Why? Between two different specie you and your dog will be talking in different languages. So you have to learn how you can make your dog understand what you require of him. This is not really a big problem as there are techniques you can use to convey your message. Sign language is one tool that you can use together with your verbal command. After learning how to give your command and require obedience from your dog, relating to him also require that you learn how he expresses his feelings. Learning how they communicate will help you understand their moods and wants. Once the communication gap is bridged then the relationship can really be successful.

Trustworthiness

Relationship is an action and reaction situation - a good act shall reap a corresponding good reaction. Animals do have feelings and sensibilities too. They know how to fear, to be traumatized, to exert their wants and could challenge your leadership. One of the most admiring characteristic of dogs is their loyalty. They will serve you to their end, even die for you. They will be loyal but in return you have to properly care for them. They shall be depending on you for their upkeep - food, health, shelter and their total well-being.

Discipline

Keeping your pet also requires a healthy life and the most effective way of keeping fit, not only your dog's but for you as well is an exercise regiment. OK, we are all busy with full daily schedule - professional, family, social and spiritual. So how could we still insert a time for your pet's exercise? This where the discipline to manage time comes in. A daily walk as exercise requires no more than 30 minutes to an hour. Why not wake up 30 minutes earlier for the exercise? A well managed time also makes your day a non-stressful day. So both of you are benefited with a healthy life.

Confidence

Your dog looks up to you as the pack leader. Being a leader requires an aura of confidence. Once he sensed that you lack the confidence, you cannot exert your full authority. If that happens, he can challenge your leadership or may not be as obedient as you would require.

Responsibility

Keeping dogs or any animals carries our responsibility to the community where we live. There are rules, regulations and laws we have to be aware of. Like preventing them to stray and could endanger neighbors, especially children.

Do you think you have these five qualities of leadership? If not, then I advise you to keep a dog and practice, it could bring a change in your career or life.