Is Project Communication Important

Posted on 30 April, 2012 at 11:45 PM by with Leave a Comment

Inter department is not communicating to one another.

Each individual department creates their own silo database system.
In fact, such system information is useful to other department but was not shared across.

Analyst department creates a system to record the various component of an equipment.
Supply Chain creates a similar system to monitor the stocks level for individual equipment.
The project management team will use these good data to schedule the deployment strategy.
For project planning, the team can start deploying sites that has the full equipment on hand.

The project team is able to inform the client what are the possible stock level available and
how much to deploy to the client. How much time is needed to wait for the accessories to be delivered.

Unfortunately, there is an internal communication not being carried out thus every department will creates their own system. Thus the project management team will have to visit 2 different department for similar queries.
This causes much time been wasted and not able to utilize the time for other project activities.

Thus the company do not have a consistent information and not able to support the external clients instantly.

Have you come across such a scenarios previously?

How do you resolve?
What is your suggestion?

Please a comment if you have such encounter.

 

Articles, Business Communication, Lessons Learned

Managing Team Members with Negative Mindset

Posted on 2 March, 2012 at 8:16 PM by with Leave a Comment

Working with a negative coworker is always hard and sometimes unbearable.  To hear constant complaints and their work responsibilities can take its toll on you.  Here are some ways to combat your coworker’s negativity and keep yourself motivated:

1. Talk to your coworker.  Her negativity could be stemming from things going on in her personal life and she may need someone to talk to.  Ask her what she does like about the job to refresh her views on what she wants out of this job.

2. Show her other options.  Present to her different ideas she could do to help combat her complaints.  Is she getting overwhelmed with her responsibilities?  Let her know you could assist her.  Are her responsibilities not challenging enough?  Suggest being proactive with her boss about tackling other duties.  Does she not enjoy this job anymore?  Perhaps it is time to start fresh at a new job.

3. Give her praise and recognition.  She may be the type of person who needs to hear positive feedback and recognition for her work, so, show her you see that.  Your positive outlook and feedback will shine through given time. 

4. Stay motivated.  Keep strong in your career aspirations and your quality of work.  Do not let someone bring you down from your goals in your career.  Your boss will see this and in time it will pay off.

 

Articles, Leadership

Five Fundamentals for Project Managers

Posted on 17 February, 2012 at 10:00 PM by with Leave a Comment

Adopt practices for exploring a variety of perspectives.
We think we see what we saw, but we don’t. We really see what we think. Remember the blind men and the elephant. Make it your habit to inquire what others see. You’ll see more together.

There is a saying, 1 person to see near; 2 people will see farther.
As a project manager, you will need to be a few steps ahead of the team, pre-empt the team from unpleasant circumstances. Here are few tips for you to consider.

1.     Stay close to your customer.

Clients’ concerns evolve over the life of a project.  Do not under-deliver or over-promise. Instead over-deliver what you had promised earlier. Stay close to your stakeholders and update them the progress, check with them what they do really want. Ensure they do not give you any surprises in the project delivery process.

2.     Take care of your project team.

Ensure the project team is able to deliver what the project requester wants. Do not over-strained the project team. It is the project manager’s responsibility to take care of the team member welfare in terms of mentally and physically. As a project manager, he needs to bring unity to the team and move forth to accomplish the project common goal.

3.     Build relationships intentionally.

Every team member is different. They do have different skill set and different personality. Thus it is a blessing to have all the different expertise to be in a project team. It is good to build and foster good working relationship in order to strengthen the team spirit.

4.     Tightly couple learning with action.
Every project is different. Even the end result is the same, but the environment is different, unique team member involved. There are always unique lessons to be learned in every project. Do jot down every precious lessons and share among the project team. Every stakeholder in the team will appreciate it. Most important, you can refer this as a guideline for subsequent project managers and also a template for those who are taking over the project.

5.     Collaborate. Really collaborate.

For the strength of the Pack is the Wolf, and the strength of the Wolf is the Pack. Do not wait till the end or project had already been in the half way mark, and then you start to seek other team member stakeholder to come for rescue. Do it at the beginning. Start to collaborate right from the start and hope to extend the spirit in the next projects.

Articles, Leadership

Detailed Project Planning using: Who – What – When

Posted on 10 February, 2012 at 10:30 PM by with Leave a Comment

A project manager needs to answer the common 3W’s question for planning. They are
• Who
• What
• When

Who
Who is responsible for the activities or the assigned task? Put down a name. Do not put down a team’s name. A specific resource name is required. This is also the accountability related. If there are any activities not carried out properly or not in timely fashion. A specific name is easily identified.

What
What is to be carried out? What are the specific project assignments or task so that a resource is needed to perform. Does this resource have the necessary knowledge in carrying out the activities? If this resource is facing issue(s), can he escalate the issues to his matrix head or anybody experienced in that subject matter.

When
When the assigned task needs to be completed? A project task always does have a definite timing to complete a task. If there is no time constraint, then this project activity will be a normal Business As Users (BAU) request.
Once the above W‘s are met, the project manager will just have to manage and monitor the situations. And aim to mitigate those risks and issues from surfacing.

In addition, once the above W‘s are achieved, then the project duration, tasks are identified.

 

Articles

Do you really know how to practice Triple Constraints

Posted on 27 January, 2012 at 11:45 PM by with Leave a Comment

Project Triple Constrains is namely the Scope, Budget and Timeline. You need these 3 fundamental items in order to proceed with a project. A change in any one of the component will affect the overall results.  Such as a change of scope, it will affect the timeline because of the number of resources to be purchased. A change of timeline will extend the budget because of the number of resources involved.

However, it may be difficult to achieve in actual environment. If you are the project manager in a supplier environment, you will need to ensure the triple constraints are seriously dealt with.

On the other hand, if you are a project manager in an end user environment, you will tend to push the supplier to give you more quality at a much lower cost.

Thus, do you really practice triple constraints in reality?
Have you got yourself into such circumstances?

 

Articles

Recognition Level – Sell Yourself or Be Judged

Posted on 2 December, 2011 at 10:00 AM by with Leave a Comment

Some people just like to boast about their work performances / achievements. They would just constantly boast to the peers about his outstanding work.

Whatever good things, he will be there to claim the credit. He will also be there to blame others if anybody commits any assignment mistake.

I am sure you have someone in your circle of friends and cohort that behave the same manner.

There are 2 sides of the coin in looking at this matter.

Regular boasting will imprint his good work in people’s mind even though he had not really performed a good work. Some peers had not done a good job in the assignment. In order to avoid the blame from others, he will comment on his past achievements for various moments.

This way he is creating a smoke screen for others and hoping people will forget his mistakes and better still, his achievements are remembered. Subconsciously, he anchored to others that he is good in his work. He is also trying to prove his management so as to win a seat in the next promotion.

On other hand, in order to prove others you are really good. You don’t have to tell others or broadcast everyone that you are good. Instead letting others to know you are good through your performance result and letting others to say you are good and that is an art. Not many people can achieve. Many people will sell or promote themselves vigorously. Of course there are no right and wrong in both approaches.

You seldom see any artist comment that they can performed well. Their efforts are normally recognized in those Awards, such as Oscars, Grammy Awards, Golden Globe Awards, MTV Music Awards, and Country Music Awards. etc. And the artists are judged by external panel not by him or her.

If you are good, you will be rewarded. You won’t tell the world that you are good to obtain the award.

Lesson Learned: Certain level of recognition is good and is a push factor to lift up one’s motivation and spirit. To prove your performance, there is a need to balance in your achievements declaration. However, if you will to use your achievement to cover your mistakes, then it does not make you a better person. In fact if you are still dwelling on the same mistake and tendency will commit it again.

If you have done a good job, it’s alright to boast your achievements but not for too long. Use the good result/ achievements to boost yourself and learn the mistake that you had made as lesson learns. These lessons learn will act as an improvement in the next assignment. Let others to judge you not you sell yourself.

Articles, Employment, Lessons Learned

How to you cost a Project

Posted on 24 November, 2011 at 8:00 AM by with Leave a Comment

When it comes to price comparison, it is a good practice to collate all returned quotations into a single spreadsheet and put the respective items side by side.

Once the alignment is done, you are able to compare the final price no matter what discount rate the vendor provides. Do an apple to apple comparison.

Compare the quotation line by line – item by item with the following criteria,

  • Same exchange rate,
  • Category,
  • Discount structure,
  • Logistics charges,
  • Professional Services etc.

In Asia, pricing is an interesting and unique item.

There are many different countries in this region. Countries such as Thailand, Singapore, Hong Kong, Malaysia, Korea, Japan , Taiwan and so others. There are many taxation, currencies exchange rate issues that not many locations have.
In a project cost budgeting, a proper cost comparison is required.

Ultimately, how much the project needs to invest is crucial. Which vendor is offering the best deal and can offer highest cost reduction is important. However, low price quotations may come in with low quality. Thus project manager got to balance the constraints.

There are certain amount of margins that the vendor has to make.
However, the margin should be justifiable and should not be letting the vendor had the lion’s share.

Once the project kick-starts, project managers needs to track the project expenditure. Ensure there is no over spent on the project budget once it is approved.

There are many explanations, justifications if the spending is higher than the budget. Project Manager will have to answer to the Business Sponsor for the additional investment.

Discussion and effective negotiations are VERY important to get the deal win with low cost at the very initial stage.

It is easier for Business Sponsor to invest after you had made the necessary price comparison and valid justification.

 

Articles, Lessons Learned

How do you say “No” to rejection – Part 1

Posted on 5 August, 2011 at 11:45 PM by with Leave a Comment

How do you say “no” without insulting the other person, feeling consumed with guilt, or hurting your own credibility? We need to find a way to say “no” without dragging up all of those HIDDEN FEARS — they’ll think I’m lazy or selfish, that I have no career drive, that I’m not ambitious, that I have no concern for other people. And it’s time to give up all of those roles you’re so proud of — supermom, martyr, hero — but are keeping you from finding true peace. Once you’ve accepted that you have the right (and often responsibility) to turn someone down, you can do it in a way that doesn’t seem like a REJECTION. This is what I had learned from an article. Let me show you how:

1. “I CAN’T RIGHT NOW, BUT I CAN DO IT LATER”

If you really want to help the person but don’t have time now, tell them so. Offer a later time or date — if they can’t wait for you they will find someone else.

2. “I’M REALLY NOT THE MOST QUALIFIED PERSON FOR THE JOB”

If you don’t feel that you have adequate skills to take on a task, that’s okay. It’s better to admit your limitations up front than feel overwhelmed down the road.

3. “I JUST DON’T HAVE ANY ROOM IN MY CALENDAR RIGHT NOW”

Be honest if your schedule is filled! It just means you have scheduled as much as you are willing and you’re stopping to accept any new ones.

4. “I CAN’T, BUT LET ME GIVE YOU THE NAME OF SOMEONE WHO CAN”

If you aren’t available to help out, offer another qualified resource. Professionals do this all the time when they refer a client to a colleague.

5. “I HAVE ANOTHER COMMITMENT”

And it doesn’t matter what that commitment is. It could be a meeting or any appointment. The point is, you aren’t available.

6. “I’M IN THE MIDDLE OF SEVERAL PROJECTS AND CAN’T SPARE THE TIME”

Let people know that you have other accepted responsibilities — no one is going to fault you for having already filled your schedule.

7. “I’VE HAD A FEW THINGS COME UP AND I NEED TO DEAL WITH THOSE FIRST”

It happens that unexpected things happen that throw your schedule off.

8. “I WOULD RATHER DECLINE THAN END UP DOING A MEDIOCRE JOB”

Knowing that you aren’t able to deliver a quality product — for whatever reason — is reason enough for turning a request down.

9. “I’M REALLY FOCUSING MORE ON MY PERSONAL AND FAMILY LIFE RIGHT NOW”

People act ashamed of wanting to spend time with their families — like it means they don’t have goals. Having a strong family is a goal in and of itself!

10. “I’M REALLY FOCUSING MORE ON MY CAREER RIGHT NOW”

The reverse is true also — you may have to give up some civic or community duties to focus your energies on a work-related task (and that’s fine, too!)

Articles

Taking Responsibility to Improve Overall Personal Life

Posted on 12 May, 2011 at 11:45 PM by with Leave a Comment

Taking responsibility for your actions is the way to improve overall personal life. When you take control of your actions, you are putting bad habits behind you and moving forward down a new highway. At the end of the highway, you will find happiness. Responsibility is a good thing.

Sometimes we make mistakes. There is nothing wrong with this, as long as you learn from these mistakes. You are a human being and will make mistakes for the rest of your life. Mistakes is a part of life, you will have to face.

Blame:

Too many people in this world blame others for their mistakes. Taking responsibility is the way to stop blaming others and start putting the blame where it belongs. Once you learn to take blame, you will see new horizons in your future. Sadly, the law talks about society casting blame, but these people too are worse at casting blame than anyone else casts.

We see this in the media, etc. Unfortunately, we have bad examples to follow in life, so you will need to learn to become your own best example. No one can guide you to improve your life better than you can. When a person takes blame they do not dwell on the mistake they made, rather look at the options to make things right.

For instance, if you cause an accident while driving, you would take the blame and find a way to resolve the problem.

Once you learn to take reasonability for your actions, you will see the road that leads you to success. Someone taking responsibility for their action is the master of their own mind and body.

In life, you will have risks. You will need to learn to take risks whether you like it or not. Sometimes you will take risks that cause you harm, or causes harm to other people. To avoid taking risks that cause harm, try using your critical thinking cap to discover consequences first. Be willing to take chances, as well as participating even if you feel it is stupid.

Many people say, I am probably going to ask another stupid question. The fact is there are no stupid questions. The point being, don’t be afraid to ask questions when in doubt. In fact, when in doubt don’t do it.

When you are willing to join in with others to make your life better, take responsibility for your actions, etc, you are improving your life. a person willing to improve their life is not sitting on the back burner. This person is taking the steps, playing the game of life and taking action to achieve his or her goals.

Are you a generalist?

Do you take interest in all things around you? Do you keep an open mind when something good comes your way? Are you willing to learn? If you take action to acquire these skills you will successfully walk through life without running backwards taking responsibility for bad mistakes you made.

Do you accept the unknown?

The unknown can become your best friend. When you learn to accept the unknown, it can help you improve your overall personal life. For instance, if you know English are you willing to learn French. Broaden your horizons and I promise you that you will improve your overall personal life.

Do you acknowledge your limitations?

We all have limits. We must set limits for our self each day. If you fail to set these limits, you will spend the rest of your life casting blame, since you will live in a chaotic world.

Articles, Lessons Learned

Comfort Zone or Entrepreneur

Posted on 3 May, 2011 at 11:45 PM by with Leave a Comment

Gathered a few friends on a table and started drinking and chatting in a pub lately.

After some round of drinks, discovered that everyone around the table is looking for opportunities outside. Reason being, as follows

  • Cannot work along well with boss
  • Too much of work
  • Clearing others’ mess
  • Not enough money
  • Increment not enough to sustain the lifestyle
  • Looking for better job opportunity
  • Internal politics
  • Retrenchment
  • And many more

With the escalating living standard, inflation is climbing, commodities price raises gradually. However, our monthly salary rises much much slower than the inflation rate. Thus we are always poorer than the economy. How can one survive?

A wise man says. If you want to survive, you shall not work for others. You should work for yourself.

Simple lay man terms: Be an Entrepreneur and earn money for yourself. Not working for others and trade your time with the limited money.

Are you in your comfort zone and trading your time with money.

Or are you exploring new ways to make yourself to achieve financial freedom.

For a fact, I am exploring new ways always. What about you?

Articles, Employment, Lessons Learned
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