Chapter 11 The Project Team

Learning Objectives The development and growth of teams Characteristics of effective project teams Team building Sources of conflict and approaches to handling conflict Problem solving Effective time management 2 2 2 2 2 2 2 2 2 2 2 2 2

Real World Example Vignette: How to Pick a Project Team Teams need a balanced mix of technical skills, soft skills, and personalities Keep the team as small as possible- Easier to manage, each member has a well-defined role, and communication is easier Find team members who have positive attitudes and behaviors- Teams with members that have a positive outlook, a good work ethic, and respect for others will be more successful A diverse team can increase the chance for project success- People who have diverse attitudes and decision-making styles can make a high risk project more successful by covering every angle Familiarity allows the team to be productive- A team that has worked well together before already know each other’s work styles and preferences 3 3 3 3 3 3 3 3 3 3 3 3 3

Real World Example Vignette: The Collaborative Team A good project team consists of a small number of people with complementary skills and work styles Once the team is assembled, the project manager must convert them into a working team Understand the phases of team development Use the following suggested team exercises to prevent conflicts: Clearly state the purpose for the team at the beginning of the project and repeatedly until it has been completed Each team member should get to know each other’s strengths and weakness Team members should create standards of behavior 4

Recommendations for Project Managers Show respect and consideration for all employees, Make sure individuals understand their responsibilities and the performance standards, Establish good communication, Establish clear individual and group goals, Properly reward teamwork, and Demonstrate loyalty to the team. 4 5 5 4 5 4 5 4 4 4 4 4

Project Team Development and Effectiveness In many projects, people who have never worked together are assigned to the same project team. Personal relationships take time to develop. Teams evolve through various stages of development. 6 5

Stages of Team Development and Growth Forming Storming Norming Performing 7 5 7 7 5 7 5 6 6 5 5

Forming First stage in team development. Involves the transition from individual to team. Individuals get acquainted. Members generally have positive expectations. Little work is actually accomplished. 8 6 8 8 6 8 6 7 7 6 6

Forming (Cont.) What is our purpose? Who are the other team members? Project manager must provided direction and structure. Individuals do a lot of questioning: What is our purpose? Who are the other team members? What are they like? Project constraints must be stated. 9 7 10 10 7 10 7 8 8 7 7

Storming Second stage in team development. Members start to work on their assigned tasks. Members begin to test the limits and flexibility of the project manager. Conflict and tension increase. Motivation and morale are low. 10 8 11 11 8 11 8 9 9 8 8

Storming (Cont.) Members express their individuality not team allegiance. Project managers should: Be somewhat directive. Not become defensive or take issues personally. Provide an understanding and supportive environment. 11 9 14 14 9 14 9 10 10 9 9

Norming Third stage of team development. Relationships become settled. Interpersonal conflicts have been resolved. Cohesion begins to develop. Project manager minimizes directiveness. Work performance accelerates and productivity increases. 12 10 16 16 10 16 10 11 11 10 10

Performing Final stage of team development. Team is highly committed and eager to achieve the project objective. Level of work performance is high. Communication is open. Members collaborate and help each other. 13 11 17 17 11 17 11 12 12 11 11

Performing (Cont.) The project manager: Fully delegates responsibility and authority. Concentrates on project performance. Acts as a mentor. 14 12 18 18 12 18 12 13 13 12 12

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Why is it so hard for us to get along? Why do we have to work at this stuff? Why don’t we all agree with the same approach? Or answer? Or even on what the problem is in the first place? Answer is we have different PERSONALITIES!! Break here to go to Myers-Briggs Type Indicator test results. 16

The Effective Project Team Characteristics of effective project teams: a clear understanding of the project objective clear expectations of each person’s role and responsibilities a results orientation a high degree of cooperation and collaboration 17 13 19 19 13 19 13 14 14 13 13

Barriers to Team Effectiveness Unclear Goals Unclear Definition of Roles and Responsibilities Lack of Project Structure Lack of Commitment Poor Communication Poor Leadership Turnover of Project Team Members Dysfunctional Behavior 18 15

Characteristics of Effective Team Members Plan, control, and feel accountable for their individual work efforts. Have high expectations. Are self-directed and follow through on assignments. Take pride in doing quality work. Participate and communicate. Are problem identifiers and problem solvers. 19 14 20 20 14 20 14 16 16 14 14

Effective Team Members (Cont.) Put the success of the project above personal gain. It has been said that there is no I in TEAM—there are no individual winners or losers. 20 15 21 21 15 21 15 17 17 15 15

Team Building Team building is an ongoing process. It is the responsibility of the project manager and the project team. Socialization among team members supports team building. The project team can initiate social events to celebrate project events. 21 16 22 22 16 22 16 18 18 16 16

Team Meetings The team can periodically call team meetings. The purpose is to discuss questions such as: How are we working as a team? What barriers are impeding teamwork? What can we do to overcome these barriers? What can we do to improve teamwork? Only team-related issues should be discussed 22 17 24 24 17 24 17 19 19 17 17

Conflict on Projects You might think conflict is bad and should be avoided. Conflict is inevitable and can be beneficial. Differences of opinion are natural and must be expected. It provides many opportunities for growth. 23 18 25 25 18 25 18 20 20 18 18

Sources of Conflict Work Scope Resources Assignments Schedule Cost Priorities Organizational Issues Personal Differences 24 19 28 28 19 28 19 21 21 19 19

Handling Conflict Conflict should be handled by those involved. Handled properly, conflict can be beneficial. Conflict stimulates discussion. Conflict can foster creativity. Conflict can help team building. 25 22

Approaches to Handling Conflict Avoiding or Withdrawing Competing or Forcing Accommodating or Smoothing Value placed on relationship Compromising Find intermediate position Collaborating, Confronting or Problem Solving 26 23

Ethical Behavior Ethical behavior is necessary within a project organization, and in project business relationships with customers, suppliers, and subcontractors. Customers and suppliers want to do business with people they can trust. Project manager and team members must communicate information to the customer Withholding or falsifying information is unacceptable 27

Ethical Behavior (Cont.) A project may present many opportunities for unethical behavior or misconduct It is the project manager’s responsibility to set the tone and expectations and to exemplify ethical behavior To help prevent wrongdoing, organizations must: Have a policy on ethical behavior Conduct training sessions on ethical behavior 28

Ethical Behavior (Cont.) Project members should bring possible ethical situations to the attention of the project manager. A non-threatening reporting process is essential If wrongdoing is reported, the project organization must thoroughly investigate the allegations for the facts versus hearsay to determine if any disciplinary action should be taken 29

Ethical Behavior (Cont.) Ethical behavior is everyone’s responsibility. Team members must feel accountable for their actions Personal integrity is essential Use Peer pressure when team members engage in questionable behavior Do not agree with, or condone such behavior Key principles to guide ethical behavior: Treat others the way you want to be treated Don’t do anything you wouldn’t want your family, friends, neighbors or co-workers to read about in the newspaper or hear on the news 30

Nine-Step Approach to Problem Solving Develop a problem statement. Identify potential causes of the problem. Gather data and verify the likely causes. Identify possible solutions. Evaluate the alternative solutions. Determine the best solution. Revise the project plan. Implement the solution. Determine if the problem has been solved. 31 24

Brainstorming Used in problem solving in which all members contribute spontaneous ideas. A way to generate a lot of ideas and have fun. The quantity of ideas is more important than the quality of ideas. Members should be encouraged to come up with novel ideas. 32 25

Brainstorming: The Process The team sits around a table, with a facilitator at a flip chart to record ideas. Each member states an idea in turn. Some people will come up with ideas that build on ideas previously mentioned. This process continues until no one can come up with any more ideas or the time limit is up. 33 26

Brainstorming: Two Rules No immediate discussion of ideas No judgmental comments 34 27

Time Management Some suggestions for effectively managing your time: At the end of each week, identify several goals for the following week. At the end of each day, make a to-do list. Read the daily to-do list each day. Control interruptions. Learn to say no. Make effective use of waiting time. 35 28

Time Management (cont.) More suggestions: Try to handle paperwork only once. Reward yourself at the end of the week if you accomplished all your goals. 36 29