Thoughts - when is democracy the wrong decision making process

09:02

Posted by jason tratch

5 comments

British government used a democratic process to name a $300 million research vessel. Results came in, guess what name won in a landslide...

British Vessel Naming


Then the back-tracking, quarrels, finger pointing and negative press began.  Sad state, they meant well but did not do well.

In the end, the government has now cancelled the democratic process and assigned a name (using a process that is unknown and was not shared to the public).  Government released a story on what happened, using a deflective and smoothing strategy, and has since focused on moving forward and trying to sweep it under the carpet   lol.

It is a reminder about the power of social media - they get more votes then city elections!!!

It is also a reminder, you cannot take things on without having a project plan.  The plan has to take into consideration the process of planning, monitoring, execution and play out multiple scenarios based on risks.

A key thing they mis-understood was the decision process that was selected.

There is such a high variance and set of risks when going to such a large group. They could have selected a Consultive decision making process, as per definitions below:

Decision Making Process Tools:
1) Autocratic - one person makes the deicsion, take it or leave it
2) Consultive - get collective feedback from the group, however, then one person makes the deicsion based on taking into consideration the feedback that was provided by the stakeholders invited
3) Democratic - openly ask the group and majority rules
4) Consultive - must have 100% agreement by the entire group

They all have their strengths but also their weaknesses, leverage each one strategically.

A couple other links that touch on decision making process are below:

http://articles.extension.org/pages/70474/making-group-decisions-six-options

If you wanted to get more formalized, technical and systematic, below is a link that also has a ton of other good sub-links:

 http://www.decision-making-confidence.com/decision-making-tools.html

Thoughts - Is Justin Bieber Trying to become a PMP (lol)

20:25

Posted by jason tratch

4 comments

Humour is an important and strategic tool in project management!  People need to be able to relate and laugh at themselves.

Level the playing field - feel like we are all on the same team and use anything we can to help get through tough times - find a way to smile and move forward.

A humour example.....

Could it be that Justin Bieber is reading the PMBOK and studying the profession of project management ??

Bieber's song "What Do You Mean" is politely asking a stakeholder that seems to change their mind frequently, possibly regarding changes to scope, schedule, budget, quality or a decision.....  we never do find out.  But we can easily relate how people often try to move forward in a project without firm clarity or prioritization and at times try to avoid hard decisions (which cause many secondary/tertiary risks and negative impacts to the project).

Check out his lyrics below, could be useful in your next meeting to help manage expecations, lol

 What Do You Mean:
What do you mean?
When you nod your head yes, But you wanna say no
What do you mean?
When you don’t want me to move, But you tell me to go
What do you mean?
What do you mean?
Said we’re running out of time
What do you mean?
What do you mean?
Better make up your mind
What do you mean?
You’re so indecisive of what I’m saying, Trying to catch the beat, make up your heart, Don't know if you're happy, or complaining, Don’t want for us to end where do I start
First you wanna go to the left and you want to turn right...... etc.

A link to his 1st PM song is below (play it at your next PM meeting and if you can relate, then remember you are not alone  :)
 https://www.youtube.com/watch?v=8gZ8tgj23kk


NOTE:  
After he released this song, I think he wanted to provide another one for PMs that bring news to project teams that is not well received (e.g. over budget, over time, etc).  

 Lyrics to his 2nd PM song (Sorry) are below....

 You gotta go and get angry at all of my honesty
You know I try but I don't do too well with apologies
I hope I don't run out of time. Could someone call a referee
Cause I just need one more shot at forgiveness
I know you know that I made those mistakes maybe once or twice
And by once or twice I mean maybe a couple of hundred times
So let me, let me redeem, redeem, myself
Cause I just need one more shot, second chances
Is it too late now to say sorry
Cause I'm missing more than just your Scope Statement
Is it too late now to say sorry
Yeah, I know that I let you down
Is it too late to say I'm sorry now
I'm sorry, sorry , sorry
Yeah, I know that I let you down
Is it too late to say I'm sorry now
I'll take every single piece of the blame if you want me to
But you know that there is no innocent one in this game for all of us
I'll go, I'll go and then you go, you go out and spill the truth
Can we both say the words and forget this

A Link to his 2nd PM Song is:
https://www.youtube.com/watch?v=mqh0mWKP8Dk




PMTip - If it works great - Do not stop thinking how it can be better!

11:58

Posted by jason tratch

1 comments

Often if things are going well, or we win, or we achieve our goal/complete the project, we then go into "cruise mode".  

We lose our sense of creativity to try new approaches and even more common, we lose our desire to take risk (with risk comes failure, stress and often finger pointing so lets just do the same old thing as long as it works - don't touch/play with it).

After seeing a show about rock climbing, it reminded me how humans have some type of inner desire, to constantly grow.... it is an exciting aspect of our species. But we can always learn to be more comfortable with risk and innovation.


A famous rock climbing site is in the USA, called Nose of El Capitan (Yosemite National Park).

The site was considered one of the top challenges a climber could face.  Then, people started to set their focus on it and finally, someone set a new record:

1 - an assisted climb was completed in 45 days (this made the news and he became famous, he dominated the sport and stated how it had to be done)
then, years later,

2 - an assisted climb was completed in 1 day (how is this possible, people could not believe it, again, the climber became famous and legendary... obviously that record will not be broken)
then, years later,

3 - a free climb (no ropes/assistance) was completed in 1 day (now this is making people think differently about the sport, and what people used to think, how is that possible). Also, even more troublesome for some people to wrap their brain around it, is that the climber was a woman (Lynn Hill).
then, years later,

4 - a free climb was completed in 12 hours (wow, what next......)


I was amazed, so many stories are right there in front of us, constantly teaching us about continued growth, learning and advancement. Look at old problems from a new angle, things can always be better.

I had to read more about the sport and the stories and the history, since it is a fairly new sport.  It consisted of so many people that went into a new level of thinking, innovation and creativity will lead down paths that the previous project/person had not even considered - and could lead to earth shaking results.

Somehow, people find a way!   How do they find a way.......  after reading more about the climbers that broke the records, and continue to do so, a few things I believe they all had (tools that they posses to break into new levels of success):

- persistence 
- passion
- creativity 
- confidence
- collaboration
- discipline
- understanding the important link between physical body and mental mind
- non-judgemental and open


Lynn Hill
On May 9, 1989, she fell during a climb in Buoux, France; after forgetting to tie a safety rope, she fell 85 ft (25 m) into a tree, and was knocked unconscious, dislocated her elbow and broke her foot. She had been training hard for the World Cup and had to stop competing for a few months to recover; she was devastated to miss the first World Cup in the sport. This is where she could retire and live out her life.
However, only six weeks after her fall, she was back climbing.

 http://lynnhillclimbing.com/?page_id=5


Tools - All Business Needs a Platform

14:32

Posted by jason tratch

3 comments

Quick, in 30 sec, define how you carry out your business?  

 If you do not mention "Methodology" or "Management System", then how are you instilling confidence?  How can I truly trust  that you can "do what you said you would do!"

It is amazing how we still try to instill confidence by saying:  Sure.... I have done it 100 times so this will be no different - it is all about my experience.

 Now granted, that is very important, but the world is wayyyy to dynamic and year over year, using an Analogy of the past is fine for budgetary purposes, but it will not give enough accuracy anymore for planning and delivery of the solution.  Also, if you don't have a best practice framework, what if you have been doing it inefficiently for the past 10 years, and just getting by, or riding a bubble? 

 How well can your business grow without you, how well can it operate when you go on a 4 week vacation?

The video below emphasizes the importance of a common platform from which all your business work (both project, operational and strategy) stems from in order to deliver successful solutions.  

The video also lists a list of the major aspects of a business framework/methodology that you should be very comfortable talking about at any time, between customers, employees, investors, alliances, regulators, associations, academics, etc.   

Note: if link does not work, go direct to blog to view   www.jasontratch.com




How fast can you gather and present well organized "Formal Documentation" of the guidelines, processes, tools, templates, techniques and overall framework/methodology that is followed (collectively and collaboratively by the business as a whole).   The scary thing is when this documentation is stored in the brains of a select few.

Things happen to people all the time, we are all replaceable.  People get sick, take vacation, get pulled into other jobs, quit, new people join the team, people also can have delayed/faulty memories based on what else is going on in their life/work at that point in time!  Know your systems, then create a culture around those systems.  Then you can pursue the ultimate goal:  be creative, innovate and evolve (in a systematic way :)  

 This is now becoming very common in Saskatchewan, every major Association has a Standardized Course they teach to the Public and their Memberships.  The really cool thing is that each Association (Construction, Manufacturing, Innovation, Agriculture, Mining, etc.)  are all using the same common platform methodology -  which is the Project Management Institute and it's Manual called the PMBOK (www.pmi.org).

A simple article helps explain the importance of a methodology and also I really liked their last bullet, how they emphasize to align your methodology with:
1) Strategy,
2) Software,
3) Community Learning
PS: the only other two I would add to this list is...
4) Operational work,
5) Project work)

The link to the full article is below....
sixdisciplines




Tools - Diffuse conflict and emotion before they begin

09:58

Posted by jason tratch

1 comments

The term "Why" is so important within project and business planning. It also is key to help manage potential conflict and prevent mis-understanding and mis-communication.

Do not get sucked into the cyclone of crisis, that is common enough in the work world and we all have responsibility to diffuse it before it begins.  Is always a two way street between two people that communicate..... Sender - Receiver.

A key tool is to formalize these questions so they become habit.  Utilize them when someone is in a high state of stress, anxiety, anger or frustration, or are quickly jumping to things during times of diress or conflict or uncertainty.

STEPS:
Start out by stating the term in neutral as possible voice, the word:   " Interesting"

Then pause.... maybe a few silent nods of your head, with a neutral look on your face.....  this presents a non-judgmental message which should have low risk for the other person to go into fear, hurt, defensive or attack mode.

Then ask two types of questions, based on the situation:
1 - Tell me more

2 - Why did you
a) say that
b) do that
c) ask me this


The more I look at this tool, the more I also see that I should not only use it at work, but also in personal life with partner, friends, family!   Is a great way to live and a great foundation tool!


Tools - 7 Habits of Success - start with # 1 = Be Proactive

07:05

Posted by jason tratch

4 comments

Another new year, what will be different?

Take on the new year, spend 6 min on this Stephen Covey video!

 7 Habits of Highly Successful People (beautifully animated)
www.youtube.com/watch?v=ktlTxC4QG8g

1 =  Be proactive
2 = Begin with the end in mind
3 = Put first things first
4 = Think win – win
5 = Seek first to understand, then to be understood
6 = Synergize
7 = Sharpen the saw

To be successful at project management or business, you must integrate your personal life habits and systems with your work habits and systems.  Have a culture of success, that means you live and breathe it, your family does it, your friends do it, like grows with like!

Thank you to  you-tube, ability to access fast, free, rich media to help learn AND retain!

Tools - Best Practices for Report Cover / Title pages

12:03

Posted by jason tratch

3 comments

A strong cover page sets the stage! Often, we leave it plain, cold & too formal.  In a multimedia rich world we can avoid boredom and get excited about the content (cover page introduces you to this).

Unfortunately, humans have a tendency to have a first opinion within 30 seconds of seeing things and this will lead to a judgement or opinion that they form within their mind. So do not underestimate the value of spending extra time on that cover page.

The next part is for you to either reverse that judgement (if it is a bad one) or to enhance, foster and cement it (if it is a good one).

Thus, ensure you spend some time on that cover page and do not have a "one template fits all"  attitude.

At a minimum, create a theme for your cover page based on the:

  • receiver, 
  • sender,
  • content, 
  • presenting technology (if applicable), 
  • and constraints (e.g. time, money and quality).


A sample cover page could include:
  • Header/Footer:  this is variable, examples of what to include are: Title, website, sending company name, receiving company name, * Confidential * wording, 
  • Content:  be short, specific, this is your landing page for the people you are trying to present something to, align the body of the document to the type of cover page you need to have
  • Confidential or Proprietary Notice: depending on how confidential or how much IP is involved, have a simple one liner or include a legal statement
  • Logos (do not need to be drawing attention, subtle logo in the right space is key (header/footer or embedded somewhere on the page)
  • Diagrams - this is low hanging fruit, people are visual and seldom do I see an image, yet it is very easy to do, it can be a descriptive image that related to the content, or it can simply be a background image (eg.  drops of water if the content is water management).

Other key things or guidelines include:
  • Title
  • Subject
  • For (company and if possible a name)
  • From
  • Date
  • Slogan (if applicable)

The items below depend on the size of the document (for small files you may incorporate them directly on the cover page or if a large document these types of things should be on the second page):
  • Version Control
  • Contact Information (address, tel, email)
  • Controlling Author
  • TM or copy right statements


A final note, do not be afraid to have your cover page in a different font then the rest of the body.  This also shows a bit of flair and can gain more attention.


A few links below touch on this topic, but surprisingly not a lot out there...

Title page creation in MS Word (visual)

Do's and Don'ts

Sample cover pages



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