Project Management for the Unofficial Project Manager

1. Project Management is Essential in the Modern Workplace

Project management is the work of the twenty-first century. This means that everyone is a project manager.

The rise of the unofficial project manager. In today's workplace, 60-80% of most professionals' time is spent on project-based work, yet very few have formal project management training. This has given rise to the "unofficial project manager" – individuals who are expected to lead projects without the official title or training.

The cost of project failure. According to the Project Management Institute (PMI):

• Only 8% of organizations are "high performers" in managing projects
• 45% of projects are either overdue or canceled
• Only 45% of projects meet their goals
• For every $100 invested in projects worldwide, there's a net loss of $13.50

The need for a new approach. Traditional project management focuses heavily on process, but in the 21st century, success requires equal emphasis on leading people. This book provides a reliable formula to help unofficial project managers manage projects and lead people effectively, combining essential project management principles with leadership skills to inspire and engage team members.

2. People + Process = Success: The Formula for Effective Project Management

Project management is as much about effectively leading people as it is about skillfully managing a process.

Balancing people and process. Successful project management requires mastery of both the technical aspects (process) and the human elements (people). Many project managers excel at one but struggle with the other. Recognizing your natural inclination and working to develop skills in both areas is crucial.

The importance of informal authority. As an unofficial project manager, you often lack formal authority over team members. Developing informal authority – the ability to inspire and influence others without relying on a title or position – is essential. This comes from demonstrating strong character, integrity, and leadership skills.

The Four Foundational Behaviors. To build informal authority and engage team members, focus on mastering these behaviors:

1. Demonstrate respect
2. Listen first
3. Clarify expectations
4. Practice accountability

These behaviors, when consistently applied, create trust, improve communication, and increase team engagement, leading to better project outcomes.

3. Initiate Projects by Clarifying Shared Expectations

You must clarify a shared and measurable set of expectations.

The critical importance of initiation. The initiation phase is the most crucial stage of project management. Even small misunderstandings at this stage can lead to significant problems later, a principle known as "sensitivity to initial conditions."

Key steps in project initiation:

1. Identify all stakeholders
2. Identify key stakeholders using the D.A.N.C.E. tool (Decisions, Authority, Need, Connections, Energy)
3. Interview key stakeholders effectively
4. Create a clear Project Scope Statement

The power of frontloading. Investing time upfront to clarify expectations, identify potential risks, and align stakeholders pays enormous dividends throughout the project. This "frontloading" approach reduces the need for costly and time-consuming "backloading" – fixing problems and realigning expectations later in the project.

4. Plan Projects with a Clear Roadmap for Smart Decision Making

You must create a clear road map for smart decision making.

Risk management strategy. Begin planning by identifying and assessing potential risks. Use the TAME approach to manage high-priority risks:

• Transfer the risk
• Accept the risk
• Mitigate the risk
• Eliminate the risk

Creating a project schedule. Develop a Work Breakdown Structure (WBS) to break the project into manageable components. Sequence activities, identify the project team, estimate task durations, and determine the critical path. Use tools like Gantt charts to visualize the project timeline.

The importance of communication. Develop a clear communication plan that outlines how, when, and to whom project information will be disseminated. This ensures all stakeholders remain informed and engaged throughout the project lifecycle.

5. Execute Projects Through Consistent Team Accountability

Engage people through consistent and shared accountability.

The power of accountability. Successful execution relies on creating a culture of accountability within the project team. This means not only holding team members responsible for their commitments but also modeling accountability as a project leader.

Team Accountability Sessions. Implement weekly Team Accountability Sessions to:

• Review the project plan and overall progress
• Report on last week's commitments
• Make new commitments for the coming week
• Identify and address roadblocks

Handling performance issues. When team members struggle to meet commitments, use the Four Foundational Behaviors to address the issue respectfully and constructively. Have Performance Conversations that focus on:

• Clarifying expectations
• Understanding obstacles
• Collaboratively finding solutions
• Setting clear action items for improvement

6. Monitor and Control Projects with Transparent Communication

Drive progress through transparent communication.

Balancing monitoring and control. Effective project managers find the right balance between abandonment (leaving the team to struggle alone) and micromanagement (crushing team initiative). Consistently monitor progress and control the project to prevent it from drifting into chaos.

The Project Status Report. Use regular status reports to keep stakeholders informed and address issues proactively. Include:

• Overall project health (green, yellow, or red status)
• Key accomplishments
• Upcoming milestones
• Risks and issues
• Actions needed from stakeholders

Managing scope creep. Use a formal change request process to evaluate proposed changes to the project scope. Consider the impact on time, budget, quality, and resources before approving changes. Be prepared to say "no" respectfully when necessary to protect the project's integrity.

7. Close Projects by Measuring Success and Learning Lessons

Measure success and get better.

The importance of formal closure. Properly closing a project is crucial for:

• Evaluating success against initial goals
• Documenting lessons learned
• Recognizing team contributions
• Setting the stage for future projects

Key steps in project closure:

1. Evaluate the task list to ensure all deliverables are complete
2. Confirm fulfillment of the project scope
3. Complete procurement closure (settle contracts, pay bills)
4. Document lessons learned
5. Submit a final status report and obtain stakeholder signatures
6. Archive project documents for future reference
7. Publish and celebrate project success

Learning from experience. Conduct a thorough "lessons learned" session with the team to identify what went well and areas for improvement. This knowledge becomes invaluable for future projects and contributes to the organization's project management maturity.

8. Develop Informal Authority Through Four Foundational Behaviors

Informal authority inspires people to want to play on your team and win.

The power of informal authority. As an unofficial project manager, your ability to influence and inspire others without relying on formal power is crucial. Mastering the Four Foundational Behaviors is key to developing this informal authority.

The Four Foundational Behaviors in action:

1. Demonstrate respect: Value team members' contributions and treat everyone with dignity.
2. Listen first: Seek to understand before being understood. Practice empathy and active listening.
3. Clarify expectations: Ensure everyone has a clear, shared understanding of project goals and individual responsibilities.
4. Practice accountability: Hold yourself and others responsible for commitments. Address issues promptly and constructively.

Continuous improvement. Developing informal authority is an ongoing process. Consistently practicing these behaviors builds trust, enhances communication, and creates a positive team culture. This not only leads to better project outcomes but also personal growth as a leader.

Last updated: August 7, 2024