Archive for May, 2009

Quick Question to Qualify and Quantify Quality

25 May 2009

Measure SuccessIn all of my consulting engagements, be it in Asia, North America or Europe, I often hear my clients demand high-quality results—appealing appearance, greater glory, impeccable implementation, minimal maintainability, rapid response and so on. The benchmark for the aforementioned high-quality results shapes the opinions of the stakeholders when judging, upon completion, if the project objective was met or not.

It is hard to measure “very reliable” or “user-friendly interface” or “well-documented features.” So, whenever you are faced with such softy-touchy-feely project success criteria, ask one quick question to qualify and quantify the quality expectations: “How are you going to measure _____?”

It is better for you and your customer to agree on “three seconds response time” vs. “it should be fast.” Likewise, “within 5% of the budget” is far better than “may exceed the budget within reason.”

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Build the Perfect Team from Imperfect People

22 May 2009

Project Team RolesDr. Meredith Belbin identified nine clusters of behaviour called team roles—“A tendency to behave, contribute and interrelate with others in a particular way.”

We all have our strengths. Conversely, we also have our weaknesses. By being aware of the weaknesses that come with our strengths, we can minimize the effects of our weaknesses. After we have identified our ideal team roles, we can then recruit other project team members to complement our strengths and to keep our weaknesses in check. In doing so, we end up building a perfect project team from imperfect people.

For example, a good “resource investigator” excels at exploring opportunities but easily loses interest after the initial phase. A “shaper” thrives under pressure but may offend other team members to get the job done.

What are your ideal project team roles? You better find out.

Source: http://belbin.com/

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One Contract a Manager Should Not Breach

21 May 2009

Psychological ContractIn contrast to formal contracts, psychological contracts are informal agreements based on mutual understandings and perceptions between a manager and a subordinate. In simple terms, we can describe it as “you scratch my back and I’ll scratch yours.”

As a manager, you need to be very careful with what messages you are conveying to your staff—promises of a better project, higher salary, additional training and so on. Be honest with them, treat them with respect, set realistic expectations and appreciate their work.

If you deliver, you can expect higher levels of engagements, better results and trusting relationships. If not, the psychological contract can be easily broken. Your staff will be disengaged—doing “just enough” not to get fired. Once broken, good luck in getting the psychological contract repaired! When new opportunities arise, they will be gone in no time.

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One Question Managers Should Not Ask

20 May 2009

QuestionTo get things done, we delegate tasks to others. Hopefully, the delegated tasks were SMART—specific, measurable, attainable, realistic and timely.

Because we want to know their progress, we may ask, “What percentage complete are you with this task?” Given the question asked, we can expect the answer to be 80% or some other percentage. If you ask again later, they might say 91%, 93% and so on—but their progress may not reflect the correct proportion to the overall task.

It is better to start by asking, “How are you coming along with this task?” And then, ask follow-up questions to determine if the partially completed work was started on time and if the resources expended thus far are reasonably in proportion to the overall task, AND if you can expect the remaining work to be completed as planned.

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Avoid the Most Common Estimating Mistake

19 May 2009

Three-Point EstimatesDon’t ask “How long will this task take?” because the customary response will be the “most likely” estimate without considerations for the best-case and worst-case scenarios.

A staff may pad a two-day task to 2.5 days “just to be safe.” His team leader may add a day for “good measure” with the manager “blindly” tacking another 10-15% contingency. With this nonsense, the final estimate can easily become 100% more than the original!

It is better to ask for raw optimistic (O), most likely (M) and pessimistic (P) estimates—along with the assumptions. Manage the project based on the “weighted” expected (E) estimates with a contingency of ± three standard deviations (±3S). If the standard deviation is too wide, scrutinize the assumptions and revise the estimates.

E = (O + 4M + P) / 6
S = (P – O) / 6

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