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Computing 3 Management
Lecture 7
Managing IT Project: Communication, Leadership and Governance
Semester 1, 2021 Dr Rabiul Hasan
The University of Sydney
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Source:
Schwalbe, K, Information Technology Project Management (9th Edition). Cengage Learning, 2019
Recapture From Lecture 6
We discussed Managing IT Project: Risk
Processes of project risk management Risk register
Risk Response Strategies
The University of Sydney
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Information on Group Presentation
Group project report and presentation rubrics will be provided tomorrow, Wednesday.
General marking criteria for presentation is provided below:
Presentation duration 10-15 minutes
Students joining face-to-face tutorial mode are encouraged to
deliver presentations physically.
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Where Are We Now ? — Course map
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Learning Objectives – Communication, Leadership & Governance
Discuss Project Leadership and Leadership Styles
Explain the Processes of Project Communication Management
Discuss Stakeholder Analysis for Project Communications Discuss the concept and importance of governance
The University of Sydney
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Project Leadership
Project leadership, most simply, is the act of leading a team towards the successful completion of a project.
But of course, it is much more than that.
It’s about getting something done well through others.
Or, it’s about “placing more emphasis on people”
The University of Sydney Adapted from https://www.projectmanager.com Page 6
Why Is Project Leadership Important?
Projects often fall short of achieving their anticipated results, not due to a lack of project management, but rather from a lack of project leadership.
Because project success is a direct reflection of the project manager, it is his/her responsibility not just to manage the details and report status of a project, but to go beyond and add value through providing leadership
The University of Sydney Gary et al, 1999 Page 7
Why Is Project Leadership Important?
Leadership is important through all phases of the project life cycle.
Good planning, followed by flawless execution, is critical to achieve the highest degree of project success.
The University of Sydney Source: A Guide to the Project Management Body of Knowledge, Fifth Edition (PMBOK® Guide) © 2013 Project Management Institute; Gary et al, 19999 Page 8
Why Is Project Leadership Important?
• • • • • • • • • • •
Effective project managers acquire a balance of technical, interpersonal, and conceptual skills that help them analyze situations and interact appropriately.
The appropriate use of following interpersonal skills assists the project manager in effectively managing the project:
Leadership
Team building
Motivation
Communication
Influencing
Decision making
Political and cultural awareness Negotiation
Trust building Conflict management Coaching
The University of Sydney Source: A Guide to the Project Management Body of Knowledge, Fifth Edition (PMBOK® Guide) © 2013 Project Management Institute Page 9
Leader vs. Manager
Leader
Manager
Style
Transformational
Transactional
Essence
Change
Stability
Approach
Sets direction
Plans detail
Horizon
Long-term
Short-term
Focus
People
Work
Has
Followers
Subordinates
Seeks
Vision
Objectives
Decisions
Facilitates
Makes
Culture
Shapes
Enacts
Persuasion
Sell
Tell
Motivation
Achievement
Results
Risk
Takes
Minimizes
Rules
Breaks
Makes
The University of Sydney Adapted from : Cerimagic, 2015 Page 10
Leader vs. Manager
Watch this TED Talks: How great leaders inspire action https://www.youtube.com/watch?v=qp0HIF3SfI4
The University of Sydney Adapted from : Cerimagic, 2015 Page 11
Leader vs. Manager
Q: As a project leader, do you agree or disagree with the following practices?
“Don’t wait for top management support.” Agree or disagree? “Share the credit, not the blame.” Agree or disagree?
“Focus on the execution, not the result”. Agree or disagree?
“Add values by doing”. Agree or disagree?
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Five Practices of Exemplary Leadership
Model the Way – they must be models of the behavior they expect of others.
Inspire a Shared Vision – imagined an exciting, highly attractive future for their organizations.
Challenge the Process – involved a change from the status quo.
Enable Others to Act- It requires group collaboration and
individual accountability.
Encourage the Heart – people often become exhausted, frustrated and disappointed. They are often tempted to give up. They need acknowledgment.
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Leadership Styles
Autocratic Leadership – centered on the person in charge
Democratic Leadership – everyone participates in making decisions
Strategic Leadership – creates habits for a high performance organization
Transformational Leadership – specifically geared towards initiating change
Team Leadership – focused on the future of the organization
Cross-Cultural Leadership – recognizes contemporary globalized organizations
Facilitative Leadership – dependent on measurements and outcomes
Laissez-faire Leadership – gives authority to team members
Transactional Leadership – maintains or continues the status quo
Coaching Leadership – involves teaching and supervising followers
Charismatic Leadership – transforms followers’ values and beliefs
Visionary Leadership – recognizes that the steps and processes of leadership are obtained with and through people
The University of Sydney Jim Mathiasch, 2017 Page 14
Make Me a Leader — Documentary
You may explore a feature-length documentary on how leaders can optimise
brain and body performance to succeed in the 21st Century. Short video:
Long video:
The University of Sydney
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Leadership For Good Starts Here
What is leadership? What kind of leadership does the world need in 2021? Check out the video on Facebook or WeChat to see what the University of Sydney community said.
https://www.facebook.com/sydneyuni/posts/10158947923867207 From wherever you are in the world,… – University of Sydney | Facebook
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Why Is Project Communication Important?
IT Project Manager’s top skill ?
Communication plays a greater role in IT project success
IT professionals must be able to communicate effectively to succeed in their positions
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Project Communications Management Overview
The University of Sydney
Source: A Guide to the Project Management Body of Knowledge, Fifth Edition (PMBOK® Guide) © 2013 Project Management Institute
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Project Communications Management Processes
Planning communications management: Determining the information and communications needs of the stakeholders
Managing communications: Creating, distributing, storing, retrieving, and disposing of project communications based on the communications management plan
Controlling communications: Monitoring and controlling project communications to ensure that stakeholder communication needs are met
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Keys to Good Communications
Project managers spend as much as 90 percent of their time in communication
Focus on group and individual communication needs
Use formal and informal methods for communication
Distribute important information in an effective and timely manner
Communicate bad news in good ways
Determine the number of communication channels
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Importance of Face-to-Face Communication
Research says that in a face-to-face interaction:
– 58percentofcommunicationisthroughbodylanguage.
– 35percentofcommunicationisthroughhowthewordsare said
– 7percentofcommunicationisthroughthecontentorwords that are spoken
Pay attention to more than just the actual words someone is saying
The University of Sydney Page 21
Distributing Information and Communication
Don’t bury crucial information
Don’t be afraid to report bad information
Oral communication via meetings and informal talks helps bring important information
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Example of Written Communication (email) — Steve Jobs Knew How to Write an Email. Here’s How He Did It
James,
Our proposal does set the upper limit for ebook retail pricing based on the hardcover price of each book. The reason we are doing this is that, with our experience selling a lot of content online, we simply don’t think the ebook market can be successful with pricing higher than $12.99 or $14.99. Heck, Amazon is selling these books at $9.99, and who knows, maybe they are right and we will fail even at $12.99. But we’re willing to try at the prices we’ve proposed. We are not willing to try at higher prices because we are pretty sure we’ll all fail.
As I see it, HC has the following choices:
1. Throw in with Apple and see if we can all make a go of this to create a real mainstream ebooks market at $12.99 and $14.99.
2. Keep going with Amazon at $9.99. You will make a bit more money in the short term, but in the medium term Amazon will tell you they will be paying you 70 percent of $9.99. They have shareholders too.
3. Hold back your books from Amazon. Without a way for customers to buy your ebooks, they will steal them. This will be the start of piracy and once started there will be no stopping it. Trust me, I’ve seen this happen with my own eyes.
Maybe I’m missing something, but I don’t see any other alternatives. Do you?
Regards, Steve
The University of Sydney Adapted from https://www.thriveglobal.com Page 23
Class Exercise 1 — Steve Jobs’s Email Communication
Room 1
Q1: What Went Right ?
Write your response here: https://docs.google.com/document/d/19o5LwgW8gW-
sw79zC1TUkO39QsNG7WvQ_fIspLumkcs/edit?usp=sharing
Room 2
Q2: What Went Wrong (if any)?
Write your response here:
https://docs.google.com/document/d/1pbXMTvcZTt_ZYWbEF0ZxGMgzOA2WbeyW3 LZNlQBJAEc/edit?usp=sharing
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Best Communications Best Outcomes !
“Do it” – done in 3 weeks
“Do it, please” – done in
2 weeks
“Here is why it is so important…” here is how I would do it, but I trust you will choose the best way…, Would you do it please” – done in 1 day
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Adapted from Oleg Vishnepolsky, 2018
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Communicate, Communicate, Communicate !
Three groups have a personal interest in knowing project status: – Top management
– The implementation team
– Key users
Q: How would you communicate with them?
Q: Which medium of communication to use?
Q: What type of communication to strategy to use: formal, informal?
The University of Sydney Gary et al, 1999 Page 26
Stakeholder Analysis for Project Communications
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Class Exercise 2 — Self-Driving Uber Issue What CEO did?
Read case documents uploaded on Canvas, week 7.
Room 1
Q1: What Went Right ?
Write your response here: https://docs.google.com/document/d/1kaXwdsksnurvlrlYU32-
AmSW3AoaRI3I0OET_QGvbNY/edit?usp=sharing
Room 2
Q2: What Went Wrong (if any)?
Write your response here:
https://docs.google.com/document/d/1GTE8_ckHj6umce-pS3J6FZAILIDk9TxLRxL- OvX4SRk/edit?usp=sharing
The University of Sydney
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Governance: concept and importance
Governance is the framework of authority and accountability that defines and controls the outputs, outcomes and benefits from projects, programmes and portfolios.
Governance provides confidence to the board of directors/trustees that investments in projects, programmes and portfolios are being well managed.
Governance empowers project professionals to execute their responsibilities by defining delegated limits of authority and establishing effective escalation routes for issues and change requests.
The University of Sydney
Source: https://www.apm.org.uk
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IT Governance
IT governance provides a structure for aligning IT strategy with business strategy. By following a formal framework, organizations can produce measurable results toward achieving their strategies and goals. A formal program also takes stakeholders’ interests into account, as well as the needs of staff and the processes they follow.
Both public- and private-sector organizations need a way to ensure that their IT functions support business strategies and objectives. And a formal IT governance program should be on the radar of any organization in any industry that needs to comply with regulations related to financial and technological accountability.
The University of Sydney
Source: https://www.cio.com/
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Project Governance
Project governance is aligned with the organization’s governance model and that encompasses the project life cycle.
Project governance provides direction and defines decision-making procedures and metrics for validating impacts to the project.
It provides a vehicle for information gathering and reporting to all stakeholders.
Project governance framework provides the project manager and team with structure, processes, decision-making models and tools for managing the project, while supporting and controlling the project for successful delivery.
Project governance is a critical element of any project, especially on complex and risky projects.
It provides a comprehensive, consistent method of controlling the project and ensuring its success by defining and documenting and communicating reliable, repeatable project practices.
The University of Sydney
Source: PMI.org and PMBOK guide 5th Edition
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Project Governance
Project governance involves stakeholders as well as documented policies, procedures, and standards; responsibilities; and authorities. Examples of the elements of a project governance framework include:
Project success and deliverable acceptance criteria;
Process to identify, escalate, and resolve issues that arise during the project;
Relationship among the project team, organizational groups, and external stakeholders;
Project organization chart that identifies project roles;
Processes and procedures for the communication of information;
Project decision-making processes;
Guidelines for aligning project governance and organizational strategy;
Project life cycle approach;
Process for stage gate or phase reviews;
Process for review and approval for changes to budget, scope, quality, and schedule which are beyond the authority of the project manager; and
Process to align internal stakeholders with project process requirements.
The University of Sydney
Source: PMBOK guide 5th Edition
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Project Governance
While project governance is the framework in which the project team performs, the team is still responsible for planning, executing, controlling, and closing the project.
Q: As a project team, where would you describe the project governance approach ?
The University of Sydney
Source: PMBOK guide 5th Edition
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Lecture Summary
Project leadership is the act of leading a team towards the successful completion of a project.
The goal of project communications management is to ensure timely and appropriate generation, collection, dissemination, storage, and disposition of project information
Main processes of project communication include: – Plancommunicationsmanagement
– Managecommunications
– Controlcommunications
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Discussion on Group Projects
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Announcement (if any)
Q &A?
Thanks everyone !
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