The human aspects of project management

Thanks for your interest in my blog.

Last year I wrote a blog specifically about Procurement and the key focus areas of the CPO. This time I would like to discuss a different topic: the human aspects of project management.

Many people learn the basic project management tools and methodologies, especially in consultancy. People try to follow guidelines and standard templates. Although these can help you as a project manager, it is not enough to make you successful. Successful project management really depends on who you are as a person and how you interact with your team. It's not a trick or an easy process, following a few basic steps. It's about learning about yourself and your team members, understanding the impact you have on others and how others perceive you. Successful project management depends on whether you are able to use your capabilities to adjust to complex environments and enable your team members to thrive.

Based on my experience and what I have learned from many colleagues and clients around the world I would like to share my insights and some of the things that might help you better manage the teams you're involved in. This blog covers 5 basic principles I use in my daily work as a consultant and project manager.

1. Know yourself and get to know your team
2. Understand what you are up against
3. Ensure communication lines are wide open, always
4. People have a different way of working, embrace it
5. Have fun and celebrate

1. Know yourself and get to know your team

Before you start working with your team and even select your team members, it is good to take a moment and think how you can best manage the project. Think about your skillset, your strengths and weaknesses. Understand where you need help with managing the project and what pitfalls could come up. Answer the question: Is this the right project for you and are you the right person to manage this specific project?

I've seen many project managers assembling teams. They review potential resumes and check whether someone is available. When you work for a large consultancy firm, that is often common practice. Ideally you talk to each potential candidate, where possible face to face, but everybody is busy and all over the place. The more reason to get to know your team members when you get together for the first time.

Your team members are all unique. Something too many forget. They are not a combination of job titles and capabilities on their resume, they are human beings. They are at a certain point in life, have specific interests, cultural backgrounds and are different from you. It is therefore important that you take the time to get to know them. I've learned how important it is to spend time to just let everybody in your team introduce him or herself. Talk about what you want to get out of the project, not just from a skills or career perspective, but also from a personal development point of view. Talk with your team members about their priorities. People could have other interests than work that are important to them. Sports, family, education, religion. All these things matter. Of course, in some cultures, discussing these topics might be sensitive, but from what I've seen, it really helps. Take the team out of the project room and do something fun. An event, drinks, something not related to work. People open up and the first step in creating a team has been accomplished.

2. Understand what you are up against

I've been in situations where I was assigned to an existing team or had to assemble a new team. You try to get up to speed as quickly as possible and learn about the project, the client and what we're actually doing. In some cases my role was not clear or my expected contribution was not clear to me, the project manager or client. What I've learned what really helps is to get your team together and take the time to understand what you are up against. What is the real client issue and why is this team here to help? What are the client expectations and how can each team member contribute to make it successful? Don't rush into things, thinking that people will get it along the way. Some do, many don't. People need background information and personal perspectives to better understand. Instead of sending a basic document, talk to people and let them ask questions. Check whether they understood, before they start working on their own and start interacting with the client.

3. Ensure communication lines are wide open, always

This is seen as a no-brainer, but I've seen so many bad examples in my career, that I feel it should be discussed again. I realize that cultural context highly impacts communication and interaction in teams. I worked in twelve countries on four continents and am aware of the differences in style between e.g. the US, the Middle East and Europe. But in each situation I've been I also learned when communication lines were wide open, to all levels in the team, collaboration was improved and the end result for the client was better. It shows that you respect your team members and see them as equal participants in the project. When you share the outcome of client discussions with your team and ask for their input, people feel engaged and come up with good ideas. Open communication is a necessity to avoid misunderstanding, frustration and a waste of time spending on the wrong activities. You as a project manager are key to make sure an open environment is created and maintained throughout the project. Easiest way to do that is to get the team together on a frequent basis and talk. Discuss what's going on and ask for feedback.

4. People have a different way of working, embrace it

As you look for candidates for your project, it is very common to look for people with the same characteristics and behavior as you. That's what you recognize and what you believe will help to get things done. You know what you can expect and how to manage it. Unfortunately, client situations and project management are a bit more complex. Especially in consultancy where the product is the consultant, we should realize what human potential we have and accept that some people are different. People have different communication styles, might have a different cultural background and have different interests. As a project manager it is therefore essential to understand the differences, learn how to use them to your benefit and how to find a way for each team member to thrive. And be flexible. We do not all get up early or work late, not everybody likes to pick up the phone as a first way of communication, and some need time on their own to focus and get things done. I've seen situations where a project manager would force everybody to stick to the same time schedule, be in the same project room and communicate in the same way. It just doesn't work like that and people feel uncomfortable. It will limit the potential people have and kill ideas to improve the project and collaboration. Be flexible!

5. Have fun and celebrate

Life should be fun, work should be fun. The best teams I've worked with are the ones where people enjoyed it and where people laughed the most. People should come to work energized and looking forward to another day. Nobody likes teams where collaboration is non-existing and where the project manager rules like an emperor. People are more motivated when they enjoy their work and enjoy the team they work with. When the team has done a great job, celebrate. Make people realize that what they do is special and that not everything comes for granted.

I hope you enjoyed my blog and of course look forward to your feedback. Improvement starts with discussion!

Views are my own