Soft Skills in Project Management
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Social Competences as described by the ICB, the IPMA standard. This presentation was part of a Train the Trainer preparation course for IPMA Level D instructors.
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Soft Skills in Project Management
- 1. Pm baseline v3.0 Project and programme management Methods for managing projects and programmes Methods for Social Competences Managing project-oriented organizations Project Management Project Assigned Project Start Project Coordination Project Controlling Project Close down Project Approved Social System P|1
- 2. 1 Project management success 2 Interested parties 3 Project requirements & objectives 4 Risk & opportunity 5 Quality 6 Project organization 1 Leadership 7 Teamwork 2 Engagement & motivation 8 Problem resolution 3 Self-control 9 Project structures 4 Assertiveness 10 Scope & deliverables 5 Relaxation 11 Time & project phases 6 Openness 12 Resources 7 Creativity 13 Cost & finance 8 Results orientation 14 Procurement & contract 9 Efficiency 15 Changes 10 Consultation 16 Control & reports 11 Negotiation 17 Information & documentation 12 Conflict & crisis 18 Communication 13 Reliability 19 Start-up 14 Values appreciation 20 Close-out 15 Ethics 1 Project orientation 2 Programme orientation 3 Portfolio orientation 4 Project, programme & portfolio implementation 5 Permanent organization 6 Business 7 Systems, products & technology 8 Personnel management 9 Health, security, safety & environment 10 Finance 11 Legal IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|2
- 3. pm baseline Methods for Social Competences What is social competence? - Definitions The potential of a person in a role to… •cooperate • Establish relationship & communication •self-organize • Deal with conflicts constructively • building relationships • Facilitate the ability to Reflect • engage creatively • Deal with emotions and diversity • group-orientation • Use methods of intervention • relationship-orientation …The disposition to work and occupation IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|3
- 4. pm baseline Methods for Social Competences What are the methods for social competence? • Feedback • Reflection • Moderation • Presentation • Intervention Who should have social competence? How social competence is gained? Through knowledge & experience • Project Manager • Project Owner • Project Team Member • Project Contributor IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|4
- 5. pm baseline Methods for Social Competences 1.7 Teamwork Team Competences In every team must : How team competence is gained? • establish commitment • learn • Using SOCIAL METHODS • create the “Big Project Picture” • Through knowledge & experience • safeguard synergies • resolve conflict • Jointly design the project management process • establish confidence • create a common value base IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|5
- 6. pm baseline Methods for Social Competences Intervention Methods 1.18 Communication ICBv3.0 Intervention - Overview Effective exchange • Target – oriented communication and understanding of information between • Certain effect parties • Attempts to control Key word: OBSERVATION Intervention Distinction • Written: Letters, Documents, Proposals, Protocols • Verbal: Feedback, Reflection, Presentations, Moderation • Analogous: Stories, Sketches, Myths, Images IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|6
- 7. pm baseline Methods for Social Competences Intervention Methods 1.18 Communication ICBv3.0 Verbal Intervention Method - Feedback • Communication to a person, about a certain behavior in a certain situation perceived by another person Objectives Forms (methods) • Learning & Development • Written • Increasing the scope of action • Verbal • 360 - degree Feedback is always How? subjective! When? •Defined feedback rules • Project Start, Controlling, Close down •Giving & Receiving • Crisis Management • By groups or persons to groups or persons IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|7
- 8. pm baseline Methods for Social Competences Intervention Methods 2.3 Self-control ICBv3.0 Verbal Intervention Method - Reflection • the collective exchange and thinking out loud of a learning process Objectives Forms • Establish the ability to work • Flash feedback • Provide a common perspective of • Mood barometers a situation • Point methods • Associative Procedures How? When? •By a person or groups • Project Start, Controlling, Close down • Crisis Management IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|8
- 9. Methods for Social Competences Question 'Feedback' differs among others from 'reflection' in …: Answers: X a. the construction of a common view of the current status in the social system. X b. the objective of further developing. V c. the defined rules. V d. the methods used in the project. IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|9
- 10. pm baseline Methods for Social Competences 2.1 Leadership, 2.3 Self- Dealing with emotions and diversity control, 2.6 Openness ICBv3.0 Emotions 3.8 Personnel 1.7 Teamwork management • Short live and intensive feelings of individuals or teams • Related to something or somebody Distinction Related to • Dealing with Personal emotions • Processes (start, control, crisis, close) • Dealing with Others emotions • Structure (general project framework) How to deal ? (key method) When? •Reflection • Project Start, Controlling, Close down • Crisis Management IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|10
- 11. pm baseline Methods for Social Competences Dealing with emotions and diversity 2.1 Leadership ICBv3.0 Diversity 1.7 Teamwork • Projects are heterogeneous teams • Diversity includes similarities and differences between team members Similarities Differences Objectives How much diversity needed? Common historyFunctional Skills • Create sufficient diversity • Project requirements Functional Skills Professional Experience • Manage diversity • Project Environment Analysis Project Experience Common environment Contacts Age, Gender Cultures Methods for analyzing & managing Hierarchy When? •Confidence building • Project Assignment (achieve) •Team building • Project Start, Social Controlling •Set up project structures (manage) IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|11
- 12. Methods for Social Competences Question Methods for 'emotionalising' in projects are among others: Answers: a. telling of a secret during the project start workshop V V b. reflection of the cooperation process in the project team V c. development of competitive situations in the project team X d. use of the earned value analysis IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|12
- 13. pm baseline Methods for Social Competences Conflict Management 2.12 Conflict & crisis ICBv3.0 Conflict • Is a situation in which the different expectations of individuals clash Objectives Methods for identifying conflicts • Identify potential conflicts • Scenario technique • Prevent conflicts • Project environment analysis • Sensitivity Analysis Methods for reducing / preventing When? • Team building / Confidence building • Project Start & Controlling • Preventing strategies & measures IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|13
- 14. pm baseline Methods for Social Competences Conflict Management 2.12 Conflict & crisis ICBv3.0 Dealing with Conflicts •Various strategies can be used to handle with conflicts, such as compromise, consensus or battle Objectives Methods for dealing with conflicts • Resolve • Perception • Conflict moderation • Handle • Analysis • Mediation • Limit • Diagnosis • Team reflection…. • Prevent • Problem – solving • Discussion • Negotiation IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|14
- 15. Methods for Social Competences Question Methods for identifying conflicts, are among others: Answers: a. scenario analysis V X b. team building V c. sensitivity analysis V d. project environment analysis IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|15
- 16. pm baseline Methods for Social Competences Moderation & Presentation 1.18 Communication ICBv3.0 Workshops, meetings & project presentations (communication forms) • used to organize collaboration in project management • help ensure the acceptance of the project or program results Success Factors Methods • Professional preparation • Creativity • Execution and follow up • Decision • Appropriate selection of participants • Presentation • Work methods • Suitable room layout When? • Support communication • Project management process design • Project Marketing IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|16
- 17. Methods for Social Competences Question The project communication forms are among others: Answers: V a. meetings between the project manager and individual project team members X b. project individual works V c. project meetings V d. project workshops IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|17
- 18. pm baseline Methods for Social Competences Moderation & Presentation 2.7 Creativity ICBv3.0 Creativity Methods • used to produce a variety of ideas on a topic without evaluating Methods Goal • Brainstorming / Brain writing • Structure • Mind mapping • Combine • Improve IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|18
- 19. pm baseline Methods for Social Competences Moderation & Presentation 2.1 Leadership, 2.4 Assertiveness ICBv3.0 Decision Methods • decisions are crucial for project success • differentiate between individual and team / group decisions Methods • Rating matrix • Cost benefit analysis • Point method • Ranking IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|19
- 20. pm baseline Methods for Social Competences Moderation & Presentation 1.18 Communication ICBv3.0 Presentation Methods - When • results presentation • project status Presentation Process • Define Objectives • Preparation • Target Audience • Execution • Follow Up • Objects Achieved • Lessons Learned IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|20
- 21. pm baseline Methods for Social Competences Interviewing and Negotiating 2.11 Negotiation ICBv3.0 Interviewing and Negotiating • negotiating is a type of interview • examples of negotiation: project budget, cost reduction, conflict situation Objectives The basis • to present a point of view • active listening • to convince other party to accept an offer • collect data The result • win – win situation IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|21
- 22. Methods for Social Competences Question 'Social' project controlling comprises the controlling of the … Answers: a. project resources. X V b. project culture. V c. project organization. X d. project risks. IPMA Train the Trainer - Ch. 3 Methods for social competence Dionisia Fotopoulou P|22