NCV 3 Project Management Hands-On Support Slide Show - Module 8

Project Management 3

Project Management 3 1Future Managers

Module 8: Projects are team initiatives

Project Management 3 Future Managers 2

Module 8: Projects are team initiatives

• After completing this module, you will be able to:– Demonstrate an understanding of working as a member

of a team– Collaborate with other team members to improve

performance– Participate in building relations between team members

and other stakeholders– Respect personal, ethical, religious and cultural

differences to enhance interaction between team members

– Use a variety of strategies to deal with potential conflict in a project team


1. Working as a member of a team

• After completing this outcome, you will be able to:– Identify criteria and behaviours conducive to

working as a member of a team on a small project– Explain and describe team interfaces and roles– Demonstrate application of behaviours conducive

to working as a member of a team, within the identified team interfaces and roles

– Identify disruptive behaviours, related to the team interfaces and roles

– Discuss and explain the consequences of disruptive behaviour in a team



• What is a project team member?– A project team may be defined as a number of

people who work closely together to achieve shared common goals

– Effective teamwork is generally at the heart of effective project management

• What is team development?– Both enhancing the ability of stakeholders to

contribute as individuals as well as enhancing the ability of the team to function as a team



• Team member selection– Consider the employees desire to be part of a

team– Consider the employees schedules– Consider other factors such as:

• Creativity• Enthusiasm• Intelligence• Work ethic• Diversity


Activity 1: Selecting a project team


• In your groups, make a list of the team members that you will select for your project team – remember that you are looking for key persons who will fulfill an important role in the project.

• Select your own key team members.


• Why use teams?– Improve on-time delivery of results– Improve customer relations– Facilitate innovation in product and services– Essential for management and employee development

and career growth– Reinforce informal networks in organisation– Improve employee’s understanding of the business– Reduce costs and improve efficiency– Improve quality– Increase employee ownership, commitment, and

motivation



• What is the purpose of a project team?– To achieve the schedule the volume of work

must be distributed (shared) amongst a number of people

– The scope of the project may require a range of skills, which any one person is unlikely to have

– Brainstorming and discussions are a good example of interactive teamwork to generate creative ideas and solve problems



• Advantages of a project team– Once a project team has made a collective decision, the

team will be committed to support their course of action– Project teams generally take riskier decisions than an

individual would. There is a feeling of mutual support.– Project teams enhance motivation – Project teams support other team members when they

need help both technically and emotionally – Management tests show that teams repeatedly make

better decisions than the team members would make individually with the same information



• The individual’s purpose as a team member– It is a means of satisfying an individual’s social or

affiliation needs, to belong to something or be part of a team

– It is a means of sharing risk with other team members – spread the load

– It is a means of establishing self-esteem – people like to introduce themselves. In this way they are defining themselves in terms of their relationship to others, as members of a team or company

– It is a means of gaining support for carrying out a particular goal

– The team provides a psychological home for the individual



• Team size– How many people are required to perform the

work for the project and to spread the work load?– What variety of technical expertise is required by

the project? – What is the appropriate level of conflict in a team? – Large teams tend to be unwieldy and are unable to

reach agreement or collect everyone’s contribution. – If the team is too large it may find communication

and agreement difficult– The team needs a balance of personalities.


1.2 Team interfaces and roles• Each team member performs a role• Each role carries an expectation• Fulfilling different roles can result in

conflict– Personal roles conflict– Intra-role conflict– Inter-role conflict


1.3 Disruptive behaviour and how it influences the team

• Stress– Personal stress– Work stress

• Different personalities in the team• Selecting individuals who are not goal

orientated• Team members who stay away from work


Activity 2 – Disruptive behaviours in teams


a. Except for what has been mentioned, discuss in your groups whether there are any other factors or behaviours which could have a disruptive influence on the project team

b. What will happen in a team where there are regular disruptive influences?

2. Collaborate with other team members

• After completing this outcome you will be able to:– Define team dynamics– Explain the importance of improving team dynamics

through the use of consultation and joint decision-making– Describe the influences constructive, non-disruptive

behaviours have– Identify methods and techniques for building team coherence

and spirit– Describe and explain features to improve performance of the

project– Identify kinds of conflict that could arise in a project team;– Demonstrate strategies to deal with issues in a team;– Demonstrate strategies for creating a positive working

environment for a project team


2.1 Project team dynamics• The four stages that project teams go

through:– Development– Idea-generation and selection– Implementation– Review


2.2 Importance of consultation and joint decision-making contribution to

project success• Listening

– Active listening– Comprehensive listening– Supportive listening

• Communication guidelines– Use positive guidelines– Use as much details as appropriate– Ask questions– Offer feedback


2.2 Importance of consultation and joint decision-making contribution to

project success• Decision-making

– Authority decision– Ranking– Voting– Consensus


2.3 Variables that can influence or disrupt team behaviour

• Goals and strategies• Authority structures• Policies, procedures, rules and guidelines• Team selection process• Organisational culture


2.4 Methods and techniques for building team coherence and spirit

• How can we increase team spirit?a. Team buildingb. Empower your teamc. Team motivation



• Team motivation– Maslow’s hierarchy of needs– McGregor’s theory x and theory y– Herzberg’s two factor theory of motivation– Other methods of motivation


Maslow’s hierarchy


McGregor’s Theory X and Theory Y


Herzberg’s two factor theory of motivation

• Three levels of sentiment– Satisfaction– Neutral – Dissatisfaction

• Two main factors influencing the level of sentiment– Hygiene– Motivators



• How can we increase team spirit?a. Team buildingb. Empower your teamc. Team motivationd. Team climatee. Team culture

a. Physical cultureb. Emotional culturec. Collaborative culture


Activity 3 – Team building and motivation of team


• Divide in your groups and make practical suggestions on how you build team spirit – you can also think of exercises that you would want the team to participate in.

• Think of ways to motivate your team

2.5 Project team focus


2.6 Conflict resolution


Activity 4 – Conflict within teams


• Make a list of possible reasons or factors which may create, or lead to conflict within the team

2.7 Strategies to deal with issues in a team

• Ask questions• Empathise• Reiterate common goals• Use positive language• Compromise• Encourage involvement


2.8 Characteristics of successful teams

• The team has a clear vision and goal (project)• The team consists of a diverse number of individuals

who, due to their unique characteristics, make unique contributions to the team’s success

• Members will disagree, but are willing to consider all ideas with an open mind

• Interpersonal relationships are relaxed, with ample open communication and mutual support

• Team members identify strongly with the team, and feel proud of the way the team functions as well as its achievements

• Team members evaluate their own development and performance and seek opportunities for continuous learning.


3. Participate in building relations between team members and other

stakeholders• After completing this outcome you will be able

to:– Identify project stakeholders and their needs– Discuss and explain how team work can address

the needs of the stakeholders– Discuss and explain the importance of building

relations between team members and stakeholders and the importance of honouring commitments to stakeholders

– Demonstrate the building of relations between team members and stakeholders and implement documentation of such instances according to procedures used


3.1 Project stakeholders and their needs

• The project leader• The project team members• The parent organisation• Customers


3.2 The importance of building relations between team members

and stakeholders• Team building• Team development phases


Team development phases



and stakeholders• Tools and techniques for team development

– Team building activities– General management skills– Rewards and recognition systems– Collocation– Training– Special occasions– Meetings



and stakeholders• Barriers to project team development

– A project barrier develops if a team member’s priorities are different from the project goal

– Conflict about what the project team member’s roles are can obstruct team efforts

– Unclear project goals can result in conflict and ambiguity and can lead to uncertainty about team member’s roles and responsibilities

– A lack of clearly defined reporting structures can cause problems– Team members might be reluctant to commit to the project goal

when a project leader lacks credibility– Poor communication is a barrier that can lead to unclear

objectives, poor project control, lack of coordination, and missed project objectives

– Because a project is considered temporary, training and other related activities are often not valued


4. Respect personal, ethical, religious and cultural differences to enhance interaction between team members

• After completing this outcome, you will be able to:– Discuss and explain the above issues relating to

the team


4. Respect personal, ethical, religious and cultural differences to enhance interaction between team members

• Issues relating to teams include:– Respecting personal, ethical religious and

cultural differences to enhance interaction between team members

– Miscommunication between team members– Trust relationships– Different cultures within teams


5. Strategies to deal with potential or actual conflict in a project

• After completing this outcome you will be able to:– Identify situations that hamper efficiency in a

project team– Identify support systems available to the

project team– Demonstrate the application of the support

system for a project


5.1 Pitfalls in project teams• Lack of faith and trust• Disagreement over standards• Stubbornness over scheduling• Resistance to feedback


5.3 Addressing team members’ needs

• Belonging and personal identification• Commitment and involvement• Self-actualisation• Opportunities for growth• Recognition of contributions and efforts• Compensation• Adequate working environment• Interpersonal relationships


5.3 Addressing team members’ needs

• Benefits of addressing team member needs:– Helps avoid hidden agendas– Provides development opportunities for new

capabilities in future projects– Builds trust


5.3 Support systems available to the project team

• How can management support the project team?– Communication– Open door policy– Provide the project team with information– Share project expectations– Formulate operating guidelines– Solve problems


NCV 3 Project Management Hands-On Support Slide Show - Module 8

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Transcript of NCV 3 Project Management Hands-On Support Slide Show - Module 8