Leading the Team - PMI-MN Breakfast Meeting March 11, 2003

1. Applying the PM Competency Development Framework - Part 3: Leading the Team - PMI-MN Breakfast Meeting March 11, 2003 Geof Lory GTD Consulting, LLC “Get Things Done”

2. Topics for Today • A Brief Review to Position Today • Managerial - Teamwork and Leadership Competency Clusters • The PMCD Framework on Assessing Teaming and Leadership • Review the PMBOK on leading teams • Teams and Leading Teams • Values and Practices of Teams and Leaders • An Exercise in Building Trust GTD Consulting, LLC - www.gtdconsult.com

3. What is the Five Part Series? • Five monthly breakfast meeting presentations on the PMI PM Competency Development Framework • Viewed from five perspectives • Planning the Project • Managing the Project • Leading the Team • Communicating with the Customer • Interfacing with the Organization GTD Consulting, LLC - www.gtdconsult.com

4. Defining a “Competency” • Per Scott Parry (Training, June 1998), it is a cluster of related knowledge, attitudes, skills and other personal characteristics that • Affects a major part of one’s job • Correlates with performance on the job • Can be measured against well accepted standards • Can be improved via training and development • Can be broken down into dimensions of competence GTD Consulting, LLC - www.gtdconsult.com

5. Conscious Incompetence 2. Drilling Technique Conscious Competence Conscious 2. Diagnosis/Formulation Awareness 1. Building Commitment Explicit Learning 1. Analysis 3. Implementation 3. Acquiring Mastery Unconscious Unconscious Incompetence Unconscious Competence Implicit Learning Incompetent Competent Skill Level Developing CompetenceBenjamin Bloom GTD Consulting, LLC - www.gtdconsult.com

6. PM Competency Dimensions • Project Management Knowledge • “What I know and understand” • Assessment: Knowledge tests (e.g., PMP Test) • Project Management Performance • “What I can demonstrate” • Assessment: Review of work products • Personal Competency • “My core personality characteristics” • Assessment: 360 surveys, peer and self reviews GTD Consulting, LLC - www.gtdconsult.com

7. The Six Units of Personal Competency with Clusters • Achievement and Action • Achievement Orientation, Concern for Order, Quality and Accuracy • Helping and Human Service • Customer Service Orientation, Interpersonal Understanding • Impact and Influence • Impact and Influence, Organizational Awareness, Relationship Building GTD Consulting, LLC - www.gtdconsult.com

8. Personal Competencies (cont.) • Managerial • Teamwork and Cooperation, Developing Others, Team Leadership, Directiveness: Assertiveness and Use of Positional Power • Cognitive • Analytical Thinking, Conceptual Thinking • Personal Effectiveness • Self-control, Self Confidence, Flexibility, Organizational Commitment GTD Consulting, LLC - www.gtdconsult.com

9. Competency: Managerial – Teamwork and Cooperation Competence Unit: Managerial(B.4) Competency Cluster: Teamwork and Cooperation(B.4.1) Element: Builds Team Orientation Within the Project (B.4.1.1) Performance Criteria: 1. Expresses positive expectations of others directly involved in the project. Speaks to team members in positive terms. 2. Shows respect for others’ intelligence by appealing to reason. 3. Genuinely values input and expertise of others on the team and is willing to learn from others (especially subordinates). GTD Consulting, LLC - www.gtdconsult.com

10. Competency: Managerial – Teamwork and Cooperation Competence Unit: Managerial(B.4) Competency Cluster: Teamwork and Cooperation(B.4.1) Element: Builds Team Orientation Within the Project (B.4.1.1) Performance Criteria: 4. Publicly credits others who have performed well. Encourages and empowers others on the project team, making them feel strong and a true contributor to overall success. 5. Does not hide or attempt to avoid conflict, but rather resolves it by bringing conflict within the immediate team into the open and then encouraging or facilitating a beneficial resolution of the conflict. GTD Consulting, LLC - www.gtdconsult.com

11. Why Work in Teams? • Necessary knowledge is distributed • 1970 – typical worker had >80% • 2000 – typical worker has <20% • Embraces the diversity needed for complex solutions • Distributes the work across many • Empowers team members • Builds the “collective consciousness” GTD Consulting, LLC - www.gtdconsult.com

12. Why don’t Teams Work? • Organizations recognize individuals • History of compartmentalizing work • Requires different set of attitudes • Requires different communication skills • Lack of shared values • Teams are not cultivated • Leadership is not cultivated GTD Consulting, LLC - www.gtdconsult.com

13. Competency: Managerial – Team Leadership Competence Unit: Managerial(B.4) Competency Cluster: Team Leadership (B.4.3) Element: Leads the Project Team (B.4.3.2) Performance Criteria: 1. Leads directly those project team members with a direct reporting relationship to the project manager. 2. Invests extra time and effort over an extended period of time to lead the project team. GTD Consulting, LLC - www.gtdconsult.com

14. Function of Leadership in Teams • PMBOK (section 2.4) • Establish direction [for the team] • Aligning [the team] • Motivating and inspiring [the team] • Improve Productivity • Process with a Purpose • Structure and Clarity • Team Leadership GTD Consulting, LLC - www.gtdconsult.com

15. Process with a Purpose • Known and supported processes • Interest in repetition/practice • Belief in the safety of the process • Safe & supportive team environment • Defined and effective communication • Ability to challenge the processes • Immediate and specific feedback • Defined and understood decision making GTD Consulting, LLC - www.gtdconsult.com

16. Structure and Clarity • Structure to capture & share information • Common alignment – Shared vision • Clearly defined roles and responsibilities • Creates framework for a safe environment • Commonality and certainty for process • Makes effective process a priority • Clarifies mutual expectations • Clarity and certainty improve motivation GTD Consulting, LLC - www.gtdconsult.com

17. Team Leadership • Team buy-in to project goals • Be clear about your intent • Forward/solution focused • Goals & priorities > Ego • Have an accepting and open mind • Stay unattached to your ideas • Accept help from others • Help others achieve their greatness • Accept the challenge of leadership GTD Consulting, LLC - www.gtdconsult.com

18. Managerial – Teamwork and Leading Assessment Approach: Personal Competencies – Assess behavior: • How they behave when performing the project or activity • Behavior is an external expression of an internal intent • Gets to “Who you are” not “What you do” GTD Consulting, LLC - www.gtdconsult.com

19. Managerial – Teamwork and Leading Assessment Techniques: • Personal Coaches & Mentors • Team Coaches • Peer reviews • 360 reviews • Self-reviews • Reflective leadership GTD Consulting, LLC - www.gtdconsult.com

20. The ChallengeMoving to Mastery • Passion over Skill • Ruthless Consciousness • Personal Alignment to Goals • Commitment – Strength of Intent • Relentless Desire to Learn • Integration and Adaptation • Reflective behavior – self-coaching GTD Consulting, LLC - www.gtdconsult.com

21. Freedom-Based Leadership The leader doesn't need to know all the answers... ...the leader only needs to know the questions which are effective in helping others to discover the answers they already have. GTD Consulting, LLC - www.gtdconsult.com

22. ON OFF Freedom of Choice The questions we ask of ourselves and others are very much like switches to creativity… We have the ability to throw the switch into either the "on" or the "off" position. GTD Consulting, LLC - www.gtdconsult.com

23. Effective Questioning Questions which can be answered without the possibility of making a mistake throw our switches into the "on" position and allow us to apply our intuition. Questions in this form are called... ...Effective Questions. Source - Enlightened Leadership by Ed Oakley and Doug Krug GTD Consulting, LLC - www.gtdconsult.com

24. Embrace Team Creativity Your intuitive mind will be dormant until engaged by Effective Questions. Effective questions are any positive questions which allow you to openly explore your feelings, examine patterns, and develop ideal solutions from the integration of many parts. Effective Questions are right brained questions. GTD Consulting, LLC - www.gtdconsult.com

25. “Why” Implies Judgment Ask what and how, not why if emotions are involved. The why questions move us to the left side of our brain and can cause us to limit our response. “Help me understand the reason…” GTD Consulting, LLC - www.gtdconsult.com

26. The PerfectionGame • Choose a task that you believe to be simple and are willing to perform throughout the game • Each other person responds to the performance with: • “I rate your performance n.” (scale 1-10) • “What I liked about it was….” • “What it would take to get a 10 from me is ….” • Repeat 2 more times Adopted from Software for your Head Jim & Michele McCarthy - 2001 GTD Consulting, LLC - www.gtdconsult.com

27. Summary • The PMI Project Manager Capability Development (PMCD) Framework is a useful tool for individuals and organizations to assess and create teamwork and encourage leadership • Teams are different than work groups • Leadership promotes teamwork • Use of “effective questions” opens possibilities • Trust is the foundation for teams and leadership GTD Consulting, LLC - www.gtdconsult.com

28. References for this Presentation • Teamwork, Larson & LaFasto • Accountability, Lebow • Effective Leadership, Krug & Oakley • The Wisdom of Teams, Katzenbach & Smith • Learning from the Links, Hurst • Sources of Power, Gary Klein • Software for your Head, McCarthy • STQE Magazine, Vol. 5, Issue 1 Jan/Feb GTD Consulting, LLC - www.gtdconsult.com