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How do you respond to a senior project member who wrongly accuses you and have your bosses and team copied on email? |
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Email can be a great thing. It can also be a source of a lot of friction, tension and time waste. In a recent discussion on one of the LinkedIn groups the following question was posted:
How do you respond to a senior project member who wrongly accuses you and have your bosses and team copied on email?
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Within a few days more than 10 reactions had been posted and all of them had some really good things to say. Here we'll share with you some of those insights and suggestions.
First of all ask yourself what the reason could be: 1) That person does not have the right information and is mistaken 2) That person has the right information and is misleading. Case 1) Facts. Provide the real facts. Try not to fall in the email trap. Go to that person and show the facts and ask him/her to retract the errand email Case 2) A bit more difficult. Ask your self why that person might want to do that. Again, facts will be the key. If you can talk to that person (try to have a witness) and explain what is not correct in the message. Again ask to have the email retracted. Don't get sucked into an email exchange. Talk with your bosses and explain the situation and show them the facts. Same for your team. You have to nib this in the bud.
A few other quotes:
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Let's look at two recent quotes we found in the media: "Here's the screw up: You made a promise that you'd deliver this and you missed three weeks later,""You've got to believe in Dave. Dave has a plan. Dave knows. You've got to believe in the plan." The first one was recently made by Jack Welch, former CEO of General Electric. The second one was made over a year ago by Francesco Aquilini, owner of the National Hockey team the Vancouver Canucks, during an informal conversation with the newspaper The Vancouver Sun. What makes these remarks so interesting is the current context in which we can reflect on them. First of all, a few days ago Aqulini fired th man he referred to in his comment, Dave Nonis. Apparently he did not believe in the plan anymore. Aqulini said that the reason for firing Nonis was that the team had missed the playoffs. Secondly, GE had just reported an unexpeted loss. About a month ago Welch's successor had actualy told the world that GE would hit its mark. |
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Improve your organisational brainstorming |
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A lot of organisations use group brainstorming as part of the strategy formulation process. The problem with group brainstorming is that, unless the group is not larger than 1, the outcome is not the best possible. There is a lot of research done on the effectiveness of group brainstorming vs nomial group (alone) brainstorming. The results show that in most cases the nomial groups produce a larger number of ideas and also produce a wider variety of ideas.
The reasons for these under performing groups are:
Evaluation apprehension(1): Group performance is impeded by the members' fears of being negatively evaluated by the other group members Free-riding(2): Interactive group members suffer motivational deficits due to the members' feeling that their ideas are not necessary for the group to succeed Production blocking(3): The decrease in group performance results from the inability of group members to state ideas freely and without interruption Social influence(4): Individuals match their performance to that of the other group members
Since it is important that at the initial stages of the startegy process, or any other process that requires new ideas, the greatets number of ideas is generated how can organsations improve their brainstorming results?
Use a highly trained facilitator! Research (5) has shown that trained facilitators can reduce all of the above reasons for under performing groups. The trainers need to be trained and experienced. That will lead to more ideas being recognized and also more fully explored. Use anonymous group brainstorming software! Group brainstorming software gives participants the oportunity and the abaility to enter ideas, votes, comments independently and anonymously.
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See the sources mentioned in tis article...
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Portfolio Metrics, what to collect |
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The following is an overview of data and metrics to capture on a portfolio level: For projects MUST collect - Project name
- Key deliverables / Objectives
- Key Stakeholders
- Business Owner
- Supplier (External: Organisation + Rep; Internal: Department + Rep)
- Senior User
- Start Date
- End Date
- Project Status
- Overall Status
Red - Project is outside agreed tolerances or major issues exist which CAN NOT be resolved by the Project Manager alone. Amber – Project is in danger of exceeding agreed tolerances or major issues exist, but are being resolved by the Project Manager. Green – Cost and completion date within agreed tolerances, and no major issues
For the other statuses use Indicator and provide actual vs. budget/original
- Budget Status. (Internal AND external budget)
- Time Status
- Product Status
- Project manager
- Top-Issues / Risks
- Phase (Start-up, Initiation, In Progress, Closing)
SHOULD collect
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De-escalating run-away projects |
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A common well known problem a lot of public and private organizations face are so called run-away projects and programs. We call a project a run-away when there is an escalation of cost without any real result(s) to show for it. There are ample examples documented in the literature. There are also quite a few good solutions documented. In one of the next articles we'll provide a few examples of some of those run-away projects.
In a recent article1in Communications of the ACM the authors provide an interesting so-called de-escalating maturity model (DMM) trying to deal with run-away projects. The model is based on three approaches to de-escalation management:
- The Crisis Management Approach
- The Change Management Approach
- The Problem Solving Approach
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The model:

As with most maturity models the authors identify 5 levels:
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