Soft Skills in Project Management
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The document outlines project and program management methods, emphasizing the importance of social competencies such as teamwork, communication, and conflict resolution for successful project execution. It describes various intervention methods, including feedback, reflection, and moderation, and discusses the roles and responsibilities of project stakeholders in fostering a collaborative environment. Additionally, it highlights strategies for managing diversity and emotions within teams to enhance project outcomes.
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