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11 Collaboration Tips for New Project Managers

Facing a new project for the first time as a project manager must be really intimidating. You have a lot more responsibilities than before, you need to live up to the expectations of your superiors, and you have to ensure everything is finished on time. Project management is all about the art of collaboration, and if you know how to be a team player, a mediator, and a devoted leader, you will surely execute all your projects successfully. Here are some collaboration tips that you can use if you are a project manager novice. Do not command, lead and mediate A project manager carries more responsibility than authority, which is why you cannot simply command your teammates. Your job is to manage different teams who have different tasks, and ensure that every piece of the puzzle fits. Enforcing a decision in favor of a successful project, and seeing to it that everyone is on board is what you have to do. Visible organization It is better for everyone to have an insight into the entire project for the sake of better comprehension. Everyone should know their role, and make efforts to deliver their part in sync with other teams. It would be ideal to have a means of online collaboration so that everyone can be contacted more easily, and also to have a place where anyone can use project documentation. Use project management tools If you want to have quality collaboration online, then you should use project management software. There are numerous easy to use project management tools, and you can select one with features beneficial for your line of work. Make sure to go with a cloud based solution. Using best project management software, you can distribute tasks, create project milestones, have a place to brainstorm with co-workers, and safe storage for data. Bear in mind that not all of the tools are user-friendly, so it is wise to go with a free trial and see if your teammates can use the software with ease. Communicate If your project is to be successful, then you must have unobstructed communication with everyone involved in the project. It is imperative that employees understand their role, task, and what is expected from them. Do not assume that everyone knows what they need to do. You have to check up on each project’s progress in order to make sure. Check if everything is going as planned, and if a team has encountered some difficulties, in other words, if there is going to be any unforeseen delays, you can act accordingly. Have backup plans Good collaboration requires you to stay composed and to be prepared if things do not go as planned. So, for the sake of success, you should have backup plans and explain them to everyone so that employees know what to do in case of an emergency. They should know who to contact someone for clarification, where to go if the office is closed for one reason or another, how to work if they can’t come to work, etc. Also, make a backup file for all your documents, and have one on the hard drive and one uploaded online so that only you or a few others can access it. Stay within the project scope You are going to encounter far less problems if you have a well-defined project scope and if you stick to it. You need to go through the project plan with everyone, and state exactly what you as a team will do, and also what you won’t do. Give everyone time to think and, once the project starts, there should be no alterations, because every change triggers a consequence, and you might not meet the designated deadline, or have enough budget for project completion, etc. Altruism It is important to remember that you are not the employer in this situation, and that your co-workers, might have more experience or a better insight into certain matters than you. It is crucial that you hear everyone out, and accept constructive suggestions. Remember that you are there to manage and oversee, but all of you need to collaborate and work things out together. Motivate your team During long projects, it is really important that you maintain the same level of productivity, and this will become more difficult as employees get more tired. You need to inspire a sense of achievement, even if the project is not fully complete. Divide the project into a meaningful milestones, and after each one of them is reached, organize a small celebration. Manage stakeholders It is important to mention that you should not only collaborate with your co-workers but also with project stakeholders. Anyone who has an impact or who is influenced by the project’s outcome is a stakeholder, and you need to communicate with them as well. Learn how to read people As a project manager, you will have to become more empathetic. Despite the fact that people try to keep things professional, sometimes, their personal problems will interfere with their performance at work. Moreover, employees might have an argument at work, and the room will be filled with tension. You should make an effort to resolve these disputes and to effectively identify them, in order to prevent anyone from harboring any ill-will towards you or their co-workers. Identify key roles on the project In order to effectively maintain the organisation levels, you should identify the so called key players. Pick the most experienced employee from each team that should oversee the project for their part and tell them to notify you in case anything is not going as planned. They should represent their team, and negotiate in their name during the planning phases and during the project briefing process. These were some of the collaborating tips that you should not shy away from implementing as a new project manager. It may seem like a lot, but gradually, you will adapt and all of this will come natural.
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11 Collaboration Tips for New Project Managers

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11 Collaboration Tips for New Project Managers

Facing a new project for the first time as a project manager must be really intimidating. You have a lot more responsibilities than before, you need to live up to the expectations of your superiors, and you have to ensure everything is finished on time.

Project management is all about the art of collaboration, and if you know how to be a team player, a mediator, and a devoted leader, you will surely execute all your projects successfully. Here are some collaboration tips that you can use if you are a project manager novice.

Do not command, lead and mediate

A project manager carries more responsibility than authority, which is why you cannot simply command your teammates. Your job is to manage different teams who have different tasks, and ensure that every piece of the puzzle fits. Enforcing a decision in favor of a successful project, and seeing to it that everyone is on board is what you have to do.

Visible organization

It is better for everyone to have an insight into the entire project for the sake of better comprehension. Everyone should know their role, and make efforts to deliver their part in sync with other teams. It would be ideal to have a means of online collaboration so that everyone can be contacted more easily, and also to have a place where anyone can use project documentation.

Use project management tools

If you want to have quality collaboration online, then you should use project management software. There are numerous easy to use project management tools, and you can select one with features beneficial for your line of work. Make sure to go with a cloud based solution.

Using best project management software, you can distribute tasks, create project milestones, have a place to brainstorm with co-workers, and safe storage for data. Bear in mind that not all of the tools are user-friendly, so it is wise to go with a free trial and see if your teammates can use the software with ease.

Communicate

If your project is to be successful, then you must have unobstructed communication with everyone involved in the project. It is imperative that employees understand their role, task, and what is expected from them.

Do not assume that everyone knows what they need to do. You have to check up on each project’s progress in order to make sure. Check if everything is going as planned, and if a team has encountered some difficulties, in other words, if there is going to be any unforeseen delays, you can act accordingly.

Have backup plans

Good collaboration requires you to stay composed and to be prepared if things do not go as planned. So, for the sake of success, you should have backup plans and explain them to everyone so that employees know what to do in case of an emergency.

They should know who to contact someone for clarification, where to go if the office is closed for one reason or another, how to work if they can’t come to work, etc. Also, make a backup file for all your documents, and have one on the hard drive and one uploaded online so that only you or a few others can access it.

Stay within the project scope

You are going to encounter far less problems if you have a well-defined project scope and if you stick to it. You need to go through the project plan with everyone, and state exactly what you as a team will do, and also what you won’t do.

Give everyone time to think and, once the project starts, there should be no alterations, because every change triggers a consequence, and you might not meet the designated deadline, or have enough budget for project completion, etc.

Altruism

It is important to remember that you are not the employer in this situation, and that your co-workers, might have more experience or a better insight into certain matters than you. It is crucial that you hear everyone out, and accept constructive suggestions. Remember that you are there to manage and oversee, but all of you need to collaborate and work things out together.

Motivate your team

During long projects, it is really important that you maintain the same level of productivity, and this will become more difficult as employees get more tired. You need to inspire a sense of achievement, even if the project is not fully complete. Divide the project into a meaningful milestones, and after each one of them is reached, organize a small celebration.

Manage stakeholders

It is important to mention that you should not only collaborate with your co-workers but also with project stakeholders. Anyone who has an impact or who is influenced by the project’s outcome is a stakeholder, and you need to communicate with them as well.

Learn how to read people

As a project manager, you will have to become more empathetic. Despite the fact that people try to keep things professional, sometimes, their personal problems will interfere with their performance at work.

Moreover, employees might have an argument at work, and the room will be filled with tension. You should make an effort to resolve these disputes and to effectively identify them, in order to prevent anyone from harboring any ill-will towards you or their co-workers.

Identify key roles on the project

In order to effectively maintain the organisation levels, you should identify the so called key players. Pick the most experienced employee from each team that should oversee the project for their part and tell them to notify you in case anything is not going as planned. They should represent their team, and negotiate in their name during the planning phases and during the project briefing process.

These were some of the collaborating tips that you should not shy away from implementing as a new project manager. It may seem like a lot, but gradually, you will adapt and all of this will come natural.

Jason

Jason Grills

Blog Author

Jason Grills is an ed-tech enthusiast with a passion for writing on emerging technologies in the areas of corporate training and education. With hands-on experience in working with ProProfs learning management system and other eLearning authoring tools, Jason has an exclusive insight into the eLearning industry.
 

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There is a wide range of project management methodologies available in the market, but PRINCE2® is one of the most widely used project management methods that has been used by the enterprises and businesses in more than 150 countries. One of the sheer benefits of the PRINCE2® method is that it can be applied to different projects, irrespective of their sizes and business verticals. It is noticeable that the PRINCE2® project management method can be used in IT as well as non-IT projects too. It is a comprehensive project management method that can be applied to any project irrespective of their geographical location, industry sector and project size.  The PRINCE2® course covers basic four elements: themes, processes, principles and project management. There are some impeccable benefits of a PRINCE2® certification for candidates. 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Risk vs Issues [ Based on Various Factors ]

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This also includes liquidity and credit risks. Legal risks: These risks arise because of legal and regulatory obligations which include contract risks and litigation brought against the organisation. External hazards risks: These risks are incurred due to storms, floods, and earthquakes. Other than these, vandalism, sabotage, terrorism, labor strikes, and civil unrest are responsible for such type of risks. What is the importance of risk identification? The most important step in risk management is identifying risks. It involves generating a comprehensive list of threats and opportunities which are based on events that might prevent, enhance, accelerate, degrade, or delay the achievement of your objectives. You can’t manage risk without identifying it. But how to identify risks? One of the key steps in a proactive risk management process is to identify risks. 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Perspectives for Risk Management It is important to realise the perspectives for risk management and evaluate them during a program’s life continuously in order to anticipate risks at an early stage and tackle issues appropriately. Few of the risk management perspectives are as follows: Strategic level: The interdependencies of the program with other initiatives, its outcomes, and benefits realisation are affected by the strategic level changes. These changes are driven by: External factors like political, economic, social, legislative, environmental, and technical Internal political pressure Inter-program dependencies Working with third-party suppliers along with other cross-organisational initiatives can be grouped under this level. Program level: The focus of a program is to deliver benefits to an organisation that positively or negatively affects both internal and external stakeholders. 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Focusing on the risk and issue management on project perspective is important Areas leading to the rise of project risks and issues, resource constraints, scheduling issues, and scope creep It may lead to issues and risks if the project is unsure of what it is delivering. Operational level: The transition of a project to new ways of working and new systems can lead to further sources of risk as projects deliver the outputs. The following areas can be included in the operational level perspectives: The quality of the benefit-enabling outputs from projects within program Cultural and organisational issues Output transfer to operations and the ability to cope with new ways of working The risks can further be identified in stakeholder support Industrial relations Availability of resources to support changes. Early warning indicators for risks in project management The early warning indicators for project management can be defined as follows: In order to anticipate potential problems, there needs to be proactive risk management. These indicators offer advance warning about trends or events that can affect the outcomes of the program adversely. The sensitive risks can be tracked with the help of these indicators. Few of the early warning indicators are delays in delivery of expected or planned benefits, requests to change key program information, increase in aggregated risks, changes to organisational services, structure, and processes. Further, these indicators should be able to measure valid indicators, reviewed on a regular basis, and they should use accurate information. This ensures the effective functioning of the early warning indicators. The other methods which can be deployed to evaluate risks are as follows: Record the weighted average of the anticipated impact through the calculation of estimated monetary value. Calculate the accepted discount rate through the net present value calculation. Aggregate the risks together using a simulation technique through risk model. To conclude An experienced and certified project manager knows that every project involves identifying and managing project risks and project issues. Further, they are aware of the fact these risks and issues can be responsible for knocking a project off its track and divert the focus of the team away from fulfilling their responsibilities and goal achievements. This blog will help you to differentiate between project risk and project issues along with the key steps for identifying the risks. You will also understand the importance of risk identification and the perspectives of risk management. The blog also throws light on the early warning indicators to realise the risks in project management. This information will surely help you to realise the upcoming risk and avoid it for a smooth continuation of your project.
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