Search

7 Levels in Delegation Poker Group activity - Project Management

Delegation is something that every Project Manager should know. We need to delegate tasks to get rid of the Monkeys. Here, Monkeys are nothing but the ‘next move’ as described in the book- ‘The One Minute Manager meets the Monkeys’ by Ken Blanchard, William Oncken, Hal Burrows .Poker is a family card game that everyone played at least once. We live in a reality where ‘I don’t have time’, an excuse is heard constantly and we refuse to find time for playing in our adulthood – so why not to do it at work?Delegating the tasksThe truth is, no matter how good you are, you won’t complete a project by yourself. You don’t have all the skills that are needed, and probably even time for that during the working day. You need to know how to delegate tasks – which is really not an easy job!We, as the Project Managers, need to encourage teams to self-organise themselves. We’re here to be a part of a team, help, and lead, but not to manage (at least not anymore). We need to make sure that the team members trust each other, can run projects in a collaborative way (thanks to the combination of skills that team has), and that everyone is clear about their responsibilities and roles. By distributing control and delegating, we empower people, but as much as we want to give the team a freedom, we must set some boundaries.As you can imagine, it is difficult to not only decide which tasks should go to whom, but also which level of decision-making process others should have on a given task. Delegation Poker cards will definitely save the day.Delegation PokerHow to start? Get your cards! You can either order a set from the Management 3.0. shop or just download a deck of cards (which are available in 14 languages!)You’ll find 7 levels of responsibility on the Delegation Poker cards. It goes from I’ll do that so I’ll be an observer, they’ll do that. Let’s take a closer look at the cards:1) Tell, I will tell them – The highest level of the responsibility, a person will make decisions and inform others about them, he or she doesn’t need to consult topic with others or try to convince them2) Sell, I will try and sell it to them – A person knows what he or she is doing, but wants the rest of the team to like it too. The decision stays with the person, but the vision is shared.3) Consult, I will consult and then decide – On the 3rd level you don’t make a decision by yourself, there are tasks that people have more experience with, and where collaboration is required to find the best solution. Decisions are still made by a person with this level but it happens after consultation with other team members4) Agree, we will agree together – You’d think that it’s an ideal level where everyone needs to agree with each other and the decision belongs to the whole team. There are situations where that’d work, however, we need to be careful to not to find ourselves with not being able to make any decisions or debating on things that should be fixed (e.g. you probably don’t want to give a product’s quality under discussion)5) Advise, I will advise but they’ll decide – A person gives away the final decision but shares experiences and can give an advice6) Inquire, I will inquire after they decide – Someone else will make a decision and a person with this delegation level will just check later what the decision is, or will be informed about the decision.7) Delegate, I will fully delegate – It’s a very useful level if you don’t have the skills needed for a task, and somebody else has them. Delegate and trust – if you’re a Project Manager, you’ll probably leave configuring the database to the IT Specialists, right?Now, you need is a set of predefined situations or cases that you want to delegate. Remember, you’re part of a team, so it’s important to include some of your tasks so that the team would be able to decide about their level of delegation (maybe they would like to be informed or consulted on given topics, or maybe you want and need to delegate some of your responsibilities).You have cards, prepared cases and you have your team. Let’s start!The GameGive a deck of cards to every team member. Explain the game to the team, so everyone would understand the delegation levels and why you run the game. Make sure that a group that debates the delegation levels is not bigger than 7 people, if it happens, then just split your team into smaller ones.Choose a topic – one of the team members reads out loud one of the pre-defined scenarios, he or she describes a given story from their own experience.Each player chooses a card that in his or her opinion describes the needed delegation level, when everyone decided, reveal the selected cards. There will be differences (and here the fun begins!) let people with the biggest different discuss.  There’s a lot of value in these discussions, there might be clarifications made, maybe a new scenario will get created, but you’ll see how the team sees their roles.Create a boardMake sure to write down the results and make it visible for everybody. You might want to have a board with all the stories and levels agreed to given roles. It might happen that when you complete the game, and you’ll see a whole, bigger picture, you’d want to re-do some of the cases. And it’s ok to do that! As long as you achieved consensus and everyone is clear about their responsibilities, play as many times as you need to!Learning objectivesAs you can imagine, the main outcome of the game is to know who is responsible for what and at which level. You’ll definitely have fruitful discussions and will learn something new about each other, about your views and how you see yourself as a team.Following the Management 3.0. objectives, you’ll learn that:Delegation is not black and white - you will find areas that are in between, where you can’t fully agree and make a perfect decision on……and sometimes it depends on the context - there will be cases where a delegation level depends on a nature of a given task and you can’t create a general rule that suits allDelegation is a process – don’t think that you play today and you give away tasks tomorrow morning. It doesn’t work this way, there must be a transition time, you will handover tasks in a pace in which others can take them, collaborating.Whether you’re a beginner in the self-organising teams world or a professional with years of experience, you’ll always learn something new. There is not a workshop that you can run that won’t be unique. Everyone has a different background and experiences, and that makes everything interesting. And remember – no matter how resistant your team might be, if you tell them that the next meeting will be actually a game, they won’t say no to fun!
Rated 4.0/5 based on 0 customer reviews

7 Levels in Delegation Poker Group activity - Project Management

738
7 Levels in Delegation Poker Group activity - Project Management

Delegation is something that every Project Manager should know. We need to delegate tasks to get rid of the Monkeys. Here, Monkeys are nothing but the ‘next move’ as described in the book- ‘The One Minute Manager meets the Monkeys’ by Ken Blanchard, William Oncken, Hal Burrows .

Poker is a family card game that everyone played at least once. We live in a reality where ‘I don’t have time’, an excuse is heard constantly and we refuse to find time for playing in our adulthood – so why not to do it at work?

Delegating the tasks

The truth is, no matter how good you are, you won’t complete a project by yourself. You don’t have all the skills that are needed, and probably even time for that during the working day. You need to know how to delegate tasks – which is really not an easy job!

We, as the Project Managers, need to encourage teams to self-organise themselves. We’re here to be a part of a team, help, and lead, but not to manage (at least not anymore). We need to make sure that the team members trust each other, can run projects in a collaborative way (thanks to the combination of skills that team has), and that everyone is clear about their responsibilities and roles. By distributing control and delegating, we empower people, but as much as we want to give the team a freedom, we must set some boundaries.

As you can imagine, it is difficult to not only decide which tasks should go to whom, but also which level of decision-making process others should have on a given task. Delegation Poker cards will definitely save the day.

Delegation Poker

How to start? Get your cards! You can either order a set from the Management 3.0. shop or just download a deck of cards (which are available in 14 languages!)
Delegation pockerYou’ll find 7 levels of responsibility on the Delegation Poker cards. It goes from I’ll do that so I’ll be an observer, they’ll do that. Let’s take a closer look at the cards:

1) Tell, I will tell them – The highest level of the responsibility, a person will make decisions and inform others about them, he or she doesn’t need to consult topic with others or try to convince them

2) Sell, I will try and sell it to them – A person knows what he or she is doing, but wants the rest of the team to like it too. The decision stays with the person, but the vision is shared.

3) Consult, I will consult and then decide – On the 3rd level you don’t make a decision by yourself, there are tasks that people have more experience with, and where collaboration is required to find the best solution. Decisions are still made by a person with this level but it happens after consultation with other team members

4) Agree, we will agree together – You’d think that it’s an ideal level where everyone needs to agree with each other and the decision belongs to the whole team. There are situations where that’d work, however, we need to be careful to not to find ourselves with not being able to make any decisions or debating on things that should be fixed (e.g. you probably don’t want to give a product’s quality under discussion)

5) Advise, I will advise but they’ll decide – A person gives away the final decision but shares experiences and can give an advice

6) Inquire, I will inquire after they decide – Someone else will make a decision and a person with this delegation level will just check later what the decision is, or will be informed about the decision.

7) Delegate, I will fully delegate – It’s a very useful level if you don’t have the skills needed for a task, and somebody else has them. Delegate and trust – if you’re a Project Manager, you’ll probably leave configuring the database to the IT Specialists, right?

Now, you need is a set of predefined situations or cases that you want to delegate. Remember, you’re part of a team, so it’s important to include some of your tasks so that the team would be able to decide about their level of delegation (maybe they would like to be informed or consulted on given topics, or maybe you want and need to delegate some of your responsibilities).

You have cards, prepared cases and you have your team. Let’s start!

The Game
how to play a gameGive a deck of cards to every team member. Explain the game to the team, so everyone would understand the delegation levels and why you run the game. Make sure that a group that debates the delegation levels is not bigger than 7 people, if it happens, then just split your team into smaller ones.

Choose a topic – one of the team members reads out loud one of the pre-defined scenarios, he or she describes a given story from their own experience.

Each player chooses a card that in his or her opinion describes the needed delegation level, when everyone decided, reveal the selected cards. There will be differences (and here the fun begins!) let people with the biggest different discuss.  

There’s a lot of value in these discussions, there might be clarifications made, maybe a new scenario will get created, but you’ll see how the team sees their roles.

Create a board
delegation boardMake sure to write down the results and make it visible for everybody. You might want to have a board with all the stories and levels agreed to given roles. It might happen that when you complete the game, and you’ll see a whole, bigger picture, you’d want to re-do some of the cases. And it’s ok to do that! As long as you achieved consensus and everyone is clear about their responsibilities, play as many times as you need to!

Learning objectives
learning objectiveAs you can imagine, the main outcome of the game is to know who is responsible for what and at which level. You’ll definitely have fruitful discussions and will learn something new about each other, about your views and how you see yourself as a team.

Following the Management 3.0. objectives, you’ll learn that:

  • Delegation is not black and white - you will find areas that are in between, where you can’t fully agree and make a perfect decision on…
  • …and sometimes it depends on the context - there will be cases where a delegation level depends on a nature of a given task and you can’t create a general rule that suits all
  • Delegation is a process – don’t think that you play today and you give away tasks tomorrow morning. It doesn’t work this way, there must be a transition time, you will handover tasks in a pace in which others can take them, collaborating.

Whether you’re a beginner in the self-organising teams world or a professional with years of experience, you’ll always learn something new. There is not a workshop that you can run that won’t be unique. Everyone has a different background and experiences, and that makes everything interesting. And remember – no matter how resistant your team might be, if you tell them that the next meeting will be actually a game, they won’t say no to fun!

Ania

Ania Kierczynska

Blog Author

Ania Kierczynska is a Technical Project Manager at censhare and an big Agile, Management 3.0. and Change Management enthusiast. When she’s not at work, you can find her with a good book and a cup of tea, or anywhere you can see animals. If you have a schnauzer which you love to talk about, you can probably count on becoming friends with her!

Join the Discussion

Your email address will not be published. Required fields are marked *

Suggested Blogs

Quick Guide to Project Management

The demand for project managers has seen a rise like never before with the influx of global transformation and multiple development projects. The Project Management Institute (PMI) predicts that on an annualized basis, employers will need to fill nearly 2.2 million new project-oriented roles each year through 2027 to meet the anticipated demands of the industry. Here’s a quick guide to project management covering the essentials to get you started.
Rated 4.5/5 based on 4 customer reviews
Quick Guide to Project Management

The demand for project managers has seen a rise li... Read More

Project Management: What’s Trending in 2020

Project management is the practice that is used to initiate, design, execute, control, and close a team's work in order to reach specific objectives and fulfil specific success criteria at the specified time. The main challenge of project management is to achieve all project objectives within the given limits.A decade ago, managing projects was difficult and challenging. It was difficult to set clear goals with less project management tools and projects were being managed by smaller teams with simpler projects.Fast forwarding to 2020, the scenario is completely different as Project Management seems like a phoenix rising from the ashes. The teams are no longer small, nor are the tasks, and the goals are defined with a proper system.The project management industry is quickly evolving, keeping pace with advanced technologies, tools, and the latest trends.Today, we will discuss the top 5 Project Management global trends in 2020.1. Artificial Intelligence (AI) & Automation Will Impact ProjectsArtificial Intelligence has had a very positive impact on projects. According to a PMI report, software development, aerospace, healthcare and financing all implement Artificial Intelligence in their way of managing projects.The first thing project managers need to do is take AI into account in project management and then learn how to utilize it for successfully completing projects.Using AI in automating data will make it easier to handle projects than before. Moreover, you can form positive business relationships with your team members and clients, resulting in proper coordination and transparency.It’s quite common to witness poor estimates and unknown external factors pushing the deadline. Artificial intelligence can calculate the duration, cost and progress of a project properly and predict realistic project schedules.2. More Project Managers Will Incorporate Hybrid Project ManagementEvery project is created differently and differs in methodology and execution. No wonder the concept of hybrid project management is becoming increasingly popular and with every passing day, many Project managers and Scrum masters are combining more than one methodology.According to PMI reports, Hybrid project management aims to combine standard project management techniques with the agile methodology.When the hybrid model, such as combining a traditional approach is implemented with an Agile process, team members from different points of view and work styles will collaborate and achieve more flexibility, dedication, and productivity in their own way.Project managers are inclining to this flexible approach of projects in the current year. A combination of agile and traditional methodologies is best suited in a multi-project environment, where complex parts are executed using agile, and a traditional method is used for the simpler parts.3. Managing Projects Will Become Easier with Emotional Intelligence (EI)It seems strange, but project success is related to humans understanding and realizing emotions. How? According to PMI.org emotional intelligence can strongly predict performance no matter what job you do. It allows clients, team members, sponsors and management to interact with each other with clarity, handle challenges efficiently and make committed choices to act strategically and swiftly. EI is now an essential technology for a successful business outcome.Understanding the emotions of the team members and dealing with different personalities ensures that the project keeps progressing at a smooth and constant pace. This is an invaluable leadership ability for project managers around the world.Therefore, it becomes more important than ever to learn about emotional intelligence and what drives people to predict future project success.4. Remote Working is on the RiseThe trend of working remotely is now extremely common and this will go on in future too. There are a lot of advantages when people work remotely. It offers more flexibility and saves a lot of time as you don’t need to travel to your workplace. The costs to the project and company get further reduced leading to the development of talent. According to the results of a survey by Wrike, 83% of respondents work remotely every day for at least one to two hours. 43% of them reported that they work remotely now, more than they did a couple of years ago.When working remotely, projects will be managed by:Setting up daily, stand-up meetings and calls to stay updated on the progressHaving your team members keep you updated on any project changes or updatesUsing online collaboration tools such as Microsoft Planner to collaborate with team members and never miss out on any changes or updatesDoing quarterly individual assessments in a yearThe future of project management will witness a steep rise in next-gen project managers, project management offices, and more focus stepping up cybersecurity. Project managers should pay attention to these trends to successfully lead their teams.5. More Jobs Will be Available for Project ManagersProject managers are involved in every possible industry. According to ‘The Project Management Institute (PMI) report’ last year, the project management labour force is predicted to grow by 33 percent in over 11 countries by 2027. There will be a wide range of jobs for project management and these are estimated to grow over the next 10 years. Some of them are in industries like: Management and Professional ServicesManufacturingFinance and InsuranceInformation Services and PublishingConstructionUtilitiesOil and GasBy 2027, nearly 88 million professionals will be required in project management-oriented roles. The first in the race to hiring are China and India forming more than 75 percent of the total project management-oriented employment.The report further stresses that project managers are key in delivering successful projects and products. Acting otherwise can potentially create loss of nearly US$208 billion in GDP over the 10 years in the 11 countries examined.With the new trends of 2020, project management will be playing a major role in fastening product development with its new technologies, and in turn, increasing workflow efficiency. Owing to its exponential growth, multiple job opportunities will be created and staying on top of the latest trends will give one the leverage to make the most of such changes.
Rated 4.5/5 based on 2 customer reviews
9005
Project Management: What’s Trending in 2020

Project management is the practice that is used to... Read More

How to Collaborate Better in a Project Team

For every successful Organization, conversation between the teammates matters a lot. They need to share the current status of their work. The successful discussion within teams results in Team Work. If teamwork implies the success in implementing the project, we cannot give the credit to a particular person in the team. It is best to call it a “team victory”. If your project team or the entire organization is facing a problem in collaboration, it is time to plan for a well-connected platform to exchange ideas and iron out the differences. This can help generate the extra push to execute the necessary changes for making collaboration as an integral part of the Team collaboration, Project Management, and Communication. Here are the six more tips to keep your virtual team on track. Here are some key points to be followed in order to bring the project teams under one roof. 1. Decentralizing and Analyzing the Collaboration platform Management Establishing centralized management over the collaborative platforms can be problematic. So, it is better to analyze how the organizations can decentralize the platform management and move it away from the teams and departments. If you are going to decentralize the management over the collaboration platform, it is important to provide the following support- There should be trained Managers/Administrators who have a knowledge of administrative tools and other features Define the policies and the procedures for the decentralized site management, including the rules about the “Team supporting” which will start, instead of ended IT support. Provide the feedback approach for working teams, where the Managers across the organization can learn from each other. 2. Centralize Team Task Management in the Cloud If some of the important tasks are lagging behind, then it is important to centralize your team tasks, under centralized task management. This is a form of collaboration in which the team members follow, choose and comment on tasks. There are various Collaboration Management sites depending on the tasks. Huddle and Sharepoint are the two popular sites having the essential task management features. Similarly, if you want to move to social task management features, Asana and Producteev are the best options. 3. Move one email-based workflow to the Collaboration Platform Organizations should have at least one email-based workflow to the Collaboration platform. Later you can move for more email-based workflows to the platform, depending on the team’s needs. Huddle and SharePoint Online have workflow features that do not need any programmer, and ensure that those who are having access to the document are working with the same version. 4. Move One Email Group Communication to the Collaboration Platform It is better to keep your information on the cloud. Whether it is a contact list, new benefits announcements or important project documents, you should post these important things in the social stream. Everyone will be benefited after getting this information in an assembled form. 5. Make Collaboration more Social When organizations bring their collaboration platforms together with the enterprises that are having social technologies, a tool like “Tibbr” can be used to move your organizational team away from the e-mail inbox. 6. Integrating your platform with MS-Office MS Office users can save and check out documents from the platform. This is one of the best features in some collaboration platforms. MS-Office helps to save the documents directly from an application to the SharePoint site, using the File menu’s Share Option. Mentoring the team members on these applications will help achieve more productivity and security for the team’s docs. 7. Change collaboration platforms If your current platform is not meeting your potentiality or budget targets, you definitely should go for the changing collaboration platforms. Apps like Office 365, Huddle, Glip, Wrike, and Teambox allow free access for some period. So go ahead and try to figure out which one is suitable for you. With all these techniques, customized according to your business requirements, you can improve your team productivity and obtain more Return on Investment (ROI).
Rated 4.0/5 based on 20 customer reviews
12429
How to Collaborate Better in a Project Team

For every successful Organization, conversation be... Read More

Useful links