International Project Management Day: The Recipe for Project Leadership

November 6th is recognized as International Project Management Day. It is always celebrated on the first Thursday of November. Today we will recognize how project management is really shifting and evolving into project leadership.

What the Pros Think. We all know a project manager. Maybe we are one ourselves. With this in mind, how would you describe a project manager? My faithful audience knows I like to play word association in my blogs, so I'm going to start: Project managers are organized, excellent communicators, multi-taskers, proactive, and strive to make a difference. "Business to Community" recognizes some of the top project managers and their thoughts on the top project management skills needed to succeed.

What Makes a Project Manager Successful? The beauty of project management is that even though there's a definite science behind it, it's also an art. A large element of project management has to do with creativity. Creative problem solving, creative organization tactics and strategies, and creative project leadership all go into the "art" of project management.

So what does creativity have to do with project management success? Each project manager has his or her own unique, individual style for managing projects, working with customers, and working with team members. Sure, there are certain crucial steps in project management that are essential to success, such as risk management and response, gathering and identifying stakeholder requirements, communication and leadership styles, and estimating and budgeting, but there's also that gray area where each project manager has the opportunity to shade that gray area with their own color. While "following the rules" (such as the FMEA principles, ISO, and other set industry standards) is important, the other secret to project management success has to do with that little part of you that makes you, well, YOU.

Project Management is Really Project Leadership...So getting to the whole point of this blog, and the whole idea behind today, project management is really evolving into project leadership. I've always believed that there is a fine line between a manager and a leader. A manager does just that: manage. But we all know that a good leader displays an excellent balance between managing the business side and people side. A leader not only works with team members and stands by them, but also encourages.

We've talked before about how important communication is when leading a team (or any relationship for that matter). A successful project management leader encourages open communication among a team. A leader is open to conflicts and debate and sees them as an opportunity for change and improvement, and also recognizes the fine line between open, informal and formal communication, and knows when each is appropriate.

But there are challenges with project management leadership, isn't there? In fact, many would agree that the most difficult area of project management is working with different team members and personality styles. It's difficult to tailor your management and leadership style to the different working behaviors and learning styles on each team, especially if you have over ten people on your team.

What Do You Do When Your Team is Impossible to Work With? If you've been a project manager, team leader, or supervisor for some time, then you probably know too well what it's like to have a team that doesn't seem to agree on anything, or that are just particularly difficult to work with. But before you jump out the window, here are three ways to work with difficult teams:

- Recognize the four stages of project development

- Practice and encourage effective and active listening and questioning
- Use the "shit sandwich" technique when delivering negative feedback

I know what you are thinking, "What the hell is a 'shit sandwich'?" Don't worry, we'll get there. First let's start with recognizing the four stages of project development. Whenever a team is assigned together for the first time, there is always that awkward phase of getting to know one another...which can really create a lot of tension and not at all productive. But, recognizing the four phases of project development can help project managers and leaders understand what is really going on with a team.

These phases are the following:

Phase 1: Forming - The team is becoming acclimated, overcoming initial awkwardness
Phase 2: Storming - The team is learning how to work together
Phase 3: Norming - The awkwardness of the first two phases are over, the team is now solving problems together, and productivity starts to spike
Phase 4: Performing - The team has achieved a high success level together by either reaching a goal or finishing a project, the ultimate level of productivity and team performance

Through recognizing the phases of product, and ultimately, team development, a project manager or leader can oversee the phases, participate in various steps, but overall, he or she should be practicing effective and active listening while encouraging questions. Recognizing each team member for the unique individual he or she is really begins with listening. A team leader can certainly voice his or her opinions, but not without fully, actively listening to a team member first. And before consider your response before you respond. How will this team member react to what you would like to say? Remember, it's not always what you say, it's how you say it.

And, now, the "shit sandwich". I came across this term earlier this week when conducting research for a client and I thought it conveyed my point here perfectly. The "shit sandwich" is a method for delivering negative feedback. As Hubspot explains, "CEO, Ben Horowitz discusses the old feedback trick that is the shit sandwich. 'The basic idea is that people open up to feedback far more if you start by complimenting them (slice of bread #1), then you give them the difficult message (the shit), then wrap up by reminding them how much you value their strengths (slice of bread #2).'" 

However, the "shit sandwich" has its pros and cons...and not for the derogatory term. The positive reaction is that it is a highly effective communication tactic. The negative reaction is it could be interpreted as "sugar coating". All in all, the bottom line here is pay attention to your team members' personalities and tailor your communication accordingly.

Unfortunately, there are times when leaders really need to step it up a notch and lead a team through a crisis. The ultimate crisis is the downturn of a company or organization where morale is at an all-time low, and tension and fear are at an all-time high...and productivity levels are at 0. Again, the only way to really lead a team to the light at the end of the tunnel is communication.

There's Always Room for Improvement. Even if you are a senior project manager, or have been in project management for over a decade, there's always room for improvement. Project managers are constantly evolving and improving as leaders. But, the hard truth is that projects fail sometimes. It's just the nature of the job. While project managers and leaders are responsible for SO many facets of a project, there's still a great deal out of our control (even though we might hate to admit it). But accountability and responsibility are huge aspects of project management that go a long way.

Take some time today to think about your personal and professional goals, your strengths and weaknesses, your leadership and communication styles...even if you aren't a project manager. Think about how you can make a difference in all that you do, because that in itself, can make all the difference.

Image credit: © CurvaBezier

Written content: © 2014, 2013, 2012, 2011, 2010 J. H. Language Solutions 

Finding Motivation to Make the Most Out of Every Day

The misconceptions that are associated with being an entrepreneur shock me sometimes. Whenever someone asks me the question "so what do you do?" And when I answer with "I run and operate my own business," the most common response I hear is, "Wow...you must be really busy", which I've learned really translates into: "Wow...you must have no life."

Yes, I can say from firsthand experience that being an entrepreneur comes with a certain territory, a certain level of expectations, and definitely a certain personality to be successful...and unfortunately, one of those expectations is making personal sacrifices. My personal secret? I have excellent time management ability...and I'm highly motivated. I do believe that one of the crucial personality characteristics to be a successful entrepreneur is motivation. If you aren't motivated or disciplined, then you will find it difficult to reach your goals.

It is true that some believe entrepreneurial skills can be taught, that they can be learned through experience and education. And a big part of this is true. But some also believe what it takes to be a successful entrepreneur lies within inborn personality characteristics, and in both strengths and weaknesses. What do you think?

 Furthermore, each personality trait (positive and negative) plays a part in our behavior. It affects how we work, what motivates us, and how we succeed as entrepreneurs. For example, some are motivated by rewards or incentives, some are motivated by advanced opportunities, and others are motivated by social acceptance and personal feelings.

All in all, regardless of who you are, what you do, or how you learn and work, there is one thing in common: Being an entrepreneur means making the most out of every day. But we get it. Everyone has those “slump” days (or even weeks...) when it's tough to get anything done. You don't feel like making that phone call, or running that errand or going to that appointment, sitting in that meeting, or spending another waking minute staring blankly at your laptop or tablet screen. Everyone has days like this. But, at the end of that day, we still have to conduct business...or we don't eat. So how can you ensure that you get the most out of every day?

 Start the day off right. It’s true that starting the day off right can make all the difference. It sets the tone for the day. But how you choose to start your day can vary from person to person, because ultimately we are talking about different personalities here. This could mean getting up early, taking the dog for a walk, or having a good breakfast for one, and exercising, checking email, and mentally preparing for the day for another. Whatever gets you going in the morning, focus on that and make it your goal to start off every day that way.

If you struggle to get up early each morning, then find out what motivates you to get out of bed. Maybe you have a pet that makes sure you are out of bed at a certain hour. Maybe it’s setting the alarm on your phone to your favorite song, or the post-it notes you leave on your nightstand the night before. Maybe it’s the sound or smell of freshly brewing coffee. Whatever motivates you to get out of bed, make it happen.

 Get organized, and get going. A little organization can go a long way. If this is what gets you going, then spend each morning over coffee or breakfast getting organized and planning your day. Some entrepreneurs claim they can’t focus until they feel organized, whether that is mentally or physically. Maybe this means organizing your work space, or cleaning up your cluttered email inbox. Even just spending a few minutes getting organized each morning will give you that little boost of accomplishment to set the tone for the rest of the day.

Some successful entrepreneurs claim they spend the first two hours of every day "IN" their business. This doesn't mean answering email, listening to or responding to messages, or anything administrative, this means actually thinking, brainstorming, and working on your VISION.

 Live for the Night... If you are more of an evening entrepreneur than a morning entrepreneur, why not spend the evening before planning for the next day? This may mean leaving a to-do list before you leave the office, organize your work space for the next morning, or focusing on something that motivates you before you go to bed. Studies have actually shown that the information or activities you complete the evening before can actually stay in your mind, even convert to knowledge, and the output is creative ideas the next morning.

Of course, we can’t control it all…but as entrepreneurs, we would like to. However, there are always going to be obstacles, challenges, and just things that go wrong. We can’t always avoid them, but we can choose to make the best out of them and learn from them. Each and every entrepreneur has his or her own personality, working and learning style and ways they go about doing business. The key here is to find out what makes your entrepreneurial mind “tick”, and how to go about boosting that to make the most out of every day.

Image credit: © Pixelbliss - Fotolia.com

Written content: © 2014, 2013, 2012, 2011, 2012 J. H. Language Solutions 

6 Ways to Kill it at Your Next Meeting

How do you react when you receive a meeting invite? One of the first questions that comes to mind is most likely, "Why do I need to go to this?" You're not alone.

There is good news, however: Meetings don't have to be this way. So how can entrepreneurs run better meetings to not only ensure that team members are engaged, but that they are actually getting something out of the meeting and find them valuable? ...Which can be the most frustrating part.  

1. It's not always the WHAT, it's the HOW. Regardless of what you are trying to accomplish or get across in a meeting, it's the how that’s important. Each topic you wish to go over should be tailored to each learning style attending and participating in the meeting. For example, it's a good idea to present visual aids, be them hard copies or electronic documents, and share them with the group. This approach will engage your visual learners.

Furthermore, having an open-ended conversation, Q&A session, or other lecture will appeal to your auditory learners. Remember, these are the folks that are likely going to ask a lot of questions or leave them until the very last second of the meeting. Annoying? Maybe a little...but keep in mind they aren't trying to be.

Finally, your tactile learners are going to be the fidgety bunch that won't be able to sit still. Asking them to participate in a hands-on activity will cure the "fidgety-ness". If there isn't enough time allotted for an activity, then having pens or pads of paper available on a conference room table will be enough to keep them busy. 

2. Interpersonalize. Yeah, I just made up that word right there. Interpersonal communication skills are one of the most important entrepreneurial or project management skills. Paying attention to words, emotions, and body language can have a huge impact on how you direct your message to your team, as well as each individual member. Not only is important to pay attention to your team member's communication style and behavior when he or she asks you a question, but it's also important to keep in mind how YOU react to them, with your own communication style and behavior. This can also help you when resolving conflict or having a difficult conversation with a team member. Again, same as above applies here: "It's not always about WHAT you say, it's HOW you say it."

3. Set an agenda...and stick to it. One of the most annoying things we encounter in a meeting is when conversations veer off course and even open up into other topics. Then, suddenly we are out of time, and not only did we not address what we called the meeting for, but team members leave or get off the phone thinking: "Well THAT was pointless", or worse, with the same unanswered questions as before. Avoid this viral spiral by allotting a time limit for each topic you would like to cover. If more time is needed on a certain topic, then schedule a follow up session for later on or leave room for some flexibility in your schedule or agenda for an open-ended or informal discussion. 

4. Lights, Camera...Action! So how do you know if anyone really got anything out of a meeting? Assign tasks for each member before closing. And, no, this isn't micromanaging...as long as you keep that in check. The key here is motivation, not micromanagement.

Be sure to also assign yourself your own action items. This will make team members feel like you are on the same playing field with them and that you are a true leader. Each team member should be fully aware and have a clear understanding of their tasks and responsibilities before the next meeting. 

5. What have I worked on since the last meeting? Prior to meeting again, whether that is in a few days or a week depending on the project or availability, each team member should discuss with the team what they worked on since the last meeting or what they accomplished. This will help keep goals and tasks focused and centered, and will also avoid veering off topic and running out of time...indubitably everyone's favorite thing. It will also keep the air positive throughout the meeting.

6. Informal Communication is REALLY Okay... Many entrepreneurs or project managers are worried about keeping their communication style professional. While this is a great course of measure, sometimes keeping things formal ALL the time can do more harm than good. Allowing informal communication among your team is okay too. This will allow you to be approachable, trustworthy, and dependable to your team. You want team members to be open with you, talk to you about concerns, and feel comfortable opening up to you. Team members stick around, feel productive and happy, and sometimes even enjoy work if they have a manager they are comfortable with and can trust.

So that wasn't so bad, was it? The moral of the story here is that with a little planning, organization, time management, communication, and a little extra emphasis on appealing to the various learning styles, a meeting doesn't have to be a horrible experience.


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Written content: © 2014, 2013, 2012, 2011, 2012 J. H. Language Solutions  

The 3 Learning Styles and What They Should Mean to You

Have you ever sat in a meeting, lecture, or class, and think to yourself, "I have NO idea what anyone is talking about, or what I'm reading about"? We've probably all been there at least once in your life. The worst part about that is how stupid we feel in that situation. You can't help but think "everyone is getting this but me." It's a horrible feeling, no doubt about it. But what if it's not all you?

The truth is everyone has a learning style. Recognizing that learning style is also critical to your professional success as well as how you function as an individual. There is no "right" or "wrong" learning style, nor does one mean you are smarter over the other. It's just how you learn. The different types of learners include visual, auditory, and tactical. What kind of learner are you?

Visual Learners. Visual learners rely on visual aids, such as charts, graphs, concept maps, or even prefer reading material at their own pace in order to learn and intake information. So the team members in a meeting, training presentation, or class that may seem like they aren’t paying attention, probably really are, but will most likely read up on meeting notes, review the presentation slides or hand outs, or study on their own time and at their own pace.

Auditory Learners. Auditory learners prefer listening and participating in lectures, class discussions, meetings, and other group projects by asking questions as opposed to reading material. Some leaders or lecturers may find that the “talkers” in the group are often the people that wait until a minute before the close of a meeting to ask 100 questions. Be patient…those are just the auditory learners that are speaking up and feeding their own learning style and habits.

Tactical Learners. Tactical learners, also known as kinesthetic learners, are doers. They are the fidgety, hands-on, “I need to just DO this” kind of people. These are the individuals that might doodle or fidget in meetings or class that others might find annoying or distracting. They are in fact listening and taking in the information, but they prefer to do it and get their hands on it rather than listen to it.

By recognizingand understanding each learning style, we just learned a whole lot more about ourselves, and maybe even our class mates or coworkers, didn't we? Now that we understand each learning style a little bit better, how does this knowledge make us better students, employees, leaders, entrepreneurs, or even parents? It allows us to tailor how we teach, speak to, or support another, be it a class mate, a friend, a child, a coworker, or a team member.

For example, you are a manager and one of your team members is Joe. Joe is a visual learner. He visits your office or calls you up and asks a question that may require some training or in-depth explanation, how do you show Joe what to do? If Joe is standing in your office or is on the phone, you can verbally explain to him what to do, and then you might follow up with an email with those same instructions after your conversation. You can also email him charts or slides from a training presentation for his review. This way, Joe, who may not have taken in every single word you said when you spoke to him, but that doesn't necessarily mean he didn’t listen, but now he has an email from you to read on his own once he tackles his task.

Those of you who are managers or entrepreneurs who might be reading this might think this is borderline micromanagement. It isn’t. It’s not about doing team members’ jobs for them, or breathing down their necks to get it done, it’s rather about recognizing individual learning styles. Just like any manager would recognize a team member’s strengths and weaknesses, this is taking it one step further and reaching a team member in the way that they learn best.

So let's go back to the meeting or class and the moment you realize you feel stupid. What was it about that environment or how the content was presented that you feel like really didn't do it for you? Maybe it was too boring to sit and listen to someone blab? Or maybe the presentation itself was too hard to see from where you were sitting. Or maybe the subject material itself just doesn't hold your interest. Regardless of the reason, just because you don't understand something or having a hard time following doesn't necessarily mean it's a reflection on your intelligence or intellectual level. It's just your learning style.

Image credit: © iQoncept - Fotolia.com

Written content: © 2014, 2013, 2012, 2011, 2012 J. H. Language Solutions 

4 Secrets to Why Female Entrepreneurs Are Happier

The overall increase in startups this country has seen over the last several years to a decade shouldn’t come as anything but a shock. What’s more of a shock is how many of these startups have a woman behind them. In fact, there were 8.1 million female owned or operated businesses in the U.S. in 2011 alone. Additionally, most are still surprised to discover that the amount of startups has taken off and increased significantly over the last five years, to make up one of the highest entrepreneurial peaks in history. 

And why is this? How and why are so many females, of various ages, experience levels, and education, jumping into the entrepreneurial world with both feet…and spike heels? The reasons are plentiful…and make sense.

Women Are Crazy. If you were to interview or ask any entrepreneurial female why she came up with the crazy idea of owning her own business, what do you think she would say? The most common reasons are to be expected: it is a great opportunity for stay-at-home moms, it offers flexibility and a chance for women to be successful in an entrepreneurial and even executive role, it allows for a woman to be in business for what she is passionate about…and for something she truly loves. 

The truth is, women are more apt to take on a second job than men. Women also stand to make more money as an entrepreneur than they would working for Corporate America, or in a position where they compete with men. And all in all, women are tired of being victims to the pay gap…which is still a problem in today’s working world. 

So how’s that for crazy?

Passion, Patience, and Positions: Keys to Making a Difference. All in all, a female entrepreneur could give you all the reasons we just listed above for choosing to start her own business. However, one of the most common reasons and responses is that women are in business to make a difference. Female entrepreneurs by nature are compassionate and nurturers. Therefore, it is no surprise that they put their all into their business, or their “babies”. This in turn will no doubt contribute to the superb excellence and outstanding performance behind a woman’s attitude and desire to succeed. The key here is passion. This is often what makes those successful women who are CEOs, business owners, or hold executive level positions better and more successful in their positions than men.

Beauty and Brains. There is a stereotype floating around in society that women naturally do not have a head for business. Well, guys, nothing could be further from the truth. In fact, we are rising to power. The female entrepreneurial world is creating a synergy, and generating a lot of buzz today. In support of this effort, there are many training programs, grants, and organizations that support female entrepreneurs, both organizationally and financially. Many technology training programs offer female entrepreneurs e-business tools, brand promotion techniques, marketing research, and general best business practices. 

Women Are Just Happier… In addition to being in business because it is a great opportunity, it gives women self-confidence and gain and use their skills, being able to stay home with the kids, make more money, and to make a difference and really be passionate about something, women are just generally happier as entrepreneurs. Recent studies have shown that women get more life and work satisfaction out of being and entrepreneur. We enjoy the flexibility, and we know that it takes patience, nurturing, dedication, and passion to drive it all home and make it work. Female entrepreneurs know what it takes to run a successful business and to excel as an entrepreneur.

Female-owned businesses range from event planning and consulting services to bakeries and flower shops, scientific forensics and technical services, and even legal consulting services. In the span of a decade, the number of businesses in the United States increased by 34%. And of that 34%, 50% were female-owned and operated. Don’t underestimate the power of women in business.

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Written content: © 2014, 2013, 2012, 2011, 2010 J.H. Language Solutions

 

3 Facts about Women in Business and Business Growth

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It’s no secret that the number of successful and professional women grabbing hold and empowering the entrepreneurial world has grown exponentially not only in the last decade, but even more so in the last several years. More and more women are working in executive roles such as CEOs, VPs, other various high level or managerial positions, and even becoming business owners.

Regardless of the position or level, women all over the world are developing new networking skills and strategies and even experimenting with their entrepreneurial skills and abilities. Interestingly enough, women were stereotyped in working secretarial, educational, or nursing roles not thirty years ago. While these positions are still predominantly held by women, they are also branching out into other roles and industries that are commonly stereotyped as “male roles”, such as doctors and physicians, scientists, lawyers, and even military service members and law enforcers.

In fact, here are some renown facts related to women in business that prove that exceptional females are working out of the homes, out of the secretarial pools, and up the corporate ladders:

Trust the facts, Jack:

• In the last decade (approximately between 1997 and 2006), women-owned and operated businesses grew more than any other business in the U.S. As of 2011, it was estimated that at least ten million businesses had ownership of 50% or more women.
  
• In 2012, approximately 6,000 companies in the world have at least one female director working at an executive level.
  
• As of 2008, women hold approximately 46.3% of the labor force in the U.S. Approximately 15% of Fortune 500 companies in the U.S. have female corporate officers.
  

While some of this data was from several years to almost a decade ago, it is almost certain that these numbers have increased at the rate that small businesses and start ups are growing in the U.S.

So this now begs the question: Why the gradual and astonishing increase in the number of female business owners, directors, and CEOs? This could be due to economic changes and pressure for women to survive in the work force, the desire for women to be successful as men, or even in an attempt to help close the pay gap between men and women.

Regardless of the reason why more and more women are pouring into business, the statistics are still surprising. On the flip side, however, it's also true that women still have a long way to go to catch up with men in the work force. But look on the bright side, ladies, there are even organizations and foundations established to help women in business succeed. In fact, there are also grants available to those women who are looking to start up small businesses. It's out there and it's possible. You've just got to know where to look.

So hats off to the ladies who have been busy networking, consulting, solution-ing, and just rocking it in the world of the business in the last few months, the last year, and in the last decade. 

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