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 

International Translation Day: How Important is Language Anyway?

In observance of International Translation Day let's talk about translation, the art of localization, and the importance of language in today's digital world. With technology, social media, and communicating through text, email, and through a number of other twenty-first century mediums, how important is language these days anyway?

It's no secret that technology and even social media run our society. We can't go anywhere without some tablet or device to refer to or communicate through at any point during the day. Since we now rely on this type of technology to communicate, our language and how we communicate to others has changed, hasn't it? Many of us often overlook when someone emails or texts us without proper punctuation, capitalization, or even shorthand abbreviations and acronyms. However, some still believe that language is still important. Do you still judge those who don't use proper grammar and punctuation? Has our digital society and age run language obsolete?

Translation and Localization. How do you think technology and our "social speak" has changed the world of translation and localization? Translators and localization teams have been faced with the challenge of translating and localizing shorthand language, acronyms, which, of course, vary between languages, cultures, and communities, and even digital terminology and phrases.

For example, let's look at the most basic, widespread acronym used throughout the digital and social worlds: LOL, which means "Laugh Out Loud". Obviously this is what the term is in English...but is "LOL" used in the same form in Spanish, French or German? No. So when translating or localizing a transcript, text string, email correspondence, or even G-chat or Skype conversation, the chances of coming across shorthand language and acronyms is pretty good...even in the world of business. Therefore, translators and localization teams have really struggled with properly translating these terms and phrases to accurately depict what is going on in the conversation.

Body Language: What Does it Mean? When we think of language, the first thing that comes to mind is our own language we speak. We think of a certain dialect or dialogue, vocabulary, and the language we were raised to speak. But what about body language? Body language is just as important as the language we speak. In fact, we might even rely on body language to help us "translate" what a person is thinking or feeling, which is a visual representation of "language" and can even help us when words simply won't do.

In the world of business, most sales and customer service representatives would agree that body language is incredibly crucial when working with customers or closing deals. In fact, body language can even play a crucial role in landing a new job in an interview, getting that promotion, or even help leaders carry themselves in a manner that allows team members to feel like they can approach them.

However, if we aren't careful, our body language can kill our image, as well as set up a poor first impression when working with others. Our body language and even our tone and what we say can all be easily misinterpreted if we aren't careful. It's important to establish a reputation, a rapport, or a comfort level in the language used with customers. Of course, this can vary between industry and business, but setting a consistent style and tone with customers can really help avoid misusing or misinterpreting body language. This is especially important to keep in mind for professionals traveling to other countries or working with various cultures. A phrase or tone in one culture may be seen as offensive or negative in another.

I've personally always found in working with a diverse client and customer base in both my professional, and even personal, environments to avoid using the word "you", either in the phone, text or email. "You" can be accusatory which can send an incorrect message, especially when communicating via email. For example, instead of typing an email that reads, "You need to take the time to review this so we can move this project along", how about rephrasing to, "It is of the utmost importance that this document be reviewed as soon as possible in order to avoid schedule delays. I'd be more than happy to help, if needed." Which sounds better to you?

Did you know that 72% of people prefer texting to calling today? Why is that? Some reasons may be because texting gives us the convenience to respond when we are able to. Another common reason is that it gives us a chance to think and craft an answer before responding. It's important to remember when conducting any message is that how it sounds to us may not always mean it will be received in the same way. The beauty of communicating via email, chat or text is that it gives us an opportunity to think before we hit "send".

Content Marketing and Grammar. Going back to an earlier question at the beginning of this blog, do you still judge those who don't use proper punctuation and grammar in an email, text, presentation, or social media post? Interestingly, the world of content marketing is beginning to believe it's okay to "break the rules" now and again when publishing or posting marketing or web copy. On the other hand, there are still those firm believers and those who stand behind the use of proper language and who still might judge those professionals or organizations whose copy or written communication is riddled with errors. This often gives the appearance of lack of education or unprofessionalism.

However, some content marketers believe that how we speak is different than how we write. While this is certainly true, it's almost that technology and the mediums in which we write or communicate to one another gives us a free pass to using shorthand, acronyms, or avoiding the use of capital letters and punctuation, because who has time? What do you think?

All in all, regardless of which type of language you "translate", whether it is French, German, Italian, Spanish, digital phraseology and terminology, or body language, it all counts, and today is for you.





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Written content: © 2014, 2013, 2012, 2011, 2010 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  

4 Things Music and Language Have in Common that Will Blow Your Mind

When you think of a foreign language, what comes to mind? French, Spanish, German, Italian, or even sign language. But what about music? Inexperienced or amateur musicians and non-musicians may think that music is merely picking up a guitar and plucking a few strings, or making some noise on a drum with a couple of sticks, or even hitting a few keys on a piano. But well-versed musicians understand it's not that easy. Reading, playing, and even speaking music is a language all on its own.

Don't believe me? Studies have shown that the way the brain functions and interprets music—by the way it hears, interprets, and responds—is similar to that of learning a language. And probably one of the only areas in humanity where art and science actually agree with each other...

So what are the elements that are needed to learn a foreign language? I've outlined a few right here, and how each corresponds to music.

Reading. When learning any language, whether that's your native language at age four or five, or whether you are forty-five and finally picking up that second language you've always wanted to learn, language fundamentals begin with reading and writing.

To musicians, reading musical notation and nomenclature is the most fundamental of fundamentals when first picking up an instrument or learning to read music. This is similar to learning vocabulary words in another language, which could be words as simple as "food", "blue", "cat", or "car". In music this could "translate" to A, E, B flat, or C.

Listening. Listening is a key aspect in learning any new language, obviously, because being able to respond in a new language requires being able to understand and interpret what another is saying. Then, acquiring fluency to be able to respond with ease.

Listening and music go hand-in-hand. No surprise here. But when it comes to music, listening is different from hearing. Hearing plays an important role as fundamental ear training is a key aspect in any ensemble or in formal musical education. However, listening involves a deeper understanding and maybe even churns a level of emotion that the brain then is deciding on a response based on the feeling or emotion that is taking place. This is what is meant when people listening to performing musicians claim that they can hear the emotion in his or her song or in his or her voice.

Fluency. If you have ever tried to learn a foreign language, then you may already know that once you are able to subconsciously dream in another language, you are becoming fluent. The same is true for music. Once fluency begins to take over, a musician is able to "fluently" read and understand notes in both treble and bass clefs with ease. At this stage, not only is the brain reading and understanding musical notes, a physical movement is also happening simultaneously...whether it is strumming strings at a certain rhythm with one hand while moving along frets on the neck of a guitar with the other, using both arms to hit drums, or using one or both hands to hit keys. There is intense eye-hand coordination taking place.
As the brain processes what each note means, the output here—instead of words and phrase—is a series of melodic progressions or harmonies.

Speaking. Eventually the language learner moves from "fluency", which describes how easily vocabulary, dialect, and understanding come to a language learner, and actually speaking and communicating what he or she thinks or feels.

Improvisation, or commonly referred to as "improv", is a way for musicians to communicate to one another via a certain sound or particular key. The listener or other musician may respond to what he or she hears with his or her own sound in that same key, but what and how he or she hears, and how that sound is interpreted to the individual is entirely unique and particular to that musician. While this "conversation" is happening between a group of musicians or ensemble, the audience is listening to the music and forming their own interpretations, blithely unaware a conversation is taking place, or that a "language" is being "communicated".

So before you think that music isn't a "real" language, think again. As mentioned above, the brain processes the same information as well as takes the same developmental steps to reaching fluency when learning to read, write, and "speak" music just as it would with any other language. Kind of gives you a whole new appreciation for music, doesn't it?

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

Happy International Mother Language Day!

Today, Friday, February 21st is International Mother Language Day! Whether you are bilingual, trilingual, or quadrilingual (I may have made that one up?) today you celebrate the one language you were brought up with speaking and raised with. It can also be the day that you recognize the Earth's mother languages, languages that are unfortunately endangered. Regardless of how you choose to celebrate or recognize International Mother Language Day, or what language you choose to celebrate, commit to a day of multiculturalism and diversity.

Now let's talk a little bit about language itself. But what is language exactly? A true "language" can mean many different things. For instance, what is the difference between a language and a dialect? Is there a difference? Some linguists say yes, others say no. According to a linguistics professor at U.C. Berkeley, "A language is a dialect with an army and a navy." A language is a form of communication shared between two or more individuals. There is a mutual understanding between them. This is the simplest way to define a language. But what about dialects? Each language that is commonly understood may have different dialects, but can still be understood between individuals. For example, English and Chinese are two different languages, however, Mandarin is a Chinese dialect. What do you think?

Furthermore, not only is a language a form of communication between two or more individuals, it also represents an individual, and is tied into his or her identity, heritage, and culture. It is of course a very important aspect to any individual, but is it the most important aspect? Is is the only element and characteristic that determines our ethnicity? Our culture? Or is it merely one key aspect that makes up and identifies an individual?

But language doesn't just stop at defining our culture and the way we communicate, does it? What about body language? That is a unique language of its own, isn't it? And body language can also differ between cultures and ethnic backgrounds. And what about the way we hear and interpret language? This is another difference that sets a part cultures from one another, and can even create controversy, particularly between individuals from two different ethnicities, or for individuals whose mother language is one language but may have grown up in a completely different region or country altogether. How does that individual identify with a particular form of language?

So what if you spend International Mother Language day devoting to learning a new language? You could do that. In fact, some tips to learn and master a new language could include making the commitment to learning how to say one new phrase each day. This could be a fun exercise that will eventually lead to gaining a basic to intermediate understanding of another language. Over time, vocabulary, pronunciation, and sentence structure will improve.

Install a handy dandy language app on your phone or mobile device. You can refer to it whenever you want to look up a word or phrase to add it to your daily vocabulary. Even if you spend five to ten minutes each day using your app, you will be surprised how much you learn over time. Another fun exercise to take on to attempt to learn a new language could be to listen or watch a TV channel, Pandora channel, or YouTube channel in another language. You may not understand each and every word, especially right off the bat, but over time you will also gain an understanding for your desired language.

Remember, if you spent a little time each day "doing your homework", whether that's studying your app, watching TV in another language, or even practice writing and speaking to a friend, you will absolutely gain an understanding and fluency over time. A good rule of thumb is if you start dreaming in another language, you have reached the fluent level.

 All in all, take some time today to think about multiculturalism and diversity, your own culture and mother language, or a language that you desire to learn. Tune into the Spanish channel, read an article in another language (or see what you can pick up from it, if you are still a beginner...) and don't forget to Tweet in your mother language!

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

Fun Outdoor Team Building Activities and Exercises

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Regardless of whether you are working with organizations in a professional environment, colleagues, or even a team of kids, everyone can benefit from team building activities. Some of the best and most fun team building activities and exercises are done outside. This gives colleagues and teams, particularly those who work or go to school indoors most of the time, a chance to get out and experience the fresh air, have some fun, and learn something new and valuable.

So what are some of these activities that you can do for your team? Some activities include simple games that involve all team members while others may be more brainteasers. All in all, it’s up to the project manager or team supervisor or manager to determine which games would be best suited for teams. You can even include team involvement to see which would be the most popular or which would be the most fun for teams.

Ultimately, teambuilding activities and exercises should reach at least several of the following common goals and outcomes, according to Out of the Square Experience:

·      Teamwork and team spirit

·      Communication

·      Leadership

·      Problem solving skills

·      Planning and goal setting

·      Cooperation

·      Team introductions

·      Establish team relationships

Why outdoors?

First off, who doesn’t like to be outside? Especially when the weather is beautiful. Human beings thrive off sunlight, which gives us Vitamin D, which is a crucial vitamin to our health. So aside from the health benefits of being outside, teambuilding activities are best held outside because they also place everyone on a solid, common ground. Outside or unpredictable events or unfamiliar territories can also resemble or relate to different business environments or structures, particularly those situations that may have decreased morale in a business or organizational setting, or that may have made team members and coworkers uncomfortable. This is why being outside also helps those involved and participating to let loose and feel more comfortable.

While most of these sound like a lot of fun, especially the “playing outside” part, the fact is, most people, regardless of age or gender, dislike teambuilding activities initially. They are one of those “ice breaking” moments that most people dread and roll their eyes at. However, prior to breaking out the activities, perhaps spend some time with teams and explain why and how teambuilding can be so effective. It’s not solely about meeting others or even playing games, it also can be a learning experience. If you were to interview or survey teams prior to engaging in a particular teambuilding activity, most would claim they are uncomfortable or dread them. However, if you were to survey the same team afterwards, nine times out of ten team members would admit to at least one thing they learned during the exercises.

All in all, when people relax and loosen up and are having fun and are engaging in activities and exercises, they are learning, developing, and utilizing new skills that can be used in the work place, in their teams, and even when working on projects or in their day to day tasks. Most of all, teambuilding teaches attitude and helps break negative attitude trends and promotes healthy communication. 

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