Presents tit bits on managing project teams effectively. Answers the questions on assigning and evaluating team roles. Identifying team resources and aligning them with the strengths on a project

1. MANAGING PROJECT TEAMS
Presented by:
Juliana Ama Kplorfia, PMP
Deputy Director,
Finance and Administration
Office of the President
Jubilee House, Accra Ghana

2. PRESENTATION OUTLINE
1. Introduction to Project Teams
2. Methods of managing
3. Managing conflict in Project Teams
4. Leadership Style Form Team Management

3. 1. Introduction to Project Teams
• Team vrs Group
• Leading vrs Managing
• Types of Teams
• Features of Great Teams

4. • A group is usually composed of 2-4 members that work interdependently
with each other to a significant degree. They are committed to work together
and willing to be handled by a leader.
• A team is considered to work interdependently and is committed to achieve
one common goal. They are usually composed of 7-12 members and are
helping each other to develop new skills to which it can help improve their
performance.
Group vrs Team

5. “A small number of people” with complementary
skill who are committed to a common purpose,
performance goals, and approach for which they
hold themselves accountable” - Katzerback and
Smith 1994
What is a Team

6. Project Team
A project team is a team whose members usually belong to
different groups, functions and are assigned to activities for the
same project.
A team can be divided into sub-teams according to need. Usually
project teams are only used for a defined period of time.

7. Difference Between Leading And
Managing
Leading involves influencing people to believe in a
cause, while managing involves getting people to
do work for a cause.
For a successful Team Management, both skills
are required.

8. Leading people vs Managing work.
Management consists of controlling a group or a set of
entities to accomplish a goal. Leadership refers to an
individual’s ability to influence, motivate, and enable others to
contribute toward organizational success. Influence and
inspiration separate leaders from managers, not power and
control.

10. Features of Great Teams
o Cohesive leadership
o Effective Communication
o Shared Vision/Objectives
o Defined Team Roles and Responsibilities

11. • Everyone participates actively and positively in meetings and projects.
• Team goals are understood by everyone.
• Innovation is encouraged by all
• Members are carefully listened to and receive thoughtful feedback.
• Everyone takes initiative to get things done.
• Each teammate trusts the judgement of the others.
• The team is willing to take risks.
• Reliable communication channels exist between team members.
• Team decisions are made using organized, logical methods.
• Full team acceptance is expected as decisions are made.
• Dissenting opinions are given a fair hearing
• Team goals are given realistic time frames.
• Everyone is focused on the ultimate goal of the project, while also digging into the
underlying details.
Characteristics Of A Good Team

12. o Command and Control
o Engage and Command
2. Methods Of Managing Teams

14. TEAM BUILDING STAGES
Forming
Storming
Naming
Performing
Adjourning
video on culture https://youtu.be/UxDpDVm9t1c

16. Team Building Activity
• Back to back drawing (Exercise)
• Two members of a team sit back to back. One member is given a
picture while the other is given a blank piece of paper. The
member with the picture has to describe to the other member
what the picture includes and the other member has to sketch
what is described. At the end of the game, both members
compare the picture and the drawing to see how similar they are.
This game aims to improve verbal communication between team
members.

17. • How do you like to work?
• Scenario 1
• Take a bunch of random individuals without giving it any thought and
expect them to work productively together.
• Scenario 2
• Select and train your team taking into account their key skills and getting
them to work according to these key skills in order to maximize their
potential and thereby influencing the team's overall productivity.
• The benefit of utilizing and understanding Belbin Team Roles is that not
only do we learn more about ourselves, but also a lot about our work
colleagues and how to get the best out of them.
Team Dynamics - Using Belbin Theory

18. The Nine Belbin Team Roles
1 Plant Creative, imaginative, unorthodox. Solves difficult
problems.
Tends to ignore incidentals and be too
immersed to communicate effectively.
2 Resource
Investigator
Extrovert, enthusiastic, communicative. Explores
opportunities and networks with others.
Can be over optimistic and loses interest after
initial enthusiasm has waned
3 Co-ordinator Belbin's Co-ordinator is a mature, confident and a
natural chairperson. Clarifies goals, promotes
decision-making and delegates effectively
Can be seen as manipulative and controlling.
Can over delegate by off loading personal work.
4 Shaper Challenging, dynamic, thrives under pressure. Jumps
hurdles using determination and courage.
Can be easily provoked and ignorant of the
feelings of others.
5 Monitor
Evaluator
Even tempered, strategic and discerning. Sees all the
options and judges accurately.
Can lack drive and lack inspired leadership
qualities.

19. The Nine Belbin Team Roles
6 Team Worker Co-operative, relationship focused, sensitive and
diplomatic. A good listener who builds relationships
and dislikes confrontation.
Can be indecisive in a crisis.
7 Implementer Disciplined, reliable, conservative and efficient. Acts
on ideas.
Can be inflexible and slow to see new
opportunities.
8 Completer-
Finisher
Conscientious and anxious to get the job done. An eye
for detail, good at searching out the errors. Finishes
and delivers on time
Can be a worrier and reluctant to delegate.
9 Specialist Single minded self starter. Dedicated and provides
specialist knowledge.
Can be stuck in their niche with little interest in
the world outside it and dwell on technicalities.

20. Types of Teams
• Work teams are integral for an organization because they have the
objective of completing specific outcomes.
• Parallel teams are formed externally. Parallel teams look at specific items
that the project might overlook or not perceive accurately.
• Project teams are composed of specific/specialized members that need to
obtain a goal in a set amount of time.
• Management teams have the responsibility of running and maintaining
the organization.
• Virtual Teams are run via electronic means

21. Managing Virtual Teams
• Top 6 Best Practices
1. Develop and use a communications management plan and team operating agreements.
2. Slow down to speed up. Take the time upfront to understand all the environments and
cultures you are working in.2
3. Select appropriate technologies for team interactions.
4. Create a virtual personality and presence by exploring your strengths, weaknesses, and
natural tendencies.
5. Create places where the team looks forward to and can meet for unplanned interactions.
6. Run effective virtual team meetings; use good basic meeting management techniques
and create, foster, and force engagement and interactions frequently.

22. Barriers To Team Building
• Credibility of the project leader.
• Undisclosed project objectives.
• Changing goals and priorities.
• Ineffective Communication

23. •Barriers to team cohesion
o Lack of trust
o Ineffective communication
o Fear of conflict
o Unclear roles and responsibilities
3. Managing conflict in Project Teams

24. RESOLVING TEAM CONFLICTS

25. •Resolving conflict
oEmpower
oBuild Trust
oBuild Team

26. This three-step process can help solve team
conflict efficiently and effectively.
Step 1: Prepare for Resolution
•Acknowledge the conflict.
•Discuss the impact
•Agree to a cooperative process
•Agree to communicate. Active listening is essential here,
because to move on you need to really understand where the
other person is coming from.

27. Step 2: Understand the Situation
•Clarify positions
•List facts, assumptions and beliefs underlying each position
•Analyze in smaller groups where necessary
•Convene back as a team. The process of uncovering facts and
assumptions allows people to step away from their emotional
attachments and see the issue more objectively.

28. Tip:
Consider using formal evaluation and decision-
making processes where appropriate.
Techniques such as Quantitative Pros and
Cons, Force Field Analysis, Paired
Comparison Analysis, and Cost/Benefit
Analysis are among those that could help.

29. STEP 3: REACH AGREEMENT
Tip:
If the team is still not able to reach agreement, you may need to
use a techniques like Win-Win Negotiation or Multi-Voting to
find a solution that everyone is happy to move the team ahead.
When conflict is resolved take time to celebrate and acknowledge
the contributions everyone made toward reaching a solution. This
can build team cohesion and confidence in their problem solving
skills, and can help avert further conflict.

30. 4. Leadership Style For Team Management
• Autocratic (Command and Control)
• Democratic (Engage and Create)
• Transformational
• Laissezer-faire
• Servant leadership

31. •Lack of team definition and structure.
•Confusion about roles and responsibilities.
•Too larger team size (optimum is 7 – 25)
beyond this is over size.

32. •Demonstrate and teach skills.
•Monitor and give feedback on team performance.
•Make decisions and provide directions.
•Directing style of leadership required.

33. HOW TO EMPOWER TEAM MEMBERS
Share Your Vision
Stop Micromanaging
What’s the quickest way to stifle creativity, lower morale and generally make
your team members miserable? Hover over everything they do. “A
micromanager is the person who does not have enough self-confidence to
release tasks or concepts when integrity and competency have been proven
repeatedly,” Dave says.
Enhance Their Skills
Brag on Them

34. Ways to Communicate Effectively
 Use reliable Channels
 Display Confidence and Seriousness
 Use Simple Words
 Use Visuals
 Listen to Your Team Members
 Act Out Your Message
 Use The Appropriate Tone of Voice
 Create a Receptive Atmosphere
 Be Humorous
 Be Articulate
 Encourage Feedback
 Be Appreciative

35. Some Ways to Build Trust:
Be Accurate
Get Involved
Communicate the Vision
Listen
Create a Non-confrontational Atmosphere:
Challenge People
Maintain Focus and Direction
Prepare for Change

36. Tips of Effective Team Management
• Inspire more than drive.
• Resolve conflicts and increase cooperation.
• Set stretch goals.
• Communicate, vision and directions
• Build Trust.

37.  2. This animated video shows two different examples of teamwork, both good and bad. This
is from a Pixar short (one of those before the main movie comes on). Even though this is a
short video, there are numerous ways you can apply this with your team (listed below).
 Issues and topics that you can partner with this video:
 GOOD https://youtu.be/sNZk4ji95hQ
 BAD
https://www.bing.com/videos/search?q=teamwork+video+of+crabs&&view=detail&mid=1AB
A807A97455D3FC5571ABA807A97455D3FC557&&FORM=VDRVRV
 – Team planning
 – Backbiting and gossip
 – Team communication
 – Planning and foresight of potential issues
 – Making snap judgments of new team members
 – Capitalizing on other’s strengths

38. This next clip features those lovable minions from the
Despicable Me franchise. There are plenty of examples out
there that represent poor teamwork. This is one of them.
They show us how NOT to change a light bulb.
Issues and topics that you can partner with this video:
https://www.bing.com/videos/search?q=Minions+Teamwork
&&view=detail&mid=B906B98697984B06F68FB906B9869798
4B06F68F&&FORM=VRDGAR
– Thinking outside of the box
– Brainstorming solutions
– The importance of team encouragement

39.  https://youtu.be/4cBN8xH-5Qw
 https://youtu.be/HjKIHYRi5FA
 https://youtu.be/kHyelDJvsCI
 Presented By:
Juliana Ama Kplorfia