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How to increase your productivity including team management - Tarja Keski-Mattinen

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Presentation from Summer School "Leadership and Governance for Sustainable Tourism" - 1st July 2014, Finland

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How to increase your productivity including team management - Tarja Keski-Mattinen

  1. 1. PM4SD European Summer School How to increase your productivity including team management Tarja Keski-Mattinen 2014 tarja.keski-mattinen@seamk.fi
  2. 2. First… Effective project management for sustainable tourism requires fostering conditions for good collaborative governance including:  Vision and leadership  Public-private partnership  Clear roles and responsibilities  Clear operational structures and processes for framing, conducting debates, decision-making and positive communication;  Engaged and participative communities;  Developing and sharing expertise and knowledge;  Transparent and accountable decision-making. http://pm4esd.eu/the-method/governance/
  3. 3. The project framework One organization Many organizations One project Management of a project Management of a project network Many project Management of a project-based organization Management of a tourism project business Network area The project team and the actions of the project manager plays a critical part in the success of a projects.
  4. 4. The project framework  Management of a project – addresses a single project.  One organization – one project – simple management.  Same culture and understanding of purposes.
  5. 5. The project framework  Management of a project-based organization – addresses activities of a organization involved in managing multiple simultaneous or sequential projects for the organizations purposes.
  6. 6. The project framework  Management of a project network area – addresses the management of the temporary project organization across multiple participating organizations and other actors each of which have their own objectives, interests, and expectations from the project.
  7. 7. The project framework  Management of a tourism business network area – includes activities in the tourism business marketplace including several organizations and their business or other interests, often involving multiple projects that serve as temporary vehicles to achieve permanent effects.
  8. 8. Big question… How to get a situation that project organization is so strong that it really can do permanent desirable chances?
  9. 9. Planning  Projects will not succeed without good planning, and none of projects fulfill as planned.  Keep in mind mission, vision, goals and objectives. These are the boundaries under which the plan should be drawn up.  Project planning is actually series of conversations.  When a need to change the plans occurs, do it as quickly as possible. Don´t waist time wondering.  A problem is a gap between where you are and where you want to be, with existing obstacles that prevent achieving to the goal.
  10. 10. Process of project and prioritization  Project manager needs to make sure that each member knows the process of the project, timetable and the priorities of tasks!  Project manager needs to make sure that each member knows the benefits of doing own part of tasks.  Each team member should do own list of next three or four most important tasks and after doing them continue to next tasks on a process.  Prioritization of tasks gives an order of implementation.  Each team member should live in the moment and have a clear goal in mind.
  11. 11. Process of project and prioritization Calendar First priority Second priority Third priority Day 1 Task 1, 2 and 3 Task 4, 5 and 6 Task 7, 8 and 9 Day 2 Task 1, 2 and 3 Task 4, 5 and 6 Task 7, 8 and 9 Day 3 Task 2, 3 and 4 Task 5 and 6 Task 7, 8 and 9 Day 4 Task 3, 4 and 5 Task 6, 7 and 8 Task 9, 10 and 11 Day 5 Task 3, 4 and 5 Task 6, 7 and 8 Task 9, 10 and 11 Day 6 Task 4, 5 and 6 Task 7 and 8 Task 9, 10 and 11 Etc…. Task 5, 6 and 7 Task 7, 8 and 9 Etc… Make a priority list of tasks…
  12. 12. Critical path  Project manager must know the critical path of tasks in the project process and team members should know it as well.  Critical path is the order of tasks that can be done only in a particular order.  Critical path helps you to prioritize tasks.  Good way to speed up critical path is to delegate responsibilities.  Shared responsibility usually generates better quality and contribute commitment.
  13. 13. Middle phase strategy Tactical questions helps us to understand what´s going on: 1. What objectives and commitments we have? 2. Is the work we do today in line with objectives? 3. Is the work carried out in a way that meets the requirements and scenarios. 4. Do we really know what is going on?
  14. 14. “As important that correct melody notes are is how we play them.” -Henry Kaiser-  Teams with strong goals and a good team spirit, make it happens naturally and informally.
  15. 15. Don’t be just a task master!  Notice the social aspects of teamwork.  Get to know team members.  Bay attention in what way members like to work – with close relationship or more formally.  Appreciate the diversity of the team members and give them the opportunity to work personal characteristic way. As far as it gives positive results to the project.  Listen to the other members of the team - do not assume things, ask if something is unclear.  When conflicts occur try to reach the win – win situation, where conflicted team members´ opinions are taken into consideration.
  16. 16. Personal types
  17. 17. Don’t be just a task master!  Solve problems between members – don’t wait that problems just disappears.  If members disagree affairs, try to find something that they will agree about.  If the implementation of the project causes many changes during the process, it creates uncertainty to team members.  Uncertainty creates tensions that neither motivate us or contrarily it leads us to unmotivated condition . That depend of persons willingness and ability to act in uncertainty situations and his/her solution-orientation.  Be diplomatic! Knowledge of Human behavior and emotional intelligence helps us to work with others.
  18. 18. The roles of team members  Team members should have complementary skills compared to each other.  Best teams have members with innovative, normative, social and functional qualification.  Members have different roles like coordinator, specialist, analyst, motivator, innovator etc.  It is worth to try to create situation when these roles are flexible when necessary.  Let the tasks guide the role formation, operation rules and relationships between team members.  In the large complex projects, it is also worth of emphasizing not just individuals, roles but the role of team itself.
  19. 19. How to develop team membership  The qualification of team members must meet requirements of the project and it´s objects.  The minimum number of team members is desirable.  The key to the success is to have a common vision.  Project sub teams may have various goals.  1 + 1 is more than 2.  A common approach is created and developed by working together and reflecting own actions to objectives and to feedback.  Team work requires also the ability to accept the responsibility of work and tasks which the team is jointly responsible.  The division of responsibilities should be clear.
  20. 20. Team capacity  Benefit the team with your knowledge and expertise.  Every project is a possibility for knowledge transfer.  Provide opportunity for everybody to grow and develop in the team.  Team's learning capacity is the sum of participants' willingness to learn new and a common learning ability. This creates the quality.  A real commitment to continuous personal and professional development is essential.  Be straight, proactive and evocative and take care of your own part on goal.
  21. 21. Team capacity  If problems occur, figure out what is your commitment level as a team member. If problem concern a some other team member, act to increase his or her commitment level.  Best solution is that we allocate management activities to performance management with human aspect, then we are approaching the coherent way to work.  Team members who work with they brain and hears are the most valuable ones.  Level of commitment, motivation, skills and resources are the key to success.  Be honest to yourself and to your team members.
  22. 22. Decision-making process – internal or external? Find right people!
  23. 23. Thank you!

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