a fool with a tool : overcoming possible pitfalls of introducing collabo…
DESCRIPTION
Virtual team work is becoming prevalent these days. Consequently, collaboration within and across project teams becomes more important. Numerous tools promise to improve collaboration. Yet, a tool by itself is no guarantee for effective collaboration. The presentation outlines key factors for a tool to successfully help promote effective collaboration. Additional information and free downloads available at www.TheProjectLeadershipPyramid.netTRANSCRIPT
A Fool with a Tool is still a Fool:Overcoming Possible Pitfalls of Introducing Collaboration Tools
Session # PMT10
Dr. Thomas Juli, PMP®, CSM®
Thomas Juli Empowerment Partners“PMI” is a registered trade and service mark of the Project Management Institute, Inc. ©2010 Permission is granted to PMI for PMI® Marketplace use only
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A Fool with a Tool is still a Fool:
Overcoming Possible Pitfalls of Introducing Collaboration Tools
Session # PMT10
Dr. Thomas Juli, PMP®, CSM®
Thomas Juli Empowerment Partners
Picture retrieved from http://tinyurl.com/34f3wu3
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Today‘s Projects‘ Playgrounds …
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Have become bigger
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… very big
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It has become common to talk about international projects
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Teams are distributed all over the world
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One virtual world
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No end in sight
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@
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The desire to share information
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Technology has increased productivity
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Technolgy helps
A Fool with a Tool is still a Fool
☺Reduced endless meetings
☺Reduced time between
messages sent
☺Short transition time
☺Information easily available
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This is good news
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Really?
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A scary thought?
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Have we become fools of our own tools?
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Collaboration is not about technology
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Collaboration is about people
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Unless we understand the foundation and
critical success factors of collaboration, live
and nurture collaboration in our daily project
life, we remain fools.
Collaboration is about people
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Outline of presentation
A Fool with a Tool is still a Fool
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Critical success factors for effective collaboration
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Possible pitfalls of introducing collaboration tools
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Roadmap for a successful introduction ofcollaborationtools
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1. Critical Success Factorsfor Effective Collaboration
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A Fool with a Tool is still a Fool
“Players win games, teams win championships.”
Bill Taylor
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The power of team synergy
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Effective collaboration requires discipline
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Shared Values
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KISS. Keep It Simple Stupid
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Results Driven
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2. Possible pitfalls of introducing collaboration tools
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Lack of insights of critical success factors for effective collaboration
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Tool ≠ Tool ≠ Tool
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Lack of executive support
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Individual opposition
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Overwhelmed
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Not willing to try anything new
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Opposition to project transparency
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Forced onto them
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Over-engineered
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Your collaboration tools
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Become too central
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Way too central
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Collaboration dies
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and we have become Fools with Tools
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3. Roadmap for a successful introduction of collaboration tools
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4 steps to introduce collaboration tool(s) - successfully
A Fool with a Tool is still a Fool
Assess the collaboration
requirements
Selectthe right tools – with
your team
UseKnow how to use the
tool(s)
AlignKeep the tool(s) aligned with the project purpose
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Step 1: Assess the collaboration requirements
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Understand your situation
A Fool with a Tool is still a Fool
• Collocated or virtual team?• Nature of project?• Project duration?• Project location?• Project players?
Past projects:• What drove collaboration?• Impediments to collaboration? How were
they overcome?• Examples of ineffective collaboration?
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10 forms of collaboration waste*
A Fool with a Tool is still a Fool
1. Divergence
2. Misunderstanding
3. Under- or
overcommunicating
4. Interpreting
5. Searching
6. Motion
7. Extra processing
8. Translation
9. Waiting
10.Misapplication
* Manyika et al (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital
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Step 2: Select the right tools – with your team
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Communication forms with respect to their effectiveness*
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Face-to-Face
Phone, IM, Chat
Email, Wiki, Blog, Website
Documentation for Sign-Off
* Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). Upper Saddle River, NJ: Addison Wesley.
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Collaboration has to be results-driven
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Collaboration types and tools*
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* Manyika, J., Sprague, K., & Yee, L. (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital. Retrieved from http://tinyurl.com/yffzk4r
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Collaboration types and tools: Manager
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Collaboration types and toolsMost effective tools overall
1. survey, WIKI
2. fax, podcasts
3. blogs, IM, shared workspace
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Build an assessment matrix
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Criteria Tool 1 Tool 2 …
Technical integration effort
Maintenance needs
Scalability
Growth potential
Training needs
License fees
Hardware requirements
…
Total
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Build an assessment matrix
A Fool with a Tool is still a Fool
Criteria Tool 1 Tool 2 …
Technical integration effort 10 8
Maintenanceneeds 1 9
Scalability 4 3
Growth potential 6 9
Training needs … …
License fees … …
Hardware requirements … …
…
Total
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Build an assessment matrix
A Fool with a Tool is still a Fool
Criteria Tool 1 Tool 2 …
Technical integration effort 10 8
Maintenanceneeds 1 9
Scalability 4 3
Growth potential 6 9
Training needs 2 8
License fees 4 5
Hardware requirements 5 7
…
Total 32 49
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Support
Support
Secure necessary executive support
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Step 3:Know how to use the tool(s)
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Invest in necessary training
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Step 4: Keep the tool(s) aligned with the project purpose
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Environments change – so do collaboration requirements
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Adapt and keep eye on goals
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If necessary, break resistanceA Fool with a Tool is still a Fool Picture © berwis | Pixelio.de
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Nurture collaboration
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Conclusion
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Technology can facilitate collaboration
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Collaboration is not about technology
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Collaboration is about people
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Nurture collaboration
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Know possible pitfalls of introducing collaboration tools and avoid them
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4 steps to introduce collaboration tool(s)- successfully
A Fool with a Tool is still a Fool
Assess the collaboration
requirements
Selectthe right tools – with
your team
UseKnow how to use
the tool(s)
AlignKeep the tool(s) aligned with the project purpose
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Tool = Tool = Tool
A Fool with a Tool is still a Fool
= =
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© 2011 by Thomas Juli 89
Thomas Juli, Ph.D., PMP®, CSM®
Managing Director, Thomas Juli Empowerment Partners