Lecture

Lecture-9
Project Management
(MGT--415)
Fall,2014
Project Human Resource Management
Ejaz Ahmed Bajwa
13 December, 2014

Project Management Framework

Project Management Knowledge Areas (PMBOK)

(10 Knowledge Areas & 5 Process Groups)

Integration Management

Initiation
Scope Management

47
Time Management

Cost Management

Quality Management

Human Resource Management

Communication Management

Risk Management

P
R
O
C
E
S
S
E
S

Planning

Implementation/
Execution
Monitoring, Evaluation &
Control

Procurement Management

Closure
Stakeholders
13 December,
2014Management

Project Human Resource Management

12/13/2014

Outline

Understanding Human Behaviour/Personality

Behaviour

Project Managers HR Skills

Project Human Resource Management

Leadership

Motivation

Conflict and Stress Management at Work Place

12/13/2014

Human Beings Vs. Computers

What makes Human Being different from machines, especially computer

Emotions

Feelings

Perception of Circumstances

Consciousness

Judgment through intelligence of events and environment

Are there Multiple Intelligences?

Cognitive Intelligence

Emotional Intelligence

Intellectual abilities such as logic, reason, analyzing and prioritizing

Ability to perceive, express, understand, and regulate emotions

Social Intelligence

Ability to comprehend social situations and managing oneself successfully

Personality Vs. IQ and EQ

IQ
Intellectual Capacity

EQ
Emotional Capacity

Deals with Reason,

Logic and Data-base
Alone

Deals with Feelings, Imagination,

Intuition, Fantasy, Passion, Morality,
Motivation etc.

Largely intrinsic, inherited

Largely learnt & acquired

Leader's Personality Domain

KNOWLEDGE

FEAR

EL
EILL

POWER

TRADITION

RESPECT

DYNAMISM

Understanding Human Behavior

Project Managers must understand human behavior, perhaps more so

than functional managers.
Because Project Manager operate in tight compartment, and continually
need motivated project team for successful accomplishment of project
objectives, within triple constraints..
Motivation, leading cannot be done without knowing the fundamentals of
human behavior and personality.

12/13/2014

Personality
Charles Cooley:
Looking-glass self, explains the self-image
self
developing thru ,how

we think others see us

George Herbert Mead:

Central

concept

is

Self

Personality/Self = Self image + Self awareness, which develops

only thru social experience

Socialization
Personality
Personality:
Persons fairly consistent patterns of thinking, feeling and acting OR it is sum
totality of impression that one makes upon other

Socialization
Life long social experience by which individuals develop human potential and learn
patterns of their culture. It is basically conformance to social norms and values

Charles Darwin

Vs.

John Watson

Nature Vs. Nurture

Socialization -- Personality
Societal Environment conditions
your behavior, and personality
Karachite
Lahorite

Society is just a combination of

individuals but their common
believes, cultures, trends, way
of life (personalities) determines
the social environment
Two way process

Agents of Socialization

Schooling

Family

Peer
Groups

Mass
Media

Socialization/ Personality Development

Family basic building block of society

Personality

Family socialization greatly

affects your personality
Outlook towards life
Parental Kids interaction
define the Personality
Psychologists believe 75% of
your
personality
develops
during the first five years of
your childhood

Personality Mothers Lap

Gender issues
Domestic violence
Disturbed mother cannot
rear a satisfied child
Cannot produce complete
personalities
Distorted
personalities,
broken families

Personality
Self Awareness - Personality
Increase Self-Awareness
1. Ask yourself about yourself
2. Listen to others
3. Actively seek information about yourself
4. See your different self
5. Increase your open self

Human Resource Management

Do we understand ourselves
Do we understand other
people
Do we have enough of the
right kind of people?
MBTI (Myers-Briggs Type
Indicator )
12/13/2014

18

Personality Types
e

Extrovert

Introvert

Sensation

INtuition

Thinking

Feeling

Judgement

Perception

ESTJ

INFP

Recommended Personality Types

e

extrovert

introvert

sensation

intuition

thinking

feeling

judgement

perception

P.M

What is your suitability to Project Work?

The Johari Window

(Joseph
Joseph Luft and Harry Ingham)

Self- Image

Self--Awareness
Known to self
Not known to self
Known
to
Others

Open
Self
Fahads Case

Not
known
to others

Hidden
Self
Fahad is a lively guy, but
his heart is broken

Blind
Self
Fahad is a jolly guy but he does not
know that his gestures towards
society are confusing

Unknown
Self
Fahad does as a habit but he
actually does so to overcome
the depression because of
broken heart

Human Resource Management

Project Human Resource Management includes the
processes needed to organize, manage and lead the
Project team
Competence, motivation and participation of Project
team is critical for successful completion of Projects.
Human Resource is organizations Most Important
Asset and the same is true in the Project Management
domain.
Human Factor create difference with available level of
Management, Machines and Methods
12/13/2014

23

Project Managers Skill Set

Technical skills

Budgeting,
Scheduling,
Documenting

People Skills

Leading, Motivating,
Listening, Empathising

Which ones are most important for projects?

13 December, 2014

24

Project Managers Skills

A Project Manager must have a range of skills including:

Leadership
People management
Contract management
Effective Communication
Estimating
Influencing
Planning
Negotiation
Conflict Management
Time Management
Problem solving
Creative thinking

See how many are people related ?

13 December, 2014

25

Many Hats of a Project Manager (HR Related)

Strategist

Diplomat

Visionary

Counsellor

Recruiter

Coach

Designer

Expeditor
Mentor

Negotiator
Decision-Maker

Communicator

Integrator

Influencor

Conflict Manager

Characteristics of High Performing Project Manager

Sees Systems Context
and strategic context
of the project
Have a Vision

Interpersonal Skills
Tenacity
Make work enjoyable

Promote Empowerment
Take Risks and
show Courage

Ability to Motivate
Communication Skills

Ability to keep abreast

of all project-related
developments

Mentoring and Guidance

ability

Knowledge and
Competency

Ability to inspire Trust and

Confidence

Project Management

Human Resources Management

1.
2.
3.
4.

Plan Human Resource Management

Acquire Project Team
Develop Project Team
Manage Project Team

13 December, 2014

28

Phases of Project Management

Knowledge
Areas

Project Management Process Groups

Initiation

Project Human
Resource
Management

Planning
Plan Human
Resource
Management

Execution

Controlling

Closing

Acquire Project
Team
Develop Project
team
Manage Project
team

13 December, 2014

29

Project Human Resource Management

Plan Human Resource Management

Process of identifying project roles, responsibilities, skills,
skills making job,
descriptions, reporting relationship and staff management plan
Acquire Project Team
Confirming HR availability or obtaining necessary HR
Develop Project Team
Improving competence, interaction, team environment to improve
performance
Manage Project Team
Tracking their performance, providing feedback, resolving issues and
conflicts, managing changes to optimize performance

12/13/2014

30

Human Resource Planning

Human Resource Planning involves identifying, documenting and

assigning Project roles, responsibilities and reporting relationships.
Project Organogram

Project Responsibilities RAM

Who is reporting to whom

Who is responsible for what

Project Roles RACI Chart

Who does what, in a given activity

12/13/2014

31

Human Resource Planning

12/13/2014

32

Activity Responsibility Chart

NameIndividuals
of Persons

Activities
12/13/2014

Clarifies the role of different

individuals in carrying out
activities
33

Human Resource Planning

12/13/2014

34

Responsibility Charts

Also undertaken at a managerial and technical level:

Managerial: Milestone Responsibility Chart, Principal Responsibility Chart

Technical: Activity Responsibility Chart

12/13/2014

35

Acquire Project Team

Acquiring Project Team means getting the Human Resources needed

(individuals or groups).
If the Best resources are not available, Project Management team must
ensure that the resources that are available meet the Project Requirements.

12/13/2014

36

Acquire Project Team

Factors affecting recruitment

Importance of the project

Management structure used to complete the project

How to recruit?
Volunteers/Internees, transfers, promotions, direct recruitment
Whom to recruit?

Problem-solving ability
Technological expertise
Credibility, ability, competence
Ambition, initiative, and energy
References

12/13/2014

37

Develop Project Team

Project team

Project teams usually come together for a project and then disbanded.
Enhancing the ability of individuals to contribute optimally, as well as
enhancing the ability to function as a team

Develop Project Team

Be patient and kind with your team

Fix the problem instead of blaming people
Establish regular, effective meetings
Allow time for teams to go through the basic team-building
team
stages
Limit the size of work teams from 5-12
12 members
Plan some social activities to help project team members and other stakeholders
Stress team identity
Nurture team members and encourage them to help each other
Take additional actions to work with virtual team members
Members should be in speaking distance of each other
Develop an organization culture of cooperation and trust
Gender and cultural sensitivity
12/13/2014

39

Stages of Team Development

Stage 1

Stage 2

Forming

Storming
Stage 3
Norming

Stage 5
Adjourning

Stage 4
Performing

Tuckman Model of Team Development

Develop Project Team

Develop Project Team

Effective Teams

1.

2.

3.

4.

Common Characteristics such as;; size range, purpose, communication,

leadership, cohesiveness, identity, diversity, and cooperation.
Team Development is done through 5-stage process; forming, storming,
norming, performing, and adjourning.
Team Development facilitated through training, personality indicators, social
styles profiles, and reward systems.
Project Manger's should utilize People handling strategies for motivation
and conflict resolution within Project Teams.
Teams

12/13/2014

43

Characteristics of High-Performing
High
Teams
High Response Rate

Membership
Self-Development
Development

Lesser Conflicts

Innovative Behaviour
Risk-Sharing

Self-Directed
Change-Oriented
High Morale and Team Spirit

High-Quality
Quality
On-Budget
Budget
On-Time
Time
PROJECTS

Effective Communications
Effective Cross-Functional
Interfaces & Alliances

Enjoy Work
High Need for
Achievements

Committed

Minimum Reliance
on Procedures

Quality-Oriented

Training
The
main
goal
of
team
development is to help people work
together more effectively to
improve project performance.

Training
can
help
people
understand themselves and each
other, and understand how to
work better in teams.

12/13/2014

45

Managing Project Team

12/13/2014

46

Manage Project Team

Tracking team member performance, Motivating team members, providing

timely Feedback, resolving issues and conflicts, and coordinating changes
to help enhance Project performance.

Psychologists and management theorists both have developed Human

Resource Management tools for people at work. Important areas
relating to project management include (1)Motivation, (2) Influence
and12/13/2014
power (3) Effectiveness (4) Conflict Management
47

Negative Roles of Human Resource

in Project Management
Aggressor
Criticizes everybody and everything , Always acts aggressively
Deflates the status and ego of other team members
Dominator
Always tries to take over, will challenge those in charge for leadership role
Professes to know everything , Tries to manipulate people
Devils advocate
Finds faults with everything and every one, acts more of a devil than an advocate
Refuses to support project unless threatened
Topic jumper
Must be the first one with a new idea/approach, constantly changes topics
Cannot focus on ideas for a long time unless it is his/her idea
Tries to keep project implementation as an action item forever

Negative Roles of Human Resource

in Project Management
Recognition seeker

Always argues in favor of his/her own ideas, likes to hear himself/herself talk
Always demonstrates status consciousness
Likes to boast rather than provide meaningful information
Volunteers to become the project manager if status is recognized

Withdrawer
Is afraid to be criticized, shy , may withhold information
Will not participate openly unless threatened

Blocker
Likes to criticize, rejects the views of others
Cites unrelated examples and personal experiences
Has multiple reasons why something will not work

Positive Roles of Human Resource

in Project Management
Initiators
Is
Is there a chance that this might work?
Lets try this.
Information seekers
Can we get this information?
Have
Have we tried anything like this before?
Do
Do we know other organizations , where this has worked?
Information givers
Other
Other organizations found that . . .
The literature says that . . .
Benchmarking
Benchmarking studies indicate that . . .
Encouragers
Your idea has a lot of merit.
The
The idea is workable, but we may have to make small changes.
What you said will really help us.

Positive Roles of Human Resource

in Project Management
Clarifiers
Lets
Lets see if we can put this into right perspective.
Let
Let me state in my own words what Im hearing from the team.
Are we saying that . . . ?
Harmonizers
Your
Your ideas and mine are close together.
Arent we saying the same thing?
We sort of agree, dont we?
Consensus takers
Lets see, if the team is in agreement.
Lets take a vote on this.
Lets
Lets see how the rest of the group feels about this.
Gate keepers
Who
Who has not given us their opinions on this yet?
Should we keep our options open?
Are
Are we prepared to make a decision or recommendation, or is there additional
information to be reviewed?

Project Human Resource Management

Leadership

Motivation

Managing Conflicts

Managing Stress at Work

12/13/2014

52

Leadership Traits

Universal Elements of Effective Leadership:

Vision
Foresight
Providing encouragement
Trustworthiness
Dynamism
Positiveness
Proactiveness
53

Steven Coveys 8 Habits

Leadership - Habits of a highly successful Managers/Leaders

1.
2.
3.
4.
5.
6.
7.
8.

Be proactive
Begin with the end in mind
Put first things first
Think win/win
Seek first to understand, then to be understood
Synergize
Sharpen the saw
Effectiveness to greatness

12/13/2014

54

Motivation Theorists

Maslows hierarchy of needs

Herzbergs motivation-hygiene
McGregors theory X and Y
12/13/2014

55

Motivation

Intrinsic motivation causes people

to participate in an activity for their
own enjoyment
e.g.. Hobbies like read, gardening

Extrinsic motivation causes people

to do something for a reward or to
avoid a penalty
e.g.. Homework, Job etc.

Maslows Hierarchy of Needs

(1960s)
s) Abraham Maslow developed a hierarchy
of needs to illustrate his theory that peoples
behaviors are guided by a sequence of needs
Maslow argued that humans possess unique
qualities that enable them to make independent
choices, thus giving them control of their destiny

12/13/2014

57

12/13/2014

58

Herzbergs Motivation-Hygiene
Motivation
Theory

In the late 1960ss Frederick Herzberg wrote about workers motivation.

He draws distinction between various work factors and placed them in two
categories.

Motivation factors
Help motivate workers
directly
e.g. Achievement,
recognition, work,
responsibility

12/13/2014

Hygiene factors
Help motivate workers
indirectly,
e.g.. Money, Working
conditions,

59

Motivation

Reward and Recognition Systems

Recognize individual performance?

Letters of commendation

Public recognition for outstanding work

Desirable job assignments

Increased personal flexibility

Employee of the Month

12/13/2014

61

McGregors Theory X and Theory Y

In the 1960s
s Douglas McGregor popularized
the human relations approach

Theory X: Workers dislike and avoid work

Theory Y: Work is as natural as play or rest

Theory Z: Emphasizing Trust, Quality, Collective

Decision making, and Cultural values

12/13/2014

62

Theory X Theory Y
Think of these theories as a continuum
Employees fall somewhere in between the two ends

Theory X

Theory Y

People dislike and avoid work,

People dont dislike and avoid work,

part of their lives

Managers should Control and

Direct

Managers should create favorable

environment , Motivate and Lead them.

13 December, 2014

63

Project Human Resource Management

Conflict Management Techniques on Projects:

Withdraw / Avoid
Smooth / Accommodate
Compromise/Reconcile
Force / Direct
Collaborate / Problem Solving

12/13/2014

64

Thanks

12/13/2014

65

66