Job Shadowing the Daily Work Routine

Job Shadowing in the Project Initiation Phase will provide a good view of a day in the life of a department. Business Analysts use job shadowing to gather requirements and document the workflow processes. You don't have to be a Business Analyst to job shadow; project team members need to wear many hats at times. 

Process Improvement is the goal of job shadowing when you are replacing a system. Information that is collected from job shadowing will be used to compile your project requirements to achieve the defined deliverables. This is also a good time to start defining Key Performance Indicators that will be used to validate that process improvement is being achieved. Start making notes on Test Cases that will be used to validate the KPIs.

The Project Plan should have the defined KPIs evaluated at the appropriate time in the project timeline when results can be measured in a controlled environment. If all KPIs meet expectations, then a project Milestone is truly earned. If KPIs do not meet the expectations, then it's time to stop moving forward on the project so an evaluation can be done to address the failing KPIs. That's why you need good Test Cases to flush out any possible issues. 

My Final Thoughts on Job Shadowing that is a valuable project activity that should be used as much as possible to avoid disappointed Stakeholders after a project is delivered and it cosmetically looks good, but that's it, no improvement achieved. 

(Note - this article was originally written by Drake Settsu and published on projectmanagement.com/blogs/419316/Project-Management-in-Real-Life in May 2020)

Mother Hen Leadership

Project Managers can learn from watching a mother hen taking care of her chicks. It's a neverending job keeping watch over those chicks to make sure they are safe and don't wander off and get lost or into trouble.

The Project Team needs a good leader. The Project Manager needs to always keep an eye on the team to make sure everyone stays on track. You need to be involved, but do not micromanage your team. Let them be independent like chicks so they can develop and become valuable team members. Be there to steer the team members back on track when you notice that they are lost and need some guidance.

Having good intuition is a plus. The picture I snapped illustrates the mother hen being concerned because she has a feeling that one chick is missing because there are only five chicks around her so she takes to higher ground to get a better view of whats going on.

(Note - this article was originally written by Drake Settsu and published on projectmanagement.com/blogs/419316/Project-Management-in-Real-Life in December 2019)

Project Management in Real Life

The Project Manager

Having project management certifications and taking classes will help you prepare for the adventure that you will go on when you accept a Project Manager position. Now for reality. Do think you can serve PMBOK (Project Management Body of Knowledge) or Agile Project Management on a platter to your team to deliver a project on schedule. Well wake up or go back to sleep and keep on dreaming. PMBOK is a must to know but know how to make it work to your advantage.

Being a good PM means that you should be staying on top of trends in the profession. Read blogs from project managers that have real life experience walking the walk to help you gain knowledge that might be helpful for future projects someday. Approaches and techniques are a hit and miss. Just keep on trying to you hit pay dirt. You will. Being a good PM means that you have genuine desire to take on a role to have people trust in you to follow your roadmap to achievement. 

Chicks Assembled 

The Team

Every team you come across in your PM role will be different. You need to get into their heads to understand where they are coming from. You want to bring out their best and not go to battle with them. Not an easy task but who said being a PM is a cakewalk. Groom your team one day at a time. You must gain the trust in your team to be successful or it will be a bumpy ride following your roadmap to success. Everyone on the team plays an important role no matter how small it is.

Getting Your Chicks Assembled

The ultimate reward is when the team is on the same page. You might not have ducks to get in a row. You might have chicks to corral. The main objective is that everyone knows their role on the team.

That's not my job

Do you follow your job description to a tee? Limiting your abilities is not a good practice for your career growth. Job titles mean nothing. When you see a team member lacking the ability to contribute to the team you need to step up to fill in the gaps if you have the skills to execute the tasks.

When you are on a project team don't get hung up on roles and responsibilities when you have a project to deliver. Everyone needs to help each other out. In the end everyone is a winner when the project is delivered on-time within the budget. It's all about teamwork, not just you.

Always schedule a lessons learned review session at the end of a project. Valuable information will be found out. It will enable better prepared project teams in the future. Training issues could be discovered. Review your time-line estimates based on current resources used. Share your good and bad experiences on the project. Come up with suggestion on how to improve the running of future projects. This session is not blame session. The goal is to learn some best practices and to not repeat any past mistakes in the future.

How to be a Champion

Super Bowl 49 the Patriots vs Seahawks on the grand stage to battle it out to find out who will be the champion on a Sunday afternoon on February 1, 2015. You can be in a game giving it all you got by battling your way to a possible victory in your hands in the last seconds of the game with a great coach and team behind you.

What happens when you failed to execute by literally throwing your chance away in a split second by an unanticipated obstacle in your way that ends your chance of a spectacular victory?

Your season is over in a heartbreaking loss. You lose as a team and win as a team no finger pointing. We can learn from the Seahawks Quarterback Russell Wilson, he bounced back with a new haircut on Monday and visited the Seattle Children's Hospital on Tuesday after the heartbreaking loss on Sunday. He is going on with his life moving forward leaving the past in the past.

The moral to the story is to not let any loss or misfortune take you down and eat away at you. It's natural to ponder what if? Learn from the past and lift your head up high and say we will be back again and move on and live in the present not in the past. If you can do this you are a champion.

Go Hawks!

Your Database is toast get out the butter and jelly

It's Aloha Friday morning on my way to work and I get get a call from the Data Center that the mission critical system for the organization is acting strange. Users are unable to access the system. Moments latter I get a text page from the system that a process that needs to run is gone. I had scripts monitoring the system so I knew something bad happened. 

I logon on to the system and it's not normal and the process that needs to be running was missing. I spoke with the Data Center staff and determined that an operator error caused the problem. The database that was in production was an interim database version to migrate to a new permanent database later in the month. It had known bugs that we just stepped on by accident.

I call an emergency meeting with management to brief them that the database has been corrupted. I contacted the application vendor to take a look at the database integrity. I advised management to implement downtime procedures. Hours elapsed working to fix the database with no luck. The database cannot be repaired. My only option now is the last system backup. I asked the Data Center Manager to bring the backup tapes to me. I’m holding in my hands the tapes of the mission critical system of the organization. I need a successful restore to minimize the window of data loss.

I call another meeting to break the bad news to management and staff. It’s going to be a long night we need to inform our users that the system will be down for an extended time and we will be giving periodic updates on the recovery progress. Key personal needs to be on standby and available when called.

The restore process is initiated. Restoring a large system takes hours and patience waiting for it to complete. Once the restore completes we need to run the integrity checker utilities to make sure no corruption exists on the restore. The system was validated to release back to the users with some minimal data loss between the backup and the time of the database corruption. Made some minor tweaks on the system. It's back on-line for everyone to use.

I got in the office at 8am Friday and it’s now Saturday 8am. I just experienced a System Administrators nightmare. When you are coordinating a major Disaster Recovery effort it's all about teamwork. You need to remain calm as you become the point person that knows everything that's going on. All eyes are on you. My Project Management experience definitely came into play on this recovery effort that had to be put together on the fly. You really know what you are made of when you go through an experience like a major system outage. It's a real good feeling seeing everyone work together as a team. 

The Flaming Email

I had an experience of a flaming email years ago from a contractor Mr. PMP type. He was an arrogant you know what. That contractor sent out an email to a distribution after hours to slam me on something. I was out of the office already having dinner. I had a smartphone and was composing a response and before I could send my response out I received an email from a team member responding to that flaming email defending my position on the issue. She slammed Mr. PMP with facts that put the arrogant Mr. PMP in his place. She made it easy for me, all I had to do was thank her and concur with her email and case is closed. By the way Mr. PMP did not respond back. Silence is golden. When you gain respect from your team and have a reputation people will defend you and stand by you. It's a priceless good feeling that you are making an impact on your team.

Mr. PMP never spoke to me again and avoided me. What a cry baby he can only dish it out, but when he is proven wrong he won't admit it. We don't need Project Managers that behave this way to discredit the profession by acting arrogant and unprofessional. Mr. PMP was an older gentleman that should have known better on how to exercise people skills.