● ● ● ● ● ● ● ● ● ● Meredith Brafman - Twist (Chocolate/Vanilla combo) Axel Filenius - Strawberry Elva Gao- Strawberry Haoyu Gu - Vanilla Oliver Matte - Vanilla (Lactose Free) Charles Knealing - Mint Miranda Pickup- Mint Chocolate Chip Daniel Quiroga- Cookies & Cream Harriet Thomas - Carmel Alvaro Echevarria- Coconut Module 1 Reading Assignment: chapter: 1-2 1) 2) 3) 4) PMBOK Guide (Guide to the Project Management Body of Knowledge “You cannot make up for soft skills with hard work” “PMs who master emotional intelligence will set themselves apart from other PMs” “Emotional Intelligence: the ability to monitor one’s own and others’ feelings and emotions to discriminate among them and to use the information to guide one’s thinking and action.” 5) “The abilities to recognize and regulate emotions in ourselves and others” 6) Measuring Emotional Intelligence 7) We can improve our emotional intelligence. 8) IQ, EQ, MQ 9) “Project managers must be emotionally intelligent” 10) Core emotional Competencies of PMs: a) Self Awareness b) Motivation c) Conscientiousness d) Interpersonal Sensitivity e) Emotional Resilience f) Influence 11) “Project management is getting work dones through others 12) Benefits of Emotional intelligence for PMs a) Develop stakeholder relationships to support the project’s success b) Anticipate and avoid emotional breakdowns c) Deal with difficult team members and manage conflict d) Leverage emotional information to make better decisions e) Communicate more effectively f) Create a positive work environment and high team morale g) Cast a vision for shared project objectives that will attract, inspire, and motivate the project team. 13) “Emotion Is Information” 14) “As a PM, you live or die by your resources” 15) Interpersonal skills from the PMBOK: a) Leadership b) Team Building c) Motivation d) Communication e) Influencing f) Decision Making g) Political and Cultural Awareness h) Negotiation 16) Emotion: “A mental state that arises spontaneously rather than through consious effort and is often accompanied by physiological changes; a feeling…” 17) SASHET (Scared, angry, sad, happy, excited, tender) 18) Golemen’s framework: a) Introduction Lec: - You cannot truly listen to anyone and do anything else at the same time IMAGINE PROJECT MANAGEMENT: 1. Typical Project Process: a. Initialize -> Plan & Schedule -> Execute -> Monitor -> Close 2. Project managers get work done through other people 3. Why do projects fail? a. Unclear goals b. Insufficient communication c. Weak leadership d. Poor planning e. Lack of resources f. Change in priorities g. Unresolved conflicts h. Poor team formations 4. What do we need to share in a project team? a. Shared vision b. Shared values c. Communication d. Engagement e. Motivation f. Trust 5. PM hard skills: a. Budgeting, measures and metrics, project planning, resource allocation, timeline management 6. PM soft skills: a. organization, diplomacy, conflict resolution, adaptability, public speaking 7. What is the difference between hard and soft skills? a. Hard: more tangible: easier to define, learn, and teach - industry specific b. Soft: less tangible: harder to define, learn, and teach - universal EI MINI SELF ASSESSMENT EI and EMOTIONS: 1. EQ is the ability to recognize and regulate emotions in ourselves and in others 2. Four Parts of EI a. Perceiving emotions b. Understanding emotions c. Using emotions d. Managing emotions 3. IQ v EQ v Personality a. IQ and personality relatively fixed b. EQ not dependent on IQ and can be developed throughout your life 4. 4 skills of EI a. Self-Awareness, Self-Management, Social Awareness, Relationship Management 5. Emotions: “a natural instinctive state of mind deriving from one’s circumstances, mood or relationships with others 6. SASHET a. Scared, Angry, Sad, Happy, Excited, Tender b. Emotions are not good or bad but emotions may effect your behavior differently. 7. Posture and Emotions: happier pose = happier mood (strong effect) 8. What can you do when you feel a little stressed and worn down: a. Put on your favorite Clothes b. Go for a walk c. Exercise d. Write down 5 things you are thankful for e. Think of a recent win f. Breath right g. Talk with another person h. Tell someone thank you i. Help someone j. Have a drink of cool water 9. Self Awareness: understanding ourselves and our emotions. 10. Self Confidence: the ability to be grounded, secure, and self-assured in whatever situation we find ourselves in. 11. IQ? a. Measuring our mental horsepower, verbal comprehension, perceptual reasoning, memory, how fast we learn relative to others 12. Personality? a. Traits such as: extraversion, agreeableness, neuroticism, open-mindedness WHY EI MATTERS for PMs 1. Breakdowns a. Criticizing others, slamming doors, sarcasm, venting tirades, withdrawal, giving up, withholding info, chickening out 2. Plutchik’s Wheel a. Assess where we are and understand our behaviors may be altered by our emotions 3. EI lets us get a better idea (intuitive) of what we need to do next (gut sense) HW 1 1. Physical Resilience: sitting down is bad if do for too long, move your body 2. Emotional Resilience: Be gentle with yourself and take care of your emotional state 3. Mental Resilience: stretch your mental facilities 4. 3:1 positive emotion Ratio 5. Stress body indicators: pounding heart, breathing harder => change your thoughts about these body indicators = better health outcome 6. Seek positive social interactions when stressed because you want to release oxytocin 7. Caring creates resilience Module 2 Reading: chapter 3 1. Self-Awareness is basic skill 2. Emotional Self awareness affects our behavior 3. Physical and feelings 4. Using Faces to determine feelings 5. Writing out feelings in a journal 6. Emotional Red Flags: a. Inappropriate Humor b. Use of Sarcasm c. Passive-aggressive behavior d. Playing the Victim e. Hostility f. Reactivity 7. Intensity of Feelings 8. Accurate Self-assessment a. Aware of strengths and weaknesses b. Reflective c. Open to feedback d. Able to show a sense of humor about themselves 9. Self Confidence: A strong sense of one’s self worth and capabilities. 10. Techniques to Improve Your Self-Awareness a. Keep a Feelings Journal b. Track Emotions c. Conduct a physical inventory d. Check face in the mirror e. Paired sharing f. Quiet time g. Track reactivity h. Backtrack i. Meditation j. Make a personal action plan OUR BRAIN & THATS NOT FAIR 1. 3 Areas of Our brain a. Neocortex (Large outside part): i. Rational thought, language, imagination, flexible b. Limbic Brain (In middle of brain): i. Emotional memories, processing emotions, value judgements, influences behavior c. Reptilian Brain (at base of skull): i. Breathing and heartbeat, instinct, evolved first 2. Amygdala (part of the limbic brain) a. Memories of emotional events b. Strong powerful emotional responses c. Fight, freeze, or flight d. Built for survival and designed to outpace and override rational thought 3. Amygdala Hijacking: a. Emotions of fear, nervousness, anxiety, indignation, unfairness b. Handling: bite tongue, dont hit send, count to 10 c. Will feel rational, want to find people to agree with you 4. Self Awarness Techniques 5. Similar Situation - Similar emotions: it is just your brain making a shortcut based on past experiences 6. Emotional Reactions within our brain ARE THE SAME (in real, remembered, imagined, or perceived situations) TRIGGERS 1. Breakdowns a. Big: criticizing others, slamming doors, sarcasm, venting tirades b. ‘Small’: withdrawal, giving up, withholding info, playing the victim, chickening out 2. Stressors and triggers a. Other people’s moods and attitudes, pre-thinking, dwelling, perceived criticism illness, workload, uncertainty 3. Pre-thinking: a. Being driven/held back by emotions formed by what we imagine might occur which causes fear, anxiety, and breakdown. 4. Prospective Hindsight a. Consiously imagining a future state looking back at something undesirable that you imagine could happen then take steps to reduce the risk of that undesirable situation. 5. ANTs (Automatic Negative Thoughts): triggered by an event, a place, person, or other stimuli a. Self doubt, labelling, guilt, thinking you know what someone else is thinking 7 RED FLAGS 1. The 7 Red Flags 2. Self Confidence: a strong sense of one’s self worth and capabilities HW 2 1. When you are stressed you release cortisol are are more foggy-brained 2. Prospective hindsight 3. Dopamine from texts or likes = addicted to phone and we need to find a balance 4. No cell phones during or before meetings. Leadership competency profiles 1. IQ: critical analysis and judgement 2. MQ: Managing resources, empowering 3. EQ: motivation, sensitivity Other Vocab - Transactional style: focuses on supervision, organization and performance (competitive advantage) - from the industrial revolution - Transformative style: knows how to encourage, inspire, and motivate employees to perform in ways that create meaningful change Module 3 What is a project? 1. Projects: temporary activities to produce unique results 2. Project Management: getting things done through other people 3. Vision: mental picture of a desired future state. Structured PM and the WBS 1. Formal PM - ‘good’: a. Breaks complex into small b. Brings in enough detail c. IDs risks and hazards d. Aids in establishing contingency plans e. Provides a record of plans and decisions etc 2. Formal PM - ‘peril’ a. Too focused on documentation, planning, milestones, and reporting b. Onerous tasks c. Ignores tasks related to critical relationship building d. Limits autonomy 3. Project Preparations: a. Define the project: objectives, scope, stakeholders, limitations (budget, scope, time) b. Define the team: people, roles, responsibilities 4. Objective statement: What you will do, by when, to do what, for what cost 5. Define project norms a. Meetings, communication, decision making process, concerns and crisis handling, how to check in, issue escalation process (project charter) 6. Waterfall PM a. “Traditional”; complex projects, long time frames, predictable, stable requirements 7. Agile PM a. Short time frames (sprints), changing requirements 8. Triple constraints a. Scope, time, cost (budget) 9. Project Life cycle a. Conception and initialization b. Definition and planning c. Project launch and execution d. Project performance and control e. Project close - ‘IPEPC’ (Initialization,Planning,Execution,Performance,Close) 10. WBS a. From large to small chunks b. Divy up work c. Improve estimations d. Explain the scope e. Task Orientation: Easier to produce f. Deliverable Orientation: more powerful i. Interdependency ii. 8/80 rule for commercial application of WBS iii. Define terms, dont let scope creep happen iv. Many members should be included v. Elements in a given level is 100% of the project Reading: chapter 4 1) Emotional Intelligence Model for project management a) Self-Awareness Precedes Self-Management 2) Self Control a) The ability to remain composed in spite of our emotional state b) Negative feelings can cripple a team c) Self-Control is for all emotions d) Self-Control helps us avoid emotional breakdowns e) Emotional hijacking 3) RESPOND DONT REACT a) Thinking brain and amygdala i) Angry Tirades ii) Door Slamming iii) Email letter bomb iv) Withdrawal and isolation v) Holding grudges and getting even vi) Criticising vii) Sarcasm and inappropriate humor viii) Playing the victim 4) Emotional breakdowns may be preceded by emotional triggers 5) Moods and attitudes of others a) Who, why, cut the cord, dont take it personallty 6) Prethinking/Foreshadowning a) ID the pattern b) Interrupt the foreshadowing with logic 7) Dwelling a) Become aware b) Get clear c) Recharge d) Break the link e) Tease yourself 8) Hot Words and Hot buttons a) Give yourself a checkup b) Get a second opinion c) Go beyond the hot button 9) Criticisim and blame a) My own worst enemy b) Look ahead c) Check it out d) Feedback e) Doesn’t change anything f) Set a mistake quota 10) Physical Environment 11) Illness and Fatigue 12) Stinking Thinking a) All or nothing thinking b) Always and Never c) Being Negative d) Filling in the Blanks e) Should Statements f) Personalization and Blame 13) IDing stinking thinking a) Journal, help from friend 14) Other reasons a) Managing fear to release that energy elsewhere b) Harnessing anger (anger is power) 15) Techniques for Self-control a) Know thyself b) Use HALT (Hungry, Angry, Lonely, Tired) c) Evaluate your physical environment d) Take care of yourself and stay healthy e) “Sharpen the saw” f) Avoid long work weeks g) Get support h) Reduce stress level i) Talk it out with someone j) Give yourself a time out k) Write a letter you won’t send HW 3 1. Contingent motivators (money) only work well when there is a simple group of rules/tasks and a known end goal 2. Autonomy: we want to direct where our lives go; Mastery: when we decide for ourselves that we want to get better at something; Purpose: to serve the larger picture instead of ourselves 3. ROWE: Results Only Work Environment 4. Incivility: we havent been paid attention to in a positive way so we can miss anything unusual. Incivility takes up mental resources 5. Empathetic Listening: listening without judgement a. Make the speaker feel valued and important b. Improve the depth of communication c. Understanding the underlying emotions, which adds richness to the conversation d. Building trust and communication with the other Module 4 Reading: chpt 5 - Social Awareness 1. Intro to Social Awareness a. Understand verbal and nonverbal communication b. Understanding motivations to align with objectives c. Improving understanding of stakeholders and politics d. Providing feedback 2. Experts on social awareness a. Appraisal and expression of emotion, utilization of emotion 3. Empathy a. To read the spoken and unspoken thoughts and feelings of others b. Ability to appreciate the thoughts and feelings of others and why they have them c. Capacity to respect and value people from diverse backgrounds and cultures 4. Why is Empathy Difficult a. Self-Orientation b. Results First c. Tough Stuff d. We are smarter than others 5. Empathetic Listening a. Let others speak b. Maintain eye contact c. Give the speaker your full attention d. Playback and summarize e. Orient to emotions f. Try on their shoes g. Suspend our judgement 6. Seeing others clearly 7. Seek the best in others 8. Determining what others are feeling a. Ask ourselves what we are feeling b. Listen for emotion words 9. Barriers to Seeing others clearly a. Filters and biases b. Imposition our own autobiography c. We take shortcuts for efficiency d. We make others ‘bad’ 10. How to see others clearly a. Recognize our own biases b. Practice studying others c. Practice looking for the best in others d. Use the emotional asseessment checklist 11. Organizational Awareness a. “Ability to read the currents of emotions and political realities in groups” 12. Key power relationships a. Who are the decision makers? b. Who has influence on the decisions made? c. Who gets advice from who? d. Who in the organization or team has worked together before or at another company. 13. Understanding values and culture of the organization a. Promotions? rewards/punishments? Reactions to challenges? Mistakes? Rules about starting early and working late? Bonuses? Who has been fired? 14. Emotional Boundaries a. “Good fences make good neighbors” b. Warnings of emotional boundary issues i. Moods and feelings of others ii. Pleasing others iii. Victim-like behavior iv. Cannot express wants and needs c. Respect emotional boundaries i. Set limits ii. Respond appropriately iii. Take responsibility iv. Let them be v. You cannot fix other people (exercise in futility) d. Better communications around boundaries 15. Techniques for improving social awarness a. Improve empathetic listening skills b. Take a class on listening c. Track emotions during team meetings d. ID emotional red flags in others e. Mirror emotions (describe back) f. Go to school g. Track own emotions h. Dissect the organizational culture Intro to Social Awareness 1. Team norms to improve social awareness Subconscious naming 1. What names might you attribute to events or people on your team 2. They change reality 3. Thoughts and emotions can be formed from words 4. Abolish the P word Attribution 1. The study of the mechanisms and processes involved with the assignment of an assumed reason for what we see/think we saw 2. Process a. observation/event b. Interpretation: labelling c. Attribution: assign a logical reason for what you decided you saw d. Response: you think or do something based on the attribution 3. Internal Attribution: assign the cause of events/behaviors to be due to something within the person 4. External Attribution: we assign the cause of events/behaviors to something outside the person 5. Attribution bias/errors: usually we think of others with internal and ourselves with external Empathy and Social Awareness 1. “When dealing with people, remember you are not dealing with creatures of logic, but creatures of emotion.” 2. Co-creation: both people play a role in the quality of the working relationship a. No one party is solely responsible for the working relationship b. Both must work together 3. People who are difficult to work with: a. Critic, bullies, narcissist, dishonest, ‘cavemen’, jerks 4. Tips for dealing with difficult people a. Seek to understand b. Set and enforce limits c. Dont lower your standards d. Dont try to fix them e. Documentation 5. Empathy a. Lets the speaker know they are valued and important, communicate deeper, appreciate emotions, build trust 6. Sympathy: refers ot feelings of loyalty or unity a. Implies sharing 7. Empathy is not easy a. Self-Orientation b. Results Driven c. Awkward, undeveloped skills d. Shut up e. ‘I’m smarter’ 8. AEIOU a. Appreciative b. Empathetic c. Inquisitive d. Open-Minded e. Understanding 9. Do not multitask, do not phub 10. Stay in the moment a. Seek knowledge 11. Empathize, don’t relate 12. Summarize only when appropriate 13. Watch for emotions 14. Interpreting other’s emotions a. Must be done but not easy HW 4 1. WBS used for breaking a project into more manageable parts Module 5 Reading: chpt 5 cont HW5 1. Only 10% of happiness can be predicted from the external world 2. Optimism levels predicts 75% of job successes 3. Happiness advantage: more positive = brain performs significantly better 4. Solitude and being away from phones is needed to improve your listening/conversational skills. Groups_Teams_Motivation 1. “A leader is best when people barely know he exists, when his work is done, his aims fulfilled, they will say: we did it ourselves.” 2. Groups and Teams a. All teams are groups b. Groups: common goals, methods, tools, process, interests. May help each other a bit. EXIST TO MEED THE NEEDS OF THE MEMBERS c. Teams: may have different skills, roles, methods. Share a common goal and are depended on each other. EXIST TO ACCOMPLISH SOMETHING THE MEMBERS CANNOT WITHOUT THE TEAM 3. Project team meetings (time for) a. Relationship building, open-ended disc, active problem solving within the meeting, healthy conflict 4. Matrix organization a. Function similar to a group. The group exists to help the members do their job. Department manager provides standard methods and training. 5. Project team: to accomplish some project a. One fails, all fail b. Trust, must be confident team members will play well 6. Different group culture/mentalities a. Eng: product is what we make and the features in it b. Marketing: branded item that brings profits and secure market share c. Manufacturing: whatever is boxed and shipped d. Sales: value it brings to the customer 7. Motivational Factors a. MBWA (Management By Walking Around) i. Learn when people are available ii. Choose your emotional state iii. Dont sidle 8. Herzberg’s Factors a. Motivators: recognition, achievement, advancement, growth b. Hygeine: salary, benefits, working conditions 9. Safe Environment a. Resonant Project Leaders: manage and direct feelings (emotions) to help the team meet its goals b. Dissonant Project Leaders: poorly aware of feelings (emotions) c. Safe: expectations and standards clear, conflicts addressed, accountability d. Unsafe: lack values, lack rules, complaining, uncertainty 10. 8 Keys to creating a safe environment a. Lead by example b. Be optimistic c. Establish team values d. Enforce the rules e. Stand up to management f. Hold others accountable g. Keep it fun h. Recognize individuals 11. Broken Window Theory Q12 and 17+ Tips for Distributed Teams 12. Fundamentals: feel belonging, know WIIFM (Whats in it for me?), highly engaged 13. Gallup Q12: relationship between engagement and work outcome a. Foundation of trust and support b. Basic needs from the workplace are neededddd 14. Distributed teams: a. Loneliness, collaboration and communication more difficult 15. Communication needs a. 16. Tips for distributed teams: a. Call for assistance, opinions, personal connection b. Teammates work in subgroups c. Make a common enemy d. Less progress report meetings e. Measure/monitor how often people are connecting Vision, Mission, Goals, and Milestones Dancing in the moonlight: written by cornellian sherman kelly played by buffalongo in ithaca while recovering from an attack by gang members in St. Croix later called “King Harvest” 1. Vision: Mental image of the desired future state a. What will the future ___ be like? 2. Mission: an operation intended to carry out specific objectives (purpose) a. What, how, why, for whom 3. Goals: Expected and/or desired outcomes a. Goals are objectives 4. Milestones: checkpoints along the way a. Mark the completion of a stage or a change in focus/resources b. Point in time, measurable progress, for progress, time, or money 5. Task: smaller action item a. A to do SMART Goals 1. SMART Goals: a. Specific b. Measurable c. Achievable d. Realistic/Relevant e. Time-based Module 6 Reading: chpt 6 - Relationship Management 1) Relationship Management a) Projects are a team effort b) PMs often lack direct authority c) PMs compete for resources d) PMs need to negotiate e) PMs are communicators 2) Relationship and leadership a) Inspirational b) Influence c) Develop others d) Conflict management e) Building bonds f) Teamwork and collaboration 3) PM framework for emotional intelligence a) Stakeholder relationships i) Increase likelihood of success ii) Provide currioning to weather storms iii) Provide environment that is emotionally satisfying iv) Steps (1) ID project stakeholders: project manager, customer, members, sponsor, influencers (2) collect and analyze info: priority, role, position, objectives (3) develop relationship strategies (4) manage the relationship b) Developing others i) Interpersonal and management skills ii) Formal and informal training iii) Team-building iv) Ground rules v) Co-location vi) Recognition c) Truthtelling i) Providing your reaction ii) Saying no iii) Using I like/I dislike statements iv) Using i need/i want statements v) Stating beliefs or judgements vi) Getting clear vii) Keep short accounts 4) Trustworthiness 5) Co-Creation 6) Working with difficult people 7) Managing relationships on projects (12ish things) a) Apply emotional intelligence basics b) Stakeholder managment tool c) Regular 1-1 meetings d) Out to lunch e) icebreakers/teambuilding f) Become a coach/mentor g) Recognize others h) Assessment instruments i) Practice truth-telling Communication Modes 1. IM/Email: a. Fast, many people, two-way, clarification, details and attachments b. No tone, emotional context miss-conveyed, often interrupting c. If you are emotional , dont use email/IM 2. Reports/Shared Files: a. Can choose words carefully, permanent record, later touching base b. One-way, no feedback mechanism or agreement, does not encourage questions c. Proof-read, avoid surprises 3. Video calls a. Two way, allow for some feedback & collaboration, visual communication clues b. Coordinate schedules, some parties have video off 4. Phone calls a. Some feedback, can do it while traveling, two-way b. Lack facial and body language 5. In person 1:1 a. Benefits from feedback, increase understanding, for emotionally loaded conversations b. Limit amount of time, may require travel c. Allow time for relationship building, 6. Let the team build the agenda 7. PUTFP (pick up the f phone) 8. Group meetings/group presentations a. Good for vision reinforcement, brainstorming, relationship building b. Inconvenient or poorly timed, could be a waste of time, c. Share development of agenda, more focus on audience concern 9. Timing: frequent communication back to the PL is usually better but timing of communication out from the PL should be managed carefully 10. Make time for ALL STAKEHOLDERS TRUTHTELLING 1. Competing for human resources: justify the resources they require and articulate their value… need to keep excited and engaged 2. Main role is communicator and relationship builder 3. Three competencies of relationship management for PMs a. Stakeholder relationships b. Developing others c. Truth telling 4. How do you respond to expectations? a. Upholder, obliger, questioner, rebel 5. 12 techniques for managing relationships on a project 6. You need courage. 7. Working with difficult people a. Seek to understand, foster empathy b. Dont flex on standards c. Set and reenforce limits d. Document more e. Get help f. Beware of negative labels g. Look for strengths h. Be consistent Network Diagrams and Critical Path 1. AoA - nodes are events/milestones, arrows are tasks 2. AoN - nodes are tasks, arrows are dependencies 3. Critical Path 4. Float 5. Network Diagram 6. Precedence: order of tasks 7. Prerequisite 8. Slack HW6: Project Network, Precedence etc 1. Float in gant charts Module 7 Multiple Emotions 1. Multiple Escalated Emotion Senarios a. Can affect the future behaviors and performance Team Stages 1. Forming 2. Storming 3. Norming 4. Performing 5. Adjourning 6. Regular team monitoring is needed during forming, storming, and adjourning Belonging 1. Sense of belonging needed for morale, creativity, and motivation 2. Maslows Heirachy of needs: a. Self-actualization b. Esteem c. Love and Belonging d. Safety needs e. Physiological needs 3. Drexler Sibbet Team performance model a. b. Orientation, Trust, Goal Classification, Commitment, Implementation, High Performance, Renewal Stakeholder Management 1. ID key stakeholders a. Priority, current position, role, objectives, communication style SPARE: Sex, politics, abortion, religions, economics FORDS: family, occupation, recreation, dreams, serving