PM - a new skill for business success
Rohantha N.A. Athukorala
In the recent past at many a board meeting-be it in the private or
the government sector, a word that keeps popping up is setting-up cross
functional project teams to work on specific business initiatives that
are critical to an organizations’ high growth agenda.
|
Project management is all about
delivery of pre agreed objectives like the launch of a brand
in a company |
Last week when I was invited by the Project Management Institute of
Sri Lanka to address their membership, I was forced to read on the
science of project management and what I discovered was that what we
refer to as cross functional teams in a company in fact falls under the
mandate of ‘Project Management(PM)’.
Hence unless one masters the skill of project management in this new
business environment the career path can be stunted.
PM - defined
It must be mentioned that Project Management(PM) is a discipline and
not a profession. The logic being in today’s competitive business
environment it does not matter if you are a marketeer, accountant or
legal expert you are called to sit on project teams in a usual daily
routine at work.
Which means that PM has today cut across professions and become a
general management skill than a business function in the commercial
world. I guess that’s why PM is defined simply as allocating money, time
and people in a way to achieve a pre-determined objective.
The pre determined objective can be the launch of a new brand like
Kik Cola or acquisition of a company like what Cargills indulged in last
week when they purchased a brewery.
Which means that there is a need for this new business skill be
mastered by a modern day executive if they are to fast track their
career path. However, it must be pointed out that in a typical project
management organization there are functional experts called project
managers that are called upon to manage specific projects that are
somewhat different in nature.
Let me confine myself to a conventional business organization that I
discussed earlier.
PM - way of life
When a stock market has been doubling every year in a country, I
guess there is no option but an organization of today has to be very
competitive to survive and thrive in a economy that is buoyant like
today in Sri Lanka.
This demands a company to set up project teams which is why PM is
fast becoming a way of life in the modern Sri Lankan business world.
However what we see is that in many of these project teams we extend
our current skill set that we have mastered in our chosen profession
without understanding that PM requires a new skill set in this fast
track environment that we currently live in.
PM - skill set
Apparently the first stage in this discipline is called the basic
level. Here a typical project management team has an initial
understanding of what the project is about and what the contents are
which is where many project management teams operate in.
Then comes the advanced stage of project management when risks are
identified which are associated with the project and also the team
recognizes that complex techniques like change management are required
for the successful implication of the project.
For example a 360 degree customer care program that you want to
launch in a company. If one wants to really master PM then it must come
up to Expert Skill stage where the team gets involved in negotiating
business conciderations, factors in legal implications and also uses
sophisticated estimating and tracking mechanisms to drive key projects
in an organization.
Finally comes the speciality skill stage of project management where
most meetings happen electronically and usually the team members are
scattered across different areas geographically.
I guess the challenge is for an organization to determine at what
stage each project is in and to what extent of complexity does a typical
project team needs to function is in for the timely delivery of results.
Hence the onus lies in the senior management of the company to make
this call and infuse this new skill into a company.
PM - business skill
But a point to note is that many organizations might not actually be
using technical terms like project management in the day to day business
operations. They might be calling them cross functional teams that keep
sprouting up across the organization in this fast track business
environment that Sri Lanka has entered into. Which means the first task
of the senior management is to instill this technical change to teams
are sensitized to the discipline project management eventhough working
in teams is a way of life in today’s business world.
Once PM becomes an integral part of the organization then comes the
challenge of how one can master the required new skills set that can
drive a business executive of today to higher performance in a company.
Which is why PM is today termed a business skill.
If PM is accepted as a business skill in some organizations we see
that in certain key projects, board members are appointed into the
project team and the team directly reports to the board on the progress
made. This is where one can say that project management has achieved a
very high degree of maturity in a company.
But for this to happen a sense of appreciation by CEO’s or MD’s must
take place that will drive the team to practice this new business skill
that is coming into play in Sri Lanka.
Certain blue chips and multinational organizations practice this
already which infers that to some extent there has to be a structure of
operation if one is to use project management as a competitive skill.
Agility of PM
Given the many economic shocks that Sri Lankan organizations are
getting exposed to, from financial crisis to the war on terror and then
to the recent catastrophe that has devastated the east of Sri Lanka, we
see a emerging development called agile project management taking form.
This is essentially when a company is operating in a highly volatile
environment and a typical PM team will demand special skills which are
technical in nature. But speed happens to become a key factor that is
essentially a multiplier.
Some of the key skills which are required are managing frustration in
the delivery of projects due to bureaucracy and the teams having to
demonstrate a high degree of maturity given the political environment
that country operates in to name a few.
In some situations an agile PM team might be required when working in
unsafe environments which means that the environment plays an important
role in this kind of structuring of PM teams which I guess we must be
aware of.
PM - how to master Now that one has a fair share of knowledge on this
science of PM I guess it’s important to understand how this new business
skill can be mastered.
When examining organizations that practice such skills effectively,
how they have reached this degree of excellence has been by on the job
training and also combining some off site education training which is of
a technical nature.
The key goal of an organization is that PM must evolve from a basic
skill to possessing expert skill so that it can reflect a better chance
of predicting obstacles and then working around them so that delivery of
the project happens at targeted time lines.
This is the most important aspect to remember. There is no point
mastering the skill set of the delivery if the project is off the time
target.
Why PM fail
This takes us to the area of why PM fails in a company. According to
Standish Group that conducts global surveys on this area it has been
revealed that only 17 percent projects ultimately gets delivered on
time. Almost 50 percent of the projects are forced to change their
targeted delivery dates whilst 33 percent of the projects gets
cancelled. In the United States alone last year it has been valued that
the cost of non delivery of projects on time has been a staggering 80
billion dollars that gives us an idea on how important this skill is in
today’s environment. I guess its important for organizations in Sri
Lanka to do a similar exercise so that it tells us how important it is
that every business executive of today must be project management savvy.
Some of the reasons why projects fail is due to the clear
demarcations not been agreed at the outset, Poor leadership when one has
to be clearly appointed formally and finally the non availability of
funds at the right time.
I guess in Sri Lanka the latter is very real specially in the public
sector but in the private sector it’s more to do with non allocation of
funding for core activity.
The logic being until a project is completed there is no revenue
coming into an organization. Say for instance the project team that
delivered the new brand Kik Cola as an example. Until the brand was
launched to the market place, the revenue mechanism was not in operation
which means that every activity is a cost.
Hence the only way out is to accurately budget the planned
expenditure and stick to this cash outlay so that it does not become a
stumbling block for the project team’s performance.
PM - ethical issues
Ethics is all about morality. Sir Francis Bacher refers to morality
as a trait that tells an individual if a certain activity is right or
wrong. Given that most projects are to do with large values there has to
be a high degree of delivery on integrity.
Some argue that corruption and development goes hand in hand but that
does not hold ground in the strictest sense of PM.
It is also important to note that ethics do not change with time and
the society that it operates in. Which is why the selection of the
leader plays an important part in the overall delivery projects in
todays world.
Next steps
* Organizations must identify all the project teams that are
operating in a company.
* An audit must be done on the current performance based on delivery
of tasks based on time lines agreed.
* Identification of training gaps and careful skill training must be
invested by the company.
* The delivery of projects must be broken down to responsibility of
the team and this must be included into the performance appraisal of the
individual.
* Highlight the importance of PM as a business skill for a new age
business executive.
|