10 Steps to Creating Discipline in a Project Management environment

One of the reasons for inefficiencies in the implementation of project management is a lack of discipline. PMBOK, Prince2 and various other methodologies and standards will not guarantee its implementation just as the availability of a Project, Program and Portfolio tool will not guarantee its usage. Without instilling a project management discipline, project management happens purely by chance.

So although we desperately want to acclaim the success of a project/programme manager by the processes and structures created, we often de-emphasise the importance of leadership and management of change within the project environment. We deal with people that need to lose their individuality in a process to become a team that seeks a common goal.  In this process we need to breed a team culture, foster a regimen and facilitate activities that will develop and improve the combined skill and ability of the team to deliver.

More simply stated, we need to implement the following 10 things:

1.    Share the vision – Sure we know why we are here, and we also understand the importance of reporting and reporting cycles, issue and risk monitoring and all the other jargon that is associated with project management. The question is however, does our team get it? Do we take the time to explain the business case to them and how it will benefit the organisation? If not, we have a serious problem with buy in and lack of motivation. If you do not know where you are going, you often would take all the wrong roads there.

2.    Define the rules upfront – Ensure that the governance structures are clear and expectations explicitly communicated to team members, contractors and other stakeholders.

3.    Capacitate the team – Capacitate your team through a project/program induction program and monitor skills levels throughout. Where you find these skills lacking, book additional training or start a coaching program where the more mature resources takes responsibility to coach those less experienced.

4.    Create visibility – Remove all areas where information can be hidden or manipulated and establish a visible and controlled reporting platform, then allow the team access to the real picture. (Remember you share the vision and you share the responsibility)

5.    Ensure accountability – Defined responsibility for delivery and cultivate the commitment to do so.

6.    Continuously improve – Establish a mechanism to change. If something is not working, change it and ensure that the reward for improvement is given where it is deserved.

7.    Establish routine – Define a structured reporting cycle and keep to it.

8.    Measure compliance – Check up on what you asked them to do and do not hide the results.

9.    Integrate into appraisals – Make sure you reward those that comply and penalise those that don’t.

10.  Be humane – Do not push your team beyond a healthy life balance. If you work the team to the bone, you might be the only one left to pick up the pieces.