Project Managers' Coffee Chat with Tim & Merv

Hosts Merv Jersak and Tim Jerome share personal anecdotes and strategies on negotiation, managing conflict, effective collaboration, and leveraging documentation in project management. The discussions highlight the importance of understanding and responding to emotional cues, fostering open communication, and applying lessons from personal experiences to professional environments. The hosts emphasize the value of project journals, handling disagreements constructively, and transferring project management skills to personal life. They encourage listeners to apply these strategies to achieve success in project management roles.

Main Take-Aways

Stories are powerful teachers. Today's story lessons:

• learn from situations where collaboration was not effective
• prepare staff for project pressure
• control emotions when attempting to resolve issues collaboratively
• maintain documentation in case it is needed for future collaborations

Show Notes

Today's Project Managers Coffee Chat: Leadership Lessons from the Trenches – Stories of Collaboration, Conflict, and Growth

00:43 Tim starts the discussion with a learning experience of negotiation and conflict management as he misread the intent of his director.

03:40 Merv extrapolates on the previous story by recounting a time when a senior project manager completely misread his customers' signals and added to existing conflict.

06:12 Merv shows how he prepared his client staff, comprised of non-technical people, for the pressure cooker of a project when the technical staff came on board.

07:06 Tim recounts a conflict situation where he controlled his emotions and logically walked the stakeholder staff through documentation to show them where they were deviating from previous contractual agreement.

10:29 Merv agrees by recommending when and how contractual documentation should be referenced during collaborative discussions.

12:55 Merv tells of time when his job was unfairly placed in jeopardy, but was able to non-defensively and collaboratively help his manager come to a different conclusion.

15:53 Merv recommends taking notes and maintaining recency in documenting situations for future reference should the situation warrant it.

16:49 Tim shows from his own example how he keeps two journals – one for the project for posterity, and one for personal usage.

18:53 Merv introduces the topic of applying collaborative techniques that we use on projects in our personal lives.

Hosts Merv Jersak and Tim Jerome emphasize the need for project managers to overcome personal biases and judgments to facilitate better collaboration and project delivery. The discussion includes practical advice on conflict resolution, leveraging collaboration tools effectively, and employing wisdom and discernment. Key to the conversation is the introduction of Speed Leas' model for understanding the levels of conflict, and strategies for proactive management to prevent conflict escalations. The episode is packed with real-world anecdotes and tips for leading projects more effectively by focusing on human interactions and decision-making processes.

Main Take-Aways

1) Project managers must check their biases and judgments to aid collaboration.

2) Project managers must take accountability and responsibility to aid collaboration.

3) Project managers should check their language and avoid absolutes.

4) Project managers should study Speed Leas' model for conflict management on projects to help them understand when to insert themselves into the situation.

5) Project managers must learn wisdom and discernment to improve their collaboration skills.

6) Project managers can use cognitive dissonance and/or humor to help in situations that require collaborative solutions.

Show Notes

Today's Project Managers Coffee Chat: Tips, Tools, and Techniques for Collaboration on Your Projects

00:27 Unlocking collaboration tips, tools, and techniques for managing projects.

00:37 Merv reveals that he has had to learn to check biases and judgments before inserting himself into a situation to help ensure collaboration can happen more effectively.

01:14 Tim adds that he had to learn to take accountability and responsibility to improve collaboration on his projects.

02:11 Merv offers that you should also check your language; Tim agrees by counseling project managers to avoid absolutes.

03:24 Tim introduces Speed Leas' 5-step model for conflict management on projects, one that has been adopted for Agile engagements. The model follows conflict escalation on projects and advises when project managers should step in to help resolve the conflict.

05:34 Leas' Step 1 – "problem to solve", and the team is collaborating.

06:10 Leas' Step 2 – "disagreement", where the team is taking positions.

07:07 Leas' Step 3 – "contest", the team is showing win/lose dynamics.

08:36 Leas' Step 4 – "crusade" (updated term: "fight/flight"), and the team has formed factions.

05:34 Leas' Step 5 – "all out warfare" (updated term: "intractable situation"), and the team is looking to bring harm to those they are in conflict with.

11:58 Merv discusses how discernment and wisdom are powerful aspects of your character as a project manager to apply better judgment to situations that require a collaborative approach.

14:30 Merv continues by showing how applying creative conflict resolution through cognitive dissonance and humor can diffuse difficult situations.

18:32 Merv closes the discussion by recommending that you separate facts from emotions in any situations in which you find yourself.

Hosts Merv Jersak and Tim Jerome discuss using collaboration in conflict situations to mitigate discord. They review such activities as creating a safe environment for team members to express their concerns, fostering open communication, and establishing trust and relationships. The conversation covers practical tips such as dealing with initial conflicts, engaging in active listening, and creating rules of engagement to ensure a productive resolution process. Additionally, they touch on how to handle persistent conflict situations and the role of human relations in effective project management. The necessity of understanding the root causes behind conflicts and approaching them with empathy and insight is also highlighted.

Main Take-Aways

Some practical applications of fostering collaboration in a team setting when conflict occurs, and of using collaboration to mitigate conflict:

• understand that conflict on projects is inevitable
• understand that individuals become defensive and protective of their positions
• be aware of conflict situations no matter how minor
• create a safe environment for individuals to be able to express themselves
• encourage open communication
• establish rules of engagement for inevitable conflict situations
• develop collaborative conflict management strategies

Show Notes

Today's Project Managers Coffee Chat: Navigating Conflict Using Collaboration Strategies

00:46 Diving more deeply into conflict management through collaboration with the team and individuals on the team. Why? Because conflict on projects is inevitable.

01:05 A review of conflict from the perspective of its effect on project progress. How individuals involved in conflict naturally become defensive.

03:17 Practical applications to handle conflict on your project. First, be aware of even minor conflicts when they begin. Help the individuals involved understand that the conflict should not be personal, but to consider the bigger picture with regard to why they feel threatened.

07:25 Creating a safe environment to allow team members feel free to express themselves and their concerns. Encouraging collaborative, open communication during conflict with the objective of achieving a positive outcome.

09:50 Establishing rules of engagement for when conflict occurs so that individuals understand how the conflict will be mitigated.

10:49 You as project manager should be part of the conflict resolution to help ensure it is resolved in a positive manner – not necessarily to be the one who resolves the conflict, but as an active listener to assist in the resolution.

12:31 Advanced conflict management strategies that include:

• a safe environment to be able to express concerns,
• having an underlying understanding that conflict will be handled collaboratively,
• following up on the agreed upon resolution,
• understanding and dealing with human emotions,
• proactively taking action if resolution is not happening,
• developing trust and professional relationships,
• determining the reason behind the conflict and why it occurred in the first place

20:26 A quick summary of the last three podcasts with regard to the importance of collaboration as a project management characteristic, and an introduction to the next podcast on tips, tools, and techniques for using collaboration in project settings.

In this episode, hosts Merv Jersak and Tim Jerome delve into intricacies of collaboration within project management. They emphasize the shift from a command-based approach to one that values consensus, negotiation, and discussion. They underscore the importance of logic, ethics, and emotional connection in leadership and communication. The episode explores practical strategies for fostering team collaboration, such as brainstorming, defining roles, and leveraging diversity for a healthy workplace. The hosts also highlight the role of rewards, recognition, and mutual respect in building a collaborative environment, sharing personal anecdotes to illustrate these points. Finally, they touch upon the need for project managers to engage in negotiation and transactional leadership to facilitate collaboration and accomplish project goals.

Main Take-Aways

Some practical applications of fostering collaboration in a team setting:

• bringing emotion into collaboration
• fostering a culture of collaboration
• guiding the team in collaborative decision-making
• providing feedback in areas needing improvement
• applying collaboration in negotiation
• building trust and relationship

Show Notes

Today's Project Managers Coffee Chat: Practical Approaches to Fostering Collaboration Across the Team

00:50 Diving deeper into the subject of collaboration beginning with a discussion of collaborative negotiation and debate/discussion.

02:16 Three communication styles (logic, ethics, and emotional appeal) of which emotional appeal can be used effectively to enhance your collaboration.

04:44 Fostering a culture of open communication and knowledge-sharing (including brainstorming) to help develop a true collaborative environment.

08:56 Guiding the team in collaborative decision-making to develop individuals' esteem and overall team building.

11:08 Feedback to assist the team in looking for areas for improvement is an act of collaboration that you can foster on your projects.

12:16 The art of being collaborative in negotiations to arrive at win-win. The benefits of transactional leadership to motivate and influence team members. Always seek for areas of common ground.

17:41 Building trust and relationships to effectively develop the collaborative environment that we seek.

20:16 Exploring the next podcast episode to discuss collaboration within conflict situations in upcoming discussions.

In this episode, hosts Merv Jersak and Tim Jerome dive into the importance of collaboration in project management, differentiating it from cooperation by emphasizing a shared goal and purpose within a team. They discuss strategies for improving project delivery by focusing on the human aspects of project management, including establishing a culture of collaboration, fostering effective communication, and setting clear roles and responsibilities. They also touch on the importance of leadership in creating an environment that encourages teamwork and addresses the challenges and tools to enhance collaboration among project teams.

Main Take-Aways

Collaboration is an essential skill for project leaders in order to lead their teams to successful project outcomes:

• there is a difference between collaboration and mere cooperation
• develop a shared understanding of the common goals of the project
• establish communication channels
• clarify roles and responsibilities
• create a collaborative team environment
• be a leader that fosters collaboration

Show Notes

Today's Project Managers Coffee Chat: The Art of Collaboration in Project Management

00:45 Leadership as the umbrella for the upcoming podcasts on essential skills that project managers need to learn and apply.

01:19 Tim and Merv begin week 6 with an introduction to the essential skill of collaboration by defining what collaboration means in a project team setting.

02:22 Exploring the difference between collaboration and cooperation, and how collaboration brings in the idea of a common goal.

03:45 The power of collaboration to align the work of the team and to create a shared understanding in order to focus on their shared goals.

05:21 Establish regular communication channels for the team to maintain their focus on their shared goals.

06:14 Clarify roles and responsibilities to achieve maximum collaborative engagement across the team.

06:39 You as project managers need to also check yourselves to ensure transparency in collaboration.

07:36 Create a team environment that fosters collaboration.

10:46 The role of project managers in fostering collaboration across the team. Team members need to feel that they are contributors.

12:34 Provide an environment for team members to meet their own personal objectives as they help meet the overall project objectives.

15:48 Leverage a variety of techniques to encourage healthy collaboration: a collaborative environment, an environment for effective communication, an understanding that there will be difference of opinion, building in expectations, leading by example.

Hosts Merv Jersak and Tim Jerome share personal stories and strategies for building effective relationships with executives, peers, and team members. This episode emphasizes the importance of trust, effective communication, active listening, and maintaining strong professional relationships. Through anecdotes from their professional experiences, they demonstrate how project managers can lead both upwards and downwards effectively, adapt to different organizational cultures, and establish credibility and trust with clients and team members for long-term success. The discussion concludes with a look forward to exploring personal traits that enhance team leadership in project management.

Main Take-Aways

Stories are powerful teachers. Today's story lessons:

the value of using story with teams and management

the importance of having personal boundaries and standing up for personal principles

the rewards that often come by developing strong relationships with managers and peers

the benefits of sharing information and keeping open communication channels

the importance of building strong relationships with customer management

the value of building a strong corporate culture

the need to build trust and confidence with client executives

Show Notes

Today's Project Managers Coffee Chat: Leadership Lessons from the Trenches – Stories of Executive Engagement

00:52 Tim begins with a story of how his manager sensed a lack of confidence in him in a particular situation, and took the time to teach him about the organization's culture. He used story to help Tim understand, and Tim's take-away from that moment was to use story with his teams and management as he progressed in his career as a project leader.

04:17 Merv recounts a negative experience with management as he had to stand up for his principles and push back against his manager. He eventually left that position, but it was important to maintain his own boundaries in dealing with a manager bully.

07:05 Merv then gives three short vignettes about developing strong relationships with management and peers that will bring their own rewards even years later. It was important for him to treat these individuals as he himself would have wanted to be treated by them. It's important that you maintain those relationships.

08:50 Tim tells of a painful time when his entire organization was dissolved, and the lessons he learned by maintaining excellent communication and sharing information with his manager such that they all got through the experience successfully.

12:06 Merv's most meaningful experiences in this regard came from cultivating relationships and trust with his customer management. He developed strong bonds of trust and confidence with those executives such that they relied upon his advice and often increased his roles and responsibilities.

16:08 Tim's experience with client management was in a situation where the executive gave him a view into the internal culture of the organization, and how it was founded on the sharing of ideas. From that he learned an important lesson of establishing corporate culture and of how to relate to upper management.

17:19 Merv provides an example of how in a corporate culture of "saving face", he was able to garner the trust of his customer executive such that they acted upon a difficult request of his.

18:43 Tim wraps up by summarizing the week's podcast episodes on the importance of relationship building with management and peers.

This podcast features hosts Merv Jersak and Tim Jerome discussing advanced project management strategies, with a focus on improving project outcomes by effectively managing up and building strong relationships with executives and peers. They emphasize the importance of understanding human dynamics, active listening, and demonstrating appreciation and respect. Techniques such as mirroring body language, reading the room, and anticipating needs are discussed as ways to enhance communication and influence. The conversation also highlights the value of authenticity and integrity in professional interactions. Additionally, practical tips for going above and beyond in supporting executives and fostering reciprocity in professional relationships are shared, illustrating how project managers can achieve success by aligning technical skills with strong interpersonal skills.

Main Take-Aways

1) Project managers should put themselves in their managements' positions to better understand how to engage with them.

2) Project managers should learn how to read body language and verbal cues to be more effective in their communication and influence with executives.

3) Project managers should learn to anticipate their executives' needs and to be proactive in their working with management.

4) Project managers build professional relationships by asking for favors and expressing gratitude.

5) Project managers are always their authentic selves.

Show Notes

Today's Project Managers Coffee Chat: Tips, Tools, and Techniques for Managing Up (Executives and Peers)

00:27 Introducing practical application of tips and techniques to manage (influence) our executives, customer executives, and peers as we lead our project teams.

00:57 Tim's primary technique for effective executive engagement is to put yourself in their position. Recognize their accomplishments even when you only have a few minutes.

02:49 Merv agrees and cautions about being fawning versus being authentic.

04:23 Merv learned over several years the art of understanding and utilizing body language to understand your executive and how they conduct themselves. Watch how they interact with others. Practice mirroring.

09:12 Merv then adds to also learn to pick up on verbal clues and synchronize those with the non-verbal (body language) clues.

10:16 Tim augments the verbal/non-verbal tips and techniques by recommending that you also learn to read and understand an executive's experience and confidence. He refers to situational leadership and suggests that you learn how to implement this technique.

11:52 Merv recounts one of his favorite techniques in going above and beyond the normal expectations for the role of a project manager; learn to be proactive and anticipate your executives' needs.

13:47 Tim provides an example from Ben Franklin in that a great way to build a professional relationship – especially with peers – is to ask for a favor and then express gratitude. Merv adds that we as humans tend to want to help each other, so this techniques can be very useful.

17:41 Tim describes a powerful tip on being authentic. Be authentic with staff, peers, and management. Merv agrees, suggesting that while we may choose different communication methods with different levels of staffing, but your authentic self is the same to all.

Merv Jersak and Tim Jerome delve into the intricacies of project management with a focus on enhancing human relationships within the business environment, emphasizing the significance of establishing and maintaining healthy connections with colleagues, managers, and customer managers. They advocate for personal integrity, the development of strong boundaries, and adherence to personal values as pivotal to fostering professional interactions and project success. Tips on managing upwards, effectively communicating with various stakeholders, and building authentic, respectful relationships across different business cultures are shared, stressing the importance of trust, consistency, and openness in achieving project objectives and career advancement.

Main Take-Aways

In developing strong, healthy relationships with management and peers:

• establish and maintain strong boundaries and personal values
• maintain professionalism always
• understand management's perspective and align with that
• keep management in the know
• understand your customer managements' objectives, business, culture
• maintain civility

Show Notes

Today's Project Managers Coffee Chat: Developing Healthy Relationships with Management and Peers

00:27 Introducing the focus of today's podcast in developing healthy relationships as we manage up; that is with our management, our customer's management, and our peers.

01:21 It is important to establish strong boundaries and exhibit personal values as you go about your day-to-day interactions with management and peers. Strong boundaries and personal values are especially beneficial if having to deal with inappropriate actions by management.

04:16 Developing healthy relationships is enhanced by your ability to maintain professionalism amidst project challenges, and challenges posed by the actions of management.

05:57 It's important to understand management's perspective, and to align the project goals with those perspectives, to help develop those relationships.

07:09 You need to be professional and consistent in your project delivery to be held in high esteem and trusted by management.

08:32 Keep management abreast of project progress. Manage their expectations.

10:07 Have a variety of techniques to establish and develop strong relationships with your customers' management. Understand their needs. Understand their business. Understand their culture. Be vulnerable and interested in learning their business.

16:57 Besides your own management and that of your customer, it is important to foster strong and healthy teamwork and peer relationships.

17:51 Develop strong communication skills to enhance your professional relationships with management and peers.

19:40 Additionally, it is critical that you maintain civility in all interactions with management, peers, and your teams.

In today's podcast, Merv Jersak and Tim Jerome delve into the challenges of 'managing up' and cooperating with project management peers, addressing the perceived isolation in the career and the competitive nature for resources, promotions, and recognition. Through anecdotes and strategies, they advocate for collaboration over competition, the value of emotional intelligence, and aligning project goals with organizational objectives for long-term success. The discussion highlights navigating the landscape of competing for resources, the significance of professional boundaries, continuous learning, and supporting peers to foster a win-win environment within project management. The conversation concludes with the intention to explore managing healthy relationships in future episodes.

Main Take-Aways

Project managers learn how to manage relationships with peers who are often in competition for scarce promotions, resources, and personnel through:

• win-win strategies over personal ambitions
• taking the high road
• establishing personal and professional boundaries
• continuous learning
• applying emotional intelligence
• being collaborative and supportive

Show Notes

Today's Project Managers Coffee Chat: Managing Relationships with Peers for the Benefit of the Organization

00:29 Introducing today's focus on navigating relationships and competition among peers as an extension of this week's podcasts covering "managing up": building relationships and handling the competing aspects of those relationships.

01:53 There is competition for advancement, resources, technology, and budget.

03:52 Choosing the longer-term win-win strategy by putting the organization objectives over personal ambitions.

06:05 Professionally dealing with the competitive peer who wants to win at all times by taking the high road. Your reward may not come immediately, but it will come.

08:11 Establishing personal and professional boundaries. Embracing continuous learning and emotional intelligence to be noticed as a professional member of the leadership team. Just being better today than you were yesterday. Stressing collaboration over competition.

11:47 Fostering a culture of support and collaboration when working with your peers. Establishing clear role definition. Eliminating reasons for non-cooperation by being cooperative in your own interactions with peers.

16:56 Dealing with favoritism and politics in project management when it is apparent that executive staff favors one of your peers over yourself and others. Humans will act predictably, so remain professional and do the job assigned to you.

19:36 Concluding thoughts and introducing tomorrow's podcast regarding managing healthy relationships with executives and peers.

Merv Jersak and Tim Jerome focus on improving project delivery by addressing the human aspects of project management, specifically the skills required for effectively managing up. They emphasize the importance of developing strong professional relationships with individuals of higher authority or peers with different priorities. Key strategies include effective communication, building trust, aligning project goals with stakeholder objectives, understanding and integrating project development into corporate strategy, and demonstrating value beyond functional output. The episode also highlights the challenges of managing executives' expectations and dealing with the intimidation factor for junior project managers.

Main Take-Aways

Project managers learn how to manage up; that is, to motivate and influence their executive management, their stakeholder executives, and even their project management peers through:

• effective communication
• building trust
• aligning project goals with executive objectives

You can do this by understanding the challenges in getting executives (and peers) engaged, employing influence and motivation, and taking time to understand the executives' priorities and business objectives.

Show Notes

Today's Project Managers Coffee Chat: Managing Up – an Introduction to "Managing" Executives and Peers

00:36 A brief summary of previous podcasts regarding leadership topics that form the overarching umbrella for podcasts to come in Season 4.

01:26 Diving into managing up; that is, how do we "manage" our managers/executive, our stakeholder executives, and even our fellow project managers/peers?

03:05 "Telling" our executives that we need them to contribute to the project effort by appealing to their needs through asking questions and listening to them.

06:04 Some key concepts in addressing our challenges in managing up, or leading, the executive team: effective communication, building trust, and aligning project goals with the executives' goals.

08:13 Additionally, remind ourselves that our executive and peers are also humans with feelings and emotions, and that we are able to build strong professional relationships with them. We don't learn these skills from a textbook.

09:47 Some challenges in managing up: different decision-making authority, different strategic focus, limited executive time.

10:47 Employing motivation and influence to help engage our executives and peers in the project.

12:06 Dealing with busy executives' competing priorities and limited available time by taking the time to understand their business objectives.

13:02 Establishing a firm footing with your executives by understanding how your project fits into the executives' strategy and big picture objective. Learn to anticipate executives' needs. Work within the corporate politics and organizational culture to enhance your ability to influence your executives positively.

17:06 Ask your executives for their help.

18:30 Make sure that your executives know the value you are adding in the project that benefits their overall objectives.