Project Management - Active Listening

8/10/2019 Project Management - Active Listening

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Project Management Notes

Active listeningincludes:

- Mirroring Repeating what the other person just said to confirm the fact that you have

listened to what they were saying- Paraphrasing Rephrasing what the other person said into your own words so that you

remember the content and show the other that you are listening

- Summarising Excluding extra detail, getting to the skeleton part of what the other said

- Clarifying questions Asking questions to clarify some excluded details in what the other

said, asking for more details

Active listening includes mirroring aka. Repeating what the other just said, paraphrasing aka.

Rephrasing what someone just said in your own words, summarising, clarifying questions aka.

clarifying for more details, motivational responses aka. please continue speaking comments.

Conflict resolution

Conflict resolution is conflict prevention or resolving conflict when one arises. The team leader takes

charge of what the conflict could lead to or possibly be. Tackle the problem not the person.

Brainstorming for more contribution from group. Group problem solving.

Negotiation skills

Confirmwhat you want before going. Predict what happens beforehand. Think of all problems that

could occur. Make an appointment. Confident and assertive.

Interview techniques

Dress for the job. Appropriate. Not over-dressing. Prepare. Hand shaking.

Better dressed than interviewed. Prepare questions beforehand. Know what person you want for

the job.

Team building

Forming Getting together. Storming Work out original conflicts. Norming Getting rid of conflicts

and work. Performing Performing best as a group.

the consequences for groups that fail to function as a team, including:

financial loss

employment loss

missed opportunities

Project management tools


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Tools to assist group in ensuring the project is successful.

Gantt chartsTime scheduling of tasks Sub section of gantt chart for personal time frames? journals and diaries funding management plan Outline to client where every bit of money is goinh

communication management plan Methods and time of communication with client

and workers. Agreement of method.Understanding the Problem

New? Or just making changes? Why are the changes necessary? What changes arenecessary? How? Who? Skills, knowledge and preferences. What is the data and what iscoming out?

Requirements prototypeA working model of an information system, built in order to understand the requirements ofthe system. Can be screen generations or report generators. E.g Dreamweaver, Word and

Access.

Planning

Feasibility studies To report benefits, costs and risks of the project.

choosing the appropriate development approaches traditional outsourcing prototyping customisation participant development

agile methods

iterative

the requirements report that: details the time frame details the subprojects and the time frame for them Buttons, shopping cart. Projects

within the project. identifies participants identifies relevant information technology identifies data/information identifies the needs of users

Designing

clarifying with users the benefits of the new information systemTo preventdeveloping a system that is unwanted.

designing the information system for ease of maintenance Need to know w ho ismaintaining it and what the persons skill set is.

clarifying each of the relevant information processes within the system So that weknow what it needs to do and how it is going to do it.

detailing the role of the participants, the data and the information technology used in thesystemFor clarification what we need and have to develop the system.

refining existing prototypes + develop a solution to a problem from a prototype +understanding the problem

tools used in designing, including: context diagrams


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data flow diagrams decision trees decision tables data dictionaries storyboards linear, composite, hieratical, non-linear

participant development, when people within the information system develop the solution

participant designed solutions

tools for participant development such as guided processes in application packages Pros: Will always meet users needs and there is no need for long

docuementation Cons: Pressure

use a guided process in an application to create all or part of a solution- E.g When installing; a Wizard

use system design tools to: better understand the systemDFD and Context assist in explaining the operation of the new system document the new system

Implementing

Reasons for customisation:- Ease of use- Time efficiency- Safety + protection

Implementation plan

Participant training - How much training is required? How much is charged fortraining? Who needs to be trained? What are their orginal skills?

Even new systems need methods of conversion. No system ---> Existence of system System testingHow the system will be discussed

Operational Manual

Different from Maintenance manual because M.M specifiestime/regularity/date/specifications

Testing, Evaluating and Maintaining

Volume Data- Shopping sites, ATMs, Flight sites

Simulated Data- ATMS

Live Data- Uploading onto Youtube- Testing application

trialling and using the operation manual If it is easy to follow. Specific.

reviewing the effect on users of the information system, participants and people withinthe environment- Affects reputation- Are the changes seen as positive or negative

Social and Ethical issues in Project Management


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- Power and control- Privacy- Appropriate information use- Changing nature of work- Machine-centred systems simplify what computers do at the expense of participants.

Documents

Project Management - Active Listening