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PMBOK Principle 8 -BUILDING QUALITY

Discover the importance of quality in project deliverables, the dimensions of quality, and the positive outcomes it can bring.

Introduction

Quality is essential for ensuring that a product, service, or result meets the required standards. It encompasses meeting both the stated and implied needs of the customer. When evaluating deliverables, quality is measured based on their adherence to acceptance criteria and fitness for use.

Dimensions of Quality

Performance: Does the deliverable function as intended by the project team and stakeholders? For example, a software application should perform its intended tasks flawlessly.
Conformity: Is the deliverable suitable for use and does it meet the specified requirements? It should align with the established specifications.
Reliability: Does the deliverable consistently produce accurate results? It should demonstrate stability and deliver consistent metrics.
Resilience: Can the deliverable withstand unforeseen failures and recover quickly? It should exhibit the ability to bounce back from setbacks.
Satisfaction: Does the deliverable elicit positive feedback from end users in terms of usability and user experience? It should leave users satisfied with its functionality.
Uniformity: Does the deliverable demonstrate parity with other deliverables produced in a similar manner? It should maintain consistency throughout the project.
Efficiency: Does the deliverable yield maximum output with minimal inputs and effort? It should optimize resource utilization.
Sustainability: Does the deliverable have a positive impact on economic, social, and environmental factors? It should contribute positively to these aspects.

W. Edwards Deming , Joyce Orsini, Diana Deming

“…quality and operations are all about systems, not individual performance; the system has to be designed so that the worker can perform well.”

Requirements

To ensure quality, project teams employ metrics and acceptance criteria based on requirements.

Requirements, which may originate from stakeholders, contracts, policies, standards, or regulations, act as conditions or capabilities necessary for satisfying a need.

Quality is closely tied to acceptance criteria specified in the statement of work or other design documents.

These criteria should be continuously updated and validated during the acceptance process to reflect experimentation and prioritization.

David Hoyle

From the best-selling quality management author, David Hoyle, Quality Management Essentials is the perfect brief, yet authoritative, introduction to the fundamentals of quality management.

Assessing Deliverable Quality

In addition to evaluating deliverables, quality is also relevant to the project approaches and activities used to create them. While inspection and testing assess deliverables, reviews and audits evaluate project activities and processes.

Quality activities focus on error detection and prevention, aiming to meet customer objectives and minimize resource waste. They involve:

Swift delivery of deliverables to the point of completion.
Early identification or prevention of defects to avoid or reduce rework and scrap.

Getting the Processes Right

Quality management processes and practices play a crucial role in producing deliverables that align with project objectives and stakeholder expectations.

By emphasizing quality in both processes and deliverables, positive outcomes can be achieved, such as:

Deliverables that meet acceptance criteria and are fit for their intended purpose.
Deliverables that meet stakeholder expectations and business objectives.
Deliverables with minimal or no defects.
Timely or expedited delivery.
Enhanced cost control.
Improved quality of product delivery.
Reduced rework and scrap.
Decreased customer complaints.
Effective supply chain integration.
Improved productivity.
Increased project team morale and satisfaction.
Robust service delivery.
Improved decision-making processes.
Continual process improvement.

Conclusion

In conclusion, prioritizing quality throughout project activities and deliverables is essential for achieving successful outcomes and satisfying the needs of stakeholders and customers alike.

|PMBOK Principle 1 – Be a Diligent, Respectful, and Caring Steward|

|PMBOK Principle 2 – Create a Collaborative Project Team Environment|

|PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

|PMBOK Principle 4 – VALUE FOCUS|

|PMBOK Principle 5 – System Thinking|

|PMBOK Principle 6 – LEADERSHIP|

|PMBOK Principle 7 – THE ART OF TAILORING|

Glen McNeill is the Founder of the Project Management Nerd, an organization that provides training and certification for aspiring project managers. With a diverse background in both finance and sport, Glen has achieved success in a variety of fields. He is highly regarded in the industry for his expertise and innovative approach to project management.

10 Post Pandemic Project Management Skills

Explore 10 vital project management competencies that have evolved post-pandemic. Adaptability, remote collaboration, crisis management, and more.

Introduction

During a recent webinar I hosted, a thought-provoking question emerged: “What are the main competencies or skills needed by project managers, especially in the wake of the pandemic?”

This query sparked my curiosity, prompting me to delve into the evolving landscape of project management.

As a result, I have identified ten essential competencies that have gained newfound importance in the post-pandemic era.

In this article, we will explore these competencies, shedding light on the skills that project managers must embrace to navigate the challenges and opportunities that lie ahead.

Join me as we unravel the project management competencies that have been reshaped by the pandemic, guiding professionals towards success in this new reality.

Adaptability

Project managers need to be flexible and able to adapt quickly to changing circumstances.

For example, during the pandemic, a project manager leading a marketing campaign had to pivot from in-person events to virtual webinars due to lockdown restrictions.

They adjusted the project plan, leveraging online platforms and collaborating with the team remotely to ensure the campaign’s success.

Remote Collaboration

With the rise of remote work, project managers must excel in virtual collaboration. Proficiency in communication and collaboration tools, such as video conferencing, project management software, and cloud-based platforms, is crucial.

Further Reading: |Case Study – Improving Team Communication Skills| Leading from Afar: Tips for Managing a Successful Virtual Team |

Crisis Management

The pandemic has highlighted the importance of crisis management skills.

Project managers should be adept at identifying and mitigating risks, developing contingency plans, and making timely decisions during unforeseen circumstances.

As an example, when supply chain disruption a construction project, the project manager may reassess the procurement strategy, source alternative suppliers, and modify the construction timeline to minimize the project’s overall delay.

Emotional Intelligence

Strong emotional intelligence helps project managers understand and manage their own emotions and those of their team members.

It enables them to provide support, motivation, and empathy, fostering a positive team dynamic even in remote settings.

For instance, a project manager leading a remote team during the pandemic consistently checked in with team members, acknowledged their challenges, and provided emotional support to boost morale and maintain team cohesion.

Brandon Goleman

Want To See A Drastic Improvement In Your Everyday Life? Then Get Familiar With The Art of Reading People, Accelerate Your Learning, Boost Your Emotional Agility and Skyrocket Your Confidence!

Digital Literacy

The increased reliance on digital tools and technologies requires project managers to be digitally literate. They should have a good understanding of project management software, data analytics, cybersecurity, and emerging technologies relevant to their industry.

For example, a project manager overseeing a digital transformation initiative acquired knowledge of cloud computing, AI, and automation tools, enabling them to effectively guide the team through the project’s technological advancements.

Further Reading: |Project Management in the Digital Age|

Strategic Thinking

Project managers should possess strategic thinking abilities to align projects with organizational goals. They need to assess the broader impact of projects, anticipate future challenges, and make informed decisions that contribute to the long-term success of the organization.

As an illustration, a project manager leading a product launch might conduct market research, analyze competitors, and identify strategic partnerships to ensure the product’s positioning and competitive advantage in the post-pandemic market.

Avinash K. Dixit, Barry J. Nalebuff

A major bestseller in Japan, Financial Times Top Ten book of the year, Book-of-the-Month Club bestseller, and required reading at the best business schools, Thinking Strategically is a crash course in outmaneuvering any rival.

Stakeholder Management

Effective stakeholder management becomes more critical in the post-pandemic era. Project managers should be skilled at identifying stakeholders, understanding their needs and expectations, and maintaining open lines of communication to ensure project success.

For instance, a project manager may organize a virtual conference engaging stakeholders early on, actively seeking their input, and provide regular updates, ensuring their involvement and satisfaction throughout the process.

Further Reading |PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

Resilience and Well-being

The pandemic has increased awareness of the importance of well-being and mental health. Project managers should prioritize their own well-being and that of their team members, promoting work-life balance and fostering a supportive and healthy work environment.

For example, a project manager may implement flexible work schedules, encourage regular breaks, and organize virtual team-building activities to support the team’s well-being during challenging project timelines.

Agile Methodologies

Agile project management approaches have gained popularity during the pandemic due to their flexibility and adaptability. Project managers should be well-versed in agile methodologies and be able to implement them effectively to achieve project objectives.

Glen McNeill

21 Agile Pain Points” provides you with invaluable insights and practical strategies to overcome the most common obstacles encountered on the Agile journey.

Further Reading: |Book Review – “Doing Agile Right: transformation without chaos”|

Continuous Learning

The project management landscape is constantly evolving, and staying updated with the latest industry trends and best practices is crucial. Project managers should have a mindset of continuous professional development.

Conclusion

While these skills have always been important, the pandemic has highlighted their significance in project management. Adapting to remote work, managing crises, and prioritizing well-being are now more crucial than ever for successful project management in a post-pandemic world.

PMBOK Principle 7 – THE ART OF TAILORING

In the world of project management, many beginners mistakenly believe that selecting a single methodology is necessary for efficient project execution. However, this is far from the truth. The reality is that projects often require a blend of different methodology elements to address the specific constraints they face. This is where the concept of tailoring, introduced in Principle 7 of PMBOK, becomes crucial in enabling adaptability to various situations.

Introduction

Adapting to the unique objectives, stakeholders, and complexity of the environment is crucial for project success.

Tailoring, the deliberate adaptation of approach, governance, and processes, plays a pivotal role in achieving favorable outcomes.

By tailoring project systems and considering interrelated complexities, teams maximize value, manage constraints, and improve performance.

This article explores the significance of tailoring and its impact on project success, highlighting the benefits and iterative nature of this process.

The Importance of Tailoring

Tailoring entails customizing the project approach, governance, and processes to suit the specific project context.

Every project exists within a distinct environment, influenced by factors such as the business environment, team size, uncertainty, and complexity.

Project teams meticulously select the appropriate framework, ensuring flexibility to consistently achieve positive outcomes throughout the project life cycle.

Tailoring decisions may involve accepting established methodologies or explicitly selecting elements that align with project characteristics. Regardless, tailoring is indispensable in optimizing project value and adapting to evolving circumstances.

Determining the Most Appropriate Methods

While projects may share common elements, their contexts are often unique due to dynamic organizational factors. The project team’s responsibility lies in carefully examining the project’s conditions to determine the most suitable methods for achieving desired outcomes.

Leveraging existing methodologies or common ways of working can guide tailoring efforts. While adopting the parent organization’s methodology provides consistency, tailoring is still necessary to align with individual project requirements.

Organizational policies and procedures establish the authorized boundaries within which tailoring can occur, ensuring a balance between standardization and adaptability.

Cost, Value, and Process Efficiency

Tailoring the project management approach involves considering the time and cost implications of various processes.

Untailored processes may offer minimal value while increasing costs and extending the schedule.

Tailoring involves selecting and utilizing processes, methods, and artifacts that align with the project’s unique characteristics and deliver maximum value.
PMBOK 2021

By making informed decisions regarding process-related costs and their contribution to project outcomes, project teams can optimize resource utilization. This approach enhances project efficiency, reduces waste, and supports the achievement of desired results.

Communicating Tailoring Decisions

In addition to tailoring the approach, effective communication of tailoring decisions to stakeholders is crucial.

Transparency ensures that project team members understand the chosen methods and processes that relate to their roles and responsibilities.

Stakeholder involvement in defining the tailored approach fosters deeper commitment and a customer-oriented focus.

Clear communication facilitates alignment, minimizing misunderstandings and promoting project success.

The Benefits of Tailoring

Tailoring a project approach to the unique characteristics of the project and its environment yields numerous benefits.

These include deeper commitment from team members, reduced waste of actions and resources, customer-oriented focus, and more efficient utilization of project resources.

Additionally, tailored projects foster increased innovation, efficiency, and productivity.

They enable lessons learned to be shared and applied to future projects, facilitate continuous improvement of the organization’s methodology, promote experimentation for discovering better outcomes, and integrate methods and practices effectively within multidisciplinary teams.

Tailoring enhances the organization’s adaptability in the long run.

The Iterative Nature of Tailoring

Tailoring is an iterative process throughout the project life cycle.

Project teams collect feedback from stakeholders to evaluate the effectiveness of the tailored methods and processes, continuously adding value to the organization.

This iterative approach ensures ongoing adaptation and refinement to align with evolving project dynamics.

By embracing feedback and making necessary adjustments, project teams can enhance their performance and increase the likelihood of project success.

Conclusion

Tailoring is the key to unlocking project success. By adapting the approach, governance, and processes to suit the project’s unique objectives and environment, project teams maximize value, improve efficiency, and foster innovation, ultimately driving project success and organizational growth.

|PMBOK Principle 1 – Be a Diligent, Respectful, and Caring Steward|

|PMBOK Principle 2 – Create a Collaborative Project Team Environment|

|PMBOK Principle 3 – EFFECTIVELY ENGAGE WITH STAKEHOLDERS|

|PMBOK Principle 4 – VALUE FOCUS|

|PMBOK Principle 5 – System Thinking|

|PMBOK Principle 6 – LEADERSHIP|

PMBOK Principle 5 – SYSTEM THINKING

Discover the power of systems thinking in project management. Learn how it drives success, adaptation, and stakeholder alignment.

Projects and System Thinking

In the world of project management, understanding the concept of systems thinking is crucial for success. A system is not just a collection of independent components, but a unified whole where each part interacts and depends on the others.

Similarly, a project is a complex entity that operates within dynamic circumstances, exhibiting the characteristics of a system.

When approaching a project, it is essential to adopt a holistic view. Project teams must recognize that a project is a system in itself, composed of various working parts that need to function harmoniously.

Moreover, projects are not isolated entities; they are part of larger systems. A project’s deliverable may become an integral component of a broader system, such as a program or a portfolio, to realize even greater benefits. These interconnected structures are referred to as a “system of systems.”

Within a project, there may be subsystems that need to integrate effectively to achieve the intended outcome. Consider a scenario where different project teams are responsible for developing separate components of a deliverable.

For successful project completion, all these components must integrate seamlessly. This requires regular interaction and alignment among the project teams working on the subsystems. By fostering collaboration and communication, the project can function as a cohesive system.

Donella H. Meadows, Diana Wright

The classic book on systems thinking—with more than half a million copies sold worldwide!

Timing Elements

Systems thinking also involves considering the timing elements of a project. It entails understanding how the project’s deliverables evolve and enable progress over time.

For instance, if project deliverables are released incrementally, each release expands upon the cumulative outcomes and capabilities of previous versions. This iterative approach ensures that the project’s intended outcomes are realized progressively, providing value at each step.

As projects unfold, it’s important to recognize that internal and external conditions are in a constant state of flux. Even a single change can trigger a ripple effect throughout the project.

For instance, in a large construction project, a change in requirements can lead to contractual modifications with contractors, subcontractors, and suppliers. These changes subsequently impact various aspects of the project, including cost, schedule, scope, and performance.

To address such changes, project teams need to follow change control protocols and obtain approvals from entities in external systems, such as service providers, regulators, financiers, and government authorities.

While some changes can be anticipated, many others emerge in real time throughout the project’s life cycle. This is where systems thinking becomes invaluable.

By constantly monitoring and adapting to internal and external conditions, project teams can navigate a wide spectrum of changes and their resulting impacts, ensuring alignment with stakeholders’ needs and expectations.

Systems thinking extends beyond the project itself to encompass the project team and its interactions within the project system. Often, projects bring together a diverse team with individuals from different backgrounds and organizations, all working towards a common objective.

This diversity brings valuable perspectives and expertise, but it also requires the team to find effective ways to leverage those differences.

By establishing a synthesized team culture that embraces a common vision, language, and toolset, project team members can collaborate seamlessly, increasing the probability of project success.

Henry Burton

Learn one of the most essential skills to be successful in this decade

Skills Required

To develop a systems view of a project, project teams should possess specific skills. These include:

empathy with the business areas,
critical thinking with a big picture focus,
challenging assumptions and mental models,
seeking external review and advice,
using integrated methods,
artifacts for a shared understanding of project work, and
utilizing modelling and scenarios to envision system dynamics.

Michael C. Jackson

Leaders of leading international bodies such as the UN, OECD, UNESCO and WHO have all declared that systems thinking is an essential leadership skill for managing the complexity of the economic, social and environmental issues that confront decision makers.

Key Benefits

Adopting systems thinking offers numerous benefits.

It enables early consideration of uncertainty, risk, and unintended consequences, allowing for exploration of alternatives and adjustment of assumptions and plans throughout the project life cycle.
It provides ongoing information and insights that inform planning, delivery, and clear communication with stakeholders. By aligning project goals and objectives with the customer organization’s vision, projects become more responsive to changing needs.
Systems thinking also facilitates the identification of synergies, savings and opportunities across projects, leading to better decision-making and more comprehensive risk management.

Conclusion

In conclusion, systems thinking is a fundamental mindset for successful project management. By embracing this approach, project teams can navigate complex and dynamic environments, adapt to changes, and ensure alignment with stakeholders’ expectations.

Through effective systems thinking, projects can achieve their intended outcomes and contribute to the overall success of organizations.

PMBOK Principle 1 – Be a Diligent, Respectful, and Caring Steward

A set of 12 principles has been developed within the Project Management Body of Knowledge. Let us take a deep dive and look at Principle 1

The most recent edition of the Guide to the Project Management Body of Knowledge (PMBOK) has been released and there are several improvements. The purpose of the PMBOK guide is to represent a set of process based standards that enhance the good practice of project management.

The improvements to the standards were a result of engagement with project practitioners from different industries and organisations located across the world. It was during this process of engagement that the need for a set of guiding principles was established. From this consultation a set of twelve broad principle statements were developed.

The set of principles is seen as complimentary with the Project Management Institute (PMI) Code of Ethics. This Code of Ethics is a value system that provides a framework best suited to a project manager and/or their organisation. The code of ethics is based on four key values:

Introduction

Dimensions of Quality

W. Edwards Deming , Joyce Orsini, Diana Deming

Requirements

David Hoyle

Assessing Deliverable Quality

Getting the Processes Right

Conclusion

Contents

Introduction

Adaptability

Remote Collaboration

Crisis Management

Emotional Intelligence

Brandon Goleman

Digital Literacy

Strategic Thinking

Avinash K. Dixit, Barry J. Nalebuff

Stakeholder Management

Resilience and Well-being

Agile Methodologies

Glen McNeill

Continuous Learning

Conclusion

Contents

Introduction

The Importance of Tailoring

Determining the Most Appropriate Methods

Get Your free eBook: ​“21 Agile Pain Points”

Cost, Value, and Process Efficiency

Communicating Tailoring Decisions

The Benefits of Tailoring

The Iterative Nature of Tailoring

Conclusion

Projects and System Thinking

Donella H. Meadows, Diana Wright

Timing Elements

Get our free eBook: ​“21 Agile Pain Points”

Henry Burton

Skills Required

Michael C. Jackson

Key Benefits

Conclusion

Further Reading

Get Your free eBook:

“21 Agile Pain Points”

Get our free eBook:

“21 Agile Pain Points”