Managing Difficult Projects & People Meetings/430/Difficult Projects...procurement, packaging, WIP, ... encumbrance accounting, toll tag, student registration, ... 7.The classes and

www.RunningToLeadership.com 5/30/2016

Copyright 2016 by Anthony R. Reed, CPA, PC 1

Managing Managing

Difficult Difficult

Projects & Projects &

PeoplePeopleAnthony R. Reed, CPA, PMP

www.RunningToLeadership.com

CopyrightCopyright© 2016, Anthony R. Reed, CPA, PC. All

rights reserved. No parts of this

material may be reproduced or

transmitted in any form or by any

means, electronic or mechanical,

including photocopying and recording,

or by any information storage or

retrieval system without prior written

permission from Anthony R. Reed, CPA

PC. 2

DisclaimerDisclaimer

Projects are as unique as the

individuals and organizations,

who are associated with them.

Thus, no two situations are

identical and one solution doesn’t

always work with the same type

of problem every time. Only you

are responsible for your decisions.3

www.RunningToLeadership.com 4

LinkedIn ConcernsLinkedIn Concerns

• Negative Nellie Pot Stirrers

• Stakeholder Management

Strategy

• Communication Methods

• Managing Non-Staff

Members

Copyright 2016 - Anthony R. Reed,

CPA PC5

AgendaAgenda

• Intro & Background

• The Concepts

• Historical Overview of Projects

and Methodologies

• Turning Groups into Teams

• Slackers, Narcissists, Victims, and

Pity Parties

• Managing Executives & Sponsors6




CPA?

BackgroundBackground1969

DBA

MBA in Management

Project Manager

Software QA

CPA

Certified Supply Chain Manager

8

Employers/ClientsEmployers/Clients

• Texas Instruments

• Pepsico/Frito Lay

• Motel 6/Accor North America

• Ernst & Young

• Siemens

• Superconducting Super Collier

• DFW International Airport

• Regional Justice Information Services


ApplicationsApplications

• Financial (GL, AR, AP, cash management, budget, tax, financial reporting)

• Manufacturing (supply chain, BOM, shipping logistics, procurement, packaging, WIP, receiving, quality)

• Sales (order entry, credit verification, credit/debit card processing, customer management, POS, RMA)

• Human Resources (payroll, compensation, recruiting, payroll taxes, job/position management)

• Legal (document management)

• Governmental entities (city, educational, federal, airport, law enforcement, fee collections, encumbrance accounting, toll tag, student registration, financial aid)

10

Athletic BackgroundAthletic Background

• High school–Cross Country (1 season)

–Soccer (4 seasons)

–Baseball (1 season)

–Track (3 seasons)

• Bowling

11

MarathonerMarathoner


• Won age group & weight

division trophies.

• Dallas (formerly White

Rock) Marathon Board

Member.

• RRCA Certified Running

Coach.

• Runner’s World writer.



20072007

Antarctica

Africa - Kenya’s Lewa

Asia - Great Wall of China

Europe - Denmark’s Tailwinds

North America - Ft. Worth’s Cowtown

Oceania - Australia’s Gold Coast

South America - Argentina’s Fin del Mundo

20092009


22

00

11

33


128 Medals???128 Medals???

Copyright 2016 - Anthony R. Reed, CPA PC 16

128 Shirts!!!!!128 Shirts!!!!!

Copyright 2016 - Anthony R. Reed, CPA PC 17

18Copyright 2016 - Anthony R. Reed, CPA PC




CPA PC19

Copyright 2016 by Anthony R. Reed,

CPA

Global Oracle Upgrade ProjectGlobal Oracle Upgrade Project

• Estimated: $12.0 million

• Budgeted: $4.0 million

• Actual: $2.6 million


The ConceptsThe Concepts

23

General Systems TheoryGeneral Systems Theory

The interdisciplinary study of systems in general, with the goal of clarifying principles that can be applied to all types of systems at all nesting levels in all fields of research.

From Wikipedia, the free encyclopedia

24



25

Classical Education

UniversityUniversity

26

MATH RUN SOC ACCT IT

“Vegas” Educational Concept“Vegas” Educational Concept

27

MATH RUN SOC ACCT IT

BIG PICTURE CONCEPTS

General Systems TheoryGeneral Systems Theory

Transfer of LearningTransfer of Learning

The study of the

dependency of human

conduct, learning, or

performance based

on prior experiences.

28

29

30

Project

Duration




31

Difficult

Projects


Difficult

Marathons

Type “T” PersonalityType “T” PersonalityA personality dimension referring to individual differences in

• stimulation seeking,

• excitement seeking,

• thrill seeking,

• arousal seeking, and

• risk taking.

Thrill Scalet T

The Marathon Mystique*The Marathon Mystique*

The ability to

• develop & execute training plans

• monitor & adjust to changing conditions,

• set an appropriate pace, and

• concentrate for hours on one task…

* Running Times Magazine, July 2001, by Jonathan Beverly

The Marathon Mystique*The Marathon Mystique*

Mental Type T’s are creative,

flexible thinkers who seek

intellectual challenges as

passionately as their compatriots

do physical thrills, and find

themselves bored without them.

* Running Times Magazine, July 2001, by Jonathan Beverly

Copyright 2016 by Anthony Reed,

CPA PC35

HistoricalHistorical

Overview ofOverview of

Projects &Projects &

MethodologiesMethodologiesCopyright 2016 - Anthony R. Reed,

CPA PC36



What’s a Project?What’s a Project?“A project is a temporary endeavor

undertaken to create a unique

product, service, or result. The

temporary nature of projects

indicates a definite beginning and

end. The end is reached when the

project’s objectives have been

achieved...”

PMBOK® Guide, 5th Edition, p.2Copyright 2016 - Anthony R. Reed,

CPA PC37

Comparison of Cost Factors*Comparison of Cost Factors*Method 1**

Cost Factors

Software Cost

Factors

Requirements 1X 1X

Design 8X 5X – 7X

Build 16X 10X – 26X

Test 21X 50X – 177X

Operations 29X 100X – 1000X

38

** Method 1 is based on NASA’s large scale spacecraft (hardware) project

analysis.

* “Error Cost Escalation Through Project Life Cycle” by NASA Johnson

Space Center

The Project EquationThe Project Equation

Information Gathers

+ Information Givers

+ Technology

+ Methodology .

= Completed Project

LinkedIn SurveyLinkedIn Survey

Do you believe this (scope) problem may

have been prevented by

A scope requirements analyst or business

analyst, who better understood the business or

functional area.

27.8%

An end user or customer, who better understood

the scope requirements gathering process.

31.5%

A better requirements gathering methodology. 48.1%

Standish Chaos ReportsStandish Chaos Reports

* on budget and with expected functionality

41

1996 2000 2002 2004 2009 2011 2012 2013 2014 2015

Succeeded* 27% 28% 34% 29% 32% 29% 27% 31% 28% 29%

Challenged 33% 49% 51% 53% 44% 49% 56% 50% 55% 52%

Failed 40% 23% 15% 18% 24% 22% 17% 19% 17% 19%

Source: http://www.infoq.com/articles/standish-chaos-2015

TheThe

MethodologiesMethodologies

• HIPO

• RAD

• JAD

• Method One

• Time Box

• Agile

• Waterfall

• Six Sigma

• Lean Six Sigma

• OMG / WTF42




Promotional EmailPromotional Email

Agile is three

times more

successful than

Waterfall.44

Promotional Email Promotional Email

ChartChart

Agile is unsuccessful 58% of the time!!! 45

46

47

The Way We ThinkThe Way We Think

The Gamesman

by Michael Maccoby

Jungle Fighter

Company Man

Gamesman

Craftsman48



Craftsman MentalityCraftsman Mentality

SPECIFICATIONS TI99 TRS80 Com 64

Processing speed �

Internal Storage �

Color monitor �

Num. of keyboard

keys

�


The lack of The lack of

motivated motivated

resources will resources will

make any project make any project

difficult.difficult.50

TEAM BUILDING*TEAM BUILDING*

There’s no “I” in

*From Finding the I in TEAM: Better Team Building Through

Individual Building By Anthony Reed, CPA, PMP

INDIVIDUAL BUILDING*INDIVIDUAL BUILDING*

There are four I’s in TEAM.



INDIVIDUAL BUILDING*INDIVIDUAL BUILDING*

There are four I’s in TEAM.



What’s a What’s a ??

A group of trusted people

who have an Incentive

to follow Instructions

in order to Implement

a common Idea



Achievement Equation* Achievement Equation*

ComponentsComponents

I’s in TEAM Achievement

Equation

Symbol

Ideas Goal Setting Ig

Incentive Motivating Im

Instructions Planning Ip

Implementation Executing Ie

*From The Achievement Equation: Your Formula For Success by

Anthony Reed

Achievement EquationAchievement Equation

Individuals

IA = IG x IM x IP x IE

Where IG, IM, IP, and IE are binary

Teams

TA = (IA)z x Trust

Where z = Number of team members

“No one rises to low expectations.” – Les Brown


CPA

TEAM

TRUST

Ideas

Incentive

Instructions

Implementation

Individual

Ideas

Incentive

Instructions

Implementation

Individual

Ideas

Incentive

Instructions

Implementation

Individual

Ideas

Incentive

Instructions

Implementation

Individual

“SMART” Goal Setting“SMART” Goal Setting

• Page 29

Homework, Baseball & a BucketHomework, Baseball & a Bucket

“Someday” is NOT a day of the week.

“Cycle” Goals or“Cycle” Goals or

It’s a Small WorldIt’s a Small World



What’s On Your What’s On Your

Bucket List?Bucket List?

61

It’s a Small World.It’s a Small World.

Copyright 2016 by Anthony Reed,

CPA PC63

The PerceptionsThe Perceptions• How do we view ourselves?

• What do people think when they see you?

• What do you want them to think?

• How can you change their perceptions?

64

“Cold”“Cold” oror “Cool”“Cool”• Parent

• Kite Flier

• Athlete

• Racecar Driver

• Rodeo Rider

• Offers Relief

• Motivator

• Project Manager

• CPA

• Mathematician

• IT Professional

• Geek/Nerd

• Stressful

• De-Motivator

65

Sell the individual, then sell the product.




Staff Mental ShiftStaff Mental Shift

Customer Focused

Project Focused

67

The Project EquationThe Project Equation

Information Gathers

+ Information Givers

+ Technology

+ Methodology .

= Completed Project

Relationships


69

Challenges

Of

The

Known

Knowns

Challenges

Of

Running

Difficult

Marathons

To improve, To improve,

focus on your focus on your

weakness, not weakness, not

your strength.your strength.New Comfort Zone(CPA Exam Prep)

Comfort Zone & Self AnalysisComfort Zone & Self Analysis

Self Change AnalysisSelf Change AnalysisWhat bad things will

happen, if I don’t

change?

What good things will

happen, if I do change?



Creativity Outside of Creativity Outside of

the Comfort Zonethe Comfort Zone

1981 - Walt Stack, the

oldest competitor at 73,

finishes last in 26:20:00,

setting Ironman's slowest

finish time record.73

Life Time ChangesLife Time Changes

• Goal – Run or walk 100 miles/mth.

– Sub-Goal – Average 3 miles/day.

• What – No insulin, high blood

pressure, or hypertension.

• Reward – Travel to interesting

locations to race.

75

As of December 31, 2015As of December 31, 2015

Miles run 41,111

Avg. miles per day 3.04

Num. of days running 4,596

Equator (24,901 miles) 2/22/03




Unplanned EventsUnplanned EventsControl

Influence

Observe

80

Slackers/Social Loafers (1 of 2)Slackers/Social Loafers (1 of 2)

• Stress the importance of the

team’s goals.

• Quantify what the team

members are doing.

–Compare “% Complete”

• Make the group smaller.

81

“How to Light a Fire Under a Slacker”, Success magazine, January, 2014, p. 14

Slackers/Social Loafers (2 of 2)Slackers/Social Loafers (2 of 2)

• Highlight individual efforts.

• Emphasize individual

contributions.

• Strengthen team relationships.

– Slackers don’t goof off when they

know the team members are watching.

• Ask the Slacker directly how to

improve team productivity.82

The Face of a NarcissistThe Face of a Narcissist

Mommy, I’m sorry you’re tired.

Just kidding.

I DON’T CARE!!!!www.RunningToLeadership.com 84



“7 Deadly Sins of “7 Deadly Sins of

Narcissism”Narcissism”1. Shamelessness

2. Magical Thinking/Reality Distortion

3. Arrogance

4. Envy

5. Entitlement

6. Exploitation

7. Bad Boundaries

“Guidelines for Survival with “Guidelines for Survival with

a Narcissist in Power”a Narcissist in Power”

Strategy 1: Know Yourself

Strategy 2: Embrace Reality

Strategy 3: Set Boundaries

Strategy 4: Cultivate Reciprocal

Relationships


Executive

Narcissist +

Defining MomentDefining Moment“After reviewing your academic

records for the past and previous

semesters, I have decided that

you should be placed on

Academic Suspension status.”

Assistant Dean

88

My ExcusesMy Excuses1.The professors didn’t like me.

2.They talked and wrote too fast.

3.There wasn’t enough time to do the

homework.

4.They didn’t test me over what I had studied.

5.Classes were too long.

6.I already knew the material.

7.The classes and books were boring.

8.I’m never going to use this.

9.The other students distracted me.

10.The other students were rich or had better

training.

The Power of Personal AccountabilityThe Power of Personal Accountability

by Mark Samuel & Sophie by Mark Samuel & Sophie ChicheChiche

90

Situation �� Intention �� Choice

Recognize

Own

Forgive

Self Examine

Learn

Take

Action

Ignore

Deny

BlameRationalize

Resist

Hide

Accountability

Loop

Victim

Loop




CPA PC91

Victim ManagementVictim Management

1. Acknowledge their pain.

2. “The house is on fire”

response.

3. “Poop or get off the pot”

response.


CPA PC92

FEARSFEARS

•Failing to

•Evaluate

•All

•Realistic

•Solutions

The WALL!!!The WALL!!!


CPA

Half of 26.2 = 20???Half of 26.2 = 20???What motivates you at mile 20? I’m training for a full [marathon] and mile 20 is my Achilles heel. I’ve found body parts that I didn't know exist and places that hurt that I didn't know could hurt. What motivates me at mile 10 of a half marathon is not working for me at mile 20. Help!!!

- FaceBook 1st Time Marathon Trainee

M&M’s Kill ANTsM&M’s Kill ANTs


CPA PC96

Mantra Music



Kill the ANTsKill the ANTs

AutomaticNegativeThoughts

Change Your Brain, Change Your Body,

by Daniel G. Amen, MD

Five Types of Negative Five Types of Negative

VoicesVoices1. Bully

2. Alarmist

3. Traditionalist – Why change?

4. Defeatist – Expects to lose.

5. Antagonist - An adversary.

The Dream Giver, by Bruce Wilkinson


Stress & MantraStress & MantraThose, who view it [stress] as a motivating, reported 23% fewer symptoms, such as headaches, backaches and fatigue…

One way to channel stress into something positive is to create a mental anchor [mantra]…

“Rethinking Stress,” by Shawn Achor, Success magazine, April 2013www.RunningToLeadership.com 99

MantraMantra

100

MantraMantra

101

Hills build character.

MantraMantra• Pain is temporary. Finishing is

forever.

• I’m a machine. I eat hills for

breakfast.

• Pain is only a perception. If the going

is tough, adjust your perception!

• Of course your feet hurt, you're

kicking a**!Copyright 2011 - Anthony R. Reed,

CPA PC102



Motivational SongsMotivational Songs

SONG EVENT

Margaritaville Atlanta

Flashlight Tupelo

Cheeseburgers in Paradise Chicago

Psychoalphadiscobetabioaquaduloop Hartford


CPA PC103

Project Pity Party (Gripe Session)Project Pity Party (Gripe Session)

Pity Party Pity Party �� Risk MitigationRisk Mitigation

Concern/

Problem

Team

Member

105


Concern/

Problem

Team

Member

Trigger

Event

Possible

Responses

Prob. of

Occur.

Financial

Impact

Ext.

Amt

Qtr

106


Concern/

Problem

Team

Member

Trigger

Event

Possible

Responses

Prob. of

Occur.

Financial

Impact

Ext.

Amt

Qtr

10% 5,000 500 1

107

108



109

notnot

Copyright 2016 - Anthony R. Reed, CPA PC


Change Your ApproachChange Your Approach

111

“Flanking” Project Manager

“In Your Face” Project Manager

Stakeholder

The Pick Up Artist

Guerrilla MarketingGuerrilla Marketing

by Jay Conrad Levinsonby Jay Conrad Levinson


CPA PC112

Car SalespersonCar Salesperson


CPA PC113

Quick StudyQuick Study

Billy Mays

–What Odor?

–Max Grip Dash Tray

114



Quick StudyQuick Study• Do you have this problem?

• Are you tired of your projects

being late, over budget, and

never satisfying your

requirements?

• May I have your permission to

solve the problem?

115

Executive PM LessonsExecutive PM Lessons



IT

Systems

Methodology

Management says…..Management says…..

This is a

three-month

project.

Selecting the move-in date

before the house is

designed.

This is like…This is like…


Let’s get started

right away. We’ll

make changes as

we go along.



Changing the

floor plans after

the foundation

is poured.



Don’t sweat

the small stuff.



IT

Systems

Methodology

Four-Hour House


125

Defining

Business

Processes

Everyday

Activities

126



Work PackageWork Package


Work

Package

People

Materials

Money

Deliverable

(Storage)

DURATIONDURATION

Work PackageWork Package

Boiling an EggBoiling an Egg

128

Write the steps to make a hard

boiled egg.

eHow.com DirectionseHow.com Directions1. Put water in saucepan and bring to a

boil. Use enough water that eggs will be covered when added.

2. Add eggs to boiling water & immediately lower the burner temperature so the water is merely simmering, not boiling.

3. Cook eggs for 12 to 15 minutes.

4. Drain out hot water. Run cold water over eggs for about a minute after the timer goes off and let them soak a bit to cool off.

129

Update WBS w/NounsUpdate WBS w/Nouns1. Put water in saucepan and bring to a boil.

[implied stove] Use enough water that eggswill be covered when added. [Who???]

2. Add eggs to boiling water & immediately lower the burner temperature so the water is merely simmering, not boiling. [Who???]

3. Cook eggs for 12 to 15 minutes [implied timing device]. [Who???]

4. Drain out hot water. [Where???] Run cold water over eggs for about a minute after the timer goes off and let them soak a bit to cool off.

130

Lessons LearnedLessons Learned

• Everyone ties their shoes and boils eggs.

• No two people will write the directions

the same way (and agree on them).

• It may take longer to write the

instructions than it does to perform the

task.


CPA PC131

People going over your People going over your

head to report problemshead to report problems• People may

– Be abusing the “open door policy.”

– Want to be “the first” to report bad

news.

– Want to “suck up.”

• Your authority is under-minded.


CPA PC132



People going over your People going over your

head to report problemshead to report problems• The stakeholders’ time is too

valuable to be bothered with the

day-to-day, operational issues of the

project.

• Get the stakeholders to ask, “Have

you talked to the PM first? If not,

discuss it with them first.”


CPA PC133

Existing Project & Existing Project &

Staffing ChartsStaffing ChartsProject &

Description

Project

Mgr.

Sponsor Completion

Date

Depts.

Involved

Staff

Members

Status

(B,G,Y,R)

Alpha

Beta

Delta

Team Member Support % Alpha Beta Total %

Mary Doe 75% 15% 15% 105%

John Roe 20% 35% 45% 100%

The Project From HellThe Project From Hell

The Pentagon Wars

135

The Pentagon WarsThe Pentagon Wars

• $1.5 million apiece

• $14 billion over 17 years

136

Wrap UpWrap Up• Focus on people not the methodology

• Change our approach

– Craftsman

– Flanking

• Cool points & bucket lists

• Transfer of learning

– Building a house

– Boiling eggs, tying shoes

• Video lessons

– Project from hell137

The Finish Line!!!The Finish Line!!!

Anthony Reed, CPA, PMP

[email protected]

www.RunningToLeadership.com

www.LinkedIn.com/in/anthonyreedcpa

138Copyright 2016 by Anthony Reed,

CPA PC

Documents

Managing Difficult Projects & People Meetings/430/Difficult Projects...procurement, packaging, WIP, ... encumbrance accounting, toll tag, student registration, ... 7.The classes and