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Virtual team work is becoming prevalent these days. Consequently, collaboration within and across project teams becomes more important. Numerous tools promise to improve collaboration. Yet, a tool by itself is no guarantee for effective collaboration. The presentation outlines key factors for a tool to successfully help promote effective collaboration. Additional information and free downloads available at www.TheProjectLeadershipPyramid.net
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A Fool with a Tool is still a Fool:Overcoming Possible Pitfalls of Introducing Collaboration Tools
Session # PMT10
Dr. Thomas Juli, PMP®, CSM®
Thomas Juli Empowerment Partners“PMI” is a registered trade and service mark of the Project Management Institute, Inc. ©2010 Permission is granted to PMI for PMI® Marketplace use only
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A Fool with a Tool is still a Fool:
Overcoming Possible Pitfalls of Introducing Collaboration Tools
Session # PMT10
Dr. Thomas Juli, PMP®, CSM®
Thomas Juli Empowerment Partners
Picture retrieved from http://tinyurl.com/34f3wu3
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Today‘s Projects‘ Playgrounds …
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Have become bigger
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… very big
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It has become common to talk about international projects
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Teams are distributed all over the world
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One virtual world
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No end in sight
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@
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The desire to share information
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Technology has increased productivity
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Technolgy helps
A Fool with a Tool is still a Fool
☺Reduced endless meetings
☺Reduced time between
messages sent
☺Short transition time
☺Information easily available
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This is good news
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Really?
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A scary thought?
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Have we become fools of our own tools?
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Collaboration is not about technology
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Collaboration is about people
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Unless we understand the foundation and
critical success factors of collaboration, live
and nurture collaboration in our daily project
life, we remain fools.
Collaboration is about people
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Outline of presentation
A Fool with a Tool is still a Fool
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Critical success factors for effective collaboration
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Possible pitfalls of introducing collaboration tools
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Roadmap for a successful introduction ofcollaborationtools
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1. Critical Success Factorsfor Effective Collaboration
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A Fool with a Tool is still a Fool
“Players win games, teams win championships.”
Bill Taylor
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The power of team synergy
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Effective collaboration requires discipline
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Shared Values
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KISS. Keep It Simple Stupid
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Results Driven
A Fool with a Tool is still a Fool
2. Possible pitfalls of introducing collaboration tools
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Lack of insights of critical success factors for effective collaboration
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Tool ≠ Tool ≠ Tool
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≠ ≠
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Lack of executive support
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Individual opposition
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Overwhelmed
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Not willing to try anything new
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Opposition to project transparency
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Forced onto them
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Over-engineered
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Your collaboration tools
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Become too central
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Way too central
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Collaboration dies
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and we have become Fools with Tools
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3. Roadmap for a successful introduction of collaboration tools
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4 steps to introduce collaboration tool(s) - successfully
A Fool with a Tool is still a Fool
Assess the collaboration
requirements
Selectthe right tools – with
your team
UseKnow how to use the
tool(s)
AlignKeep the tool(s) aligned with the project purpose
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Step 1: Assess the collaboration requirements
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Understand your situation
A Fool with a Tool is still a Fool
• Collocated or virtual team?• Nature of project?• Project duration?• Project location?• Project players?
Past projects:• What drove collaboration?• Impediments to collaboration? How were
they overcome?• Examples of ineffective collaboration?
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10 forms of collaboration waste*
A Fool with a Tool is still a Fool
1. Divergence
2. Misunderstanding
3. Under- or
overcommunicating
4. Interpreting
5. Searching
6. Motion
7. Extra processing
8. Translation
9. Waiting
10.Misapplication
* Manyika et al (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital
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Step 2: Select the right tools – with your team
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Communication forms with respect to their effectiveness*
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Face-to-Face
Phone, IM, Chat
Email, Wiki, Blog, Website
Documentation for Sign-Off
* Sliger, M., & Broderick, S. (2008). The Software Project Manager's Bridge to Agility (p. 353). Upper Saddle River, NJ: Addison Wesley.
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Collaboration has to be results-driven
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Collaboration types and tools*
A Fool with a Tool is still a Fool
* Manyika, J., Sprague, K., & Yee, L. (2009). Using technology to improve workforce collaboration. What Matters McKinsey Digital. Retrieved from http://tinyurl.com/yffzk4r
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Collaboration types and tools: Manager
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Collaboration types and toolsMost effective tools overall
1. survey, WIKI
2. fax, podcasts
3. blogs, IM, shared workspace
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Build an assessment matrix
A Fool with a Tool is still a Fool
Criteria Tool 1 Tool 2 …
Technical integration effort
Maintenance needs
Scalability
Growth potential
Training needs
License fees
Hardware requirements
…
Total
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Build an assessment matrix
A Fool with a Tool is still a Fool
Criteria Tool 1 Tool 2 …
Technical integration effort 10 8
Maintenanceneeds 1 9
Scalability 4 3
Growth potential 6 9
Training needs … …
License fees … …
Hardware requirements … …
…
Total
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Build an assessment matrix
A Fool with a Tool is still a Fool
Criteria Tool 1 Tool 2 …
Technical integration effort 10 8
Maintenanceneeds 1 9
Scalability 4 3
Growth potential 6 9
Training needs 2 8
License fees 4 5
Hardware requirements 5 7
…
Total 32 49
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Support
Support
Secure necessary executive support
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Step 3:Know how to use the tool(s)
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Invest in necessary training
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Step 4: Keep the tool(s) aligned with the project purpose
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Environments change – so do collaboration requirements
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Adapt and keep eye on goals
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If necessary, break resistanceA Fool with a Tool is still a Fool Picture © berwis | Pixelio.de
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Nurture collaboration
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Conclusion
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Technology can facilitate collaboration
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Collaboration is not about technology
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Collaboration is about people
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Nurture collaboration
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Know possible pitfalls of introducing collaboration tools and avoid them
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4 steps to introduce collaboration tool(s)- successfully
A Fool with a Tool is still a Fool
Assess the collaboration
requirements
Selectthe right tools – with
your team
UseKnow how to use
the tool(s)
AlignKeep the tool(s) aligned with the project purpose
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Tool = Tool = Tool
A Fool with a Tool is still a Fool
= =
Picture retrieved from http://tinyurl.com/ye6lbwr
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Web: www.ThomasJuli.comwww.TheProjectLeadershipPyramid.net
Blog: www.thomasjuli.wordpress.com
Email: tj@thomasjuli.com
Twitter: thomasjuli
Facebook: thomas.juli
YouTube: mindjettjep
Phone: +49 (0)15 15 16 333 22
© 2011 by Thomas Juli 89
Thomas Juli, Ph.D., PMP®, CSM®
Managing Director, Thomas Juli Empowerment Partners
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