Module 2

Team Work &

Planning Skills

Content
¡ Team and Teamwork
¡ Ac0vity: Why teamwork?

¡ Characteris0cs of Effec0ve Team

¡ Ac0vity: How to Foster Teamwork Skills?

¡ Planning and Goal SeCng

¡ Project Management
¡ Ac0vi0es: Project Charter Formula0on, Belbin’s test and RACI => Your Project’s Goals
and Systems

1
 Team and
Teamwork

Definition of a group:
¡ Any number of people who:
¡ interact with one another;
¡ are psychologically aware of one another;
¡ perceive themselves to be a group.
(Schein, 1988)

2
 Group characteristics:

A collection of people who share most of the following

characteristics:

¡ A definable membership

¡ Group consciousness

¡ Sense of shared purpose

¡ Interdependence

¡ Interaction

¡ Ability to act in a unitary manner

(Adair, 2009)

What is a team?

¡ In simplest terms, a team is people working

effectively together to achieve an agreed-upon
goal

3
 Teamwork

the process of a diverse group of individuals pooling their

resource and skills to work together and achieve a
common goal

Question

What is the difference between a

Group and a Team?

4
 Group development and
maturity factors
¡ Forming
¡ Initial formation: the ‘polite’ stage

¡ Storming
¡ Testing the group: power struggles and conflict

¡ Norming
¡ Consolidating: standards and guidelines are set

¡ Performing
¡ The effective operating stage

¡ Adjourning
¡ Disbanding once the task is complete

(Tuckman, 1965)

https://www.youtube.com/watch?v=S02D9QzDe4s

TOGETHER
EVERYONE
ACHIEVES
MORE
“Why” Working in Teams?

5
 Characteristics of
an Effective Team
11

Together Total
Everyone Effort from
Achieves All
More Members

only if there
are???

6
 Characteristics of
an effective work group
¡ A belief in shared aims and objectives
¡ A sense of belonging to the group

¡ Acceptance of group values and norms

¡ A feeling of mutual trust and dependency

¡ Full participation and consensus in decisions

¡ A free flow of information and communication

¡ Open expression of feelings and disagreements

¡ Conflict resolution within the group

¡ Low levels of staff turnover, absenteeism etc.

TOGETHER
EVERYONE
ACHIEVES
MORE
The “How” of Working in Teams?

7
Barriers to Team Performance
¡ Conformity

¡ Diffusion of responsibility (“not my job”)

¡ Groupthink

¡ Obedience to authority vs. empowered crea0vity

¡ Lack of management support or resources

Planning and Goal

Setting

8
Planning – Definition
¡ Planning is the process
of deciding in detail how to do something
before you actually start to do it
(Collins Dictionary)

“Failing to plan is
planning to fail”
by J. Hinze, Construction Planning and
Scheduling

¡ Planning:
¡ “what” is going to be done, “how”, “where”, by “whom”, and “when”
¡ for effective monitoring and control of complex projects

9
“Failing to plan is
planning to fail”
by J. Hinze, Construction Planning and
Scheduling

¡ Planning:
¡ “what” is going to be done, “how”, “where”, by “whom”, and “when”
¡ for effective monitoring and control of complex projects

2
0

10
 2
Goal Setting Tips 1

Project
Management

22

11
 2
3

PROJECT MANAGEMENT

Project Management is “the application of knowledge,

skills, tools and techniques to project activities in order
to meet project requirements.” – PMBOK Guide

2
4

12
Why Project Management?
Project Constraints - PCTS
The fourth indent for project success:
the client satisfaction/
client acceptance

Pinto (2018) 25

26

Project Boundaries

13
 2
PROJECT MANAGEMENT 7
PROCESS GROUPS

2
PROJECT MANAGEMENT 8
PROCESS GROUPS

14
 2
PROJECT 9
MANAGEMENT
PROCESS GROUPS

Knowledge Areas of PM 30

15
 3
1
PROJECT CHARTER

Initiate
- Purpose
- Define high-level scope of a project
- Objectives
- Deliverables, Tasks - Identify and document high-level risks
Close Plan
- Planned Schedule
- Critical Success Factors - Develop a project charter
- Risks
- Obtain project charter approval
- Roles and Responsibilities
Monitor/
Execute - Identify key stakeholders
Control

Purposes (Goals) vs Objectives

Purposes Objectives

Purposes

Purposes PURPOSE

Purposes

e.g:
Purposes Objectives
An increase of form completion by 5% in the first quarter.
Improved leads to meet Implement validation to improve the quality of the leads
annual year targets captured in the forms decreasing the number of false data by
10% in the first year.
Better accessibility & Users can get into high profile contents in 3 clicks or less.
efficiency to the company's The website will be inclusive and should meet the TCVN
websites standards by 2021.

Project Purpose/Goal and Objectives

https://www.youtube.com/watch?v=zmBNmXRTinA

16
 3
3
Define Scope

¡ Define what is and is not included in the project

¡ Provides project team and stakeholders with same

understanding of what products will be produced and
what processes will be used in producing them.

IDENTIFY PROJECT SCOPE 34

AT INITIATION PHRASE
¡ Defining (SMART) objectives: WHAT, WHEN, HOW MUCH?

https://www.youtube.com/watch?v=EZqlVw1rcjE
¡ Defining deliverables (with limitations and exclusion):
1. Setting expectations as what’s going to be done.

2. Why it’s going to be done.

3. How it’s going to be delivered.

https://www.youtube.com/watch?v=4OPLvClTzRo

17
 3
5

In scope vs. Out of Scope

¡ MoSCoW

3
6

Product Scope vs. Project

Scope
Product Scope Project Scope

Includes the features and Is work that must be done to

functions that characterize the deliver the product with the
product, service, or other project features and functions specified.
deliverables.

18
Work Breakdown Structure (WB
S)
The WBS is a hierarchical decomposition of the total
¡

scope of work to be carried out by the project team to

accomplish the project objectives and create the project
deliverables.

Each deliverable is decomposed, or broken down, into

¡

specific “bite-sized” pieces representing work to be

completed.

Partial WBS
(figure 5.3)
Deliverables are major
project components

Work Packages are

individual project
activities (lowest level in
WBS)

5-38

19
 3
Work Breakdown Structure 9
(WBS)

https://www.edrawmax.com/templates/1005699/

The WBS is a hierarchical, graphical representation of the

work, which forms the scope baseline for the projects.

Career Day

Pinto (2018) 40

20
 Career Day

41

4
2
Develop Schedule

- Develop Schedule

- Control Schedule

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 4
3

Define Activities
¡ Create the detailed list of activities/tasks by
breaking down the WBS into activities

¡ Defines the activities that will satisfy all the

project work (scope)

4
4
Sequence Activities

¡ Create the detailed list of activities/

tasks by breaking down the WBS
into activities

¡ Defines the activities that will satisfy

all the project work (scope)

22
 4
5
Precedence Relationships

4
6

Estimate Activity Duration

¡ This process estimates
time duration for each
defined activity, which
will serve an essential
input for the process of
developing the
schedule

23
 Gantt Charts
ü Establish a time-phased network
ü Can be used as a tracking tool
Benefits of Gantt charts
1. Easy to comprehend
2. Identify the schedule baseline network
3. Allow for updating and control
4. Identify resource needs
5. Easy to create

47

Risk Management

• Plan Risk
Management
• Iden0fy Risk
What is • Perform Risk Analysis
• Plan Risk Responses
Project Risk?
• Control Risks
48

24
 Risk Identification

Qualitative methods conducting risk factor identification:

Brainstorming 1 2
Expert
meetings opinion

Past History 3 4 Multiple

(or team-
based)
assessments 49

DIAGRAMING TECHNIQUES
Cause-and-Effect Diagram
Example

https://techqualitypedia.com/fishbone-diagram-ishikawa- 50

diagram/

25
 Analysis of Probability and Consequences
QualitaEve Risk Analysis

• Gather peoples’ perceptions as to probability and impact

• Use scales
– Low–medium–high; 1 to 3; 1 to 5 (APM); 1 to 10 (PMI)
– Ratings based on opinion or perception
• Chart on matrix
– Visual identity of high risks needing attention

QualitaEve Risk Analysis

• Risks in the pink boxes need to be actioned

Figure 10.2 Probability impact chart

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 Risk Response
MiEgaEon Strategies
Accept Other Mi0ga0on
Minimize Strategies
Share Mentoring
Transfer Cross training
Con0ngency Reserves Control and
Task con0ngency Documenta0on
Managerial Change management
con0ngency
Insurance

Pinto, 2018. 53

Risk Response
MiEgaEon Strategies

Accept Share § resources,

§ Relatively
risk risk skills
minor
nature
§ fixed-price contracts
(cost)
Minimize
Minimiz Transf
§ vendor § liquidated damages
risk
e er
§ quality,... (penalty clauses for
risk risk
quality, performance)
§ insurance (finance)

54

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 5
5
Defining Roles and
Responsibilities

Role Relationships

¡ The roles that an individual plays with a group is influenced by a

combination of:
¡ Situational factors – requirements of the task, style of
leadership
¡ Personal factors – such as values, attitudes, motivation and
ability, etc.

¡ Role sets – the range of associations or contacts with whom an

individual has meaningful interaction.

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 Factors Affecting Roles
A number of factors can have an impact on the successful
performance of individuals in their roles:
¡ Role incongruence
¡ Role expectations
¡ Role conflict
¡ Role incompatibility
¡ Role ambiguity
¡ Role overload
¡ Role underload
¡ Role stress

Role relationships and conflicts

Figure 8.7 Role relationships and conflicts

Source: Adapted from Miner, J. B. Management Theory, Macmillan (1971), p. 47.

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 Avoiding Role Stress
¡ Increase the clarity of role expectations.

¡ Improve recruitment and selection to obtain good job match.

¡ Proper induction and socialisation, training and career development.

¡ Health screening for early warning signs of stress.

¡ Creation of new roles and restructuring of tasks.

¡ Advanced notice of problems or changes.

¡ Attention to factors that will improve cohesiveness.

¡ Review of organisational structures, information flows and communication

networks.

6
0
Team Roles and
Responsibility
¡ RACI

¡ Belbin’s Test

https://www.belbin.com/resources/free-belbin-test-
looking-for-a-free-team-roles-test

30
Work Breakdown Structure 6
1
(WBS)

https://www.edrawmax.com/templates/1005699/
R: of urself For the boss, who supervise all things --> do things of others
Chịu trách nhiệm chung cho kết quả, thường nhóm trưởng là người
accountable

What’s Your Team Roles?

31
 Belbin’s

Further Reading
¡ Mullins, L.J. 2010. Management and Organisational Behaviour.
10th Ed. - Chapter 8

¡ Adair, J. 2009. Effective Teambuilding REVISED ED: How to

make a winning team. London: Pan

¡ Robbins, S.P. And Judge, T.A. 2013. Organizational Behaviour.

15th Ed. Harlow: Pearson Education Ltd.

¡ Pinto 2018., Project Management, Pearson Education Ltd.

32
 Your Project’s
Goals and Systems

Slide 65

Designing your goals

• What are your goals for this unit?

• GRADE: A? B? C? D?

• KNOWLEDGE: Detailed expertise on a particular industry?

General expertise on …? Reasonable knowledge on …?

• SKILLS: Independent research, interpreting information,

developing analysis, creative thinking, critical thinking, team-
working, problem solving, communicating,...?

Slide 66

33
 Designing your goals - GRADE

• Why have you chosen your Grade goal? What criteria did you
use?

• Start at A+ and reduce according to relevant factors

• Lack of time
• Weakness in subject area
• Motivation
• Organisational skills

• How many of these factors are reasonable? Can you increase

your Grade goal by removing or reducing some of these factors?

Slide 67

Designing your systems

• Goals with no systems are either irrelevant at best (you will ignore
or forget this workshop by tomorrow) or demotivating at worst (the
stress of having goals with no clear path to achieving them)

• What are your systems to achieve your goals on this unit?

Slide 68

34
Designing your systems

• Your Project Charter?

• Where will you keep your Portfolio or document folder? Digital or
physical? Back-ups?
• Checking quality news source daily if possible, weekly at an
absolute minimum – when? how?
• When will you meet your group? Physical location or digital
communication?
• How will you develop your analysis? Note-taking? Mind-mapping?
Drafting outlines?

Slide 69

Group’s homework

• Get to know everyone in your group!

• Complete the Team Planning Document (Project Design) in your

groups

• Agree and set-up arrangements for a shared Portfolio

• Agree upon an issue to focus on and start exploring

Slide 70

35
Attend class
Read. Think.
Write.

Slide 71

Get out of the

classroom
Observe.Think.Test
.

Slide 72

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