Transcript Structure - Uni

Project Management &
Team Organizations
Communication in Organizations
Prof. Dr. Jürgen Beneke
SoSe 2003
Referentinnen:
Valentina Tolmacheva
Jana Kaiser
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Structure

Definition: Project & Project Management

Four Principles of Project Organization

Definition: Groups & Teams

Five Stages of Group Development

Team Characteristics & Collective Performance
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
... Structure

Forms of Organization

Types of Teams

Project Dimensions:
Planning, Life Cycle, Control, Success

Team Effectiveness
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
What is a Project?
- Unique
- Complex
- Limited time
- Specific goal
- Importance
- Risk
-Limited resources
- Innovation
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
What is Project Management?
The totality of executive functions, -organisations,
Techniques and methods to handle a project.
Are innovations managable…?!
PM bridges the gap:
new ideas  structured action
creativity  discipline
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The Four Principles of Project
Organization
Client
 Clear goal
 Project team
 Team leader

Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The Client
-
-
-
Order
Need for information
Financing
Set up of priorities
Highest decision authority
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The project goal
-
Correspondence to superior aims of the
organization
-
Adjustment in case of changing basic
objectives
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The project team
-
-
Representatives of all relevant departments
Functions aimed at the project goal
Temporary unit
Formed for project purpose
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The team leader
-
Authority transferred by the client
-
Responisibility for project tasks and outcomes
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Groups and Teams

Psychological group refers to people who relate to
each other in a meaningful fashion and who strive to
achieve mutual goals

Aggregate refers to a collection of unrelated people
who happen to be in close physical proximity for a
short period of time
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Varieties of groups in organizations
Groups
Formal groups
Command
groups
Task
groups
Communication in Organisations :
Project Management
and Team Organizations
Informal groups
Interest
groups
Friendship
groups
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Six differences between a team and
a group






Size
Selection
Leadership
Perception
Style
Spirit
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
...team&group
Team
Group
1. Size
Limited
Medium or large
2. Selection
Crucial
Immaterial
3. Leadership
Shared or rotating
Solo
4. Perception
Mutual knowledge
understanding
Focus on leader
5. Style
Role spread coordination
Convergence
conformism
6. Spirit
Dynamic interaction
Togetherness
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Five stages of group development





Forming  immature group
Storming  fractional group
Norming  sharing group
Performing  effective team
Adjourning  disbanding group
A team is a group that has succesfully arrived at the
performing stage
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Characteristics of a team






Small number
Complementary skills
Truly meaningful purpose
Collective product
Clear working approach
Sense of mutual accountability
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Collective Performance



Working groups
Pseudo-teams
Potential teams
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Forms of Organization

Pure Functional Organization

Pure Project Organization

Matrix Organization
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Pure Functional Organization
-
Project group:
no separate functional entity
-
Group leader:
no decision comptence
no responsibility
supervision of project progress
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Advantages of Functional Organization:
-
Minimal organizational expenditure
-
Flexibility in the use of staff
-
Experts work simultaneously for different
projects
 share of knowledge
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Disadvantages of Functional
Organization :
-
-
Focus on particular activities
Lack of cooperation
 Neglection of client‘s requirements
Team members lack feeling of responsibility,
motivation
 slow progress, low efforts
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser

Functional organisation is only suitable for:
strategically less important projects
with low innovation potential
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Pure Project Organization
The project is separated from the parent
organization.

Project group:
independent unit, limited existence

Group leader:
full authority and responsiblity
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Advantages of Project Organization:
-
Short communication lines
-
High level of commitment
-
Strong and separate project identity
-
Adequate responses to client‘s needs
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Disadvantages of Project Organization:

Lack of reference to a holistic strategy
 inconsistency of carrying out policies,
procedures

Worries about „life after the project“
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
The Matrix Organization
„...a network of intersections between a project
team and the functional elements of an
organization“
( Cleland, King 1983 )
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
... Matrix Organization

Combination of functional and project
organization
 optimal balance of tasks,competence
between project leadership and departments
 decentralisation of authority and
reaponsibility
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
... Matrix Organization

Projetc leadership:
planning, supervision, control
coordination of tasks, schedules

Specialized departments:
carrying out special tasks
qualified team members
appropriate technology
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Advantages of Matrix Organization:

Focus on the project

Access to all available technology

Less anxiety about time after project
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
...more Matrix advantages

Fast, flexible response to client‘s needs
(  pure project organization )

Consistency of policies, procedures
(  pure functional organization )

Better balance of resources, holisitic approach
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Four types of team




Advice
Action
Project
Production
Teams differ in terms of how much autonomy
management grants them
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Teams task area/dimensions





Selection of the team leader
Acceptance of a new member into the team
Distribution of work
Time flexibility
Acceptance of additional work
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
...teams task area/dimensions




Representation outside the team
Production methods (choice of)
Production goals (output determination)
Production goals (quality determination)
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Team input levels




None  total management control
Some  some input of a team into decisions
Joint  co-decision making
Autonomy  full and equal partners
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
...types of team
 Advice
team - provide a flow of information to
management for use in ist own decision
making (quality circle)
 Action team - specialized in terms of the
knowledge and skill; brief performances which
are repeated (crew on aircraft, boats)
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
...types of team
 Project team – collection of employees from
different work areas who contribute towards a
management specified task (cross-functional
team)
 Production team – number of individuals who
are responsible for performing day-to-day core
operations (product-oriented teams)
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning a Project
Goals

Resources
 Activities

Costs


Conditions
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning goals

Consensus

Definition of desired product quality
Planning activities
Concrete
Set
job discriptions
up of MILESTONES
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning activities

Concrete job discriptions

Set up of MILESTONES
 mark end of project phases by completion
of a certain output
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning conditions

Methods and operations

Identification of dependencies between
subtasks
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning resources

Deployment of staff
( qualification, availability )

Physical resources
( kind, scope, procurement )
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Planning costs

Resources

Further financiation
 Project budget
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Project Life Cycle
Project phases in a
sequential, logical order:
1.
2.
3.
4.
Concept
Definition/
Development
Execution
Finishing
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
1. Phase: Concept

Selection of the project as required solution to
a certain problem
2. Phase: Definition

Verification and development into an
implementation plan
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
3. Phase: Execution

Implementation or developement:
Carrying out the implementation plan
4. Phase: Finishing

Comissioning or close out:
Project process completed, documented
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Project Control

Fit ?! :
Planned performance  Actual performance
 plans, standards, information systems
management tools
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Gantt Chart
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
PERT/CPM
Program Evolution and Review
Technique / Critical Path
Method
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
WBS
Work
Breakdown
Structure
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Project Success

Four time-dependent dimesions of success:
1.
Internal project objectives
Benefit to customer
Direct contribution
Future oppertunity
2.
3.
4.
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Project Success
4 time-dependent
dimesions:
Internal project
objectives
2. Benefit to customer
3. Direct contribution
4. Future oppertunity
1.
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Success criteria:
Internal project objectives

Meeting the schedule

Within budget

Cope up with resources constrains
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Short term criteria:
Benefit to customer







Functional performance
Technical specification standards
Fulfilling client‘s needs
Solving client‘s problems
Client uses product
Client is satisfied
Gain of clients
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Medium term criteria:
Direct Contribution

Immediate business success

Immediate revenues and profits

Larger market share
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Long term criteria:
Future opportunity

Create new opportunities

Create new market

Assist in technology development

Add capabilities and competences
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Teams are an effective way of:






identifying and solving work-related problems
increasing product quality
speeding up innovations
improving performance
achieving better industrial relations
increasing employee participation
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
An ecological framework for
analysing work team effectiveness
A team‘s effectiveness is the outcome of the
interactions between
 its organizational context
 its boundaries
 its level of development
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Team effectiveness
Two criteria for measuring team effectiveness
 team performance  refers to the acceptability
of the team‘s output to the customers
 team viability  refers to the team members‘
satisfaction
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser
Thank you for your attention &
have a nice day...!
Communication in Organisations :
Project Management
and Team Organizations
2003-06-17
Valentina Tolmacheva
Jana Kaiser