Project Management Structures and Strategies

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Questions and Answers

What is the definition of motivation?

An external reward that influences behavior

A reason or reasons for acting or behaving in a particular way (correct)

A reason for achieving personal goals

An internal drive that compels action

Which of the following exemplifies external motivation?

Working hard to meet family expectations (correct)

Desire to learn a new skill for personal satisfaction

Finding joy in completing tasks in a project

Striving for promotion due to personal ambition

How can a project manager effectively motivate a team?

By assigning tasks randomly to all team members

By setting high expectations without support

By recognizing individual motivations and aligning them with team goals (correct)

By offering monetary rewards exclusively

What aspect is NOT included in the concept of motivation?

Passive behavior without any influence Signup and view all the answers

Which of the following statements is true regarding motivation in a team setting?

Individual motivations can contribute to overall team effectiveness. Signup and view all the answers

What is one of the main reasons organizations utilize a structured way of managing projects?

It creates opportunities for success. Signup and view all the answers

What is essential for setting up a project for success from the start?

An active and participative project sponsor. Signup and view all the answers

Which of the following is a component of the McKinsey 7 S structure that helps manage project complexities?

Establishing transparency to surface potential issues. Signup and view all the answers

What effect does ongoing training and development have in project management?

It supports knowledge retention and skill enhancement. Signup and view all the answers

What can easily derail a project during its execution?

The complexity of interdependencies. Signup and view all the answers

What is considered difficult for project recovery?

Recovering a project already mid-stream with issues. Signup and view all the answers

Which aspect is NOT a part of the right conditions for project success?

A casual approach to budgeting. Signup and view all the answers

Why is it important to learn what works in project management?

To establish patterns and best practices. Signup and view all the answers

Which of the following areas is classified as a 'hard' element in the McKinsey 7 S Model?

Structure Signup and view all the answers

What is the primary role of the 'Strategy' element in the McKinsey 7 S Model?

To outline high-level requirements and means to achieve them Signup and view all the answers

Which element of the McKinsey 7 S Model is focused on the culture and interpersonal relationships within a team?

Style/Culture Signup and view all the answers

How does a change in one area of the McKinsey 7 S Model affect the rest of the organization?

It requires changes in the other areas to function effectively. Signup and view all the answers

What can be said about the 'soft' areas in the McKinsey 7 S Model?

They create a sustained competitive advantage. Signup and view all the answers

Which of the following best describes the 'Systems' element of the 7 S Model?

The methods for designing, monitoring, and controlling work Signup and view all the answers

What aspect of the McKinsey 7 S Model aids in understanding potential problems in a project?

The existing organizational structure and team abilities Signup and view all the answers

In the McKinsey 7 S Model, which area focuses primarily on the skills and capabilities of the staff?

Staff Signup and view all the answers

What challenge might a project manager face when they do not have formal authority over critical team members?

They will struggle to assign tasks directly to them. Signup and view all the answers

Which aspect makes the McKinsey 7S framework difficult to apply within organizations?

There is often misunderstanding of well-aligned elements. Signup and view all the answers

What common issue can arise from the power structures based on cliques within a company?

Creation of challenging power dynamics. Signup and view all the answers

What is a key factor in motivating individuals and teams according to project management principles?

Understanding each individual’s unique motivators. Signup and view all the answers

When is it often challenging to learn about the power structure of a company?

Before you join the company. Signup and view all the answers

How might power structures limit a project manager's role?

They may restrict the project manager's decision-making ability. Signup and view all the answers

What is a significant aspect of motivation in relation to power structures within organizations?

Understanding motivation improves collaboration despite power structures. Signup and view all the answers

What typically happens when project managers treat each employee uniformly regarding motivation?

They may overlook individual needs and motivations. Signup and view all the answers

Motivation refers to a single reason for acting or behaving in a particular way.

False Signup and view all the answers

External motivation can come from community factors like family and friends.

True Signup and view all the answers

Everyone is motivated by the same factors, making motivation universal.

False Signup and view all the answers

Self-motivation and external motivation are the only two types of motivation.

False Signup and view all the answers

Project managers need to consider individual motivations to effectively motivate their team.

True Signup and view all the answers

Establishing a structured way of managing projects creates opportunities for failure.

False Signup and view all the answers

The main players in a project should organize the right conditions only after the project has started.

False Signup and view all the answers

Transparency in project management can help surface potential issues.

True Signup and view all the answers

Power structures in organizations are always based on formal hierarchies.

False Signup and view all the answers

It is impossible to recover a project that is already mid-stream and having issues.

False Signup and view all the answers

Understanding the power structure is crucial for success as a project manager.

True Signup and view all the answers

The McKinsey 7 S structure framework does not help minimize complexity in projects.

False Signup and view all the answers

The McKinsey 7S framework is simple to apply within organizations.

False Signup and view all the answers

An active and participative project sponsor is considered a right condition for project success.

True Signup and view all the answers

Project managers should treat all employees identically to enhance motivation.

False Signup and view all the answers

Most organizations, regardless of size, will have a structured way of managing projects.

False Signup and view all the answers

Continuous training in project management skills enhances knowledge retention within an organization.

True Signup and view all the answers

Individuals who work in cliques may influence project outcomes negatively.

True Signup and view all the answers

Learning about an organization's power structure is easiest after you have joined the company.

True Signup and view all the answers

Motivation is a single-factor concept that applies uniformly to all employees.

False Signup and view all the answers

A project manager may struggle to assign tasks to a team without formal authority.

True Signup and view all the answers

The McKinsey 7 S Model includes eight elements instead of seven.

False Signup and view all the answers

Strategy is classified as a 'soft' element in the McKinsey 7 S Model.

False Signup and view all the answers

The soft areas in the McKinsey 7 S Model are essential for creating sustained competitive advantage.

True Signup and view all the answers

The interconnectedness of the elements in the 7 S Model emphasizes that a change in one area affects all others.

True Signup and view all the answers

Stakeholders are one of the seven areas in the McKinsey 7 S Model.

False Signup and view all the answers

The 'Style' element in the McKinsey 7 S Model refers to the cultural aspects of an organization.

True Signup and view all the answers

The elements of the McKinsey 7 S Model are only focused on financial performance.

False Signup and view all the answers

Systems represent the methods designed to monitor and control work in the McKinsey 7 S Model.

True Signup and view all the answers

The purpose of structures and frameworks within organizations is to outline how to organize and deliver projects effectively, which often involves managing ______.

complexity Signup and view all the answers

Setting up the project for success happens at the ______ of a project.

beginning Signup and view all the answers

Motivation can be difficult, it's important to recognize that everyone is motivated ______.

differently Signup and view all the answers

Individuals can be motivated by self-motivation or ______ motivated by community.

external Signup and view all the answers

Having a structured way of managing projects creates opportunities for ______.

success Signup and view all the answers

An ______ and participative project sponsor is considered a right condition for project success.

active Signup and view all the answers

As a project manager, it's essential to understand what ______ individuals and the team.

motivates Signup and view all the answers

Power structures in organizations can influence how individuals are ______ to perform.

motivated Signup and view all the answers

The McKinsey 7 S framework helps project managers think about key issues and provides a structured way to minimize ______.

complexity Signup and view all the answers

Many organizations utilize a structured way of managing projects to support ongoing learning and knowledge ______.

retention Signup and view all the answers

Self-motivation and external motivation are ______ types of motivation.

two Signup and view all the answers

It is difficult to recover a project that is already ______ and having issues.

mid-stream Signup and view all the answers

The right conditions for a successful project include a project charter with appropriate ______.

details Signup and view all the answers

The ______ model emphasizes the interconnectedness of the elements.

McKinsey 7 S Signup and view all the answers

Strategy, structure, and systems are classified as ______ elements in the McKinsey 7 S Model.

hard Signup and view all the answers

The ______ areas, although harder to manage, are fundamental to creating a sustained competitive advantage.

soft Signup and view all the answers

The element of the McKinsey 7 S Model that involves methods for work to be designed and controlled is called ______.

systems Signup and view all the answers

Knowing the culture and abilities of the team helps alleviate potential ______.

problems Signup and view all the answers

The ______ of an organization defines the underlying way of working and inter-relating within the team.

style/culture Signup and view all the answers

______ is the high-level consideration of objectives and constraints in project management.

Strategy Signup and view all the answers

Staff selection and leadership are essential components of the ______ element in the McKinsey 7 S Model.

staff Signup and view all the answers

A project manager may struggle to assign tasks if they lack formal ______ over the team.

authority Signup and view all the answers

The McKinsey 7S framework is often used when evaluating organizational ______ and effectiveness.

design Signup and view all the answers

Power structures based on ______ can create challenging dynamics for project teams.

cliques Signup and view all the answers

Learning about a company's power structure is often ______ to do before joining the organization.

difficult Signup and view all the answers

Understanding what motivates individuals and teams helps project managers work in ______.

harmony Signup and view all the answers

It is important for project managers to treat each employee as an ______ to boost motivation.

individual Signup and view all the answers

Power structures in organizations can ______ what a project manager can achieve.

limit Signup and view all the answers

Motivation is not a one-sized fits ______, as there are many factors that drive individuals.

fits Signup and view all the answers

Study Notes

Project Structures

Organizations use project structures to create opportunities for success.
Best practices and knowledge retention increase with projects that are structured.
Project structures provide a framework for effective project management.
Effective project structure is important for success.
Project structures help minimize complexity and avoid major issues.

How Projects Start

Successful project setup starts at the beginning of the project.
Setting up projects for success requires, a charter, an active sponsor, resources, and motivated team members.
It is difficult but not impossible to fix issues that occur in the middle of a project.

McKinsey 7 S Framework

The 7 S Framework outlines seven interconnected elements: Strategy, Structure, Systems, Staff, Skills, Style, and Shared Values.
The goal of the model is to show how the seven elements can work together effectively.
Alignment across all seven areas is crucial for effectiveness within a company.
The framework presents both hard and soft areas.
Hard elements include strategy, structure and systems; these are easier to identify and manage.
Soft elements, like style and shared values, are harder to manage, but form the foundation of the organization.

7 S Model Elements

Strategy: High-level requirements and means to achieve them.
Structure: Organizational arrangement used to carry out the project.
Systems: Methods for designing, monitoring, and controlling work.
Staff: Selecting and recruiting the leadership/team who will work on the project.
Skills: Tools, abilities, and background available to the project manager and staff.
Style/Culture: Underlying way of working and inter-relating within the team/organization.
Stakeholders: Individuals/groups who have an interest in the process or outcome of the project.

Working with Individuals and Power Structures

Power structures are based on cliques or groups of employees who have developed bonds.
Power structures can create challenging dynamics for teams.
Techniques for dealing with individuals can also help manage issues within a power structure.

Power Structures and Project Managers

Discovering power structures can be difficult before joining a company.
Power structures can limit a project manager's ability to achieve their goals.

Motivation

Understanding individual and team motivations is crucial for project managers.
Motivation isn't a one-size-fits-all approach; multiple factors contribute to motivation.
Individualized approaches to motivation are essential.
Improving employee engagement through motivation is key for successful project management.

Individual Motivation

Motivation can be self-motivated or externally motivated by community, money, or recognition.
People are motivated by outcomes that matter to the organization while still being personally motivated to contribute.

Summary

This lecture covered project structures, how projects start, the McKinsey 7 S Framework, navigating power structures, and motivation.

Next Week

The next lecture will cover motivation theories for individuals and teams, as well as a review of a class activity.

Project Structures

Organizations that are large enough will have structured ways of managing projects.
Structured ways of managing projects create opportunities for success, allow for learning what works, establish patterns and best practices, establish foundations for ongoing learning, and support knowledge retention.
Project structures outline how to organize and deliver projects effectively.
Projects can be highly complex with many interdependencies.
Many changes during a project can easily derail projects.
Setting up a project for success happens at the beginning of the project.
If main players organize and create the right conditions at the start, success is achievable.

McKinsey 7 S Structure Framework

The 7S model was created by McKinsey & Co.
The 7S model helps to minimize complexity and avoid overlooking key issues.
The 7S model uses transparency to surface potential issues and find solutions.
The 7S model highlights the interconnectedness of 7 key elements that are key to the success of a company: Structure, Strategy, Skills, Staff, Style, Systems, and Shared values.
The 7S model divides key elements of a business into hard and soft elements.
Hard elements of the business are Strategy, Structure, and Systems and are easily identified and managed.
Soft elements are Staff, Skills, Style, and Shared Values; those are more difficult to manage but are a foundation for the organization and are more likely to create a sustained competitive advantage.

How do projects start?

Projects start with a Project Charter that has appropriate details.
Projects start with an active and participative project sponsor.
Projects start with an appropriate budget and resources.
Projects start with a team that is motivated and responsive to the project manager.

Working with Individuals and Power Structures

Power structures are built on cliques which are groups of employees who have developed bonds due to shared experiences like length of time employed by the company or other shared interests.
Cliques can create power dynamics that are challenging for those working with teams.
The same techniques used to deal with individuals can be used to deal with power structures within an organization.

Motivation

Motivation is the reason or reasons for acting or behaving in a particular way.
People are motivated by different factors.
Motivating factors include internal, external, community, money, and ego.
Employees are motivated to show up and do work to achieve outcomes that matter to the organization, all while being personally motivated to do so.

Project Structures

Organizations have structured ways of managing projects to increase the chance of success.
Structured project management helps establish best practices and supports ongoing learning and development for the organization.
The purpose of project structures is to outline how to organize and deliver projects effectively.
Projects can be complex with many interdependencies and require a structured approach for success.

How Projects Start

Successful projects are set up from the start, with crucial elements like a clear project charter, an active sponsor, appropriate budgets and resources, and a motivated team receptive to the project manager.

McKinsey 7S Model

The McKinsey 7S framework outlines seven key areas of an organization: Strategy, Structure, Systems, Staff, Skills, Style, and Shared values.
The 7S model emphasizes the interconnectedness of these areas, suggesting a change in one area requires adjustments in others for effective functioning.
Strategy, structure, and systems are considered ‘hard’ elements, easier to identify and manage.
Skills, style, and shared values are ‘soft’ elements, harder to manage but crucial for sustained competitive advantage.

Applying the 7S Model

The 7S framework is valuable for analyzing and improving organizational effectiveness, especially when design and effectiveness are in question.
It's important to understand the interconnectedness of the elements when applying the model for successful implementation.

Working with Individuals and Power Structures

Power structures in organizations can be influenced by cliques or teams with perceived authority, potentially creating challenging dynamics.
Many techniques for working with individuals can be applied to navigate power structures effectively.

Motivation in Organizations

Understanding individual and team motivation is crucial for project managers, as people ultimately deliver projects.
Different individuals are motivated by different factors, requiring a personalized approach from project managers to enhance engagement and performance.

Individual Motivation

Motivation is the reason for acting or behaving in a specific way.
Individuals can be motivated by internal factors (self-motivation) or external factors like community, money, or ego.
Effective project managers recognize and leverage individual motivators for a cohesive and productive team environment.

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Description

This quiz explores key concepts in project management, focusing on project structures, their importance for success, and the McKinsey 7 S Framework. Understanding how these elements align can significantly enhance project efficiency and effectiveness. Test your knowledge on best practices and frameworks essential for successful project setup and management.