Milestones www.pmi-oc.org
Learning, Serving, and Leading with PMI-OC
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November 2016 No. 6, Volume 31
Message from BOG 2016 Board of Governors Amir Khamseh President Gregory Scott Past President Michael Weir VP of Administrations Ragu Kuppannan VP of Communications Kaustubh Deshpande VP of Finance
Message from Amir Khamseh , PMI-OC President
David Bartholomew VP of Operations
Value of PMO to Businesses
Cindy Pham VP of Strategic Planning
In This Issue Message from BOG . . . . . . . . . . . . . . . . . . . . 2 New members . . . . . . . . . . . . . . . . . . . . . . . . 3 New PMPs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Influence Without Authority Synopsis . . . 4 ATS: Value Driven, Customer Centric Project Management. . . . . . . . . . . . . . . . . . . . . . .6 November Dinner Meeting . . . . . . . . . . . . . 8 Volunteer Opportunities . . . . . . . . . . . . . . 10 Volunteer of the Month . . . . . . . . . . . . . . . .11 New Member Orientations . . . . . . . . . . . . 12 Ads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Upcoming events/dates . . . . . . . . . . . . . . .16 Index to ads . . . . . . . . . . . . . . . . . . . . . . . . . .16
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I had the privilege of chairing two conferences in November, 2016. Specifically, the “Medical Devices 3P Forum” in Miami, sponsored by European Business Conferences Group , and “Innovation Excellence for Life Sciences” in Boston, sponsored by Marcus Evans. Both forums focused on sharing tools and lessons learned for medical device/pharma/biotech professionals. Participants and presenters were from around the world, working in consulting (PwC, BCG, etc.) and large companies (Johnson & Johnson, Pfizer, Medtronic, Merck, Bayer, Abbott, etc.).
As I listened to the various presentations, participated in the panel sessions and roundtables and made my own presentations, I could see a common thread/theme in all cases and all parties where cross-industry activities, enterprise endeavors, and/or strategic initiatives needed elements of accountability, responsibility, transparency and ownership. I was delighted to share with the event participants my formula for the work and value a Portfolio Management Office (PMO) brings to any business. As I have stated before, if you are a PM and wherever you work, you are part of the entire business Portfolio. No matter if they call you a Project or Program Manager. Even if you are responsible/involved in 1 or 2 or 3 or… projects or programs, they are part of the bigger (Portfolio) picture for the business. You are best suited to fit and guide your teams’ activities within the entire roadmap for the organization, whether it be to prioritize the various milestones and activities and interdependencies, or determine the best way to tackle the triple/golden constraints. Those that argue they do not have the “authority” to oversee such prioritization or are not empowered to take action must change their approach and ideology. Business leaders look for those that take on accountability, responsibility, and ownership of actions and decisions made.
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I am responsible for the PMO in one business unit at my place of work. There are many business units and many PMOs. I am not at an executive level, nor do I lead in a projected matrix organization. Regardless of what many will call these “shortcomings”, I volunteered to oversee the Strategic Initiatives for our Business Unit, thereby aligning the progress and priority of our Portfolio’s projects and programs to these initiatives. My Portfolio prioritization matrix tracks ALL cross-functional projects and programs (New Product Development, Clinical, manufacturing, Regulatory, Marketing). It ‘bucketizes’ various elements (NPV, Resourcing, Compliance, Duration, Internal and External Associations, etc.) with leadership consented weighting factors to arrive at an overall list of activities that spans the entire roadmap.
I urge you to think of the big picture and show your business/place of work what value and benefits a PMO brings. Recall the quote from Donald McGannon, “Leadership is Action, NOT Position”. Respectfully, Amir Khamseh PMI-OC President 04-Dec-2016
This method best mitigates against the typical scenarios we all face, such as: • Responding to last minute panic attacks. • Responding to those who want their favorite projects to take top priority. • Responding to favoritism for team members and/or overloading resources.
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FNU Suffredini New The PMI OC Board of Governors Eric Ruby Members Election 2016 Minhphuong Cheung Erin Mader ________________________________ Angelica Kroesch Evangeline Loyola Becerra Peggy Thomas Welcome and thank you for taking Sean Conant New PMPs the to consider candidates Katietime Jepsen Brian Caryl Kaothree open Board for the ofBennett GoverJian Bing He Peter Luk nors positions. As a mutual Barrettbenefit Steele Sheree A. Simpson non-profit corporation, members Donna Lynne Amit Agrawal Scott Vollero Mandeep Singh from their need to elect memberDeborah Murray Jeffery Wayne Buckner ship a governing body. The PMI Carole Wagner Allan Chen Orange Governors Brian Glenn Gould Jonathan County DebonnaireBoard of Scott Bernat Hamrickof 6 members,Helected isStephen comprised Daniel Rolph by the membership for a two year Jon C Farinholt term. Each year three (3) governors Tracy Lopez Jeffrey D Mohrto provide overlapare elected Akshay Raje ping terms of service. Governors James Cook are notDua, elected to a specific role. Shefali Randhir Singh comprised Board of Each newly David Watkins Governors collaborates to select a Joneil Monilla Del Rosario president and to determine specific Brian Bennett Nikradof Kashanian areas responsibility as VP’s per Donald Cutler the Chapter Bylaws. Jian Bing He Beth Mangiapane TonyNominating T. Pham The Committee is Tiffany Valentine proud to present the following Christian David Baer Slate of Candidates: John Simmons Barrett Steele Brett Thompson Brian Fishman William Furniss Anand Neelan Patrick Oconnor Anu Bir Susan Quayle Marion Lee Danielle Rath Jack Ryan Blaise Tlumac Steve Vega Josh Madrid Carmen Pack Gauri Vardhan Yedla Robert Zehr Idean Saliminia
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Influence Without Authority Synopsis
Influence Without Authority
Kristine HayesMunson interview Page 4
Milestones November 2016
with Cornelius Fichtner Learning, Serving, and Leading with PMI-OC
PMI-OC member Kristine Hayes-Munson was recently interviewed by Cornelius Fichtner from The Project Management Podcast about Influence Without Authority, which she presented at the 2016 PMI Global Congress in San Diego and more recently at PMI-OC November Dinner Meeting
Here is what Cornelius writes about the interview: Sharp influencing skills are a major factor that help project managers succeed. This interview about leading without authority with Kristine Hayes Munson was recorded at the 2016 PMI Global Congress in San Diego, California. We discuss her paper and presentation “Getting Things Done -- Influence Without Authority”.
Here is the abstract: “Project managers frequently face the dilemma of how to accomplish the project’s work without having any functional authority. Resources assigned to the project report to someone else who writes performance appraisals and recommends pay increases. In addition, resources may be assigned to multiple projects with competing priorities. Project managers must rely on their ability to influence others to get work done in a timely and thorough fashion. This paper explores the influence cycle and the associated skills to be used by project managers in order to get things done using influence rather than authority. Five stages comprise the influence cycle: (1) prepare, (2) ask, (3) trust, (4) follow up, and (5) give back.”
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The paper concludes that in regards to leadership without authority “Developing influence skills is hard work and takes conscious effort. The influence cycle is designed to be repeated for each project in order to help us as project managers continue to improve our influence skills. Our success as project managers and the success of our projects depends on our ability to use influence to get things done”. About The PM Podcast: “Project Management for Beginners and Experts” is the tagline of The PM Podcast. It is hosted by Cornelius Fichtner, PMP, CSM who is a noted expert in PMP Certification Training. Since its launch in 2005 the podcast has interviewed hundreds of project managers from around the world and the interviews are free.
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ATS Value Driven, Customer Centric Project Management
Value Driven, Customer Centric Project Management Contributed by Ramamohan Lankalapalli, PMP
The November 3rd, 2016 Advanced Topic Seminar (ATS), “Value Based, Customer Centric Project Management” was presented by Vish Nath. He manages several projects in Molina Health Care. Project management is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria. Group CHAOS reports gives the project success factors as 15.9% user involvement and 13.9% executive management support. According to this the project manager needs to assess and estimate his/ her ability to communicate with users and executive management to achieve their part. PM need to define service, identify the customer, identify value and provide the service to make the user involvement through his/her communication skills. Customer always looks for quality, efficiency, service and reliability. Page 6
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Customer service matrix explains the impact of different components (Chatter, Advocacy, Aggression, and Criticism) on behavior and sentiment variants need to be neutralized using the following essential skills.
Vish gave valuabe tips such as: Do not hesitate to put Red, Yellow, Green status, have your 30 seconds elevator or hallway speech ready. Vish made his seminar so interesting by making the participant to do exercises like “Create Product”, “Same letter, new sentence”, “Heard role play” , “Yes, and …” (conversational exercise), and “Telephone” relevant to all five skill sets explained above. It was an excellent interactive session presented by Vish and every participant take away from the ATS was his experience and effec-
Skill #1 Knowledge of Product or Service: leadership comes from competency, business knowledge helps in bridging the gap with business stakeholders and project manager needs to understand the business language of customers and stakeholders. Skill #2 Listen Skill #3 Patience Skill #4 Empathize Skill #5 Effective Communication Speaker, Vish Nath
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tive practical exercises. Because of small group, each and every one participated, got involved, and learned the tricks of communication. Vish also taught the participants about the lack of focus while communicating. Vish concluded his talk with most Common Mistakes to avoid, which gives insight on following bullet points. All points were explained clearly with the help of exercises about common mistakes to avoid. • Too much focus on sponsors only • Key-customer and stakeholders missed during identification • Late involvement of end-users and clients • No Stakeholder register updates after initiation phase • Inadequate prioritization of communication efforts • No timely status update – Don’t surprise Customers and Stakeholders
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November Dinner Meeting Kristine A. Hayes Munson, MBA, PMP, CIA
Getting Things Done: Influence without Authority
Project managers (PMs) usually have to get things done without having any real authority over their team members. Most team members assigned to the project report to some on else who may have a very different agenda. Team members may also have to work on multiple projects and have competing priorities. Yet project managers are fully responsible for the success of their project. To succeed then, project managers must
rely on ‘influencing skills’ which includes a plethora of relationship skills: to build and maintain relationships, to motivate, lead and inspire team. Without these skills, it would be hard to attain the needed performance to achieve project objectives. Kristine discusses a system that works well for project management, a five-step influence cycle and the associated skills to get results using influence rather than authority.
Prepare . Ask . Trust . Follow-Up . Give back She illustrates these five stages using her own experience.
A.
PREPARE: emotional intelligence is important for a project managers, as well as the ability to focus. To focus effectively, people can learn to close their eyes, to breathe and listen to their own breathing in order to bring clarity. They also need to develop a reputation for ‘adding value’. Remember that your reputation is ’owned’ by others, and even when inwardly not fully comfortable in your role, “ Fake it until you make it”. You will evolve your own brand over time. • Building relationships is also crucial. PMs need to purposely build and maintain their network. Is your network cohesive or is it simply bridging? Who in the network is influential? For a new proposal, who is strongly opposed, who is resisting, and who is ambivalent? This ‘mapping’ of your network helps to evaluate how central you are. Having a mentor
also helps to determine the right balance in building one’s own network. Some questions to ask regarding a project : o How does how the project fit into the organization goals? o What are the benefits of the project? o What is its organizational priority? o What are the organization’s norms? (who makes decisions, watch ‘hallway’ agreement etc.) B.
ASK: After completing the ‘prepare’ stage, the PM should • Know very well what you need so you can ask for it. • Approach the right person at the right time. • Be respectful of other people’s style and time schedule.
• Avoid fire drills (‘lack of preparation on your part does not equal an emergency on my part’). • Some useful tactics in asking are: frame the issue, manage the emotion, involve others, and suggest solutions. C.
TRUST: Having obtained commitment from the team members on the assignment /activity, the PM should trust team members to deliver on their commitment or indicate that they would need help. To build trust, it is helpful to cultivate ‘warmth’: use soft spoken voice, smile often,
Volunteer Opportunities
Dinner Meeting be a good listener. Trusting a team member can create vulnerably but it is an essential part of the working of a cohesive team.
Effectively managing project s requires many soft skills that are not normally taught in colleges. In order to achieve excellent project results using only influence, PMs need to utilize a whole new set FOLLOW UP: of soft skills. By persevering with This is to ensure accountability. unfamiliar skills until they are masPMs need to verify if tasks are accomplished, or when they will be tered, PMs can take team performance to a whole new level. done. If not done, find out if help is needed to complete the task. In “That which we persist in doing doing this, be careful to focus on the activity, not the person. Some- becomes easier, not that the task itself has become easier, but that times, it is necessary to remove our ability to perform it has imobstacles for team members. Or the PM has to have a hard conver- proved” By Ralph Waldo Emerson sation regarding behavior changes Recommended book: ‘Results needed. At other times, escalation without Authority’ authored by to upper management may indeed Tom Kendrick. be needed to keep project on track.
D.
E.
GIVE BACK: It is important to celebrate success with team members, using rewards and recognition. These need not be of monetary values, in fact intangible reward are often the best. Giving supportive feedback or public praises of achievements work well. It is easy to tell the whole world about a team member’ s success by simply celebrating birthdays, giving a mention at staff meetings , telling their managers, bringing them cookies, sending hand written thank you notes etc.
Contributed by Mai Tran PMP
Administration & Technology Administration • Board of Governors (BOG) Deputy • Elections Chair • Compliance / Contracts Chair
Business Analysis & Process Management • Director of Business Analysis & Process Management • Business Process Analyst ( 2 pos.)
Knowledge Management • Trainer (2 positions) • Data Analyst (2 positions)
IT • Director of Information Tech • Google Apps Support Engineer
Volunteer • Chapter Event Volunteer Coordinator • PlanPlus Administrator • Volunteer Status Manager • Onboarding Coordinator • Volunteer Registration Coordinator
Communications Outreach • Outreach Relationship Manager • Chair, Corporate Outreach • Chair, Non-Profit Outreach • Career Opportunity Coordinator
Social Media • Social Media Chair • Social Media Specialist • Event Specialist (2 positions)
Marketing • Post Card Coordinator
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Volunteer Accolades
• eComm Coordinator • Branding and Standards
Milestones • Writer (2 positions) • Photography Chair (2 positions) • Photographer (2 positions) • Copy Editor • Assistant Copy Editor
Strategy, Membership & Volunteers Strategic Partnership • Business Analyst • Business Logistic Manager (2 positions)
Strategic Planning • Chapter Maturity Assessment Coordinator • Project Analyst
PMO • PMO Project Manager (2 positions) • Reporting Analyst
Membership • Deputy Membership Director • Ambassador (2 positions) • Networking Chair
Finance Events Finances • Auxiliary Event Registration Officers (2 positions)
Speakers • Speaker Coordinator (3 positions)
Career Enhancement • Career Workshop Events Coordinator
• Career Workshop Speaker Coordinator (2 positions) • Career Workshop Sponsor Coordinator • Communication & Events Coordinator
Operations Dinner/Breakfast Program • Breakfast Coordinator • Dinner Chair • Presentation Specialist
Volunteer of the Month
Education • SCRUM/AGILE Coordinator • PMP/CAPM Workshop Chair • Partner Relationship Manager • Student Relationship Manager • Marketing & Communications Manager • Marketing Team Representative • Website Adminstrator (IT Representative) • Instructor Relationship Manager • Materials Coordinator • Finance Representative
Community Forums
Paya Ebrahimi Paya was nominated by Mihoko Yamanishi, Director of Finance, for his numerous contributions to the chapter, including finalizing PMI PDU upload and streamlining pre-registered guest list, as well as taking great photos of PMI-OC events.
• Community of Forums Volunteer (2 positions) • Community of Forums Data Science Chair • Community of Forums Project Manager • Community of Forums Registration Coordinator
Annual Conference • Annual Conference Sponsor Chair
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Milestones November 2016
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New Member Orientation – November 17th 2016
New Member Orientation “One global community. Many local ways to start, build or enhance your project management career.” – Project Management Institute Our new member orientation goal is to be a focal point to meet and learn about an organization providing project professionals of various industries an evening to engage and network amongst foundational like minds. On most days our industries maintain individuals within professional silos with the common goal of receiving a paycheck. That is not the consensus with PMI-OC, we are a group who strives to enhance strengths, repair implied weaknesses and guide each other towards hidden talents and bring them to light. This journey at first glance seems impossible or improbable, but each person is welcomed with warm smiles, tips of personal development, invisible hands supporting you toward the next great you, all while sharing a
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Milestones November 2016
slice of pizza and a salad. For exThere are opportunities in the ample, did you know that it is best areas of Marketing, Operations, to place your name tag on your Programs, and others, covering right chest area because you are subjects from internal support extending that arm to shake hand to teaching, to photography and and your right body side is in the more. first line of eyesight? Gosh, what a valuable tip to zone in on when As I shared with you before, PMIyou meet your next HR represenOC isn’t an island in the middle of tative or new friend. Try it during nowhere, in fact it is embarking your next encounter and share on a new outreach program to our your experience with us at our next near and not so near PMI memmeeting. bers. It is an awesome opportunity Interested in obtaining PDU’s? Are to network with other members you a seasoned Project Manageand engage in interactive activities ment professional or novice to all while enhancing skills and project things project management? Then management knowledge. Stay you have found your place of reftuned for the Orange County and uge as the PMI-OC chapter takes San Diego shared Extravaganza in great pride in providing various 2017 Networking Events calendar educational options to help your that will be revealed in the coming steps to certification an easier one. weeks. Share a friendly smile, fun There is even a place for the curifacts and break bread with us. ous, shy, ambitious and reserved individuals within our Volunteer opportunities. Contributed by: Kassandra Cobb-Nwadigo
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Upcoming Events PMI Orange County MILESTONES November 2016
Dec 13 Complimentary Dinner Meeting Mark Gibson
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