10. "Bad news does not get better with time"
Early warning on projects drives successful projects. By raising the awareness of a problem early, the team has an opportunity to methodically address the issue, before it forces them into crisis mode. Not raising the issue early causes a double whammy: 1) The problem usually gets worse with time, and 2) the team has less time in the project schedule to recover.
9. "Let me check the project plan to understand the ripple effect of this issue"
A good PM does not just create a detailed project plan, but uses it as his guide. I am continually amazed at the number of PM's who use the project plan more as a checklist, rather than a planning tool. As changes or issues arise, a good PM will use the plan to identify areas of concern down the line, and then consult appropriate team members for mitigation steps.
8. "I need some help"
I spoke with a PM who managed a large project that significantly missed its delivery date. During a post mortem review to examine the key issues, it was evident that the project had been in trouble for quite some time, but the issue was never raised. When asked why he didn't request assistance, the team lead replied that he didn't want it to look like he couldn't manage the project. Ironically, the events that unfolded proved out his fear, and his inaction contributed to the project failure. Had he come early to management with data and facts showing the need for support, he would have delivered a successful project and been hailed as a genius.
7. "What are the data and facts regarding the issue?"
Have you ever had someone escalate an issue without fully understanding the problem? Sometimes the size or the timing of a problem can cause a swell of emotion and lead the team to a "sky is falling" mentality. While intentions are good, it can often lead to loss of focus on the project, solving the "wrong" problem, or creating overly complex solutions which may not be warranted. When an issue arises, the PM must get a clear and concise understanding of the issue based on real data and facts. That is the only way the problem can objectively be resolved with the appropriate level of attention.
6. "Trust, but verify"
Ronald Reagan first made this quote famous, referring to the dismantling of nuclear arms with the Soviets. These words hold true in other areas of leadership as well. The PM needs to trust his or her teammates and know that they are capable and knowledgeable in the areas they represent. However, blind trust is a recipe for disaster. It should not be considered an insult or demeaning for a PM to question, challenge, or review the work from the team members. This raises the knowledge base of the whole team and improves the overall quality of the project.
5. "Let me explain why this project is important to our customer."
Sometimes a team can get lost in the details of their work on the project, and forget why they are doing it or the value of their tasks. By ensuring everyone understands the business impact of their effort, the leader builds a stronger, more cohesive team with common goals. This also drives the team with a single focus.
4. "What can we do now, to prevent a problem in the future?"
I see this as the definition of risk mitigation. The team should continually be looking forward on their project and preparing now to AVOID problems in the future, rather than to react to problems when they occur. It is significantly easier to address potential problems when the team is planning than when it is implementing.
3. "Don't tell me why it can't be done; tell me what it takes to get it done!"
When responding with reasons why something cannot be done, the team is unintentionally placing restrictions on their problem solving. The thought process is clouded by perceived constraints, such as resource, time, tools, or assumptions. By asking what it takes to get it done, the PM is driving a solution-based approach to problem solving. This method removes the self imposed constraints, and often provides for solutions not previously addressed. In the very least, it provides perspective of cost-benefit for the solution, and allows for an objective decision regarding feasibility.
2. "Let's prioritize our key issues"
True project leaders know where to focus their efforts and the efforts of the team. It is critical that the team understand the top issues and work to resolve them first. Frequently, team members can get into a mode of solving easy or familiar issues first, which may or may not be the most vital to the project success. Although at an individual level, they feel like they are accomplishing a lot, the critical project issues may be not getting the proper attention.
And the number one quote heard on successful projects......
1. "A little Paranoia is a GOOD thing"
I am always worried when someone says they are not worried. Without a little paranoia, it is easy for a leader to get complacent when things are going well, and loose focus on preventing things that could go wrong. By maintaining a healthy dose of paranoia, a great PM will continually verify that all is well, and identify any potential issues early.
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