Revision as of 13:20, 17 February 2018

Changes happen in projects. They may be initiated by project team members, stakeholder requests, complaints or a wide range of other factors, however, it is the Project Managers responsibility to manage the change and implement corrective actions ^[1]. Corrective actions as e.g. re-scheduling, re-planning, and re-budgeting are well covered in PMBOK, as opposed to corrective actions ensuring that a team member, the entire team, as well as stakeholders, are 'back on track' after adjusting the project. Enhancement or development of team members skills and knowledge is often needed to comply with new, increased demands. Less tangible nevertheless very important for high performance is the development of a team members mindset and attitude in case it is unaligned with new project objectives. Coaching is one out of many interpersonal skills that a Project Manager is recommended to possess according to PMBOK ^[2]. However, where PMBOK see coaching as a means of developing the project team to a higher level of competency and performance, merely by focusing on development or enhancement of specific skills, experience, and knowledge, other literature sees coaching as a process 'unlocking a person’s potential to maximize their own performance' which includes working with a person's mindset and attitude towards a challenging situation.^[3] In this perspective the focus in a coaching can be either person-centered or problem-centered which is crucial to be aware of before applying coaching as Project Manager. Looking into change management literature a convergence of skills recommended for a Project Manager and a Change Agent is seen. Four collaborative modes of intervening are adopted from the change management domain to project management domain giving the Project Manager a way to facilitate a change within his team.^[4] A limitation any Project Manager should be aware of in regards to applying coaching is the anchored in the origin of coaching. This changed the essential prerequisites for a coaching process totally. Confidentiality in the coaching session no longer existed, just as the power-free correlation between the coach and the coachee also got lost.^[5] A recommendation for Project Managers in regards to coaching, and especially in a situation managing change, is to apply informal problem-centered workplace coaching rather than applying coaching sessions. If the latter is needed, a second recommendation is very important, and that is to frame the context clearly, as for an example that the project's progress is the highest objective for the given coaching session.

Interpersonal skills and competencies of a Project Manager

Figure 1 Infinite list of interpersonal skills recommended for a Project Manager]^[6]

As the Project Manager is assigned to lead a team responsible for achieving the project objectives, in accordance with PMBOK he/she must possess three specific competencies to be effective, in addition to area-specific skills and general management proficiencies required for the project. These three competencies are knowledge of project management, the ability to perform while applying his/her project management skills, and personal competencies such as attitude, core personality characteristics, and leadership.

Keeping the fact in mind, that a project manager accomplishes work through the project team and other stakeholders, interpersonal skills are worth paying attention to as well. Interpersonal skills cannot stand alone, they are to be balanced with other important project management skills such as technical and conceptual skills in the act of analyzing situations and interacting appropriately.^[7].

In any situation where a Project Manager needs to implement corrective actions to the project plan, budget or schedule, there is a potential risk that a team member or the entire team will be negatively affected by the change. In a worst-case scenario, the team members will be demotivated, performance will be affected, the progression of the project will decrease and project objective won't be achieved. In such a situation several interpersonal skills are relevant to possess. Communication, trust building, motivation, conflict management, teambuilding and coaching. However, in a situation of change where fear is known as the main reason for people be resistant to changes, coaching skills stand out. Handling a team member's fear of poor outcomes, fear of the unknown, or fear of realization of faults with change overlooked by management and their fear of resulting problems^[8] requires some kind of dialog with a focus on regaining trust in the new situation. Two different approaches to coaching can be taken, either a problem-focused or a person-focused approach, depending on the Project Managers knowledge of coaching, his/her experience and competences and thus his/her more or less deliberate take on it.

Coaching

Depending on your take on it coaching can be either a means or a process. With reference to PMBOK coaching is seen as a means of developing the project team to a higher level of competency and performance, merely by focusing on development or enhancement of specific skills, experience, and knowledge. With reference to literature by John Whitmore [1] who in the 1970s introduced the term coaching, with its origin in a sport-individual performance-context, to organizations, coaching is seen as a process of unlocking a person’s potential to maximize their own performance with a high focus on working with mindset and attitude. The latter primarily has a person-focused approach as the first has a problem-focused approach.

Regardless of the approach, both are based on a dialog between two people. A coach and a coachee in case of the person-focused approach, and a leader and a team member in case of the problem-focused approach.

This leaves a Project Manager with two different ways to interpret the interpersonal skill - coaching. One is problem-centered and the other is person-centered. In figure 3 some important differences between the focus in person-centered versus problem-centered coaching is listed

Figure 3 Focus in Person-centered versus Problem-centered coaching]^[9]

Person-centred

(Short history of what coaching started as (sports context) incl. John Whitmore and his role in relation to bringing coaching into organizations.) (Elaborate on the main characteristics in person-centered coaching from figure 3 - Confidential, power free and personal space for interaction between coach and coachee)

John Whitmore was inspired by Timothy Gallwey [2] who had experienced great success as tennis coach in the 1970s due to a coaching approach, as opposed to a traditional training approach. In the 1980s coaching was broadly known and coaching schools were established based on different theoretical foundations introducing each their collection of coaching models, methods, and tools. [Coaching i Organisationer].

Problem-centred

(Short description of why problem-centered coaching appeared - include this characteristic in the description of problem-centered coaching: ...The coach uses a wide variety of cognitive and behavioral techniques to enhance communication with the employee in order to help the employee achieve a mutually defined set of goals, with the aim of improving his or her work performance and, consequently, the effectiveness of the organization^[10])

(Include PMBOK's take on coaching: PMBOK seems primary to focus on coaching in regards to skills. Development or enhancement of existing skills or build new ones if performance is lacking due to existing skill set. Furthermore, focus is primarily on coaching the individual team member. PMBOK distinguish between coaching and counselling – where coaching is towards a ‘can’t do’ attitude and counselling is towards a ’won’t do’ attitude.)

.

Application

(Describe how a Project Manager apply the interpersonal skill, coaching?)

As the focus in this article is on Project Manager and his/her practical use of coaching managing a challenging situation of change, this article will focus on workplace coaching defined as

• a dialog between a Project Manager who has a the responsibility of achieving project objectives and a team member, in which the Project Manager uses a wide variety of cognitive and behavioral techniques to enhance a coaching dialog with the team member in order to help the team member achieve a mutually defined set of goals, an adjusted mindset or motivation, with the aim of improving his or her work performance and, consequently, the effectiveness of the project team.

As it can be seen, this approach is problem-centered. In this context, coaching can be applied either formal or informal. If formally then it will typically be a formal sit-down coaching session where the coach in regards of person-centered or the leader in regards of problem-centered will be conducting the conversation, assisted by a formal structure [e.g. Cooperrider 5F – se Ledelsesbaseret coaching]. If informally applied then the coaching is more likely to be short, focused dialogs any time during a workday, also called ‘corridor coaching’.

(Describe some tools, processes, and models that are used in coaching)

Limitations of coaching

(An overall short introduction to limitations within coaching in an organizational context)

In regards to the PMBOK’s view on coaching

(main focus: The mindset/attitude coaching is missing in the PMBOK's way of seeing coaching!)

(Include examples from the PMBOK - Coaching in regards to changing mindset isn’t explicitly mentioned. PMBOK talks about turning a ‘can’t do’-situation into a ‘can do’-situation – not about changing a ‘can’t do’-mindset into a ‘can do’-mindset. PMBOK focuses on coaching the individual, not team coaching. Team-building is mentioned, but there is a big difference between team coaching and team-building even though team cohesiveness and performance may be positively affected by both [TEMO book: balance divergence-cohesiveness for high performance, Factors important for cohesiveness]. PMBOK in some way mentions the benefit from team coaching and/or team-building: ‘as a team develop their skills, abilities, and confidence, their willingness to take a challenging or demanding task in increased’ but if skills can be seen as 1+1+1, ability and confidence is highly influenced by common understanding and team spirit [TEMO book].)

(PMBOK mentions that formal or informal training may be developed to increase technical skills or assist team-building efforts and facilitate consistent interpersonal interactions. It is a little unclear whether the training regards the PM or the team members – or both.=

In regards to personal-centred or problem-centred focus

By having two different approaches to coaching 1.) a personal-centered coaching with an individuals performance as the highest objective (sports domain) and 2.) a problem-centered coaching with the company's competitive advantage or the project's progression as the highest objective (business domain) it is likely to assume that also two different ways of understanding coaching is present within people in general. If a Project Manager chooses to coach a team member with a person-centered focus in a business context, there is a possibility that the Project Manager and the team member will have two different understandings of e.g. confidentiality. If not clearly framed upfront the team member will probably expect that whatever said in the coaching is confidential and that the Project Manager is neutral and equal in regards to power. Contrary, the Project Manager will be aware of his/her responsibility to achieve project objectives why any information that compromises a project's progression will be taken into consideration and taken action on.^[11]

In regards to country, culture or hazard

• In countries with high power distance a coaching approach can be non-applicable since the coaching attitude implies and certain employee autonomy. ^[12]
• In a company or department corresponding with 'command and control' paradigm coaching can tend to be less successful since coaching is a natural part of the 'interactive learning' paradigm and thus requires a less hierarchical structure, more a fare more value-based motivation than the command and control paradigm supports.^[13]
• In situations where a change causes a hazard and an immediate corrective action is needed, coaching will not be applicable since coaching is based on dialog it tends to be

Recommendations

(Short intro stating the context of the recommendations)

Apply Coaching with a problem-centered approach

(Describe why the problem-centered coaching is correct for the Project Manager to use in change management within his team)

Apply Change Agent mindset

Figure 2 Shows a convergence of skills recommended for a Project Manager ^[14] (blue) and a Change Agent ^[15](green)

Looking into the fact that a Project Manager no matter what will be an internal Change Agent, it is relevant to ensure that the recommended circumstances for applying an internal Change Agent is present. Main arguments for choosing an inside Change Agent is as follows:

• the person responsible for managing the unit or subsystem that is to be the (initial) target for change is committed to acting as change agent
• It is agreed that a particular insider has the time, knowledge and commitment to manage the change more effectively than an outsider
• the system does not have the resources to employ an outsider
• issues of confidentiality and trust prohibit the use of an outsider
• it proved impossible to identify a suitable outside consultant.

As seen, in general, no prerequisites are contradictory to a Project Managers role and responsibility in regards to project management.

In terms of facilitating change in a project team, a Project Manager can be inspired by the intervening modes that a Change Agent uses.

Apply different intervening modes for facilitating change

Using four different ways of collaborative intervening – depending on the situation, the individual or the team.

Theorizing approach The theorizing mode of intervening is problem-centered. It involves Project Manger identifying theories and conceptual models that are pertinent to the team members problem situation, presenting these to the team member and helping them learn to use them to facilitate a better understanding of their situation in an analytical cause-and-effect fashion. The Project Manager then build on this understanding and use it to help clients identify what they can do to move towards a more desirable state of affairs. This mode of intervening might be adopted when Project Managers feel that some kind of theoretical framework could help a team member to organize their thoughts and provide the basis for a fresh appraisal of their predicament. Project Managers can also use theories to facilitate the discussion of potentially delicate or sensitive issues. [MoC text - rewrite]

Supportive approach The supportive mode of intervening is a person-centred, as opposed to a problem-centred, approach to helping. It involves the Project Manager working with the team member to help them clarify their views and express feelings and emotions that impede objective thinking about a problem or opportunity. Project Managers adopting a supportive mode of intervening listen empathetically, withhold any judgement and help clients develop for themselves a more objective view of the situation. [from MoC]

Challenging approach The challenging mode of intervening is problem-centered. It involves the Project Manager confronting the foundations of the team members thinking in an attempt to identify beliefs, values, and assumptions that may be distorting the way situations are viewed. An assumption underlying this challenging mode of intervening is that effective action can be undermined by team members inability or unwillingness to face up to reality. Challenging interventions are designed to call attention to contradictions in action and attitude or challenge precedents or practices that seem inappropriate. The aim of this approach is not only to challenge values and assumptions but also identify alternatives that might facilitate the exploitation of opportunities, or lead to the development of more effective solutions to problems. [MoC text - rewrite]

Information-gathering approach The information-gathering mode of intervening is problem-centered. It involves Project Managers assisting team members to collect data they can use to evaluate and reinterpret a problem situation. The assumption underlying this approach is that information deficiencies are an important cause of malfunctioning. Project Managers objectives are to guide a team member so that they arrive at a better level of awareness of the underlying causes of a problem and to help them to identify what action is required to resolve it. An assumption to this approach is that any information presented by the Project Manager will be less acceptable and less likely to be understood than information that a team member or the team generate for themselves. As well as a team member will be less resistant to proposals and action plans they generate for themselves.[MoC text - rewrite]

Change Management theory also present a fifth way to intervene with team members in a situation of change. This approach is prescriptive, as opposed to the other approaches which are collaborative. Given its nature, it is not to be seen as a recommendable approach in coaching, but it is presented here, as it is important for Project Managers who prefer a coaching attitude towards team members, to be aware of the need for clear leadership in situations where immediate action is needed. Furthermore, PMBOK distinguishes between coaching and counseling (to be considered: Is there a correlation between won’t do and can’t do and can different intervening approaches be used in coaching in ‘won't’ do situations? [Modes of intervening – prescriptive (advising) versus Collaborative (Theorizing approach, supportive approach, challenging approach, information-gathering approach)??)

Advising approach - (prescriptive) The advising way of intervening is prescriptive, as opposed to the four collective modes described above. Project Managers intervene by giving advice and telling team members what to do in order to rectify problems or develop opportunities. The underlying assumption is that the Project Manager has a greater level of relevant expertise or competence to make a sound diagnosis and plan corrective actions for the team member than the team member has for themselves. In many circumstances, Project Managers can see a solution because they are more experienced than their team members, but if they intervene by offering advice and telling team members what to do, they deprive them of the opportunity to learn how to solve the problem for themselves. [MoC text - rewrite]

Apply day-2-day informal workplace coaching

(Include this: ...but do not only focus on skills, experience and knowledge, also include the facilitation of changing mindset and attitude by using especially 3 collaborative intervening modes. The fourth (supportive) is applicable when used with great awareness of framing the coaching correctly (problem-centered versus person-centred, making the project's progression the highest objective).)

Limitations in Project Manager as Change Agent

• Supportive tends to be person-centred!

Other ways to prevent or handle decrease in team performance

(Elaborate a little on this - since given in TA-feedback) (1) High-Performance Teams, (2) Project governance, (3) Self-managed work teams, (4) Teams motivation.

Conclusion

(Ensure that conclusion is only based on things that is written earlier in this wiki)

Project Manager can preferably apply a coaching approach in the day-to-day dialog with team members, teams, and stakeholders to help them to a new level of understanding that can clarify their thinking about a problem. The Project Manager can beneficially use one or more of three problem-centered, collaborative intervening modes , typically uses by change agents, in his/her dialog with team members and stakeholders.

Annotated bibliography

Kilburg, R. R. (1996). Toward a conceptual understanding and definition of executive coaching. Consulting Psychology Journal, 48(2), 134-144. A review of the literature on coaching reveals that very little empirical research has focused on the executive coaching methods used by consultants with managers and leaders in organizations. Within the framework of a 17-dimensional model of systems and psychodynamic theory, the author provides an overview of a conceptual approach to coaching activities that incorporates 5 identifiable components plus an emphasis on goal setting, intervention methods, and hypothesized factors in negative consulting outcomes.

References

(Must fix: the same reference is shown multiple times)

1. ↑ [PRINCE2] Great Britain. Office of Government Commerce. (2009). Managing successful projects with PRINCE2. TSO.
2. ↑ [PMBOK] Committee, P. M. I. S. (2004). A guide to the Project Management Body of Knowledge (PMBOK), Newtown Square, PA: Project Management Institute. Inc.
3. ↑ [Coaching] Whitmore, J. (2009). Coaching for performance: GROWing human potential and purpose: the principles and practice of coaching and leadership. Nicholas Brealey.
4. ↑ [Change] Hayes, J. (2014). The theory and practice of change management, 521. https://doi.org/10.1007/s13398-014-0173-7.2
5. ↑ [Coaching] Molly-Søholm, T., & Jacob Storch. (2013). Ledelsesbaseret coaching. Ledelsesbaseret Coaching. L & R Business. Retrieved from https://findit.dtu.dk/en/catalog/2192969265
6. ↑ [PMBOK] Committee, P. M. I. S. (2004). A guide to the Project Management Body of Knowledge (PMBOK), Newtown Square, PA: Project Management Institute. Inc.
7. ↑ [PMBOK] Committee, P. M. I. S. (2004). A guide to the Project Management Body of Knowledge (PMBOK), Newtown Square, PA: Project Management Institute. Inc.
8. ↑ [Change] Dent, E. B., & Goldberg, S. G. (1999). Challenging " Resistance to Change " THE JOURNAL OF APPLIED BEHAVIORAL SCIENCEMarch. Retrieved from http://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.949.8416&rep=rep1&type=pdf
9. ↑ [Coaching] Molly-Søholm, T., & Jacob Storch. (2013). Ledelsesbaseret coaching. Ledelsesbaseret Coaching. L & R Business. Retrieved from https://findit.dtu.dk/en/catalog/2192969265
10. ↑ [Coaching] Grant, A. M. (2010). Journal of Change Management It Takes Time: A Stages of Change Perspective on the Adoption of Workplace Coaching Skills It Takes Time: A Stages of Change Perspective on the Adoption of Workplace Coaching Skills. https://doi.org/10.1080/14697010903549440
11. ↑ [Coaching] Molly-Søholm, T., & Jacob Storch. (2013). Ledelsesbaseret coaching. Ledelsesbaseret Coaching. L & R Business. Retrieved from https://findit.dtu.dk/en/catalog/2192969265
12. ↑ [National culture] Home - Hofstede Insights. (n.d.). Retrieved February 15, 2018, from https://www.hofstede-insights.com/
13. ↑ [Facilitating Change] Baungård Rasmussen, L. (2011). Facilitating change: using interactive methods in organizations, communities and networks. Polyteknisk Forlag. Retrieved from https://findit.dtu.dk/en/catalog/2395961761
14. ↑ [PMBOK] Committee, P. M. I. S. (2004). A guide to the Project Management Body of Knowledge (PMBOK), Newtown Square, PA: Project Management Institute. Inc.
15. ↑ [Change] Hayes, J. (2014). The theory and practice of change management, 521. https://doi.org/10.1007/s13398-014-0173-7.2