Manage Work Through Projects – A Means

to Strategic Alignment

Project Portfolio Management Checklist

NORHAYA C. MAMBUAY
REPORTER
ESTABLISH COMMON LANGUAGE
Developing a common language among members of an
organization is essential for effective and efficient
communication.

Every time a new group of people meet together — whether in

a team, in a marketplace, or in a community — one of the first
activities they must do together is create a shared language.
They do this in order to communicate more effectively together,
to put a context on the words that they have in common, to
construct a shared understanding in their minds based both
on available information and their individual diversity of
experience.
COMMŪNĬCO

 The linguistic root of communication.

 It doesn't mean "to communicate" but instead

means "to share something with someone, to
take or receive a part of, to partake, to
participate in". Thus the creation of a shared
language takes us to the roots of
communication.
ESTABLISH COMMON LANGUAGE
 Without taking the time to create shared language,
groups have a difficult time forging mutual trust.

 Without a shared language there will be no clarity

on mutual goals — whether it involves working
together, transacting a trade, or creating
something. Without a shared language
commitments can be hard to make, and if
misunderstood can lead to disagreements. These
group formation phases — trust building, goal
clarification, and commitment — are essential.
ESTABLISH COMMON LANGUAGE

Some facilitators have learned that one of the

best ways to help a group form a shared
language is by having the group create together
a shared ARTIFACT.
ESTABLISH COMMON ARTIFACTS

 A shared artifact is the creation of an object or

shared space that is created collaboratively.
ESTABLISH COMMON ARTIFACTS

 If the shared artifact is not constrained then it

will be too large or complex for the group to
reach some measure of completion.

 Finishing the shared artifact really helps

establish trust and the connections between
the participants.
ESTABLISH COMMON ARTIFACTS
 A shared artifact is also useful because flooding someone
with information and terms gives no assurance that the
recipient has gained knowledge of the subject. Instead, the
act of creation confirms to both parties that the knowledge
was successfully assimilated.

 Another advantage to creating a shared artifact is that it

isolates any problems to the task at hand. Often there are
differences in status, purpose, or perspective that can get in
the way of group formation, but a focus on a common task of
the creation of a neutral shared artifact allows those issues
to come later as the participants develop the trust and
shared language required to talk about those tough issues.
FIND TOOLS TO MAKE IT EASIER
 Project management processes, tools and techniques were
important, but just as vital are communication and common
sense.

 Project management office organizations try to improve

project delivery by adding a common project portfolio
management tool throughout the organization. Although
these tools provide top-down visibility into a project’s
performance, these tools can add to the project manager’s
administrative burden. When a complex project management
tool is introduced, the project manager risks spending more
time administering the tool than actually managing the
project.
FIND TOOLS TO MAKE IT EASIER
Complex projects will require more processes and tools.
However, many projects can be delivered following a simple
series of steps.

Every project needs to answer several key questions

including:

 Why are we doing this project?

 What is the end goal?
 Who needs to be involved?
 What needs to be done to achieve the goal?
 When and how will it be done?
FOLLOW THE TEN COMMANDMENTS
1. Know your goals
2. Know your deliverables – Know what DONE looks like and Know how
DONE is measured
3. Know your schedule, cost and technical performance measures
4. Know your risks and your risk plan
5. Know your stakeholders
6. Know your team members
7. Adapt your communication to the listener
8. Treat your team members with respect and with dignity
9. Expect your team members to do their job but don’t demonstrate
blind faith
10. Take it easy – enjoy what you do.
REFERENCE
 https://education.ucf.edu/mirc/docs/pp/FLaRE%20Professi
onal%20Paper%20-
%20Developing%20A%20Common%20Language.pdf

 http://www.lifewithalacrity.com/2009/09/creating-shared-
language-and-shared-artiifacts.html

 https://project-management.com/how-to-make-project-
management-easier-for-many-projects/

 http://quantmleap.com/blog/2012/01/the-ten-
commandments-of-project-management/