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Better Project Manager? Embrace Disruptive Technologies

Manager working with team at computer

Sometimes technological innovations can feel more troublesome than beneficial, especially where adoption of these innovations has a steep learning curve and requires changes in company policies and procedures.  The truth is that disruptive technologies often help you do your job better as a project manager. In fact, embracing these changes and allowing yourself and your team to evolve might be the best way to navigate what would otherwise be a stressful situation.

Disruptive technologies can allow you to automate basic tasks.  It can also save time, and help you become more efficient. Businesses that adopt new technology are much more likely to succeed.

Disruptive Technology Helps Project Managers

  1. AI, Cloud Solutions, and IoT
  2. Artificial Intelligence Saves Time and Reduces Effort
  3. Cloud Solutions Help Improve Collaboration for Project Managers
  4. The Internet of Things is Changing the Way People Work
  5. Use Disruptive Technologies to Improve as a Project Manager
  6. Businesses Unwilling to Change Will Be Left Behind

AI, Cloud Solutions, and IoT

There are many disruptive technologies. Three of them stand out as those that can have the greatest impact on an organization. They can give you a competitive advantage, as a project manager, while helping you meet your goals.

Artificial Intelligence Saves Time and Reduces Effort

Artificial intelligence, or AI, has many definitions.  According to Websters Dictionary artificial intelligence is “the capability of a machine to imitate intelligent human behavior” or “a branch of computer science dealing with the simulation of intelligent behavior in computers.”

This definition has changed over time.   It has become more functional so that AI includes things like robotically controlled aircraft to machine and deep learning systems used by Amazon and Google. [cite] The point is that AI and AI systems are finding their way into organizations and workplaces.   And AI will affect the day-to-day jobs of all workers, including project managers. [cite] The good news is that these systems can make your life and your work easier.  With AI, you can get basic, tedious, tasks done more efficiently, with fewer errors, and less bias. That’s because AI can work with a lot of stored information to make decisions reliably and quickly.

AI can perform tasks like budgeting and scheduling.  Soon AI systems will have the ability to look at the mass of data from a your current, past and other related projects.  It can help predict issues, risks, and even potential fraud.  It even will have the ability to evaluate team members and identify patterns of behavior that could affect a project.  In short, you’ll have more time to focus on bigger, more important tasks. You can put more energy towards being a strategic leader.  That’s going to help you stand out as a project manager.

Cloud Solutions Help Improve Collaboration for Project Managers

The cloud isn’t only handy as a backup in case your system fails.  It is also a smart tool to use when you want to improve team collaboration. Once multiple users have access to the cloud, they can get what they need when they need it, no matter where they are. This helps them accomplish more, both in the office and from remote.

Put simply, cloud solutions allow the members of a team to share resources and work on tasks together.  This saves time, improves access to data and information, and helps teams and their managers complete projects in a more organized way.

The Internet of Things is Changing the Way People Work

According to Wired Magazine, The Internet of Things, also known as IoT, could be the harbinger of a fourth industrial revolution. [cite] It has already started to make its way into our lives at home and work.  It also has the potential of completely changing the way we live.  IoT is basically a network of various devices that work together to streamline processes and give you access to important information more quickly.

It can be anything from smart concrete that reports its level of degradation and when it is likely to fail.  It can also be smart lights that report when they are on and how much electricity they are consuming to security cameras that monitor and report the movements and activities of employees 24/7.  The beauty of IoT is that these devices not only talk to you, but they also talk to each other.  While there are risks with these systems, they offer the potential to greatly increase work efficiency and project success.

IoT can help project managers stay connected so they can continually collect and share data.  It can also improve the way they communicate with their teams. Finally, it can be an important tool when it comes to making more accurate decisions that are driven by data.

Use Disruptive Technologies to Improve as a Project Manager

With the use of modern technology and advancements, project managers can take on new duties, and new titles, like never before. As mentioned above, when managers no longer must spend a lot of time on routine tasks, they can really home in on strategy, communication, and other higher-level skills and digital-age skills. These include security knowledge, data science and analytics, and legal knowledge, to name a few.

The bottom line is this: disruptive technologies can help managers collaborate more effectively.  Disruptive tech can also help come up with more creative ideas and make decisions that are influenced by data. If you want to advance your career and take on new responsibilities, using these technologies is an integral step.

Businesses Unwilling to Change Will Be Left Behind

Businesses, and project managers unwilling to embrace disruptive technologies are likely to be left behind. Learning to use disruptive technologies can help boost your odds of success.

Also, organizations that are willing to implement new tech into their workplace will be more inclined to hire project managers who are already well-versed in the latest innovations.  PMs can continuously improve their skills because they have the time to focus on strategies that meet goals and are not bogged down by mundane tasks better performed by one of these disruptive technologies.

Remember, just because you’re adding new tools doesn’t mean you have to give up all of your old tried-and-true methods. Disruptive technologies don’t need to be problematic as long as you can find ways to seamlessly integrate them with older technologies that are still worth using.

Evolve Your Career with the Help of Disruptive Technology

To embrace change and use disruptive technologies to your advantage, continuous learning is necessary. At RMC, we understand that you need to go beyond project management certifications if you want to keep improving as a project manager, so we offer a wide range of virtual courses on myriad topics for managers of all levels. Beyond that, we also offer corporate training to help organizations become even stronger. Contact us anytime to learn more!

Sources:

https://www.liquidplanner.com/blog/pmi-report-the-impact-of-disruptive-technologies-on-project-management/

https://www.pmi.org/learning/thought-leadership/pulse/benefits-disruptive-technologies-projects

https://www.telegraph.co.uk/business/business-reporter/harnessing-the-power-of-disruptive-technologies/

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5 Tips to Reduce PMP Exam Test-Taking Fear

Woman at computer studying for the PMP exam

Are you losing sleep worrying about taking the PMP exam? Is your mind flooded with all sorts of “what-ifs” related to possible exam catastrophes? Well, did you know that thoughts like these can hinder your exam performance and can cause you to waste exam prep time. Many of the fears you might be having are unrealistic and can be relieved through positive thinking and practicing your test-taking skills with an exam simulator. Consider these 5 tips to help alleviate your fear to achieve your goal of passing the exam.

1. Remember Your PMP Exam Test Taking Strategies

If you’ve used RMC exam prep products, or other study tools, you’ve developed test taking skills to boost your confidence. Focus on the test taking strategies you’ve learned, including:

  • Control the exam; do not let it control you.
  • Read the question and all four answer choices.
  • Watch for choices that are true statements but do not answer the question.
  • Be prepared for more than one “correct” answer, but there is only one “best” answer
  • Control frustration and maintain focus on each question.
  • Use the Mark for Review function on questions you struggle to answer. Return to marked questions later.

2. Keep a Positive Attitude

If you worry, you are spending time on the negative and will, in all likelihood, have a terrible experience. What can you do to change your view? Ask yourself what’s going on in your head? When taking practice exams, are you saying things to yourself like the phrases listed below?

  • I’m not fast enough
  • I will never get this
  • I will fail
  • Oh no, a formula question
  • I am sure I got that question wrong

Thoughts like these waste brain power and actually hurt you on the exam! Your strategy needs to include what you will do to stay positive before and during the exam.

Try using deep breathing techniques to help you relax and focus. Breathing techniques can be as simple as breathing deeply five times. If you have read a question more than three times, try taking a few deep breaths.

3. Dispel Common Unrealistic Fears

Your mind is a powerful tool. It can conjure up common fears or misconceptions that may not be realistic. For example:

  • Running out of time. Almost no one runs out of time. Practice your timing using PM FASTrack®.
  • Having test anxiety. Panic is a personal issue. If you think panic is a concern for you, make exam simulation core to your prep strategy. Practice taking exams in a situation similar to the actual testing environment.
  • Misunderstand PMI’s Perspective. Answer questions by applying good practices of project management from PMI’s perspective.  During the exam, rely on your exam prep training then your own project experience.
  • Remembering the formulas. Formulas may appear on the test. Thus far, test takers have not had to perform calculations during the exam.  However, you will need to know how to correctly identify key formulas.

4. Understand What to Expect

Though many fears you may have about taking the PMP exam are unrealistic, there are some things you should be prepared to expect. Doing so will also reduce your worry.

  • Follow your study plan. It is your road map and will serve you well.
  • Use exam simulation more than twice before taking the exam and achieve a score 75% or higher.
  • Use your project management knowledge — but be prepared to separate your experience from PMI’s perspective.
  • Understand your own test-taking tendencies. Pay attention to these during your prep class and practice tests.
  • Know what a project manager should do for each process. Practice Rita’s Process Chart game Track your score until you achieve 80% or higher.

5. Know Your PMP Exam Test Environment

You have the option to take your test online or in person. For in person testing, each center is different.  You will not have the exact same experience as someone else who has taken the exam before. Even in the same test center, you may experience differences. You need to eliminate as many distractions on the day of the test as possible. Read up on the test center process and their policies. PMI and your test center also have video tutorials that walk you through the experience. Consider some of these questions to reduce the unknowns about the test environment:

  • What can you bring into the test?
  • How many breaks do I get and what is the best way to use my breaks?
  • Where can I put my snacks so I can get to them when I need to?
  • What happens if the test crashes while I am taking it?”

Answers to these types of questions will give you a sense of control over the unknown. Know the process for signing in, taking the exam, and the post-test processes. Anything that might worry you, get the answers now.

For online testing, there can be a lot of technical elements to plan in advance to reduce stress and worry. Consider some of the following to set you mind at ease:

  • Make sure you are well versed in the rules of the online proctored format. Pearson Vue and PMI do a nice job provided the details of what to expect.
  • Find a quiet place away from the delivery people, pets and children. If you cannot be assured you will not be interrupted, consider scheduling a conference room at the office.
  • You will be asked to perform a system check. Try to do this beforehand so you don’t experience delays once the exam starts. This will also help you make sure your anti-virus and firewalls allow access.

Trust Your PMP Exam Testing Skills

Don’t underestimate the power of your test prep training. Studying and taking practice tests have honed your test-taking skills. You’ve tweaked your strategy until it works for you. Now you just need to follow it. Don’t do things differently when you sit for the real exam. Remember to bring a positive attitude

So, stop losing sleep and use these tips to help reduce or eliminate your worries about the exam. Good luck on your exam!  And remember if you have any questions, just contact us.  We’re here to help.

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CAPM Costs and Requirements

Your CAPM certification journey includes knowing the CAPM certification costs and requirements. The CAPM is a globally recognized entry-level certification to help launch your career in project management.  It empowers professionals like you with the knowledge to work effectively with teams on any project in any industry.

CAPM Certification Costs and Requirements

  1. What is the CAPM Certification?
  2. CAPM Exam Costs
  3. CAPM Exam Certification Requirements
  4. More Ways to Earn CAPM Certification Hours
  5. How to Prepare for the CAPM Certification

What is CAPM Certification?

The CAPM exam demonstrates the competency and foundational skills in project management.  The Project Management Institute (PMI) offers the CAPM certification for individuals who want to gain more responsibility or add project management skills to their current role.  In July 2023, the CAPM certification exam will change to integrate content across project management including agile and business analysis.

On 25 July, the new CAPM certification exam will be available and will better support customers in their career journey by going beyond the PMBOK® Guide to integrate content across project management including business analysis & agile.

The value of CAPM certification exam extends beyond validating project management best practices. Common principles and processes can also improve work from one project to the next.  It can also increase opportunities for new roles and responsibilities, improve leadership skills and enhance salary opportunities.

CAPM Exam Costs

PMI charges a fee to apply for the CAPM. You have 1-year to pass the examination and you may take the examination up to three times.  Following is a breakdown of costs:

  • $225 for PMI members
  • $300 for non-members

Other related fees associated with the CAPM exam include exam retakes, cancellation fees for scheduled exams, certification renewal and exam preparation materials and training.

Exam Retakes:  You will be charged for each exam retake.  PMI notes the discounted fee for an exam retake is subject to regional and membership pricing rules.

Exam Cancellation: If you reschedule or cancel your exam within 30 days of your scheduled appointment, you will be charged a fee of $70.

Certification Renewal: Every three years, your CAPM certification must be renewed. PMI members pay $60 and non-members pay $150 to renew the CAPM certification.  You are also required to complete 15 professional development units related to project management for learning, teaching others, or volunteering.  You can pay for an eLearning course or a bundle of classes to fulfill the 15 PDUs.

Exam Preparation:  For an additional fee, you can pay for CAPM exam prep materials or training courses. Prices vary depending on the type of preparation.  Self-study materials include a study guide which costs between $40 – $80, exam simulation costs about $150 and an on-demand eLearning course costs up to $600.

CAPM Exam Certification Requirements

To take the exam, you must meet the requirements as outlined by PMI.

  • A high school diploma, GED or global equivalent
  • 23 contact hours of project management education

Note: You can meet the 23 contact hours when you take a CAPM Exam prep instructor led class or a CAPM Exam prep eLearning course.  Both options provide materials and instruction to help you prepare for your exam while fulfilling the 23 contact hours of formal education to complete your certification application.  You need to complete your coursework hours at the time of your exam.

More Ways to Earn CAPM Certification Hours

According to the CAPM ECO, the 23 contact hours can include content from project management topics including: quality, scope, time, cost, resources, communications, risk, procurement and integration management.  When looking for courses, workshops, training sessions and self-study guides, look for a reputable education provider such as PMI Chapters and partners, training companies and employer programs.

How to Prepare for the CAPM Certification

You can take the current CAPM certification exam until July 24, 2023 using RMC current classes, materials, and eLearning courses. After that, you can count on RMC to provide you with the most current exam preparation materials. RMC has analyzed the Exam Content Outline and is updates to our Rita Mulcahy’s PMP Exam Prep System and our Exam Prep Courses.

Stay current on CAPM exam updates by attending our free webinar Taking The CAPM® Exam: What You Need to Know.

Sources:

CAPM Examination Content Outline[/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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5 Strategies to Manage Project Communication  

Small team sitting in a conference room managing project communications.

How you manage project communication is one of, if not the most important aspects of project management. Poor communication has been cited as the biggest problem impacting projects. A great deal of a project manager’s time is spent communicating with management, the team, the customer, and other stakeholders. Proper project management requires a process to define, plan, manage, and control communication which makes it a top skill needed by everyone on projects. 

The project manager is key in establishing and maintaining an environment that allows the project team to communicate, according the PMBOK Guide, Seventh Edition,   Project managers set the tone for success by modeling behaviors such as transparency, respect, and positive disclosure and following a process to manage communications on their projects.  Following are 5 strategies you can use today to manage your project communications. management.

 

Strategies to Manage Project Communication

  1. Identify & Analyze Stakeholders  
  2. Plan Project Communications  
  3. Send & Receive Information to Manage Project Communication 
  4. Manage Stakeholder Engagement 
  5. Monitor & Control Communication 

Strategy 1: Identify and Analyze Stakeholders  

Start by identifying the people and organizations involved in or impacted by the project or the product being developed.  These individuals or entities can positively or negatively impact outcomes over the course of the project. This step is important to help manage project communication. You can read more about stakeholder identification here.  

Project managers must also understand all their stakeholders’ requirements and expectations their level of influence, extent, and length of their involvement, as well communication needs and preferences.  

Managing stakeholder expectations — the belief or mental image of the future — can differ by stakeholder.  That’s why project managers need to talk through all expectations, to make sure that everyone shares the same desired outcomes. This sets the stage for communication planning.  

Strategy 2: Plan Project Communications  

Armed with the information from our stakeholders, it’s time to start planning project communications. Planning is about considering the project’s overall communications approach. It begins by defining what actions deliver the desired outcomes such as: 

  • The right information gets to the appropriate stakeholder, is clear and understandable, and arrives in the appropriate format at the right time. 
  • Communications are measured and analyzed on a regular basis and changed as needed. 
  • Stakeholders understand what communication is expected of them and the communication they receive meets their needs on the project.

There are several benefits to having a communication plan in place including improved stakeholder engagement and a decrease in communication problems, conflict, and rework.  

As a result of planning communications, the project manager should have a document description of the communication needs of the stakeholders and a strategy to meet them. Plan components may include: 

  • What needs to be communicated, why and between whom?
  • What is the preferred method of communication?
  • Who is going to provide what information, the level of frequency and detail?
  • Who has access to what communications, who can impart information, and who can edit?
  • How to tailor communication based upon language and culture?

Once the plan is in place, we can determine how to send and receive information.  

Strategy 3: Send & Receive Information to Manage Project Communication 

The most basic communications only ensure the message has been delivered.  Excellent project communications require a more comprehensive approach that includes the sender, the receiver, and confirmation that the message is correctly understood.  Both the sender and the receiver are responsible for ensuring the message has been properly interpreted and understood.  

Reports, information radiators, and individual communications are the artifacts of project communications.  While these artifacts are updated on a regular basis, it is important to look at how each of these documents are part of and are influencing the project communication plan.  In addition to communication plan updates on project status, issues and issue resolutions, here are some other communication plan artifacts: 

  • Issue status or log
  • Project reports and presentations
  • Updated project records
  • Lessons learned documentation
  • Project document updates
  • Risk and stakeholder registers 

Strategy 4: Manage Stakeholder Engagement 

At this point, stakeholders have been identified and analyzed. You have planned and are using key artifacts that help you communicate with your stakeholders at the right time with the right information. Another strategy to manage project communications has to do with stakeholder engagement.  

The key is to establish and maintain a common understanding of the project, its objectives, constraints and how they all interact to deliver the desired value throughout the project. Each stakeholder’s needs have been planned so when changes are needed, the project manager is able to adjust and maintain high levels of engagement with each stakeholder.  

Strategy 5: Monitor & Control Communication 

While the project manager is effectively communicating on the project, they are at the same time monitoring communication to ensure information is getting to where it is needed, is clear and allows stakeholders to act as necessary. The key to monitoring and controlling our communication is to make sure that that the information being communicated is being understood, and that it’s being understood in the intended way. 

When monitoring and controlling communications, there are several ways to identify and measure compliance to the communication plan.  For example, you can review the data of the project’s status, known as work performance information. Work performance data includes: 

  • Performance
  • Metrics captured in various control processes
  • Changes, risks, and issues
  • Forecasts

Reviewing this information allows you to validate that the team is being productive and achieving the project goals.  Work performance information can be organized into project management plan updates or project document updates, each of which allow you to identify and communicate information that stakeholders need.   

Learn More About How to Manage Project Communication 

If you’re interested in learning how to manage project communications, check out RMC’s eLearning course, Project Communications and Stakeholder Engagement shows you how to manage project communications and engage your stakeholders. You may also be interested in our Leading with Emotional Intelligence and Organizational Awareness eLearning course to elevate your leadership skills.  

Sources: 

https://rmcls.com/communications-management-plan-in-project-management/

https://www.teamgantt.com/blog/why-communication-is-important-in-project-management [/et_pb_text][/et_pb_column][/et_pb_row][/et_pb_section]

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Project Manager vs. Project Leader: Which Are You?

Two project managers at table discussing a project

As a professional in project management, you don’t only manage projects, you also lead teams. So, being able to work as both a manager and a leader can help you excel and really stand out in the workplace.

It’s worth taking some time to uncover the things that differentiate a manager from a leader. After all, some people who are leaders might not make the best managers, and vice versa. But if you’re determined to be both, you can hone your skills to manage and lead more effectively.

Take a look at the information below on managers vs. leaders to figure out which one you are, and to gain a clearer picture of what you might need to do to advance your career.

Project Managers: Experts at Planning and Executing Projects

Outstanding project managers are capable of thinking strategically and solving problems creatively. And, as a manager, you need to be able to plan ahead, while also adapting quickly to changes that might occur throughout the duration of a project.

Managers are responsible for delegating tasks and responsibilities to those on their team. So they need strong interpersonal skills and communication skills to be able to get their message across, motivate others, and provide extra guidance to those who need it.

Put simply, the top managers have what it takes to get things done right. They know how to plan and organize a project, as well as how to control every part of a project until it’s completed according to stakeholders’ expectations.

Project Leaders: Experts at Inspiring and Motivating Others

Project leaders have a vision that they want to achieve. And they know how to motivate, encourage, and inspire others so that they, too, will want to bring that vision to life.

If you want to be a standout leader, others need to view you as responsible and trustworthy. Leadership goes beyond developing a plan, delegating tasks, and coming up with creative solutions to problems that might arise.

As a leader, you also need to be a good communicator and listener who takes feedback seriously. And if you can master the art of remaining positive even when things aren’t going according to plan, you can keep the members of your team going strong as well.

Key Differences Between Project Managers and Leaders

Even though they might seek the same end result, managers and leaders tend to take different approaches when working on a project.

Managers are known for:

  • Directing and instructing their team members
  • Being driven by the tasks that need to get done in order to finish a project
  • Being more controlling and rule oriented when working with others
  • Working towards minimizing and controlling risks
  • Thinking about the short-term
  • Planning details and then telling others about them
  • Having objectives that need to be met
  • Using control and consequences to get team members to complete tasks

Leaders are known for:

  • Coaching and encouraging their team members
  • Driving their overall mission and the purpose of a project
  • Being more inspirational and innovative when working with others
  • Willingness to take risks
  • Thinking about the long run
  • Setting a direction for a project and selling others on it
  • Having a vision that needs to be fulfilled
  • Trusting others to get the job done right

So, Which One Are You? And Are You Ready to Improve?

Whether you currently identify as a project manager or a leader, you can improve your skill set or change course completely when you pursue the right education and certification in the world of project management. It’s entirely up to you to decide which classes you want to take, but know that RMC Learning Solutions is there for you at every step.

The bottom line is this: managers and leaders play integral roles in business. And they do share many of the same qualities. After all, the goal of any solid manager or leader is to work effectively with others. They both strive to complete projects on time and according to expectations, and keep stakeholders and customers happy. They just happen to employ differing methods, but one type of professional isn’t necessarily better than the other, as they both hold value.

RMC offers virtual classes, along with eLearning courses and self-study products, that can help you become a more effective manager and leader. Whether you want to become certified in project management or you want to improve your skills in leading others, there’s a class for you!

Sources:

https://www.projectmanager.com/leadership-in-project-management

https://fairygodboss.com/career-topics/leadership-vs-management

https://www.resourcefulmanager.com/leaders-vs-managers/

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How to Study for the PMP Exam: Best Study Tips to Help You Prepare

Woman at her desk preparing to study for the PMP exam.

Are you thinking about taking the PMP exam? Then it’s time to consider how you’ll prepare to pass the exam. The exam can be challenging.  The test lasts about 4 hours and consists of 180 situational style questions. To view some sample questions, see our PMP exam simulation free demo. It’s essential to understand – not memorize – the exam concepts to pass the PMP.

Here we share insights and tips informed by over 30 years of preparing students to pass the PMP on their first try!

How to Study for PMP Exam in 2023

  1. Use the Right PMP Exam Prep Resources
  2. Understand the PMP Exam Content Outline
  3. Know Your Study Style
  4. Determine How Much Time You Have to Prepare
  5. Choose your PMP Exam Prep Materials
  6. Use a PMP Exam Simulator
  7. Focus on Your Knowledge Gaps
  8. Test Again

Tip 1: Use the Right PMP Exam Prep Resources

When considering professional prep resources, look at how long the company has been providing PMP training. Longevity shows a commitment to the growth of the profession and the development of project managers.  RMC has shown this commitment since Rita Mulcahy published the PMP exam prep book in 1998.

Ask other certified project managers what they used to study.  As a professional training company RMC leverages its project management knowledge to develop quality materials that are aligned to the most current topics on the test. As a quality PMP training company, RMC has a proven prep method and a variety of teaching tools that fit your learning preferences.

Beware of free materials available on the internet that claim to help you study; you need to make sure these materials are based on the most current version of PMI® PMP Examination Content Outline (PMP-ECO). These providers may have good intentions, but they probably do not have the project management training expertise or up to date with the current exam information.

Tip 2: Understand the PMP Exam Content Outline

The PMP certification is based on the PMP-ECO.  It covers the content you will need to know for the PMP exam.  It is more important than ever to read and understand the ECO because it covers the domains and introduces adaptive approaches to project management and the PMP exam.

There are many resources that you can use to learn about the topics covered on the PMP exam. The current PMP exam includes content from the PMBOK® Guide 7th edition, Process Groups: A Practice Guide, Agile Practice Guide and more. These resources can aid your exam preparation. However, you shouldn’t have to read these resources cover to cover if your training company has done it for you. RMC’s materials bring together the terminology and concepts from these key resources. We synthesize the information in a way that makes it easier to understand and prepare for the exam.

Tip 3: Know Your Study Style

Begin by asking yourself if you prefer to study on your own or with others?  Do you like to create your own study plan and schedule, or would you prefer a guided approach? Do you learn best reading written materials, listening, and engaging in discussion, or working hands-on using case studies and exercises? Answering these questions will inform your PMP exam study timeline and influence how you choose to prepare.

Tip 4. Determine How Much Time You Have to Prepare

How long you have to study will depend on when you can schedule the PMP exam. If you only have a short period of time, consider an instructor-led class or an on demand, self-paced course.  Both options teach you everything you need to pass the exam. They usually include an exam simulation and other tools to enhance your learning.

Instructor-led courses are typically taught over consecutive days and students are expected to study up to 40 hours after class.  RMC’s Instructor-led classes offers a pass guarantee.   A self-paced eLearning course allows you to study at your own pace.

If you have several months to get ready, an on-demand PMP course or self-study materials are great options.  If you don’t have that much time to get ready, an instructor led course might be a better solution for you.

Tip 5: Choose your PMP Exam Prep Materials

An in-person class or eLearning course, usually includes an exam prep book with purchase. RMC recommends when you read the prep book for the first time you complete all the exercises in each chapter.

After you have read through your PMP exam prep book once or completed your prep course, you consider joining a study group. Working in a small group of no more than 3 to 4 individuals will shorten your study time and make studying more effective. You can find a study group through your local PMI chapter. Facebook and LinkedIn also have ways to connect with study groups.

Finally, consider supplementing your study options with practice tests and flashcards.  We go into further detail later, but as you think about your plan, know that both are invaluable tools that allow you to interact with the exam material in different ways.

Tip 6: Use a PMP Exam Simulator

When you are comfortable with the test material, it’s time to take a full exam simulation using an exam software, like PM FASTrack® Cloud.  Simulated exams allow you to get comfortable with the question types and exam timing.

We recommend using a PMP exam simulator with a large database of questions to experience a variety of question types. This step will provide you with a baseline against which you can track your progress.  You’ll quickly discover what you know and where you need to study more.

Review each question you got wrong in the exam simulation. Write down the specific reason for each wrong answer, creating a list. Assess why the correct choice is correct and why the other answers are wrong. Again, look for trends in your understanding and add problem areas to the list. Refer to the chapters in your prep book to fill in your knowledge gaps and correct any errors.  This is an excellent time to take targeted exam simulations by specific topics to fill your gaps.

Skim the sections or chapters on which you did well to keep those fresh in your mind. If you are using flashcards, remove the concepts you understand so you are singularly focused on your knowledge gaps. RMC’s PMP exam prep flashcards include this filtering option.

Tip 7: Focus on Your Knowledge Gaps

A good PMP exam simulator will analyze your performance and help you identify where you need to concentrate your studies.

As part of your process, build in time to work on your knowledge gaps.

Tip 8: Test Again

Limit yourself to no more than two full PMP exam simulations before you take the actual exam. Don’t fall into the trap of memorizing versus understanding the answers.

If you don’t score over 70 percent the first time you take a full exam simulation, you need to identify your knowledge gaps and study those before taking another simulated exam.   Once you score over 75 percent, you should be ready to take the real exam.  Continue to use your list, flashcards, and other helpful materials to retain what you have learned leading up to the test.

Use These Study Tips to Help You Prepare

It all really boils down to time, resources, support, and practice. Set aside the time required to tackle the topics covered on the PMP exam and use the highest quality resources, such as RMC Exam Prep products.

Lastly, here are some things to consider about meeting the PMP requirements and details about the exam itself. If you have additional questions about the exam, consider attending one of RMC’s free webinars called Taking the PMP Exam: What you need to know.

Good luck!

Sources:

https://www.ais-cpa.com/how-to-increase-pmp-exam-score-and-pass-pmp-exam/

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Project Vision and Mission

Two Business colleagues standing around table discussing

Project managers are expected lead, engage, and empower their teams and stakeholders toward outcomes that deliver value to the organization and your customers. Defining a clear project vision and mission for the project gives direction and meaning to the team to deliver the project goals. This leads to greater accountability for the” why” and “how” of the project.

Establishing the mission and vision is key, whether you are executing a predictive or agile project or using a hybrid approach. Let’s define what’s in a vision and mission statement and how to craft one of your own.

Vision and Mission for Projects

  1. What is a Vision and Mission for Projects?
  2. Why is the Project Vision and Mission Important?
  3. Connecting Work and Achievement
  4. How Do You Create a Vision and Mission Statement?

What is a Vision and Mission for Projects?

Project Vision Statement – The Why Project Mission Statement – The What and The How
  • Communicates where the organization or customer want or need to be at the end of a project.
  • The vision helps state the expected benefits and the future state where the benefits will be realized.
  • Defines the problem we are trying to solve or the goal we wish to achieve. It includes the purpose, focus and the objectives for what we are trying to do.
  • The mission describes how the team will work to deliver the product, service, or result.  It focuses on the approach to achieve the objectives.

Why is the Project Vision and Mission Important?

The vision empowers the project team by answering “why.”  Team members are tired of just executing without a sense of the bigger picture.  They want to be a part of the solution, making a difference through their contributions.  Vision gives direction and meaning to the work.  It helps fosters growth and engagement in the effort.  It lends focus to the project and can lead to better ideas and fewer fire drills.

The mission confirms the benefits and value of the project. It answers the “what” and “how” question. The mission helps motivate your team to move forward, allowing each team member to own their work and decisions to support the common goal.  It provides the basis for performance metrics and evaluation. When the team understands the direction, it informs their analysis and decision-making. Mission also establishes a framework for work behaviors and responsibilities.

Connecting Work and Achievement

The communication of the project vision and mission is an ongoing part of the plan. The vision and mission need to be shared with project stakeholders. Regularly refer to them in meetings and other communications to maintain alignment and identify possible misunderstanding.  Link them to efforts, deliverables, and milestones through the project. Use them to inspire and motivate the team.

How Do You Create a Vision and Mission Statement for a Project?

Prepare the Team:

Set the stage by preparing them for what will happen and its value. The investment in the team’s knowledge inspires their commitment.

  • Define what the team will be doing, why and when?
  • Communicate how the vision and mission statements will be used.
  • What are known project objectives.
  • Prepare for resistance.
  • Understand the needs and of introverts and extroverts.

Create the Project Vision Statement:

Describe the desired future state of the project. It answers the “why” question. Your vision statement can be written out or it can be mapped out to give the team guidance and direction. Include the following key elements:

  • What are the final project goals? What are you trying to achieve through the project?
  • List examples in broad terms of what the future will look like. Ask what is the greater good you are trying to solve for? What is the need?
  • What are you organizing your efforts to change?
  • Imagine the risks if the project is unsuccessful.
  • Describe each example in terms of “I wish” or “Wouldn’t it be great if?”
  • Refine the statements that should stay in the vision.
  • Imagine it as reality and capture the data for strategy development.

Develop the Project Mission Statement:

Your vision needs a strategy! You need a summary of the purpose, the focus, and the aim that we are trying to achieve today. The mission statement answers the following:

  • What is the project?
  • Who are we doing this for?
  • What are the objectives?
  • What does it take to reach the objectives?

Review for the Mission for Changes:

The mission is likely to go through some changes during the project. Schedule a periodic evaluation informed by the following questions:

  • Do our efforts align with the vision and mission? (Are we off-track)
  • Do we still have a shared vision?
  • What have we learned?
  • What should be adjusted?

Learn More on this Topic

Developing a project vision and mission is a worthwhile exercise for project leaders.  Taking the time to do so can positively impact your team’s understanding of what you are trying to achieve and how the team will work to solve the need.  If you want to learn more about mission and vision, RMC offers a Strategic Business Management Best Practices eLearning course.  This course is worth a total of 33 PDUs (2 Technical, 4 Leadership and 27 Strategic).  We also cover this topic extensively in Rita’s PMP Exam Prep book which is a great project management reference guide

You can also listen to our webinar Empowering Your Project Team with Vision and Mission and earn 1 Free PDU.

Sources:

Current PMP Exam Content Outline

https://www.lytho.com/blog/the-case-for-a-project-mission-statement

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Communications Management Plan in Project Management

Communication in business and in project management can be difficult, especially when you’re collaborating with virtual teams or working on global projects, but clear communication is a critical component to a project’s success.

Did you know that a project manager spends 90% of his or her time communicating? Indeed, most problems on projects relate, to some degree, to issues surrounding communications. Yet, our studies show that communication issues are the most preventable problems on projects.

What’s the secret to good communication? Communications must be planned, managed, and continuously monitored throughout the life of a project. This requires the development of a project management communication plan.

Project Management Communications Plan

  1. What is a Project Management Communications Plan?
  2. Create a Project Management Communications Plan
  3. Ideas to Consider in Your Communications Plan
  4. Set Your Plan In Motion

What Is a Project Management Communications Plan?

The Communications Plan is an easy tool to create that you can use to improve communications with everyone on your team, as well as with clients and stakeholders. It outlines the methods used to deliver important information relating to you’re working your project, from start to finish.

  • The goal of a project management communication plan is to establish guidelines that everyone who’s involved in the project will follow to share information with others.
  • A communication plan defines how often information will be shared, who will be responsible for sharing it and details on how information is to be delivered.
  • It’s best to create a new project management communications plan for each project you start. That’s because every project is unique, with its own timeline, deliverables, team, and budget, so the same communication plan won’t work on all projects.

Create a Project Management Communications Plan

A good project management communication plan, starts with stakeholder management. This includes the identification of stakeholders, their requirements and expectations.

You’ll also use the project management scope statement and the WBS (work breakdown structure) that have been created as part of the project. As you create your plan, ask questions like the following so you can move in the right direction:

  • Would it be better to communicate the information more formally in an email or a phone call?
  • Is this an issue that is best discussed in person or virtually?
  • Is the communication important enough to call a meeting, or is it fine to simply create a report?
  • How quickly and how often does the information need to be communicated?

A key aspect of planning communications is determining the optimal technology for communicating information. Agile emphasizes more face-to-face communication while more formal written communications are necessary when utilizing a predictive approach.

Ideas to Consider in Your Communication Plan

Communications should be efficient (providing only the information needed), effective (providing information in the right format at the right time) and add value to the project. When creating a project management communications plan, here are some questions to consider:

  • What needs to be communicated, and why?
  • What information do stakeholders need and when?
  • What is the best method for communicating: What reporting format does the sponsor require? What reporting format do you want from the project team? Who is responsible for sending information? You’ll also want to consider when and how often should information be sent?
  • How will you clearly delineate project roles and responsibilities?
  • What methods should the team use to bring problems or issues to your attention?
  • Where does the project fit into the organizational initiatives, portfolio, and programs?
  • How to communicate changes
  • How will factors such as location, culture, security, privacy, and language impact project communications?

Consider project risks, status, the project charter, stakeholder expectations, the project management plan, and WBS. And don’t forget to also consider problems, changes, and updates to components of the project management plan, as well as upcoming work and delays.

Set Your Plan in Motion

Remember that, in project management, good communication must be planned into the project and managed throughout. The methods and frequency of communication must meet the needs of your stakeholders.

In the end, what your plan looks like will depend on the needs of the project itself, as well as the people involved. Writing down your project management communications plan is wise, it can serve as a valuable reference throughout your project. The best part is that it doesn’t need to be too formal either, yet it will certainly help you and your team succeed.

All of these elements can be found in much more detail in Rita Mulcahy’s PMP® Exam Prep book, so definitely check it out if you want to learn more.

Sources:
A white paper by RMC Learning Solutions, “6 Essential Elements to Effective Project Management.”
https://www.teamgantt.com/blog/project-management-communication-plan

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Identifying Project Stakeholders in Project Management

African American project stakeholder

Effective project management requires detailed stakeholder identification to be performed. While the project manager needs to be the expert in project management, they rely on certain stakeholders to serve as experts in what needs to be done and how it should be accomplished. Stakeholders are important throughout the lifecycle of the project. Once identified, you need a plan to manage their expectations and their level of engagement and influence.

In a previous post, we covered the essential element, create a project charter. A charter should identify key project stakeholders, but this is only on the high level, so let’s dive into what it takes to effectively identify all your stakeholders.

Identifying Project Stakeholders

  1. Who Are Stakeholders?
  2. Types of Stakeholders
  3. How to Work with Stakeholders Successfully
  4. Stakeholder Engagement Skills

Who Are Stakeholders?

Stakeholders are people and organizations who:

  • Are involved in or impacted by the project or product
  • Can positively or negatively impact the project or product

It is important to identify anyone who can affect, or be affected by, the project or the product. Anyone who has any interest in the project, including those who might be opposed to the project or portions of it, are also stakeholders. To help you identify more people, ask them: “Who do you think are the stakeholders?” You don’t want to miss any.

Also, when identifying individuals and teams, the project manager must elicit, document, and evaluate stakeholders’ product, project, and project management requirements and expectations. These must be evaluated against the charter and project management plan to make sure the project stays within scope, builds the needed solution, and delivers to the business need.

Types of Stakeholders

There are several types of stakeholders.  The most common are internal or external stakeholders.

Internal stakeholders work within an organization. They include the project manager and team, customer, and sponsor.  It can also include individuals and groups you may not have considered such as board members and investors, other project managers or the Project Management Office.

External stakeholders work outside the organization but still have impact or interest in a project. These can include regulators, consultants, sellers, end users, customers, partners, competitors, shareholders, and other financial institutions.

Stakeholders may be actively involved in the project work or may fulfill or may fill an advisory role.

How to Work with Stakeholders Successfully

Successful project managers identify and properly involve key groups and individuals in the project planning process, and continually engage those stakeholders throughout the project as well.

Good project managers also understand their stakeholders’ requirements, expectations, influence, and impact, and use that analysis and planning to engage them throughout the project and in balance with project constraints. Since stakeholders play an important role in all aspects of projects, here are some ways you can involve them:

  1. Identify all stakeholders: Identify all of them as early as possible. Discovering them later in the process will likely request changes which can impact your project.
  2. Determine their requirements and expectations: We have already discussed the need to gather requirements but is essential to obtain all requirements before work begins. Expectations are more ambiguous than requirements. Expectations can include what stakeholder thinks will happen to them, their department, or the organization because of the project.
  3. Determine their interest: What is each stakeholder’s level of interest in the project. This information will help you structure the work, roles, and responsibilities to maximize engagement.
  4. Understand their level of influence and authority: A stakeholder’s influence and authority can affect the work and outcome of the project. It is important to gather and analyze this information you can leverage it to the benefit of the project.
  5. Plan to engage and communicate with stakeholders: Planning is a key to project management. You’ll want to create a plan to engage and keep stakeholder involved in the project. You will also want to plan your communication to get them to convey their thoughts and concerns to help prevent problems.

Stakeholder Engagement Skills

Balancing the science and art of project management requires that project managers know how to collaborate with key individuals and groups and meet their expectations. Developing these skills is vital successfully delivering projects.

Want to learn more about working with stakeholders? Consider RMC’s Project Communication and Stakeholder Engagement eLearning course.  This course teaches you how to identify stakeholders, discover their expectations and requirements, and how to propose modifications.

If you want to enhance your project management knowledge, RMC has synthesized our project management expertise into the essential elements of Project Fundamentals.  Learn new concepts with thoughtful exercises and content in our Project Management 2-day instructor-led virtual class. Our PM Crash eLearning course allows you to learn the fundamentals of project management any time, anywhere.

RMC also offers a FREE webinar on Stakeholder Engagement Analysis Tools that discuss how to use the variety of tools that can help with stakeholder engagement.

Sources

https://www.indeed.com/career-advice/career-development/stakeholders-in-the-workplace

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Develop a Project Scope Statement in Project Management

Two colleagues discussing a project scope statement

The Project Scope Statement describes the product of the project, and it describes how you will accomplish the creation of that product – the work that will be carried out on the project, including project management activities. It also describes what is not in the project – those requested requirements that were not approved to be in the project or product scope.

In our previous post, we covered the essential element, Identify Stakeholders. It’s important to identify anyone who can affect, or be affected by, the project or its product. It’s also necessary to  develop a project scope statement appropriate to the particular project.

Project Scope Statement

  1. What is Project Scope?
  2. How Do I Write a Project Scope Statement
  3. Key Elements of a Project Scope Statement
  4. Write It Down and Share It with Your Team

What Is Project Scope?

Project scope is a key component of Project Scope Management. The project scope is the work the project team will do to deliver the product or service of the project.  It also describes the product, service, or result of the project with its features and functions.

The documentation of the project scope is called a scope statement, or scope definition and is a result of the Define Scope process.  This document in effect says, “Here is what will we do on this project”. In addition to describing what the project will deliver, it also explains the boundaries of the project, and how the work will be approved.  Note that the scope statement is not the same as the project charter but is a more detailed explanation of the high-level project scope described in the project charter.

How Do You Write a Project Scope Statement?

A scope statement is created with input and expert judgement from team members and other stakeholders. It can also include experts from outside the organization. The project scope statement involves analysis of the project, translating requirements into deliverables.

Requirements, and requirements analysis, should be as complete as possible before creating the scope statement  . Doing so will help you obtain clear direction and agreement on the expected project scope. If this has not been completed, the project manager is responsible for leading the efforts of requirements elicitation and documentation.

The scope statement format may vary based on the needs of the project. Many of the topics addressed in the project charter are covered in more detail in the scope statement.

Key Elements of a Project Scope Statement

The project scope statement provides stakeholders and the project team with a clear understanding of what the project will deliver and includes these components.

Product scope description: Overall description and characteristics of the project’s product, service, or result, and the work needed to produce the product

Project boundaries: What is and isn’t included in the project

Project deliverables: Specific items to be created, produced, or delivered

Acceptance criteria: Documentation of the conditions for acceptance of each major deliverable

Scope-related constraints: Time, cost, and other factors that affect scope, as known

Project assumptions: List of what is assumed to be true but may not be true as it relates to scope

Write It Down and Share It with Your Team

Your project scope statement should be in writing to promote a common understanding and prevent any miscommunication. Because this document supports the work to properly plan a project and demonstrate success when the project is completed, it’s an essential tool that you should be using for every project you lead.

Want to learn more about project scope? RMC offers our popular Project Management Fundamentals virtual instructor led course or our Project Management Fundamentals book to help with real-world project management issues, including how to define and manage project scope.

Sources

Rita Mulcahy’s Project Management Fundamentals Book

https://www.techtarget.com/searchcio/definition/project-scope