Google PMP Study Set (Week4)

Core Concepts

1. Create a sense of ownership and urgency 2. Figure out the right combination of skills and personalities 3. Effective Communication

Culture Question Examples

1. How does communication happen? 2. How are decisions made? 3. What kind of rituals are in place when someone new comes to the facility? 4. How are projects typically run? 5. What kinds of practices, behaviors and values are reflected by the people in the organization?

Follow a consistent process.

Following a clear change management process helps maintain consistency each time there is a change. The change management process should be established and documented early on in your project to guide how the project will handle change. Your organization may also have an overarching change management plan that can be adopted for your project. This may include when the promotion of the change should happen, when training should occur, when the launch or release will occur, and corresponding steps for each phase of the process.

Classic/Functional Organizational Example

For example, the main function of Friendly Skies Airlines, an airline company, is to fly airplanes. There are typically departments logically arranged to fulfill other important company functions, such as Marketing, Human Resources, and Strategy. Employees usually have a specialty within the organization and may not work within other areas during normal everyday operations.

Classic

Functional or top-down structures

Which of the following scenarios best describes a Classic structure?

Imagine you are managing an important project at a company that requires all orders to go through its shipping department. However, your project is on a tight schedule, and the shipping department has a backlog of orders. You decide to meet with your direct manager to ask for approval to place the order through a third-party vendor. Ultimately, your direct manager has to meet with a vice president to get final approval. Explanation: In a Classic organization, project managers are part of a top-down hierarchy and should communicate with their direct managers frequently to keep them informed.

Governance

In business is the management framework within which decisions are made and accountability and responsibility are determined. In simple terms, governance is understanding who is in charge.

Resource Availability

Knowing how to access the people, equipment, and budget needed for a project

Lan's PMO Benefit Explanation

One of the biggest benefits I see in working in a PMO is that you get to share a lot of best practices with each other

Lan's Project Manager Explanation

One of the most cirtical things that PMs get to do is they get to have a bird's eye view of everything that's happening in a project

Functional Organizations

Organization is divided into departments based on function.

Functions of a PMO?

PMOs offer guidance and support to their organization's project managers. They share best practices, project statuses, and direction for all of the organization's projects while often taking on strategic projects themselves.

Be proactive

Proactive and inclusive change management planning can help keep any potentially impacted -Incorporate change management into your project management steps. For example, you can schedule time during team meetings or create a feedback document to ensure that your team members know there is a place to voice their suggestions and concerns. -You can also plan steps towards the end of your project to introduce the deliverable to stakeholders in the form of demonstrations, question and answer forums, or marketing videos. You can factor all of these decisions into your plan so that any potential changes are less likely to impact your timeline. If these steps have not been built into your plan, you can escalate and stress the importance of a change management plan to your stakeholders.

Project governance

Project governance is the framework for how project decisions are made. Project governance helps keep projects running smoothly, on time, and within budget. Project governance involves all the key elements that make a project successful. It tells you what activities an organization does and who is responsible for those activities. Project governance covers policies, regulations, functions, processes, procedures, and responsibilities.

Listen to people's stories

Rituals can be powerful drivers of culture. They engage people and help instill a sense of shared purpose and experience. -How are birthdays and holidays celebrated? -Do employees generally eat lunch at the same time and in the same place? -Watch employee interactions: Observing how employees interact can help you tailor your interaction style to the company norm. -Are employee interactions more formal or informal in nature? -Are ideas solicited from employees in different roles?

Which of the following refers to the council that helps project managers make and approve strategic decisions that affect both the company and the project?

Steering committee

steering committees

Steering committees decide on the priorities of an organization and manage the general course of its operations. The steering committee essentially acts as an advisory board or council to help the project manager and the company make and approve strategic decisions that affect both the company and the project.

Which main function of a PMO involves defining project criteria, selecting projects according to the organization's business goals, and then providing a business case for those projects to management?

Strategic planning and governance

Practice empathy.

Changes are inevitable, but we are often resistant to them. By being empathetic to the challenges and anxiety change can bring, you can support the process in subtle ways.

Communicate about upcoming changes.

Communication should occur regularly among impacted stakeholders, the change management team, and the project team. Check in and communicate throughout the project about how the changes will provide a better experience for end users of the project deliverables. In this way, you support the process by providing everyone with the information they need to feel prepared to adjust to changes once the project is ready to launch.

Navigating Culture

-Ask questions -Make observations -Understand your impact

Which of the following concepts is a defining part of organizational culture?

A company's mission

Understanding an organization's culture: Ask Questions

*Atmosphere* -What is the company's dress code? -How do people typically share credit at this company? -Is risk-taking encouraged, and what happens when people fail? -How do managers support and motivate their team? -How do people in this role interact with customers and users? -When and how do team members give feedback to one another? -What are some workplace traditions? -What are some of the ways the company celebrates success? *Policies* -What are the policies around sick days and vacation? -Does the company allow for employee flexibility (e.g., working from home, flexible working hours)? -What policies are in place that support employees sharing their identity in the workplace? *Processes* -What is the company's onboarding process? -How do employees measure the impact of their work? *Values* -What are the company's mission and value statements? -How might the person in this role contribute to the organization's mission? - How does the organization support professional development and career growth?

Which of the following project outcomes will most likely require change management in the organization? Select all that apply.

-Adopting a new supply ordering system Explanation: Switching to a new system means that employees will need to learn new processes and protocols. Change management strategies would help support the transition to these new processes. -Installing new scheduling software on employees' computers Explanation: Installing new software means that employees will need to adapt to how the software operates. Change management strategies would help support the transition to this new tool.

How does an organization align its project governance with its corporate governance? Select all that apply.

-By considering the long-term and short-term interests of the organization Explanation: Leaders and stakeholders are more likely to support the project if it aligns with the overall interests and objectives of the organization. Good project governance also includes making thoughtful decisions about what projects to start and clear communication with stakeholders. -By providing stakeholders with timely, relevant, and reliable information Explanation: Good project governance supports corporate governance with clear communication and attainable goals. It also involves making thoughtful decisions about what projects to take on and consideration of the long-term and short-term interests of the organization. -By making thoughtful decisions about which projects to take on and avoiding projects if they don't have sufficient resources Explanation: An organization should carefully select projects and avoid projects if there are insufficient resources to make them sustainable. Good project governance also includes clear communication with stakeholders and consideration of the long-term and short-term interests of the organization.

Which three best practices can help a project manager approach change management on their projects?

-Communicate about upcoming changes. Explanation: Project managers should communicate throughout the project about how the changes will provide a better experience for end users of the project deliverables. This provides everyone with the information they need to feel prepared to adjust to changes once the project is ready to launch. -Practice empathy. Explanation: Changes are inevitable, but people are often resistant to them. A project manager can support the process by being empathetic to the challenges and anxiety change can bring. -Use tools to help implement a change Explanation: Incorporating tools like flowcharts, feedback mechanisms, and culture mapping to assist in the adoption of a change can be very helpful.

What are three core concepts of the change management process?

-Create a sense of ownership and urgency around the project. Explanation: When team members feel a sense of ownership and urgency around a project, it increases interest, motivation, and engagement with the project outcome. -Select the right combination of skills and personalities for the team. Explanation: A project manager should find team members whose knowledge and skills complement one another and get them excited about the project. They can be advocates for change when it's needed. -Communicate effectively. Explanation: To ensure effective communication with the team and the rest of the organization, the project manager can do three things. First, they can be transparent and up front with plans. Second, they can make information available. Third, they can make sure everyone is kept up-to-date on the project's progress.

What are some key functions of a Project Management Office (PMO)? Select all that apply.

-Creating project documentation, archives, and tools Explanation: PMOs invest in and provide templates, tools, and software to help manage projects and help maintain their organization's project history. -Implementing project management best practices Explanation: PMOs share lessons learned from previous successful projects and provide guidance about processes, tools, and metrics to ensure consistency. -Strategic planning and governance Explanation: PMOs define project criteria, select projects according to the organization's business goals, and provide a business case for those projects to management.

Week 4 Themes

-Define organizational structure and organizational culture and explain how they impact project management -Identify common types of organizational structure -Define change management and summarize its realtionship to the project management role

As a project manager, you want to integrate change management into your project. Which of the following tools could you use to help people adopt a change? Select all that apply.

-Feedback mechanisms -Culture mapping

What tools can a project manager incorporate to assist in project adoption? Select all that apply.

-Flowcharts to illustrate the project's development process -Feedback mechanisms, such as surveys, to capture stakeholder input -Culture mapping to illustrate how the company's values, norms, and employees behavior may be affected by the project

As someone interviewing for a project management role, you want to understand the organizational culture of the company you're interviewing with. Which of the following questions could help you learn about the company's processes? Select all that apply.

-How do employees measure the impact of their work? -How are new employees onboarded?

Which of the following are part of organizational structure?

-How the different members of an organization relate to one another Explanation: Organizational structure refers to how the company is organized, who does what, and who reports to whom. Understanding this structure can help you figure out where you fit in -How job tasks are divided and coordinated Explanation: Organizational structure refers to how the company is organized, who does what, and who reports to whom. Understanding this structure can help you figure out where you fit in

What questions should you ask to better understand and can inform change management?

-How will the organization react to change? -Which influencers can affect change? -What are the best means of communication? -What change management practices will lead to the successful implementation of my project?

When you are thinking about change management as it relates to your project, begin by asking yourself the following questions:

-How will the organization react to change? -Which influencers can affect change? -What are the best means of communication? -What change management practices will lead to the successful implementation of my project? The answers to these questions will help you prepare for a variety of possible scenarios and allow you to craft solutions to effectively support the adoption of your project.

The importance of organizational culture

-Identity: An organization's culture defines its identity. Its identity essentially describes the way the company conducts business, both internally and externally. A company's values and organizational culture go hand-in-hand; its values are part of its identity. You can almost think of an organization's culture as its personality. That is why it is important to learn your company's (or target company's) mission and value statements. The mission and value statements will help you understand why the company exists and will give you insight into what the company believes in and how it will behave. -People: Strong, positive organizational culture helps retain a company's best employees. People who feel valued, engaged, and challenged are more likely to give their best and want to drive for success. An organization's culture can help keep talented employees at a company, and it can attract great people too! On the other hand, a toxic culture can have the opposite effect. It is important to find an organization with a culture that fits your personality. One way to find out more about an organization's culture is to talk to the people who work there. You can also take note of the current employees' attire, expressions, and overall behavior. -Processes: Organizational culture can have direct impacts on a company's processes, and ultimately, its productivity. The organization's culture is instilled throughout the company—from its employees to how its employees do their job. For example, a company that values feedback and employee involvement might have that reflected in their processes by including many opportunities for employees to comment. By allowing employees to feel their voices are heard, this company is adhering to its culture.

Which of the following accurately describes how organizational structure impacts project management? Select all that apply.

-It affects the availability of resources that can be devoted to a project. -It affects the project manager's level of authority and their ability to make decisions that impact the larger organization.

What are three reasons that it is important for project managers to understand a company's organizational culture?

-It can help them determine if they want to accept a position with the company. Explanation: Asking questions about the organization's culture in an interview can help a project manager determine whether the position is a good fit for them. It also shows the interviewer that they are knowledgeable about the impact culture can have on a project. -It can affect many aspects of their projects. Explanation: Organizational culture can have an impact on the way projects are run. Some aspects of an organization's culture that are directly related to how projects are managed are communication, decision-making, rituals, previous management styles, and values. -It can help them avoid bumps in the road when their projects disrupt the status quo. Explanation: Project managers are change agents, so finding out how things have worked in the past can help smooth the way for any changes they propose.

What can provide clues to an organization's culture?

-Mission Explanation: An organization's mission and values provide clues to its culture. Culture guides what an organization's people value, how they operate, how they relate to one another, and how they can be expected to perform. -Values Explanation: An organization's mission and values provide clues to its culture. Culture guides what an organization's people value, how they operate, how they relate to one another, and how they can be expected to perform.

A project manager can learn about an organization's culture in which of the following ways? Select all that apply.

-Observe employees within the organization. Explanation: Observing other employees can help you get a better sense of the organization's culture. When working in different geographies, it can also make you aware of established customs like bowing, shaking hands, or wearing head coverings. -Ask employees about workplace rituals and traditions. Explanation: You can find out a lot about organizational culture by talking to employees about their experiences. Rituals can be powerful drivers of culture, and considering what current employees share about them will give you great insight. -Ask management questions to better understand what they expect. Explanation: You can find out a lot about organizational culture by talking to managers about their expectations. It can be helpful to ask these questions in the interview phase to better understand the company's culture before accepting a position.

In which of the following ways can organizational structure impact project management? Select all that apply.

-Project Manager Authority Explanation: An organization's structure impacts the amount of authority given to the project manager. Authority has to do with the project manager's ability to make decisions for the project that impact the organization. -Resource Availability Explanation: Organizational structure can impact project management through resource availability. Managing a project is a lot easier when the project manager knows how to access the people, equipment, and budget the project needs.

Organization's Culture

-Provides context and acts as a guide for what their people value, how they operate on a daily basis, how they relate to one another, and how they can be expected to perform. -The values employees share, as well as the organization's values, mission, and history -Company's personality

Main functions of a PMO

-Strategic planning and governance Explanation: This is the most important function of a PMO. This involves defining project criteria, selecting projects according to the organization's business goals, and then providing a business case for those projects to management. -Best practices Explanation: PMOs help implement best practices and processes within their organization. They also share lessons learned from previous successful projects. They help ensure consistency among their organization's projects by providing guidance about processes, tools, and metrics. -Common project culture Explanation: PMOs help set common project culture practices by training employees about optimal approaches and best practices. This helps keep project management practices consistent and efficient across the entire organization. -Resource Management Explanation: PMOs are often responsible for managing and allocating resources—such as people and equipment—across projects throughout the organization based on budget, priorities, schedules, and more. They also help define the roles and responsibilities needed on any given project. PMOs provide training, mentoring, and coaching to all employees, but project managers in particular. -Creation of project documentation, archives, and tools Explanation: PMOs invest in and provide templates, tools, and software to help manage projects. They also play an important role in maintaining their organization's project history. Once a project closes, they archive all of the documents created during the project for future reference and to capture lessons learned.

What are some ways that organizational structure can impact the role of a project manager? Select all that apply.

-Their approach to getting approvals Explanation: Since Classic structures have a clear chain of command and Matrix structures do not, the process for getting approvals in these organizational structures differs. A project manager in a Classic structure may have to get approval from the appropriate managers, directors, and department heads in order to complete certain tasks. A project manager in a Matrix organization, on the other hand, may have more autonomy to make decisions for the project as needed. -Their level of authority Explanation: A project manager's level of authority and responsibility will vary in different organizational structures. In a Classic structure, a project manager might have less authority and a tighter scope. In a Matrix structure, a project manager will have to cooperate with other leaders in their organization and may have less direct authority over their team members. -Their access to resources Explanation: Organizational structure may affect how the project manager accesses the people, equipment, and budget that they need. A project manager working in a Classic structure may depend on the functional managers in their organization to approve resources. In a Matrix structure, a project manager may need to share project resources and negotiate priorities with other groups.

Imagine you are interviewing for a project manager role at a local start-up. You are very interested in the work the organization is doing, but you want to find out more about their culture to make sure the position is a good fit. How could you find out more about the organization's culture? Select all that apply.

-You could ask your interviewer questions about the organization's atmosphere, policies, processes, and stories. Explanation: Asking questions about organizational culture during an interview can help you learn if the role is a good fit for you. It can also show the interviewer your awareness of how organizational culture can impact projects. -You could ask current employees about their experiences at the company. Explanation: Considering how current employees portray the company will give you great insight into the organization's culture.

Project Management Office

A group devoted specifically to program management with the organization a group within an organization that defines, sets, and helps maintain project management standards and processes throughout that organization. It often acts as a coordinated center for all of the organization's projects, helping them run more smoothly and efficiently.

Change Agent

A person from inside an organization who helps the organization transform by focusing on improving organizational effectiveness and development

Lan's PMO Explanation

A project management office is a team of project managers. We are a group that coordinates all of the different parts of a project together, including folks who work on our product, engineers, and many business functions, and we help bring all of those ideas to life

Which of the following terms best describes the first step to your project having the desired impact once it goes live?

Adoption

Understand your impact

As a project manager, you become a *change agent*. Remember: a change agent is a person from inside an organization who helps the organization transform by focusing on improving organizational effectiveness and development. When you begin a new role, sit down with management to better understand what is expected of you and how you can make the most of the opportunity.

Why is it important for a project manager in a Matrix organization to clearly define roles and responsibilities? Select all that apply.

Because employees may report to more than one person and have multiple responsibilities across teams Explanation: In both Classic and Matrix organizations, project managers must clearly define roles and responsibilities in order to work effectively. However, within most Matrix organizations, some project managers may have the same level of authority as the functional managers and operate more directly.

Participating in *Change management* involves...

Being empathetic to the challenges of the change management process and supporting necessary changes throughout the project life cycle

What's one way organizational structure can impact the way you manage a project?

By the amount of authority given to the project manager. Authority has to do with your ability to make decisions for the project that impact the organization

Matrix Structure

Direct higher-ups and stakeholders from other departments or programs The Matrix structure differs from the Classic structure in that the employees have two or more managers. In Matrix structures, you still have people above you, but you also have people in adjacent departments with whom you will need to communicate on your work progress. Functional areas tend to cross paths more frequently, and depending on the nature of the work, the responsible manager for each area has the most authority. As a project manager in a Matrix organization, a team will essentially have at least two chains of command, or managers. You can think of the project manager as being a temporary manager while assigned to the team. The functional manager is consistent regardless of the project a project manager is supporting.

Interview Organizational Question

During an interview, you can ask about the type of organizational structure the company uses and where your role will fit in

Functional Manager

Employees are grouped according to the functions of their role

Use tools.

Incorporating tools to assist in the adoption of a change can be very helpful. Here are a few examples you can use on your next project: -Feedback mechanisms: such as surveys, can capture input from stakeholders. -Flowcharts: can visualize the project's development process. -Culture mapping: can illustrate the company's culture and how the company's values, norms, and employees behavior may be affected by the change.

Sharpen your communication skills

Interpersonal communication skills are a major part of project management. How a company communicates is directly tied to its organizational culture. You will most likely have interactions with various departments and management levels while executing projects. To communicate effectively, you will need to understand how to navigate the different channels in your company. Ask questions about communication practices when you start a new role such as: Is it customary to sign emails from the team rather than from you individually? Should presentations include team members or be solely presented by the project manager? This can help you make sure you are adhering to expectations.

When working in different geographies, why is awareness of established customs important for understanding organizational culture?

It can help you form respectful relationships.

How do the Classic and Matrix organizational structures differ from one another?

The Classic structure follows a traditional, top-down system of reporting. The Matrix structure involves reporting to stakeholders across teams and direct managers. Explanation: The Classic grouping has a clear chain of command, whereas the Matrix structure involves a more complex network of reporting.

What is change management?

The process of delivering a completed project and getting people to adopt it Explanation: Change management is the process of delivering a completed project and getting people to adopt it. When project managers understand change management, and their role in the process, it helps to ensure a smooth roll out and easier adoption.

Change Management

The process of delivering your completed project and getting people to adopt it

Organizational Structure

The way a company of organization is arranged *Who reports to who*

Classic Structure

Traditional top-down system of reporting a top-down hierarchy system, where a Chief Executive Officer (CEO) has direct authority over several department managers. The department manager has direct authority over several other sections of employees. This system requires communication both up and down the ladder. In a Classic structure, authority comes from the top and filters to the bottom. Frequent reporting of project status updates may be required to pass up through management levels to keep higher leaders informed. Classic organizations are also referred to as functional organizations because the organization is divided into departments based on function

An organization's structure provides...

the framework for accountability and communication

Fill in the blank. Organizational culture refers to a company's _____.

values and personality Explanation: A company's organizational culture is almost like its corporate personality. It includes the organization's values, mission, and history.

Having effective communication...

with your team means being transparent, upfront with your plans and ideas, and making information available

Corporate governance

is the framework by which an organization achieves its goals and objectives. Corporate governance is also a way to balance the requirements of the various corporate entities, such as stakeholders, management, and customers. Corporate governance affects every part of an organization, including action plans, internal and external controls, and performance measurements.

Fill in the blank: An organization's structure is most commonly mapped out using a _____ .

reporting chart