Preventing Project Failure

Sometimes, life is pretty darn stressful.

I think that as Project Managers we don’t really take into account just how much is really on our shoulders, and how being a PM creeps into our everyday life, maybe to an extent only experienced by senior executives in organizations (but without the executive pay).

Does this sound familiar?

1.You wake up in the middle of the night and the first thing on your mind is an issue with the project schedule.

2. Your workday starts with a plan that dissolves within the first five minutes due to project issues.

3. You wind up doing what you were going to do during the day, at night and on weekends.

I don’t know about you, but I find that I have to turn off “Michiko as Project Manager” consciously, as soon as I walk in the house.   This week my task junkyness has run amok with a wake up at 3am scenario just to finish up a WBS and Schedule for a proposal that cropped up suddenly. This lead me to post to my facebook status “I am not my career” in subconscious revolt.

Somehow, there’s got to be balance.

So I started reading and found a good book on the PMI 24X7 book site (if you’re up to date with your PMI membership dues, you get this site for free – lots of good stuff). “Essential People Skills for Project Managers” by Steven Flannes and Ginger Levin. This is an easy read with lots of honest good info, but in particular their Chapter on Stress Management for the Project Manager is filled with solid recommendations for dealing with stress.   They’ve diveyed up sources of stress which makes it a bit easier to understand.

Stress From the Position These are stressors inherent to being a project manager, meaning before you’ve even lifted a finger you’re first day on the job – you can count these things to stress you out. Things like ultimate responsibility, dealing with people issues, finding resources, leading without driving everybody crazy. It’s not like you get to sit around and wait for stuff to happen, or someone to tell you what to do. You’d better drive the train or you’re out of a job. Even if the world was perfect and people ran around singing like Disney characters, the job itself would still be stressful.

Stress from the Organization
But the world is not perfect…
Organizations have their own dysfunctions; leaders who don’t like each other, entrenched silos, values that may be a little askew or even unhealthy. As the PM, you don’t get to watch peacefully, grab some popcorn and enjoy the reality show. No, somehow you’ve got to dive right in and pull out whatever good you can from the muck. No armchair quarterback for you, buddy.

Stress from People
And people are not perfect…..
Sounds like a truism, but you will face toxic people that you have to lead, that you have to report to, that you have get resources from. There will be bullies, and narcissists, and wimps, and perfectionists. And guess what? Whatever traits that you have (because you have some things that get activated too), will interact with traits of others for quite interesting and colorful combinations.

Bottom Line: Project Management is stressful

Over the years I’ve found that we all have expectations in these three areas; job expectations, organizational expectations and people expectations. Usually, we carry more unrealistic expectations in one area than another.

For example, I always have unrealistic people expectations. For some reasons, maybe because I watched a lot of musicals as a kid, I think that the world is Kumbaya and why can’t we all get along. Then when someone shows their colors I’m like so shocked!!

I’ve never had a problem with job expectations – in fact, I sort of relish the responsibilities and stress of the job itself. Organizational dynamics don’t faze me either. But I’ve had friends who really have a hard time dealing with the responsibility of project management (“God, I hate having to always tell people over and over again why we are doing this project.”) or with the organization (“I cannot believe all these people care about around here is making money, that sickens me!”).

What to do about stress?

Level Set I would say, first thing, get real about the job. Make sure your expectations align with reality. Then you can go in with an appropriate level set in your mind and not be shocked when crazy things happen.

Explore why things bug you If you get bugged out about something, ask yourself why. Do a little introspection. How do you view yourself? What happens to you when your view of yourself gets messed with?

Develop a well rounded life I think this is the most important piece. We are not our careers. Martin Seligman and the Positive Psychology folks at UPENN suggest developing “holistic fitness”, that is not just physical fitness, but fitness in our emotional, social, spiritual lives. The Army has picked up on this and created a whole program around it called Comprehensive Soldier Fitness (CSF).

The idea is that when you develop ‘holistic fitness’, you are more resilient and can transform bad happenings into positive outcomes. There’s lots of good material on this like ‘The Resiliency Factor: Seven Essential Skills fo Overcoming Life’s Inevitable Obstacles’ by Karen Reivich and Andrew Shatte. Or check out the CSF page on Facebook for more available tips like these 10 Ways to Build Resilience:

1. Make connections.
2. Help yourself by helping others.
3. Maintain a daily routine.
4. Take care of yourself.
5. Give yourself a “news” break.
6. Have a plan.
7. Prepare a security kit
8. Nurture a positive view of yourself.
9. Keep things in perspective.
10. Maintain a hopeful outlook.

I used to thing these kind of things were kind of corny – like I had more important things to do, like updating my change control lists, and preparing executive briefs.  But hey, if soldiers are doing this, then maybe its not such a hokey thing after all.  I’m starting to learn the value of a day at the museums with the family.  And ironically, I’m learning that it’s this well rounded life that helps us to be great project managers.

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