social media tools for future fit project management practice
TRANSCRIPT
Social Media For a Future Fit
Project Management Practice
By Linky van der Merwe
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TOPICS
1. LANDSCAPE OF SOCIAL MEDIA 2. HONEYCOMB OF SOCIAL MEDIA FUNCTIONALITY3. SOCIAL MEDIA STRATEGY FRAMEWORK4. USE CASES FOR SOCIAL MEDIA ON PROJECTS5. SMARTPHONE APPS FOR PROJECTS6. BENEFITS AND BARRIERS7. FUTURE OUTLOOK ON SOCIAL MEDIA IN PM
My Story• Project & Programme
Management Consultant• Blogger, Author• Founder:
Virtual Project Consulting• Coach and mentor to new
project managers• Online PM training• Partner for PPM Software
Social Media JourneyTalk:
Project Managers are you socially switched
on?Published a SlideDoc on SlideShare: Social Media for Project Managers (2014)• Covering benefits, best practices, tools,
challengesContributing author to research book:• Strategic Integration of Social Media into
Project Management Practice
Landscape of Social Media• Application for Stakeholder Engagement & Team Collaboration• PM’s to understand regional & generational differences • Social Media is not a unified landscape
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CHINA
GERMANYAUSTRIASWITERLAND
Source: Analyzing the landscape of Social media by Gilbert Silvius
Honeycomb of Social Media Functionality
Source: Kietzmann et al
Social Media Strategy Framework
Global Size and Growth
Penetration of Use by Country
Use by Age Group, Gender
Source: Duggan et al
Use Cases for the use of Social Media on Projects
Source: Effects of Social Media on Project Management by Mark Sponselee
SM Functionality 1: Identity
1. Identity
Usage Area 1 Profile Pages on SM
Background, competencies ‘Define project organisation’ ‘identify stakeholders’
Usage Area 2 Recruiting Project Resources
LinkedIn: personal profile, working career, knowledge areas, educational history
‘establish project team’ and ‘estimate resources’
Usage Area 3 Research on (Potential) Stakeholders and Suppliers
Backgrounds, R&R of stakeholders, identity of suppliers, during public tenders, supplier selection
‘identify stakeholders’ and ‘select suppliers’
SM Functionality 2: Conversations
Usage Area 4 Short (Video) Chats
WhatsApp, Google Chat, Skype for Business
Video chats via Skype, Google, FaceTime
Usage Area 5 Content Related Discussions
Mitigation measures for project risks, design of a product
Desired design of a product
Usage Area 6 Online Solicitations
Video chat applications ‘establish project team’ and ‘estimate resources’
2. Conversations
SM Functionality 3: SharingUsage Area 7 Project Content and Status
Updates at one Central Location
Documents, presentations, photos, figures, etc. can be exchanged, distributed and received 24/7
Central Repository for all project related documentation
Central place for project team, stakeholders to stay up-to-date on progress, issues
‘direct project work’
Usage Area 8 Product & Document Reviews
Co-produce and review each other’s products and documents
‘perform quality assurance’ and ‘perform quality control’
Usage Area 9 Knowledge of the Crowd
Project risks and quality issues are shared
‘define scope’ or ‘treat risks’
3. Sharing
SM Functionality 4: PresenceUsage Area 10 Retrieving, Utilizing Availability
and Location of Resources
When project team members are available, who can be contacted
When questions, project risks and quality concerns
Location of Resources Where that person can be contacted
WhatsApp, Skype for Business, others; online, offline
‘distribute information’
Usage Area 11 Working Remotely, Independent of Time, Location, Device
Geographical, support working remotely
‘develop schedule’, ’control schedule’
4. Presence
SM Functionality 5: Relationships
Usage Area 12 Insight into Relationships
Provides detailed insight into which project team member is closely related to a (potential) client, stakeholder or supplier
‘manage stakeholders’
Usage Area 13 Engaging Stakeholders
Project information, progress and delivered products or prototypes are shared to keep project stakeholders informed, co-create
’manage stakeholders’
5. Relationships
SM Functionality 6: ReputationUsage Area 14 Project Pages
Install Project pages SharePoint, LinkedIn, Yammer, PPM tool like ITM Platform
Tell the world about the project, what you’re working on (and what not), what are you delivering, and when, if not confidential
‘manage communications’, ‘manage stakeholders’ or ‘distribute information’.
Usage Area 15 Project Ambassadors
People can act as project ambassadors. Especially people with many endorsements, likes, followers, recommendations
‘manage stakeholders’, ‘develop project resources’ and ‘distribute information’
4. Reputation
SM Functionality 7: GroupsUsage Area 16 Targeted Communication
Stakeholder groups can be formed and reached around products or subjects
WhatsApp, SharePoint, Yammer, LinkedIn, PPM tool
Messages can be differentiated and adapted per group.
‘plan communications’ ‘manage stakeholders’ and ‘distribute information’
Usage Area 17 Cooperation between Project Team Members
Allow users to form communities/groups;Create and share documentation, share status updates, start discussions on topics e.g. issues, progress, results, risks, quality
‘direct project work’, ‘define project organization’ and ‘develop project team’
7. Groups
Smartphone Apps for Project ManagementClassification framework for project management apps
1. Type of functionality – Educational, informative, executive, collaborative, administrative
2. PM processes supported – Initiate, plan, execute, monitor, closing
3. Methodology supported 4. Also accessible through a website? Language5. Project roles supported – PM, Sponsor, team
members, others6. Topics, how many team members,
simultaneous projects
Source: Smart Project Management: Smartphone ‘Apps’ for Project Management by Celine Silvius and Gilbert Silvius
Study Findings and Conclusions1. Apps availability is platform
dependent2. Professionalism, functional and
technical support of apps differ hugely
3. Many apps are additions to web based PM tools or platforms
4. Apps support roles of PM and team members
5. Collaboration & communication – most frequent function in apps
6. Process groups: planning/ organizing & controlling/monitoring
Conclusion:Functionality is focused on:
Support role of the PM Supporting team communication & collaboration
Benefits of Social Media on PM
1. Enable real time project information2. Support iterative and incremental project
management3. Improve project efficiency4. Simplify remote working5. Facilitate project and personal branding6. Stimulate content related discussions
Barriers to Adoption of SMBarriers
1. Lack of Overall Strategy2. Lack of Senior
Management Sponsorship
3. Lack of Proven Business Case
4. Concerns about Security5. Concerns about
Information Overload 6. Concerns about Personal
and Private Boundaries
How to address them
1. Allocate appropriate resources2. Sponsor to champion, support
initiative3. SM projects not required to track
benefits4. Access controls, backups, audit
trails, authorised software, system policies
5. Address root causes of feeling overloaded
6. Model acceptable behavior; lead by example
Source: Barriers to SM Adoption on Projects by Elizabeth Harrin, UK
Future outlook on Social Media in Project Management1. Support efficient, effective team communication2. SM communications strategy3. Learning curve in effective use4. Barriers to adoption – individuals or organisation5. Clear rules and absolute truths not available6. Fast and unforgiving7. Build community within or around projects8. Content rich, attractive, entertaining9. Contribute to better stakeholder engagement
Resources• Gilbert Silvius: Strategic Integration of Social Media in
Project Management Practice, 2016• Rohit Bhargava: Non-obvious Report 2017: How to think
different, curate ideas and predict the future • ITM Platform: Project & Portfolio Management cloud-
based software with built-in social media collaboration tools, Kanban Board
• www.virtualprojectconsulting.com• Connect with Linky on www.linkedin.com/in/linkymerwe