It is increasingly important to have a clear idea of the work involved to deliver projects successfully, and knowledge of the best combination of skills and competencies for the project manager to be most effective.

1. Project Management
Skills
Jyoti Gupta
Project Manager
https://www.linkedin.com/in/jygupta/

2. Essential Skills for Project Management
● Personal Accountability
● Time and Energy Management
● Communication
● Conflict Management
● People Management

3. Personal Accountability

4. What is Personal Accountability?
● Commitment and Personal
Responsibility.
● Being willing to answer - to be
accountable - for the outcomes
resulting from your choices,
behaviors, and actions.

5. ● I Discipline my Thoughts.
● I Focus on Results.
● I make effective decisions: every day I
overcome myself.
● I ask critical questions to myself and
others.
● I add value with what I say and do.

6. Effective Questions
Rules to make Effective Questions:
● Start with WHAT or HOW (not WHY,
WHEN or WHO).
● Express ideas in first person: I (not
THEM, WE or YOU).
● Focus on ACTION.

7. Time and Energy Management

8. Necessity
Crisis, emergency, meetings, last
minute deadlines...
Extraordinary
productivity
Productive work, High impact
objectives, Creative thinking,
Planning...
Q1 Q2
Q3
Distraction
Unnecessary Interruptions,
irrelevant reports, meetings
without clear objectives...
Waste
Trivial work, non-value added
activities, excessive relaxation,
television...
Q4
URGENT
IMPORTAN
T
NOT
IMPORTAN
T
NOT URGENT

9. Q1 Important and Urgent
● The first quadrant, oftentimes referred to as the quadrant of
necessity, contains the tasks that are urgent and important.
● These are the tasks you have to do or else you will face negative
consequences. Usually these are deadline driven and/or time
sensitive.
● You are just doing the things that bring you the short-term
benefits whereas you want to shift investing more time in
long-term solutions.
● Q1 tasks require execution.

10. Q2 - Important and Not Urgent
● This is THE quadrant where you want to invest most of your
time.
● Tasks in quadrant two are in direct alignment of your goals and
things you want to achieve in the long-run.
● All tasks in Q2 require planning.
● This controls all quadrants.
● More productivity.

11. Q3 - Not important and Urgent
● A common occurrence of mistaking something as important is
when someone is asking you to do something but that does not
directly help you achieve your goals.
● Negotiation - The key here is prevention by being able to say
“no” to these people.
● Generates Trust.
● Shows responsibility.

12. Q4 - Not important and Not Urgent
● Q4 contains the tasks you want to avoid as much as possible.
These are your time wasters that you want to eliminate.
● Control - If you could identify all your Q4 tasks and eliminate
most of them, you would free up a lot of time you could
otherwise invest in quadrant two tasks.
● Easier
● Maintain balance and librates your mind. But one should not
spend much time in this quadrant.

13. Energy Management
(Control your time)
Body
Rest, Physical activity and
nutrition.
Mind
High concentration, focus on
priorities, reading, mind games.
Emotions
Take a deep breath, eliminate
negative thoughts, Analyze
perspectives.
Spirit
Have a clear and strong purpose,
live your values, transcend.

14. Physical Energy
● Try to go to bed earlier than usual and reduce alcohol
consumption.
● Reduce stress by practising cardiovascular activity at least three
times a week.
● Intake light collations every three hours.
● Learn to identify signs of sleep, tiredness, hunger and lack of
concentration.
● Take few but regular breaks, away from your desk at intervals of
20 to 120 minutes.

15. Mental Energy
● Avoid negative emotions, making long deep breaths.
● Load with positive emotions expressing appreciations of others,
with notes, emails, phone calls or conversations regularly
● Try to see with different perspectives hard situations.

16. Emotional Energy
● Reduce interruptions making important activities that require
high concentration, away from phone calls and emails.
● Answer phone calls and emails with designated hours of the day.
● Each night identify the biggest challenge for the next day. Make
this your priority at the work during the next day.

17. Spiritual Energy
● Identify activities that generates feeling of effectiveness and
satisfaction. Find a way to do more of these activities
● Save time and energy to what you consider most important.
● Live your values

18. Communication

19. 9 Basic Rules of communication
● BE HONEST - The one thing that we all have is our word. Say
what you mean and mean what you say. Do what you say you are
going to do or take responsibility for not having done it. Don't
undermine yourself by violating you own word.
● TAKE RESPONSIBILITY FOR THE QUALITY OF YOUR
COMMUNICATION - Communication is a two way process that
can be altered by one person transforming their participation.
● DON'T MAKE ASSUMPTIONS. Let go of the past. Most people
make assumptions based on positions we hold either with the
people we're dealing with, or with similar situations or people
from our past.

20. ● ASK QUESTIONS - Questions give other people the opportunity to express
themselves more clearly to you. Ask as many questions questions as you
need to in order to feel that you clearly understand their point of view.
● RECOGNIZE THE IMPORTANCE OF LANGUAGE - The lazy way we
express ourselves often muddies the quality of our communication.
● Evaluate a person's behavior. The issue or problem being dealt with. Not
the person.
● Avoid being right, righteous, dominating or being dominated.
● AVOID MAKING OTHER PEOPLE WRONG - Look at people's different
points of view without labelling them right or wrong. A person who feels
accused will be defensive and uncommunicative. BE WILLING TOOOOOO
ADMIT WHEN YOU'VE MADE A MISTAKE;
● BE POSITIVE - Focus on your self-esteem and the self-esteem of people
around you and take responsibility for supporting that in everyone
throughout your communication.

21. Conflict Management

22. What is Conflict Management?
Conflict management is the
process of limiting the negative
aspects of conflict while increasing
the positive aspects of conflict. The
aim of conflict management is to
enhance learning and group
outcomes, including effectiveness
or performance in an
organizational setting.

23. 5 Conflict Management Techniques
● An accommodating manager is one who cooperates to a high
degree.
○ This may be at the manager's own expense and actually work
against that goals and objectives.
○ This approach is effective when the other person is the expert
or has a better solution.
● Avoiding an issue is one way a manager might attempt to resolve
conflict.
○ This type of conflict style does not help the other staff
members reach their goals.
○ However, this works well when the issue is trivial or when the
manager has no chance of winning.

24. ● Collaborating managers become partners or pair up with each other to
achieve both of their goals in this style.
○ This can be effective for complex scenarios where managers need to
find a novel solution.
● Competing: A manager is acting in a very assertive way to achieve his or her
own goals without seeking to cooperate with other employees, and it may
be at the expense of those other employees.
○ This approach may be appropriate for emergencies when time is of the
essence.
● Compromising: This is the lose-lose scenario where neither person nor
manager really achieves what they want.
○ This approach may be appropriate for emergencies when time is of the
essence.
○ This requires a moderate level of assertiveness and cooperation.
○ It may be appropriate for scenarios where you need a temporary
solution or where both sides have equally important goals.

25. People Management

26. What is people Management?
● People management, also known as human
resource management (HRM),
encompasses the tasks of recruitment,
management, and providing ongoing
support and direction for the employees of
an organization.
● These tasks can include the following:
performance management, organization
development, employee motivation,
communication, administration, and
training.

27. 9 people Management Rules
1. I build productive relationships.
2. I plan and set goals with my team.
3. I evaluate and control performance.
4. I motivate others.
5. I create a learning culture.
6. I have an effective communication
7. I excel at decision making.
8. I manage conflict assertively.
9. I embrace and lead change.

28. Rule 1 : Build Productive Relations
(Interactive Management)
● Employee oriented
● Explains and Listen
● Develops Commitment
● People-oriented
● Adaptable
● Satisfies Needs
● Establish trust and understanding

29. Rule 2 : Plan and Set Goals
Step 1 - Identify overall goals: mission statement
Step 2 - SWOT (Strength, weakness, opportunity
and threats) Analysis
1. Analyze the environment
2. Identify opportunities and threats
3. Analyze the organization’s resources
4. Identify strengths and weaknesses
Step 3 - Identify operational objectives
Step 4 - Create Strategies
Step 5 - Implement Strategies
Step 6 - Evaluate Results

30. Rule 3 : Evaluate and Control Performance
● MEASURE actual performance
● COMPARE actual performance vs
standard
● TAKE MANAGERIAL ACTION to
correct deviation

31. Rule 4 : Motivate Others
1. Enhance the employee’s commitment of goals
2. Help people see the connections between their performance and
the rewards
3. Provide rewards that matter to the individual
4. Reinforce the right behavior
5. Reward in a timely manner
6. Administer rewards equitably
7. Tie pay to performance
8. Empower employees to achieve
9. Redesign jobs
10. Make opportunities to learn available

32. Rule 5 : Create a Learning Culture
Establish clear links
between learning and
performance
Make sure that what
employees learn is
applied on the job
Make learning a strategic
initiative rather than an
administrative task
Identify subject matter
expert
Make employees more
accountable for their
own learning path

33. Rule 6 : Have an Effective Communication
● Practice the PLATINUM rule
● Send understandable messages
● The power of listening
● Questioning, and feedback
● Body language, image, and voice tones

34. Rule 7 : Excel at Decision Making
DECISIVE
Are concerned with speed, efficiency, and
consistency
HIERARCHIC
Value perfectionism, precision and
thoroughness
FLEXIBLE
Tend to value, action, speed,adaptability and
variety, which all provide security
INTEGRATIVE
Value exploring, obtaining several sources of
information, and doing a variety of creating
things with it
Minimum Complexity Maximum Complexity
Single Focus
Multiple
Focus

35. Rule 8 : Manage Conflict
COMPETING
tend to satisfy own needs at
the expense of others
COLLABORATING
finds a win-win solution that
satisfy both needs
COMPROMISING
Partially give up
AVOIDING
avoids conflict and do not
satisfy any need
ACCOMMODATING
Tend to satisfy others needs

36. Rule 9 : Lead Change
Following Steps to lead change :
1. Recognize the need for change
2. Diagnose and plan change
3. Formulate goals
4. Determine stakeholders needs
5. Examine the driving and restraining forces
6. Manage the transition
7. Measure results and maintain change

37. Conclusion
Today we talked about essential skills to effectively manage people
and project.
● Personal Accountability
● Time and Energy Management
● Communication
● Conflict Management
● People Management

38. “Deciding what to do is as important as
deciding what not to do, it’s true for
companies and it’s true for people”
~ Steve Jobs