Presentation from Summer School "Leadership and Governance for Sustainable Tourism" - 1st July 2014, Finland

1. PM4SD
European
Summer School
How to
increase your
productivity
including team
management
Tarja Keski-Mattinen 2014
tarja.keski-mattinen@seamk.fi

2. First…
Effective project management for sustainable tourism requires
fostering conditions for good collaborative governance
including:
 Vision and leadership
 Public-private partnership
 Clear roles and responsibilities
 Clear operational structures and processes for framing,
conducting debates, decision-making and positive
communication;
 Engaged and participative communities;
 Developing and sharing expertise and knowledge;
 Transparent and accountable decision-making.
http://pm4esd.eu/the-method/governance/

3. The project framework
One organization Many organizations
One project
Management of a
project
Management of a
project network
Many project
Management of a
project-based
organization
Management of a
tourism project business
Network area
The project team and the actions of the project manager plays a
critical part in the success of a projects.

4. The project framework
 Management of a project – addresses a
single project.
 One organization – one project – simple
management.
 Same culture and understanding of purposes.

5. The project framework
 Management of a project-based
organization – addresses activities of a
organization involved in managing multiple
simultaneous or sequential projects for the
organizations purposes.

6. The project framework
 Management of a project network area – addresses
the management of the temporary project
organization across multiple participating organizations
and other actors each of which have their own
objectives, interests, and expectations from the
project.

7. The project framework
 Management of a tourism business network area – includes
activities in the tourism business marketplace including
several organizations and their business or other interests,
often involving multiple projects that serve as temporary
vehicles to achieve permanent effects.

8. Big question…
How to get a situation that project organization
is so strong that it really can do permanent
desirable chances?

9. Planning
 Projects will not succeed without good planning,
and none of projects fulfill as planned.
 Keep in mind mission, vision, goals and objectives.
These are the boundaries under which the plan
should be drawn up.
 Project planning is actually series of conversations.
 When a need to change the plans occurs, do it as
quickly as possible. Don´t waist time wondering.
 A problem is a gap between where you are and
where you want to be, with existing obstacles that
prevent achieving to the goal.

10. Process of project and prioritization
 Project manager needs to make sure that each
member knows the process of the project,
timetable and the priorities of tasks!
 Project manager needs to make sure that each
member knows the benefits of doing own part of
tasks.
 Each team member should do own list of next
three or four most important tasks and after doing
them continue to next tasks on a process.
 Prioritization of tasks gives an order of
implementation.
 Each team member should live in the moment
and have a clear goal in mind.

11. Process of project and prioritization
Calendar First priority Second priority Third priority
Day 1 Task 1, 2 and 3 Task 4, 5 and 6 Task 7, 8 and 9
Day 2 Task 1, 2 and 3 Task 4, 5 and 6 Task 7, 8 and 9
Day 3 Task 2, 3 and 4 Task 5 and 6 Task 7, 8 and 9
Day 4 Task 3, 4 and 5 Task 6, 7 and 8 Task 9, 10 and 11
Day 5 Task 3, 4 and 5 Task 6, 7 and 8 Task 9, 10 and 11
Day 6 Task 4, 5 and 6 Task 7 and 8 Task 9, 10 and 11
Etc…. Task 5, 6 and 7 Task 7, 8 and 9 Etc…
Make a priority list of tasks…

12. Critical path
 Project manager must know the critical
path of tasks in the project process and
team members should know it as well.
 Critical path is the order of tasks that can
be done only in a particular order.
 Critical path helps you to prioritize tasks.
 Good way to speed up critical path is to
delegate responsibilities.
 Shared responsibility usually generates
better quality and contribute
commitment.

13. Middle phase strategy
Tactical questions helps us to understand
what´s going on:
1. What objectives and commitments we
have?
2. Is the work we do today in line with
objectives?
3. Is the work carried out in a way that meets
the requirements and scenarios.
4. Do we really know what is going on?

14. “As important that correct
melody notes are is how we
play them.”
-Henry Kaiser-
 Teams with strong goals and a good team spirit, make
it happens naturally and informally.

15. Don’t be just a task master!
 Notice the social aspects of teamwork.
 Get to know team members.
 Bay attention in what way members like to work – with
close relationship or more formally.
 Appreciate the diversity of the team members and
give them the opportunity to work personal
characteristic way. As far as it gives positive results to
the project.
 Listen to the other members of the team - do not
assume things, ask if something is unclear.
 When conflicts occur try to reach the win – win
situation, where conflicted team members´ opinions
are taken into consideration.

16. Personal types

17. Don’t be just a task master!
 Solve problems between members – don’t wait that
problems just disappears.
 If members disagree affairs, try to find something that
they will agree about.
 If the implementation of the project causes many
changes during the process, it creates uncertainty to
team members.
 Uncertainty creates tensions that neither motivate us or
contrarily it leads us to unmotivated condition . That
depend of persons willingness and ability to act in
uncertainty situations and his/her solution-orientation.
 Be diplomatic! Knowledge of Human behavior and
emotional intelligence helps us to work with others.

18. The roles of team members
 Team members should have complementary skills
compared to each other.
 Best teams have members with innovative,
normative, social and functional qualification.
 Members have different roles like coordinator,
specialist, analyst, motivator, innovator etc.
 It is worth to try to create situation when these
roles are flexible when necessary.
 Let the tasks guide the role formation, operation
rules and relationships between team members.
 In the large complex projects, it is also worth of
emphasizing not just individuals, roles but the role
of team itself.

19. How to develop team membership
 The qualification of team members must meet
requirements of the project and it´s objects.
 The minimum number of team members is desirable.
 The key to the success is to have a common vision.
 Project sub teams may have various goals.
 1 + 1 is more than 2.
 A common approach is created and developed by
working together and reflecting own actions to
objectives and to feedback.
 Team work requires also the ability to accept the
responsibility of work and tasks which the team is jointly
responsible.
 The division of responsibilities should be clear.

20. Team capacity
 Benefit the team with your knowledge and
expertise.
 Every project is a possibility for knowledge transfer.
 Provide opportunity for everybody to grow and
develop in the team.
 Team's learning capacity is the sum of
participants' willingness to learn new and a
common learning ability. This creates the quality.
 A real commitment to continuous personal and
professional development is essential.
 Be straight, proactive and evocative and take
care of your own part on goal.

21. Team capacity
 If problems occur, figure out what is your
commitment level as a team member. If problem
concern a some other team member, act to
increase his or her commitment level.
 Best solution is that we allocate management
activities to performance management with
human aspect, then we are approaching the
coherent way to work.
 Team members who work with they brain and
hears are the most valuable ones.
 Level of commitment, motivation, skills and
resources are the key to success.
 Be honest to yourself and to your team members.

22. Decision-making process –
internal or external?
Find right people!

23. Thank you!