Effective Group Work for Productive Project Management

1. Software project management I • Group work • The creative group work • Brainstorming Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

2. BASES OF GROUP WORK Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

3. GROUP WORK • BASES OF GROUP WORK • PRODUCTIVE GROUP WORK • ASSESSMENT OF GROUP ACTIVITIES Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

4. <QUESTIONNAIRE> Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

5. CONCEPTS OF GROUP WORK Group work • More than two people work shoulder-to-shoulder to achievecommon outcome • Collaboration in work, not alone or in pairs • Genarally short-term, few hours at a time at most Work group • Group with a common goal • to achieve the goalin addition to group workuses ind. work, work in pairs, ad-hoc work. groups, etc. • works together weeks, months and even years • Ties btw. group members need not be strong Team, team work • the “black belt” work group • members strongly related to the team goals • btw members generally strong, positive relations, strong WR-spirit • achieves better than average results, overcomes  difficulties easily, makes the impossible possible Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

6. Effective group work prerequisites IN THE GROUP YOU WORK • WITH OTHERS • ON BEHALF OF OTHERS • FOR A COMMON GOAL • POSITIVITY - POSITIVELYAPPRECIATE OTHER GROUP MEMBERS • OPENNESS TO NEW MATTERS - BE THE FIRST TO TAKE OVER THE BEST FROM THE PLANS AND IDEAS OF OTHERS • HEARING -LISTEN FOR REAL WHAT OTHERS HAVE TO SAY • UNANIMOUS DECISIONS • PATIENCE - TAKE TIME FOR OBLIGATIONS AND TO REACH CONSENSUS • TOLERATING SPECIALITIES -SPECIALITY IS AN OPPORTUNITY, NOT A THREAT • LOSING ORGANIZATIONAL BOUNDARIES - IN RELAY RACE THE MEDAL DEPENDS ON THE TOTAL TEAMPERFORMANCE - THE TEAM WITH BEST BATON EXCHANGE WINS THE RUN Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

7. GROUP WORK STYLES • ATTENTION TO THE TASK AND PEOPLE • SYSTEMATIC LINKSWITH TASKS • PAYING ATTENTION • COOPERATION • ENDORING SPECIFITY • ENCOURAGEMENT • STIMULATION • EXCHANGE OF VIEWS • EXPANSION OF TECHNIQUES • FLEXIBILITY • THE LACK OF RESTRAINTS PROBLEMS SOLVING ACCEPTANCERELIANCEHEARINGENCOURAGINGMOTIVATIONINSPIRINGEMOTION CONTROLSOLVING QUARRELSPAYING ATTENTION ETC. CREATIVE HUMAN RELATIONS METHO- DICAL PRODUC- TIVE PROBLEMS SETTING GOALSSHOWING INITIATIVEMANAGEMENTGUARDINGORGANIZINGRESUMINGVOTINGETC. • EACH GETS HIS OWN TASK • NO INTER-ACTION • EFFECTIVE • FIXEDRULES ANDMETHODS • EFFECTIVE Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

8. Highligts

9. THE PRODUCTIVE GROUP WORK

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11. Effective group work • Select the group work style appropriate for the situation • Change the style, if necessary, but do not mix different styles PROBLEMS SOLVING CREATIVE HUMAN RELATIONS METHO- DICAL PRODUC- TIVE PROBLEMS • Find out when to use the --group work --pair work --individual work Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

12. Creativity-what is it? Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

13. Vertical thinking vs. lateral thinking VERTICAL THINKING LATERAL THINKING GENERATIVE • DETERMINE THE IMPORTANCE • SEARCHING FOR ADDITIONAL VARIANTS, ALTHOUGH SOME GOOD EXIST SELECTIVE • MUST BE CORRECT • SELECTING THE BEST VARIANT VARIANTS VARIANTS IDEAS EMERGETO GENERATETHE DIRECTION • TESTING TO GET AN OPPOR-TUNITY TO CHANGE ONE’S MIND • „I’M SEARCHING, BUT I DON’T KNOWWHAT, UNTIL I’VE FOUND IT“ IDEAS EMERGE ONLY WHEN YOU KNOW THE DIRECTION • TESTING TO FIND OUT THE DESIRED IMPACT EARLY • “I KNOW WHAT I’M LOOKING FOR” “PROVOCATIVE” • COMP. WITH THE TESTER ANALYTICAL • COMP. WITH THE AKADEMIC WORLD CAN DO “JUMPS” G SEQUENCE A B C D A B C D AT EACH STAGETRUTH AND JUSTICEMUST BE IN EFFECT • COMP. WITH MATHEMATICALPROOF FROM TIME TO TIME ONE MIGHT “SLIP” Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

14. Vertical thinking vs. lateral thinking cont. VERTICAL THINKING LATERAL THINKING NEGATIVE CRITICISM IS USEDTO ELIMINATE VARIANTS NOTO A NEGATIVEOPINION • ONE NEVER TAKES THE WRONG PATH wrong area LOCATION IN A WRONG AREA CAN BE A PRECONDITION TO FINDA CORRECT SOLUTION EXAMINE PROBABLEDIRECTIONS EXAMINEIMPROBABLEDIRECTIONS UNDETERMINED, PROBABLE PROCESS • DOES NOT ASSUME A SOLUTION • ALLOWS MAXIMAL SOLUTION, GIVES NO GUARANTEES PROCESS WITH BOUNDARYCONDITIONS • ASSUMES THE SOLUTION TO BE FOUND • GUARANTEESA MINIMALSOLUTION NB! LATERALAND VERTICALTHINKING ARE NOTEXCLUSIVE, THEY ARE COMPLEMENTARY LATERALTHINKING: GENERATES IDEAS VERTICAL THINKING: IMPROVES IDEAS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

15. TECHNIQUES AND STRATEGIES OF THE LATERAL THINKING • GENERATE VARIANTS -ALL SORTS OF THINGS CAN BE DONE / SEE IN COUNTLESS DIFFERENT WAYS • BREAK RESTRICTIONS - RESTRICTIONS ARE OFTEN WORKED OUTAND HYPOTHESIZED ITSELF • MIX AND REORDER • TURN THINGS BACKWARDS • USE ANALOGY • FIRST PRODUCE MANY DIFFERENT IDEAS- THEN RAISE A DISCUSSION AGAINST THEM -NEG. CRITICISM AT TOO EARLY STAGE CAN BLOCK FINDING „THE JUST RIGHT PEARL" THINK POSITIVE DIFFERENT AND BIG Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

16. STEPS OF CREATIVE GROUP WORK SPECIFICATION OF THE PROBLEM • THE CLEARER THE PROBLEM SPECIFICATION, THEBETTER RESULT • THE SPEC. MUST BE CREATIVE, NOT RESTRICTIVE COLLECTING DATA • AS MUCH DATA AS POSSIBLE FROM DIFFERENT SOURCES AND VIEWPOINTS • COLLECTING DATAITSELF STIMULATES NEW IDEAS INCUBATION • "ONE SLEPT NIGHT" BAKES AND STRUCTURES THE IDEAS COLLECTING IDEAS • AS MANY DIFFERENTALTERNATIVE SOLUTIONS AS POSSIBLE SHOULD BE PRODUCED • TO COLLECT IDEAS USE:-IDEA SEARCHING WALK- WRITTEN BRAIN- STORMING -ORAL BRAINSTORMING NB! - DO NOT CRITICIZE - ALL IDEAS FIT, ESPECIALLY CRAZY ANDIMPOSSIBLE -FOCUS ON QUALITY, YOU’LL GET A RESOURCE WHERE TO GIVE IN -CONNECT, REFINE, REORDER, DEVELOP IDEAS OF OTHERS continue Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

17. STEPS OF CREATIVE GROUP WORK cont... EVALUATION • SIFT IDEAS IN PMI-TECHNIQUE * P = PLUS: WHAT’S GOOD IN THIS IDEA * M = MINUS WHAT’S HARM, WHAT PROBLEMS * I = INTERESTING ANYTHING ELSE OF INTEREST NB! IF THE IMPLEMENTATION OF THE IDEA SEEMS COSTLY OR LABORIOUS, DON’T REJECT IT AS LONG AS IT’S PRODUCTIVE AND IMPORTANT. • DETERMINE BASIS OF EVALUATION AND ACCEPTANCE • SELECT THE IDEAS AS FOLLOWS : --”APPROVE AS IT IS” --”APPROVE WITH CHANGES” INCUBATION • "ONE SLEPT NIGHT" BAKES THE IDEAS SYNTHESIS AND EVALUATION • CREATE A COMPLETE SOLUTION FROM SINGLE IDEAS • EVALUATE--IS THE SOLUTION CONSISTENT WITH THE PROBLEM STATEMENT?-- WILL THE INCOME COVER THE COSTS? ITERATE Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

18. IDEA SEARCHING WALK RULES: • Don’t criticize either your own or other’s ideas • All ideas are suitable, especially crazy, impossible, even wild • The goal is to collect the largest possible number of ideas • Do not talk while collectingideas • Move around (when not writing), it stimulates the brain activity PROCEDURE OF COLLECTING IDEAS: • Attach a dozen A1 size papers around the wall • Write ideas on paper • Read other’s ideas, complement them – don’t criticize • Move around - do not sit or stand • When you’re out of ideas, you may stop Collecting ideas takes 20-30 minutes Recommendation Write ideas on Post’It tags => it facilitates sequencing ideas Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

19. WRITTEN BRAINSTORMING RULES: • Don’t criticize your own or other’s ideas • All ideas are suitable, especially crazy and impossible • The goal is to collect the largest possible number of ideas • Do not talk while collecting ideas PROCEDURE OF COLLECTING IDEAS : • Participants sit around the table • Everyone takes a blank sheet of paper • An empty paper is placed in the middle of table • Write your ideas on paper • If your idea is written, replace the paper in the middle withyour paper. (The first to switch will get the empty paper) • Read the ideas on the paper and expand them - do not criticize, but to evolve new ideas based on these • Replace the paper back to the middle of the table and continue as long as ideas are coming • If all attendees are out of ideas,then the papers will be collected • Such procedure of idea generation takes normally15-30 minutes Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

20. ORAL BRAINSTORMING RULES: • Don’t criticize your own or other’s ideas • All ideas are suitable, especially crazy and impossible ones • The goal is to collect the largest possible number of ideas PROCEDURE OF COLLECTION OF IDEAS • One of the participants is elected secretary, who writes ideas onA1 paper or into the computer (with a large screen) • Participants talk about ideas and the secretary writes them down • Potential problems: - Mixed talks - Secretary is not able to write down ideas at high speed • One member of the group may be elected as "head", to be the boss • Collection of ideas takes about 20-40 minutes ! ! ! Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

21. GROUP WORK IMPROVING 1.When a) should you use group work b) it makes no sense to use group work Generate the general criterias and examples. 2. List the different situations of group work in the project and write them in the correct squares of group work styles diagram. 3. How to promote creativity andusing generation of ideas in own environment. Give specific ideas for actions and examples. 4.When and where to use generation of ideas/creative group work in the project. Generate the general criterias and examples. Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

22. GROUP WORK IN PROJECT CREATIVE PROBLEMS SOLVING HUMAN RELATIONS METHODICAL PRODUCTIVE PROBLEMS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

23. SPECIAL WORKING METHODSIN DEVELOPMENT PAIRED WORK GROUPWORK INDIVID. WORK DATA COLLECTION. • problems • solutions PREPARING IDEAS, DESIGN SYNTHESIS, PROCESSING, WRITING COLLECTION OF ADDITIONAL DATA, SPEC. MEETINGS WRITING CHECKUP, CONTROL CORRECTION Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

24. GROUPWORK IN PROJECT • examples:-specification-design-testsdesign CREATIVE PROBLEMS SOLVING Generation of ideas Control- session Data collection Development of solutions Searching of causes of problems Reviewing ideas HUMAN RELATIONS Project start seminar Experiments Project final seminar Steering group meeting Testing of system Project meeting Informing PRODUCTIVE METHODOLOGICAL PROBLEMS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

25. STYLES OF GROUPWORKAT VARIOUS STAGES OF THE PROJ. Degrees of freedom in relation of • rigor of working methodsand • content of work/quantity COLLECTION OF IDEAS Time Sessions of collecting ideas DEVELOPMENTOF SOLUTIONS, SYNTESIS, DESIGN Design- meetings • Inspection andmanagement meetings • Regular meetings • Decision makingmeetings REALIZATION • All working methods can be used andmust be used at allstages - but the focus is on a specific working methodNB! Boundary between different working methods is not clear. Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

26. OHKO7 EXAMPLES – GROUPWORK IN PROJECT CREATIVE PROBLEMS SOLVING Preliminary analysisIdeas searching meeting Coffee hours HUMAN RELATIONS Meeting with customer Controls Customer trainings Meetings (department, weekly, control group) Testing of systems Project acceptance events Start PRODUCTIVE METHODOLOGICAL PROBLEMS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

27. DESIGN WORK PRACTICES Degrees of freedom in relation of • rigor of working methodsand • content of work/quantity COLLECTION OF IDEAS DEVELOPMENTOF SOLUTION, SYNTESIS, DESIGN REALIZA-TION EMPHASIZE IN THESE AREAS • Work practices are flexible • Collection of ideasis an assistance • Developing solutions,testing, rejecting,developing new solutions • Number of “routine”-meetings is not high PROBLEMS SOLVING CREATIVE HUMAN RELATIONSI METHODO- LOGICAL PRODUCTIVE PROBLEMS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

28. DEVELOPING SOLUTIONS Degrees of freedom in relation • content of work/quantity VISION IDEAS ORDEREDIDEAS Time ROUGH SYNTESIS (edit) SYNTESISES (creation) CONDITIONS (condition) +evaluations +repairs FINAL RESULT (approved) Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

29. PROJECT MEETING PREPARATION • Set the goal of the meeting. Identify the possibility of achieving the goal, within the available time • Think about whose knowledge or who is needed for the meeting.Think about what is the appropriate starting point for meeting. *Did you take for the starting point of the meeting - ideas collection methodology? --> Leave the doors open for new things, produce a lot „new thinking objects“ *Can we do at first the main solution, submit it and use the meeting for elaboration -->Possible problem: Sets limits to the results and deals only with the basic problem -->Positive: Productive, it starts *Submit a ready solution, which will be commented on, -->Problem: Much more restrictions -->Positive: ´Much more productive • Use suitable field process, which - grabs ("forcing"), all the participants to get involved, - does not restrict new opinions, - ties in with the newsituations, data and point of views, coming out during the meeting Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

30. PROJECT MEETING PREPARATION (cont.) • Book a suitable meeting room * Ideal solution: many free walls for putting up paper sheets and writing on them * The most important tools for project meeting are -> paper sheets+ pens+post-it tags -> screen * What is the right place? -> within your own building? -> outside your own building? • Program: *Short information: -> goal of the meeting, written on paper sheet -> working methodology and directions of the meeting, introduction at the beginning of the meetingShort information is sufficient if there are people, who will continue the work of the previous meeting* In addition a list of questions on problems to be solved *”Formal” agenda distributed in advance, if there are -> new participants at the meeting -> many new topics -> participants, who need to prepare presentations for the meeting Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

31. WHAT AND WHERE TO WRITE DURING THE MEETING? ALMOST ALL THINGS => VISIBLE TO ALL For example: paper sheets, screens, slides CHANGES=> INTO FINAL DOCUMENTS DECISIONS=INTO PROTOCOLS NB! These too Visible for all: slides, papers, PC-screens Etc. Degrees of freedom in relation of • rigor of working methodsand • content of work/quantity Time, performance progress Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

32. Highligts

33. ASSESSMENT OF GROUP’S ACTIVITIES Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

34. TEST OF GROUP COMPETENCE PROB./ YES PART. NO  Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

35. INTERPRETATION OF RESULTS • SUM TOTAL POINTS - IFYES-ANSWER -> 2 points - IF PROBABLY-ANSWER -> 1 point - IFNO-ANSWER -> -1 point • SUM POINTS • INTERPRETATION OF POINTS: 20 or more -> excellent group!15-19 -> good group; productivityof the group is good8-14 -> average level, needssteps to developunder 8 -> weak group Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

36. SPECIAL ROLES IN GROUP CONSTRUCTIVEROLES OF GROUP ACTIVITIES FACILITATE ROLES OF GROUPACTIVITIES DISTURBINGROLES OF GROUPACTIVITIES • INITIATOR • DATA SEARCHER • GALLUP-MAN,OPINIONS RESEARCHER • VOTER • SPECIALISTINFORMATOR • ILLUSTRATOR,IMPROVER • SUMMARIZOR; COORDINATOR • CONSENSUSREVIEWER • CRITIC • ARCHIVIST • ORGANISER,TECHNICALSPECIALIST • ABETTOR • ORGANIZER • HERALD OF STANDARDS,ARBITER • COMPROMISE MAKER • VIEWER, OBSERVER • FEELINGS HERALD • MEDIATORFITTER • REMOVER OF TENSIONS • BRIDGE BUILDER • CONTROLLER,COMMENTATOR • WRANGLER • ATTACKER • BRAKESMAN • REQUESTER OFATTENTION • MORALE READER • COMPETITOR • LEVANTER • CREATOR • OF CLICKS • HAIRSSPLITER • REDUSER,TRUTH SEEKER • EGOIST • MANIPULATOR,DOMINANT Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

37. EVALUATION OF THECHAIRMAN QUITE GOOD NOT AT ALL PARTLY GOOD Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

38. EVALUATION OF GROUP MEMBER/PARTICIPANT OF MEETING MEMBER ABOUT CONTENT: ABOUT WORKING ENVIRONMENT: Each participant will evaluate the other. If the behavior of the participants contributes to meeting , then “+”;if not, then “-”. NB! You need not fill all the squares. Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

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40. MEETINGS MORE EFFICIENT Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

41. PROBLEMS OF THE MEETINGS WHAT ARE KEY PROBLEMS OF MEETINGS (ESPECIALLYPROBL. OF YOUR COMPANY’S MEETINGS) Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri

42. GROUP WORK ITENSIFICATION OF MEETINGS SUGGEST CONCRETE ACTIONS, WHICHOPTIMIZE TIME OF THE MEETINGS ANDGIVES BETTER RESULTS PROBLEM SOLUTIONS Arvutitehnika instituut * A.Kalja * Tarkvaratehnika eri