The DelCor Connection Blog

Getting Educated at the Poker Table, DelCor Style

by Gretchen Steenstra, Senior Consultant, Technology Management, DelCor

You can learn a lot at a poker table, even project management. Every year at the Avectra Users & Developers Conference, DelCor hosts an educational session, PM Poker. Last week I described why and how the game is played. Take a few minutes to read that if you haven't already; when you come back I’ll explain why there’s more to PM Poker than laughs and free booze.

Now that you know how to play the game, let me introduce you to the players. The PM Poker players represent the different roles on a project management team. During the game, we hear the perspectives of each one as they wrestle with project management issues.

This year’s players were:

• Rebecca Achurch, PMP, CSM, CAE, netFORUM Program Manager, American Chemical Society (representing the large association)
• Mary Bullard, Assistant Vice President, Finance & Administration, New Jersey Business & Industry Association (representing the small association)
• Debbie King, PMP, MCITP, Chief Executive Officer and founder, DSK Solutions (representing the implementation consultant)
• Dana Pisano, PMP, Senior Managing Director, Professional Services, Avectra (representing the product vendor)
• and me, Gretchen Steenstra, PMP, Senior Consultant, Technology Management, DelCor (representing the technology consultant)

And our dealer, as always, was my colleague, Tobin Conley, Senior Consultant, Technology Management at DelCor. To hear from new voices, we rotate players in and out each year. The topics are serious, but the mood is light. Unlike the poker tables on TV, ours is full of laughter and gibes. The open bar helps.

Your brain on PM Poker

We always thought PM Poker was a great learning concept, but we checked in with an education professional who’s attended a few of our games: Jodi Wesemann, Assistant Director for Higher Education at the American Chemical Society.

Jodi says PM Poker works because it’s focused on people’s realities. It’s an example of contextual learning. “The questions and scenarios resonate because the audience has wrestled with them. They’re real, relevant, and timely.” The format also “highlights the partnerships that have to be there during a project.”

“The lecture format is the least effective way to foster learning. PM Poker takes the lecture out of the session, and suggests that we (the audience) are supposed to be involved in learning.” The audience wildcards “show that people in the room have expertise as well, not just the players. The audience is part of the learning experience.”

Jodi noticed several overarching PM concepts reinforced throughout the game. Players often give the same advice, but from their particular perspective and in their own words. That’s the power of repetition.

DIY PM Poker

We encourage association staff to play a few rounds of PM Poker at project kick-off meetings, especially when people from other departments don’t understand why they have to spend time on “your” project. Bring your IT, operations, finance, membership, and events people to the table. Give them a safe place to share their perspectives and pain points. They’ll soon understand that everyone’s job is hard, and that you’re all working toward the same goal.

DelCor originally used PM Poker to start a really difficult conversation in a non-threatening public way. If your board or membership is wrestling with challenging issues, maybe a frank yet friendly discussion around the poker table would help bring people closer together.

You could also use PM Poker to work out issues that are putting segments of your membership at odds with each other: professionals vs. vendors, old school vs. new school, or niche vs. niche.

A PM Poker game creates a positive and non-threatening environment where people with different roles and perspectives can address difficult issues with mutual respect and candor. Everybody laughs, everybody learns.

PM Poker decks are available from DelCor, to associations and nonprofits only. Contact us if you’d like a deck, or are interested in having us facilitate a game for your staff!

Project Management at the Poker Table – Deal Me In!

by Gretchen Steenstra, Senior Consultant, Technology Management, DelCor

Gather a panel of technology professionals – people who don’t always agree and often butt heads – and ask them to share advice and tips about a challenging topic: project management.

Give them an affable, some would say silly, moderator who keeps the discussion moving along.

Add an audience who is fully engaged and entertained in a room full of good feeling and community.

And what do you get?

You get a session that everyone remembers and talks about – conference veterans look forward to it and newcomers are immediately hooked.

Welcome to Project Management Poker, or, as it’s affectionately known at the Avectra Users & Developers Conference (#AUDC12), PM Poker.

Oh, yeah. Did we mention the open bar?

Let the Game Begin

Eight years ago Tobin Conley and I were invited to do a project management session at the first AUDC. We were hot off the talking heads circuit having just presented PM sessions at other conferences. But this time we wanted to try something new instead of the usual “best practices” panel. One night I saw the World Series of Poker on TV and an idea started brewing.

At the time I worked for the Optical Society of America (OSA) managing the implementation of our new AMS, Avectra’s netFORUM, along with Tobin, our DelCor Senior Technology Consultant. Tobin and I had an ulterior motive for PM Poker. It wouldn’t just be an educational session. We used it to have a difficult discussion in public about OSA’s and Avectra’s project management issues and frustrations.

The first game was a scripted performance with a purpose: to get everything out on the table in a respectful conversation that would also help audience members with their project management challenges.

Playing the Game

The theme for this year's game was Maintenance – which explains Tobin’s uniform and stage name “Delvis” in the photo above (credit: Avectra/Flickr). Each of the three rounds focuses on a project stage. This year’s rounds were:

1. Keep netFORUM Alive & Visible
2. Keep netFORUM Projects in the Budget (Upgrades, New Projects, Training)
3. Integration & Extending netFORUM

Each player is dealt a three-card hand. For the first round, the cards list scenarios that arise during the “Keep netFORUM Alive & Visible” stage, for example:

• Staff wants to use new functionality but isn’t trained
• Everything is #1 priority
• “Get to it later” – staff doesn’t return to the list of Phase 2 items outlined during initial implementation

Players have only 90 seconds to give advice on the three scenarios. 90 SECONDS! Imagine solving problems so quickly in real life. But it has a point: you must manage your time well and make your point quickly if you want to succeed.

At the beginning of the game, wildcards are passed out to audience members. After each round, they get a chance to address the issue they’ve been “dealt” or they can ask one of the players to address it.

The audience members are sometimes more eloquent and pithy than us players! Audience participation is one of the reasons why PM Poker is not only fun, but an engaging learning format.

In my next post, I'll bring in an expert to explain why our brains love PM Poker – no, it’s not the beer. I’ll also show how your association can use PM Poker for project management and more.

Social Media Strategy for Associations: How to Use the DASMI

Association executives who hire me usually want to know how they are comparing in their social media use to other organizations in their industry and in the association realm in general. We can make generalizations, but the only way you can know for sure how you compare is to take the time to look into the social media activities, web traffic, and estimated influence for all organizations in question.

Over time, collecting this data, some trends appeared indicating a usefulness in tracking associations in a variety of industries. We created the DelCor Association Social Media Index (DASMI) as a year-long initiative to watch how the outcomes of associations successfully¹ active in social media compared to other associations in various stages of social media efforts.

Since launching the DASMI in November 2011, we have used it to estimate potential social media growth for clients and as a gauge for overall association social media activity. Identifying trends in online activity using the "DASMI Dozen" is somewhat similar to following the S&P 500. How much the DASMI indicators work to explain anything outside of social media activity for associations remains to be seen.

[The following is taken from our DASMI explanation on the DelCor website.]

The DASMI is calculated weekly and is based on three factors: 

1. Engagement 

Engagement is critically important for associations, particularly those whose primary efforts involve lobbying, regulation, or otherwise advancing their industries in the eyes of the American public. According to ASAE, associations employed more than 1.6 million people in 2009, with a payroll of more than $47 billion. 

How well are associations engaging constituents and legislators through social media? Are social mentions entirely self-generated, or are people actually talking about your association? We measure this engagement by tabulating social mentions using Vocus Social Media Software. 

2. Influence 

How well associations are communicating through social media can impact the perceptions of their many constituents and observers. No longer is the conversation limited to private meetings, coordinated lobbying efforts, and carefully planned press conferences. People are talking about your association online; gauging your participation in those conversations is a key measure of your online influence. We measure influence using published Klout scores. 

3. Action 

Advancing your association requires action. Online, that commonly means more followers or more visits to your website, where you can initiate further involvement with your association – encouraging visitors to respond to action alerts, volunteer, or learn how your association advances America. We measure action based on Alexa analytics. 

If you would like to see how your association can use the DASMI to rate your own activity, feel free to email me at klitalien@delcor.com and I can find your DASMI score for your organization to track each week as the DASMI is updated. 

 

¹The DASMI is comprised of 12 national associations of all sizes, covering a wide variety of industries:

1. American Health Lawyers Association
2. American Medical Association
3. ASAE
4. Association for Manufacturing Technology
5. Association of Zoos & Aquariums
6. Independent Community Bankers of America
7. Motion Picture Association of America
8. National Association of Home Builders
9. National Association of REALTORS®
10. National Federation of Independent Business
11. National School Boards Association
12. Regulatory Affairs Professionals Society

 

How I Changed The World In 2012

I had to start out with a strong title since this post is taking on such a challenging meme; one asking about my future impact on the world.

No pressure.

Maddie Grant asked, “How are you going to change the world in 2012?“ and association bloggers have been answering.

Peggy Hoffman and Elizabeth Weaver Engel tagged me in their inspirational posts and so now I am trying to answer this serious question and I just don't know what to say... It is hard to stick one's neck out and say anything one does will have an impact on the world.

My plan is to attack it from another angle - the angle of imagined retrospection - so I can get my head around the challenge to change the world.

How KiKi I changed the world in 2012:

10 Apps Every Association Professional Should Try

Association Chat Highlights: The Dreaded Performance Review

Giving Murphy His Due: What's Your Project Risk?

The following is a guest post from our own senior consultant in technology management, Kathleen McQuilkin. This post also appears in the October 2011 edition of ASAE's TechnoScope newsletter.

Murphy's Law tells us, "Anything that can go wrong will go wrong." As anyone who has ever given a live presentation that depends on technology can attest, Murphy's Law certainly applies. This also holds true when undertaking technology-related initiatives.

Planning for the unknown in a project can be a daunting task, but managing project risk is a fundamental element of project planning and management, regardless of the type of project. The Project Management Institute (PMI) defines project risk as being "an uncertain event or condition that, if it occurs, has a positive or a negative effect on a project's objectives."

When considering this definition, it's clear that identifying risks before they materialize and determining the effect the risks may have on the project is critical—whether the risks are threats (negative risks, e.g., storm predicted along with likely power outages) or opportunities (positive risks, e.g., wind generator is usable, thereby reducing battery costs).

While it's unlikely that anyone would say that taking the time to consider risks is a waste of time, it's often one of the tasks that gets overlooked or postponed until late in the project—often to the detriment of the project.

What can you do to ensure you are engaging in appropriate project risk management? Follow these six steps.

Plan your risk management. Determine your risk-management approach or strategy and document how related processes will be executed for your project. Ensure your stakeholders recognize the value of managing risks. Do not be swayed by those who advocate a positive or "can-do" attitude instead of considering potential risks. Those attitudes can be great but should not replace risk management. Just think about the fire-safety instructions that are given to children starting in preschool: where to go in a fire drill situation or even the simple lesson "stop, drop, and roll." It's evident that planning for a risk and identifying corrective actions is ultimately easier than having to figure out a response after the problem occurs.

Identify risks. Identify all of the possible risks that could occur with your project. Consider scheduling estimates and timelines, cost estimates, staffing, management, and scope. Determine who "owns" each particular risk (e.g., IT staff, vendor, specific department, or staff member).

Conduct qualitative risk analysis. Assess each risk and ascertain the probability of the risk occurring as well as the potential impact if it does occur. For example, list all likely risks, assign a score for probability of occurrence, assign a score for impact, and then evaluate scores to identify those risks with a higher probability and impact.

Conduct quantitative risk analysis. Analyze the effect of risks on the project to provide some numerical estimates to help you understand each risk and its impact. Examples of quantitative methods include the Monte Carlo simulation and decision-tree analysis.

Determine what type of response you'll have for each risk. Based on the analysis you have conducted, determine your risk responses, get approval for the responses or strategies, and document the risk responses. Keep in mind there are four typical strategies for handling negative risks: avoid risk, mitigate risk, transfer risk, and accept risk.

Monitor and control risks. Once you have identified the risks, calculated the impact (qualitative, quantitative), and determined responses, monitor your project and identify any new risks or changes to current risks that could impact the overall analysis. Risk management efforts must occur throughout the entire project life cycle.

Ongoing Risk Management

Risks are a part of every project, and no one benefits from avoidance that encourages one to think about difficult subjects another day. By considering risks early in the project and on an ongoing basis, you're taking proactive efforts to better manage and control your project. Below are a few resources that could be helpful:

• Waltzing With Bears, Managing Risk on Software Projects, by Tom DeMarco and Timothy R. Lister
• Against the Gods: The Remarkable Story of Risk, by Peter L. Bernstein
• Practice Standard for Project Risk Management, Project Management Institute

Association Chat: Live and Learn

What have you learned from your years of experience in the association industry? This week the participants of Association Chat tackled that question and talked about what classes they wish they’d have taken in college, what they wish someone had told them when they first started in associations, and if they would do it all over again (among other things). Some highlights of the chat are included for you here.

 

[Host] Welcome, everyone, to this week’s Association Chat focused on learning from experience!

 

[Host](Q1) What is the best lesson you’ve learned recently about excelling in the association world?

 

[Host](Q2) What do you wish someone had told you when you first started working in associations?

  

[Host](Q3) Who had the most influence on how you developed in your career? Why?

[Host](Q4) Would you suggest to a college student that they go in to the association industry? Why/Why not?

[Host](Q5) What classes in college would have better prepared you for the career you have now? Please elaborate.

 

 

 

[Host](Q6) What lessons are you still struggling to learn when dealing with your assn career?

 [Host](Q7) Last question! What is your number one takeaway from today's chat?

If you would like to participate in Association Chat, please follow the #assnchat hashtag and look for our discussions on Tuesdays at 2 pm ET! If you would like instructions on how to participate, please watch this video: http://associationchat.com/kiki-litaliens-acronym-soup-how-to-participat.

For more information, contact KiKi L’Italien at klitalien@delcor.com or @kikilitalien.

 

Social Media Sweet Spot Recap

Every week I host the DelCor Social Media Sweet Spot where I like to share my favorite blog posts, articles, and news about upcoming association events. Interviews and my Follow Friday choices for association types. 

This week I had a few technical difficulties, although I finally managed to record using my iPhone. Because everything was thrown off schedule I wanted to recap some key blog posts, thoughts, and fun stuff from the show.

Meeting "Del Corian"

Maybe you are friends with Del on Facebook. Maybe you've seen his photos on one of our promotions for social media or witnessed his slick moves at Trans Am shows around the world. I finally had the chance to catch up with this international playboy about his thoughts on social media and he answered questions we received from his many fans.

 You can watch the interview here: http://www.ustream.tv/channel/delcor-social-media-sweet-spot 

Even MeetMeme staff were excited with Del

 

Conferences and Events

• Recap of Florida Society of Associations Annual Meeting

My favorite parts of #FSAE11:

1. FSAE compiled Takeaway Tweets from each session (using paper in each session) during the conference and shared them from their official twitter handle. Brilliant!

2. The "Meet the Geeks" area was next to the social media lounge and ensured there would be good conversation and a genuine "geeky" vibe during the conference...great idea and good location.

3. Solid sessions: Not too many and not too few available, yet it was still difficult to choose between them. Every session was solid.

• American Society of Association Executives Annual - August 6-9, 2011 (#ASAE11)

The YAP Party is always a blast...this year is no different. Dress (or accessorize) in red and meet the phenomenal Young Association Professionals in their natural habitat...the club. ;-)

 

• EventCamp Twin Cities - August 25-26, 2011

Event Camp Twin Cities is where I first saw the power of the hybrid meeting when it really works. Last year I attended virtually. This year I will be there in person to learn how they do it behind-the-scenes with my own eyes. I'll be speaking there and I am looking forward to meeting with other members of the #eventprofs community. Follow #ECTC11 for more details.

• National Summit on Innovation for Associations (WSAE)

The work that Eric Lanke and his colleagues involved with the innovation team for the Wisconsin Society of Association Executives not only inspires me, but also intrigues. Eric and his cohorts have been working on this project for a couple years now and this innovation summit is bound to stir the pot. We can follow along

• Texas Society of Association Executives New Ideas Conference

Dancing with a minimally dressed person in Miami for FSAE

 Call for Session Proposals

• California Society of Association Executives ELEVATE Conference
• Association Forum of Chicagoland's Holiday Showcase
• NTEN's Nonprofit Technology Conference

Blogs and Stuff 

• Jeffrey Cufaude discusses the value of the conference
• John Ricco discusses stepping away from technology to prioritize

 

• Betsy Boyd Flynn shares her most difficult year in associations with us

 

• Shonali Burke tells us about the amazing Facebook Post app

 

• Checking out the ASAE Collaborate Beta Site looks good

 

• Jeff Hurt 's motivational post on Facebook

• Check out how you can Twitterize yourself...fun infographics we can all use!

• Twitter gives us new ways we can expect spam in our Twitter feeds

• Maddie shares a nifty social media job on Twitter  

 

 Follow Friday (#FF) for the Week: @socialmediabutt

          

 

Culture eats strategy and processes for lunch - My interview with Avinash Chandarana

In preparation for the upcoming CESSE and ASAE Annual Conferences, I have been gathering information and scheduling interviews with some of the key speakers and thought leaders for the conferences. 

Today's interview (to be followed up with a video interview) is with Avinash Chandarana, MCI Group's Director of Global Learning and Development. He is the speaker for the opening keynote plenary at CESSE 2011 in Vancouver and I wanted to ask him a few questions about working with international cultures. 

 

KiKi: What do most people *not* understand about (connecting or interacting with) managing people from different cultures? 

Avinash: Underlying, "invisible" core values and attitudes often differ dramatically from one culture to another. One culture and therefore its people are neither right nor wrong than any other but just different in how they think, feel and act. This permeates into differences of communication style, etiquette, concepts of space and time and aspects of how business is conducted. Such differences are a source of great richness and diversity, but by not understanding what makes individuals from cultures other than your own behave in certain ways  can lead to frustration, broken relationships and loss of business opportunities.

 

KiKi: What is the best piece of advice you have for an association "going global" with new employees in other regions?

Avinash: Learn to play the game according to the rules of your target markets. Don’t assume what works in terms of member services, benefits and overall stakeholder needs in your country and region will automatically translate to other cultures. Learn which values, traditions, and social norms drive behaviour amongst stakeholders in your target regions of the world. Understand and adapt strategy based on what members and prospects want from the organization by conducting thorough qualitative and quantitative research with key stakeholders before embarking on a global campaign. Similarly, hiring new staff within the country requires a thorough understanding of what motivates and drives them to be successful based on cultural influences. What makes them tick? In most Asian cultures for example, continuing education and training represents a significant benefit which directly impacts recruitment, engagement and overall staff retention.  And if transplanting any staff from HQ to lead a local team in another part of the world, ensure they go through cultural immersion training and have them develop their CQ (Cultural Quotient)  

 

KiKi: How would you describe your presentation style?

Avinash: Energetic, conversational and personal. I enjoy the opportunity to communicate and share my passion for subjects that have impacted my life and that have shaped me into the person I am today.

 

KiKi: What is the number one message every person should get from your presentation at CESSE?

Avinash: ‘Culture eats strategy and processes for lunch ’ Cultural interaction is a business imperative that needs to be managed – it cannot be left to chance. Develop a global mind-set to make culture work for you rather than against you to achieve competitive advantage.

 

Please watch this space for the follow up video interview that I will have with Avinash following his presentation in Vancouver.