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When project team members are changed, the project leader needs to manage both the process of saying “Goodbye” to one individual and saying “Hello” to another.
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Quick reference
Changing Team Members
When project team members are changed, the project leader needs to manage both the process of saying “Goodbye” to one individual and saying “Hello” to another.
When to use
Whenever a project team member leaves the team, the process of losing the team member must be managed to protect the organization’s assets and maintain team morale. By the same token, when a new person joins the project team, the team assimilation process must be managed to ensure the new team member is able to quickly provide positive contributions to the project.
Instructions
As soon as you recognize that project team members will be changing, you should start managing the process. Prepare for the loss of those who are leaving and prepare for the assimilation of those who are joining. Team members may need to change because the goals and objectives of the project change – that will often also lead to a change in team leadership. Other reasons for changing are when people are promoted or transferred, they retire, they choose to leave the company, or they are asked to leave the company. Whatever the reason, manage the transition.
Losing Team Members
The major issue at this point is the remaining team members. They will often go through a grieving process. Acknowledge the loss, celebrate the contribution of the person leaving (if that is appropriate), and honestly address the impact of the change with the team. Depending upon why the person is leaving, you should also check to ensure they are getting the appropriate benefits. Failing to do this can leave the remainder of the team wondering if their contribution is recognized or appreciated.
If the person leaving is the project manager, there will be an impact on the project. There is likely to be communication breakdowns and confusion. The new project manager will often have a different style and that will require some changes in team norms. Plan on conducting a team-building activity with the new project manager to shorten this transition time.
Adding Team Members
When adding team members; plan the assimilation process. I normally would assign another team member to be the “assimilation buddy.” They help to answer questions and coach the new team member on team dynamics and expectations. Also, manage the physical assimilation. Ensure the new person has a desk or workstation. They get their security badge, IT accounts, and passwords, or other assets that go with the job. As the project team leader, meet with them soon within their first few days to review the project goals and their role and responsibilities on the project. Also, if they are a full-time team member, meet with them after about 90 days to review their performance and to ensure they have received all the required training or other certifications needed for the position.
Hints & tips
- Project team member changes can be very disruptive for a project. The project leader needs to proactively manage the process of changing team members or the expansion and contraction of the team.
- 00:04 Hello, I'm Ray Sheen.
- 00:05 In the life of almost every team, there will be team member changes.
- 00:09 Some people will leave and others will join.
- 00:12 When these processes are managed well the team cohesion is maintained.
- 00:16 When they are not managed well, the team becomes dispirited and
- 00:20 their efficiency and effectiveness suffers.
- 00:23 So let's look at some of the reasons that changes could occur.
- 00:27 Sometimes the changes are due to what is happening in the project, and
- 00:31 the makeup of the project team needs to change accordingly.
- 00:34 This could either mean adding people or removing people.
- 00:38 The project objectives dictate the need for the change.
- 00:41 Sometimes we lose a team member when they move to a different position
- 00:44 in the organization.
- 00:46 Usually this is due to a promotion.
- 00:48 So congratulate the individual, acknowledge their contribution, and
- 00:51 celebrate with them.
- 00:52 This positive recognition will help the other team members say goodbye, and
- 00:56 act as a encouragement.
- 00:58 Because they will believe that their own efforts are also being appreciated.
- 01:02 Normally, this is not a difficult separation for the team because they
- 01:06 know that that person is still around and can answer any questions.
- 01:09 Possibly even coach their replacement.
- 01:12 However, sometimes a team member is going because they're leaving the company.
- 01:18 If they are changing career fields, you can celebrate with them.
- 01:21 If they are moving to a competitor, we normally don't celebrate, but
- 01:25 it's okay to thank them for their contribution.
- 01:28 A key thing to watch for in any case is that the company assets are protected.
- 01:33 If there were issued a computer or a phone it needs to be returned,
- 01:37 passwords need to be changed.
- 01:39 And there may be other security measures that need to be taken to protect
- 01:42 systems and data.
- 01:43 And if you can get them to document their progress before they go do so.
- 01:48 Often there is little notice of their leaving, so
- 01:51 you may have to move quickly to scramble and replace them.
- 01:54 The third condition I want to mention is when an individual retires or chooses to
- 01:59 leave the workforce, possibly for a family reason or to follow their dream.
- 02:04 In this case, again, celebrate their contributions.
- 02:08 The recognition encourages the rest of the team.
- 02:11 This is often the harder separation for the team, because the individual will not
- 02:15 be nearby in the organization in case there's a question.
- 02:18 However, we often have advance notice of this type of team member leaving,
- 02:22 and can get their replacement on board in time for
- 02:25 them to provide some coaching before they go.
- 02:29 Finally, recognize that there are two parts to this change, both saying,
- 02:33 goodbye, to the person leaving, and saying,
- 02:36 hello, to the new person joining the team.
- 02:40 Bidding farewell to a team member is a process that should be managed.
- 02:44 If the team has been together for a while and performing well,
- 02:47 this is like losing a close friend or family member.
- 02:50 Some team members will go through stages of grief.
- 02:53 Some team members will wonder how the team can continue on without that person.
- 02:59 One thing that the leader needs to do is to document what the person is doing, so
- 03:03 that their expertise can be passed on to their replacement.
- 03:07 Let's look at some special conditions associated with losing a team member.
- 03:12 If the individual is the project leader, there's likely to be some disruption.
- 03:16 In fact, some team members may feel that the project is now doomed without
- 03:20 the project leader that they've learned to trust.
- 03:23 Acknowledge the leaders contribution, and then be ready for some confusion.
- 03:27 Even in a well documented project, the project leader will likely have some
- 03:31 information in their head that is not captured anywhere else.
- 03:35 Because of the loss, expect that you will now need to do team building with
- 03:39 the replacement just because of the new roles and responsibilities.
- 03:44 The impact is a little different when dealing with a project team member.
- 03:48 Again, if appropriate, celebrate their contribution,
- 03:51 document what they've been doing, and the progress that they've made.
- 03:55 And if the position is still needed,
- 03:57 attempt to reassign a replacement as soon as possible.
- 04:01 Delaying this will create project delays and problems on team performance.
- 04:06 We also need to manage the process of assimilating new team members, so
- 04:10 that they can quickly become productive assets on the team.
- 04:13 Let me start by saying that we should manage this process well,
- 04:16 don't leave it to chance.
- 04:18 There's an old saying, you only get to make a first impression once.
- 04:22 The simulation process helps both the team and
- 04:25 the new team member make good impressions on each other.
- 04:30 Prior to the arrival of the team member, prepare for them,
- 04:33 have their desk or workspace ready, get them a phone or computer if appropriate.
- 04:37 Make sure HR, IT, and security know they're coming, so
- 04:40 that they get access to systems and benefits immediately.
- 04:44 I often would assign someone to be an assimilation buddy.
- 04:48 This individual would coach them and
- 04:50 help to answer any questions about how the team or organization operates.
- 04:55 Take the time during the first week to review the team goals with them, and
- 04:59 answer their questions about roles and responsibilities.
- 05:02 This is critical for alignment.
- 05:05 Check with their assimilation buddy to see if everything is going well.
- 05:09 I also recommend that for full time members, during the first 90 days,
- 05:13 you monitor the person's work in progress.
- 05:15 Be sure they received any needed training or orientation.
- 05:19 In addition,
- 05:19 I suggest you meet with them to review their performance at the 90 day point.
- 05:24 It sounds like I'm suggesting that they are on probation for the first 90 days.
- 05:28 Well, they are.
- 05:29 Changing team members is a necessary part in the life of a team.
- 05:34 And so, it's not always fun.
- 05:36 In fact, it can be emotionally draining.
- 05:38 But doing it well will keep your team at a high level of performance.
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