1

The Zen of Project

Management
BY GEORGE PITAGORSKY, PMP
FOR PMI SAN DIEGO CHAPTER JULY 2016
Instructor Introduction 2

George Pitagorsky
Consultant, coach, CIO, Enterprise architect

50+ years project, product and engagement

management

40+ years applied practice in Yoga,

meditation, Buddhism and Tai Chi Chuan

Author, speaker, facilitator and teacher

Publisher –
The Breakthrough Newsletter

[email protected]
Who Are You and 3

What do you Know?

Name
Background – education and experience
Do you meditate?
Why have you come?
Housekeeping Items 4

 Breaks

 Restrooms

 Emergency and safety

 Lunch

 Cell phones

 E-mail

 Participation
Session Goal and Objectives 5

The session is designed to promote optimal performance

 using exercises and guided dialogue
 To home in on how best to approach your Project Manager role
 To be as successful as you can be – to perform optimally

 You will take away:

 Meditation technique
 A perspective that you can apply to your work
 To avoid and relieve unnecessary stress and
 make the best of the stress that is inevitable
Set Your Goals 6

Until total enlightenment we are goal oriented

 To become unconditionally happy:
an expression of clarity and compassion
 On a more mundane level:
How would you like things to be?
 The look and feel of your organization and its projects
 Performance
 Relationships
 Your sense of happiness and fulfillment
Our Strategy 7

Use exercises and guided dialogue to

home in on how best to approach the PM
role, to be as successful as you can be – to
perform optimally.
 What is Zen and why care about it?
 Optimal Performance
 PM as a Zen art
 Mindfulness and Meditation
 Open-mindedness
 Application in PM.
The Nature of Mind 8
Mindfulness: 9

Purposeful, Objective Awareness

Mindfulness Meditation in Action :
Make everything you do a mindfulness exercise
Take a moment (15 seconds or so) to relax – comfortably erect
Sense your body and your breath
Become aware of everything that is happening in and around you –
sights, sounds or smells, your feelings, your thoughts
Engage in whatever it is that you are doing
If you become distracted – unconsciously reacting or lost in thought
As soon as you realize it, bring your attention back to the breath.
Continue
Activity Recap: 10
Cultivating Concentration, Calm, and Alert Mindfulness

 Do it for the rest of this session

 Mindfulness in action
 At your desk
 In a meeting
 Commuting
 Walking
Discussion: 11

What Are Your Expectations?

Mindfully Aware, let’s address the following
questions:

 What would you like to get out of this session?

 What are the issues that make it difficult to do

your job?
Zen and the Zen PM 12
 13

Forget Zen
ZEN IS NOT SOME KIND OF EXCITEMENT, BUT CONCENTRATION ON OUR
USUAL EVERYDAY ROUTINE.
SHUNRYU SUZUKI
No Zen 14

This session is not about Zen,

It is about
 how you think
 Your attitude, beliefs and mental models
 The way you understand your world and
 How you feel and act –
your work, relationships, behavior, and performance
An Open Formless Way 15

 No one right way

 Not founded on belief or exclusivity
 Derived from and compatible with:
 Systems thinking
 Western psychology and philosophy
 Yoga
 Taoism
 Zen
 Science
 Essential world perennial wisdom teachings
Mindfully Aware 16

Knowing what is going on

 Observing everything as it comes
 Purposefully
 Objectively
 Without attachment
 While actively involved &
Performing optimally
 17

Cutting through your

conditioning to experience
things as they
are

Clarity and
Compassion
Conditioned Response 18

 Everyone is conditioned from early childhood to perceive the world

in a particular way

 Social conditioning builds on top of mental and physiological

conditioning

 Conditioning distorts our perceptions

 Our perceptions drive our behavior.

Class Discussion: 19
What is “authentic experience”?

 What does it mean to

experience things as they
are?
 Identify one or two
instances in which you and
others differently perceived
a situation.
 What happened?
 What “got in the way” of
seeing things more clearly?
 What can you do about it?
How Do You Become 20

Mindfully Aware
 Understand and accept the world, as it is
 Everything is part of a complex process - do no harm
 Accept uncertainty and paradox
 Commit to kindness and compassion
 Practice mindfulness meditation
 Make everything you do a dedicated activity – a Zen Art
 Question everything
 Let go
 Do – Plan, direct, manage, communicate, solve problems
 Ride the wave of your projects and your lives
 Monitor and adjust, as needed
 21

Why Care About Mindful Awareness?

TOO MANY THINGS GET IN THE WAY OF OPTIMAL PERFORMANCE
There is Unnecessary Suffering 22

 Two arrows:
1. The painful event or feeling
2. Add-ons
 Wanting things to be different than they can be
 OW! That hurts! Make the pain go away – now!
 Reactive thinking and worry
 Who put that “!#%^” tack there?
 With all possible places to walk, why do I always have to
step on a tack?
 Will I get tetanus or an infection?
 23

Why be Mindfully Aware?

Project managers (and humans in general) benefit from being
 Responsive rather than reactive,
 Objective and calm in the face of chaos
 Able to manage uncertainty and expectations Calm
 Healthy
Responsive Undistracted
 Energized
 Focused General
well Energized
 Kind and compassionate being

Understanding self
Insightful
and others
 24

Mindful Awareness in Action

YOU CAN ELIMINATE THE UNNECESSARY SUFFERING
What are Mindfulness, Concentration, and Awareness? 25

 Mindfulness
 Attention to the moment to moment movement of thoughts,
sounds, sensations, emotions, and external activity
 Concentration
 Ability to focus the mind on a chosen subject
 Exclusionof thoughts that take one’s attention from the
chosen subject
 Awareness
 Perception of oneself and one’s thoughts as an object of
attention
 Subtle, objective self-observation
Mindfulness Meditation Practice: 26
Present, Noticing and Allowing
 Sense your body weight against your chair, the air against your skin, the
sensation of inhalation and exhalation wherever it is most prevalent for you
– at the nostrils, the rising and fallen of the chest.
 Find a comfortable, erect and relaxed posture
 Hands, arms, shoulders resting. Body balanced and stable.
 Lips slightly apart. A subtle inner smile
 Head gently reaching upward (imagine a string pulling upward from the
crown); chin slightly tucked, head, neck spine relaxed and erect.
Shoulders gently dropped back and down. Chest open.
 Notice sensations, feelings, thoughts, sounds, sights, smells as they occur
 Allow everything that occurs with a friendly accepting attitude
 If you get “lost” or distracted – as soon as you realize it
come back to the body, the breath and begin again
 The Master Project Manager 27

 Outer work:
 Continuously perfect your work and its results

 Inner work:
 Use everything you do to
reach for self-actualization

Abraham Maslow:
“What a man can be, he must be.”
Mindful Awareness and Dedicated Arts 28

Zen arts like Tea Ceremony and Archery are dedicated to approaching
perfection.
 Perfection of self
 Perfection of process
 Perfection of result

Make everything you do

 a vehicle for honing the mastery of
 your performance and yourself.

Choose to master your art alone or both your art and yourself.
 29

Open-mindedness
Working with Your Mind 30

 Who’s in charge of your mind?

 Can you stop your thoughts?
 Can you change your thoughts?
 Why would you want to?
Intention: Service 31

Servant Leadership
 What do others need?
 How can their needs be served?

 What do I need?
 How can my needs be served?

 When do I serve my own needs best by serving others?

 How do PMs serve their stakeholders:

team, clients, partners, sponsors?
Perspective: 32

Process and Systems Oriented

See the big picture
 Everything is operating within a system of systems
 Every action has an effect
 Everything is caused by something
Policies
Procedures

Exec
Exec
Management
Management
Marketing
Marketing &
&
R&D
R&D Sales
Sales

Fulfillment
Fulfillment Administration
Administration

Rewards

Relationships
 33

Application in PM:
PM as a Dedicated Art

Use everything as an opportunity to

optimize your performance
Enterprise Goal: Meet Expectations 34

What is the value of effective PM?

Orders
Clients
The Enterprise Others

Products/
Services
People
Programs
Operations
Projects
Facilities/
Resources
$
Owners
What Are the Problems? 35
Symptoms Problems Causes

Frustration, Deficient
Inflexible Requirements
anger, and
Products
animosity

Late/Over
Low Dissatisfied Budget Projects
Margins Users

Poor
Customer Unmet Communication
Complaints Expectations

Process
Deficiencies
Discussion: Root Cause Analysis 36

 Is root cause analysis useful?

 How often do you do it in your organization and projects?
 What are the barriers to doing root cause analysis?
 How can you overcome them? Poor requirements
No Historic Data

 How do they relate to

Lack of skill Poor estimates Rework

 Mindfulness?
 Attachment?
Personal motivation?
Project Performance Shortfalls


 Trust?
Expectations, Quality, Risk, Change 37
Relationships, and Conflict
Project Success &
Optimal Performance
 Meet expectations
 Manage
 Risk

 Relationships

 Conflict

 Change
No one Wants To Be Disappointed 38

Even when they seem to behave as if they would

Rather get a really good sounding “promise” than a
Reasonable high probability prediction
Expect Things To Be As They Are 39

You are out of control

 Impermanence
 Uncertainty
 Paradoxes and continuums
 Continuous change
 One complex system
 Action and reaction
 Personal responsibility
What Do People Expect? 40

Schedule and = f (Technique, Resources,

Budget Environment, and Product)
Attached to Impossible Expectations? 41

 Can you achieve the impossible?

 Can things be different than they

are or have been?
Product Scope
(Features & Quality)
 Can things be different in the future?

Objectives  Can we stop things from changing?

Schedule Budget  Can we control the way things

change?
Expectations: 42

Quality & Peace of Mind

 “Cultivate the peace of mind, which does not separate one’s self from
one’s surroundings.

 When that is done successfully, then everything else follows naturally.

 Peace of mind produces right values, right values produce

 right thoughts.

 Right thoughts produce right actions and right actions produce work which
will be a material reflection for others to see of the serenity at the center of
it all.”

Robert M. Pirsig, Zen and the Art of Motorcycle Maintenance

Uncertainty and Managing Risk 43

 Can you always know the effects of every action?

 Can you and your stakeholders accept uncertainty
 Can you get better at predicting outcomes?
Change – Managing the Chaos 44

 In Dr. Siu’s version of baseball:

 As long as the ball is in play, anyone can move any of
the bases anywhere.
 In other words, “everything is changing – not only the
events themselves, but also the very rules governing the
judgments of those events and the criteria of value.”

Adapted from SIU, R.G.H., The Craft Of Power, N.Y. John Wiley and Sons, 1979, pp. 178-9
You Can’t Stop the Flow 45

But you can direct it.

Getting Caught in the Chaos 46

 What does “getting caught” mean to you?

 How often are you caught up in the waterfall of activities that are
our thoughts our projects, our work, and our relationships?
 When you are caught up, do you make errors both in the content
of our work and the way we relate with others?
 How do you get caught?
 Pressure to meet schedule
 Budget short falls
 Irrational stakeholders
 Conflicts

 Anger, fear, stress

 47

Relationships and Conflict

HARMONY AND DISAGREEMENT BETWEEN PEOPLE WITH DIFFERENT
IDEAS AND BELIEFS
Relationships are at the Core of PM 48

Mindful Awareness improves

 Self awareness (accurate self-assessment)
 Control of impulses – Responsive; NOT Reactive
 Altruism
 Self-motivation
 Empathy
 Social competence in interpersonal relationships
 The ability to manage emotions
Relationships and Emotions 49

 Emotions: How do they effect thought, decision making,

group performance, teamwork and individual success?

 Emotion:
 A complex of psychological and physical feelings that are strong
enough to create a distinct pressure to react
 Anger, joyfulness, sadness, fear, love, and shame
 Fear may manifest as terror, anxiety or concern;
 Anger as fury, resentment or annoyance;
 Joyfulness as pleasure, thrill, contentment or ecstasy.
Reactivity vs. Responsiveness 50

 Emotions drive behavior and inhibit rational thought

 Action without assessing the consequences
 Outbursts, obstruction, passive-aggressive behavior
 Free from emotion –
NOT emotion free
 Able to respond optimally

How has reactivity effected

your projects and relationships?
Exercise: The Subjects and Sources 51

of Conflict

Are there conflicts?

What are the typical subjects of the conflicts in your PM environment?
What are the differences between positive and negative conflict?
What are the underlying causes of negative conflict?
How does it relate to mindful awareness?
Manage Conflict: Perspective 52

 No absolutes
 Systems oriented
 Analytical
 Intuitive
 Objective
 Flexible – open-minded
 Service oriented
Healthy Conflict is an Opportunity 53

to
Improve outcomes

Learn about oneself

and others

Sustain healthy
relationships

Learn about the

subject
Analysis of a Conflict 54

Win-win collaboration using a

conflict resolution diagram

Need Want
Side One Side One
Common
Objective Conflict

Need Want
Side Two Side Two

Winning Collaboration. Gerry and Jacquelyn Kendall, PMP

International Institute for Learning, Inc. 2001
Working from Your Center 55

 Come in contact with the:

 Calm, peaceful place inside
 Seeing things objectively; clearly
 Being present

 A state of mind, not a place

 Deep listening
 Being open beyond one’s preconceptions and historical ways of
making sense
 A state of “letting come”
 Of consciously participating in a larger field for change
Mindful Awareness: Foundation for 56
Effective Behavior and Relationships
“The thought manifests as the word,
The word manifests as the deed,
The deed develops into habits,
And the habit hardens into character.
So watch the thought
And its ways with care,
And let it spring from love
Born out of respect for all beings.” Buddha
In Flow 57

 The state of consciousness  Causative factors:

experienced by people when they
are:  Clear goals
 Deeply engaged  Immediate feedback
 Genuinely enjoying the moment  Balance between
 Performing optimally opportunity and capacity
 Control as a natural part of
the process
 Result in and are enhanced by:
 Concentration
 Focus on the present
 Distortion of time
 Loss of ego

Motivateplay.com
 Open Minded: Intuition & Analysis 58

Objective, Structured, Flexible

Weigh pros and cons Orderly & rational

Unbiased Progressive elaboration

Fact based Iterative refinement

Goal focused Process and systems oriented

Mindful
Present Open to change
 Realistic
Attentive
 Adaptable
Observant  Situational

Aware  Scalable
Get REAL 59

 Relaxed Effort

 Calm, cool and collected

 Energized
 Ready to act

 Accepting Concentration Mindfulness

 Knowing what you
can and cannot change

 Listening
 Caringly and carefully
How Will You Take It Home? 60

 Howcan you apply a mindfully aware

approach?
 What might get in the way?
 How can you overcome the obstacles?
Thank you! 61

Any comments or questions? Please email

[email protected]

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