How to Lead Engineering Teams Through Adversity and Pressure

Key Concepts

• Proactive communication
• Multigenerational team alignment
• Burnout mitigation
• Team conflict resolution
• Change management
• Solutions-focused mindset
• Resilience building
• Quality assurance/quality control (QA/QC)
• Institutional knowledge
• Leading with empathy and gratitude

Multigenerational Team Alignment

• Challenge: Managing teams with members ranging from early-career engineers to seasoned professionals with over 40 years of experience.
• Approach:
  • Communication and Mutual Respect: Foster open communication and mutual respect for the contributions of each generation.
  • Clear Expectations: Set clear expectations for asking questions, understanding perspectives, and leveraging the experience of seasoned professionals.
  • Inclusive Environment: Create an inclusive environment where everyone feels valued.
  • Regular Team Meetings: Hold regular team meetings where everyone has the opportunity to chime in and ask questions.
  • Leveraging Strengths: Recognize and leverage the strengths of each generation to create a culture of continuous improvement and learning.
• Example: Encouraging junior engineers to seek guidance from experienced colleagues, fostering a collaborative learning environment.

Handling Internal Project Challenges

• Burnout Mitigation:
  • Proactive Communication: Communicate proactively about anticipated workload fluctuations to mentally prepare the team.
  • Teamwork: Emphasize teamwork and shared effort, with leaders demonstrating their commitment by working alongside the team during demanding periods.
  • Work-Life Balance: Encourage team members to take advantage of lighter workload times to pursue activities that bring joy and balance to their lives (e.g., skiing, hiking, camping in Colorado).
• Team Conflict Resolution:
  • Listen and Understand: Work to listen and understand the different perspectives involved in the conflict.
  • Clear Reporting Structure: Utilize a clear reporting structure to align skill sets and expand on the value of each team member.
  • Escalation: Recognize when conflicts require escalation to senior leaders and external resources.
  • Gratitude Approach: Maintain a gratitude approach, remembering the value each person brings to the team, even during conflicts.

Navigating Challenging Projects

• Example Project: A project ongoing since 2018 with numerous changes in permitting, client leadership, and funding.
• Adaptation Strategies:
  • Smaller Contracts: Executing the project in smaller, more manageable contracts to address immediate needs without precluding future goals.
  • Institutional Knowledge: Maintaining institutional knowledge and tracking decision-making to provide continuity for the client.
  • Documentation: Documenting decisions, progress, and outstanding issues for future reference.
  • Team Mindset: Fostering a team mindset that accepts disruptions and focuses on executing current tasks while remaining adaptable to future changes.
• Key Takeaway: The project manager serves as a steadying force, providing consistency and guidance through project highs and lows.

Balancing Tight Deadlines and Project Quality

• Judgment Calls: Emphasizing that project management often involves making judgment calls and balancing competing priorities.
• Communication: Communicating decisions confidently and transparently to maintain stability.
• Quality as Key: Prioritizing quality as essential for repeat business and reputation.
• QA/QC: Maintaining QA/QC processes, even when facing tight deadlines.
• Client Communication: Communicating clearly with the client about project status and potential trade-offs to reinforce priorities.
• Example: If a cost estimate or funding issue impacts a critical path element, explore options such as executing other project components or bringing in external resources.

Fostering a Solutions-Focused Mindset

• Control What You Can: Focus on the work that can be controlled and the relationships that have been formed.
• Team Environment: Emphasize the importance of the team environment and the enjoyment of working together.
• Small Wins: Look for small wins to boost morale, such as celebrating with donuts.
• Opportunity: Frame problems as potential opportunities for growth and improvement.

Building Resilience and Staying Effective

• Breaking Down Goals: Breaking down large goals into smaller, achievable tasks.
• Prioritization: Prioritizing regular check-ins with the team.
• Mentorship: Seeking support from multiple mentors with diverse perspectives.
• Venting and Therapy: Utilizing mentorship as a means of venting and receiving guidance.

PM Pitfalls: Change Management

• Biggest Pitfall: Ineffective change management due to constant changes in clients, funding, project managers, and priorities.
• Solution:
  • Documentation: Proactively document changes as they occur in a running log or change management log.
  • Forensic Accounting: Avoid the need for "forensic accounting" by documenting decisions, rationales, and agreements in real-time.
  • Proactive Documentation: Proactive documentation sets the project up for success when modifying scope or contract language.
• Book Recommendation: "Leading Change" by John Carter, which discusses navigating constant change in the modern world.

Conclusion

Sarah Zarzeki's insights emphasize the importance of proactive communication, adaptability, and a people-first approach in AEC project management. By fostering a culture of collaboration, prioritizing quality, and effectively managing change, project managers can lead their teams through adversity and deliver successful outcomes. The key takeaways include the need for clear communication, mutual respect, and a solutions-focused mindset to navigate the complexities of AEC projects and maintain team morale.