To get a fair understanding of the topic being discussed, you need to first figure out the difference between macro and micro-level project management. The term management can be broken down into two forms – micro and macro. While both are used in project management, it is not easy to say which one is a better way of managing.
Micro Management Versus Macro Management
Micro Management:
Micro is derived from a Greek word, meaning ‘small’. In the field of management, it implies that the manager is actively involved in every minute work-related aspect of his subordinates. For example, he will keep a track of the work that each employee is doing on a daily basis, the time taken by the employee to complete a particular kind of task, etc. This way the manager has a good understanding of the strong and weak points of his subordinates. However, this is possible only if the project is of a small scale consisting of ten or lesser employees. In case the project is of massive size consisting of 100-200 employees, micromanagement is difficult. Micromanagement is of critical importance for startups and small-sized businesses where the manager is responsible for everything, beginning from the training staff, setting expectations, plans to achieve them, etc. Each and every employee needs to be monitored in such cases to ensure that resources are well utilized and the budget is not exceeded. However, one drawback of this kind of project management is that employees sometimes feel uncomfortable being monitored closely, and think that employers don’t repose enough trust in them.
Macro Management:
The word macro is also derived from the Greek language. It is just the opposite of ‘micro’, meaning ‘big’. In terms of project management ‘macro’ means managing the bigger aspects such as setting policies, formulating project deadlines, allocating resources, and assigning responsibilities. As opposed to micro-management, the project manager does not concern himself with the daily deeds of his subordinates. Macro management is applied for both small-scale and large-sized projects. In this case, very little time is spent and initiatives are taken to handle day-to-day activities and more effort is spent on deciding company strategies, deciding goals and outcomes, etc. Therefore, managers rely heavily on the individual capabilities of their subordinates.
Tips to Manage Project Teams at the Micro Level
As mentioned earlier, managers often may end up making their subordinates unhappy and demotivated with their micro-management policies. It is difficult to get the best results out of demotivated employees. Therefore, it is very important for the manager to micro-manage skillfully. Here are a few tips to help you accomplish the task with success.
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Don’t Overload Your Team with Emails:
According to a survey, employees get distracted by too many emails. Email notifications interrupt your current work and the distraction makes it difficult to gain back momentum. Furthermore, tracking and checking emails to find work-related information results in a waste of time. Look for alternative and easier ways to communicate with your team. Use SharePoint, Google Docs, Dropbox, etc for sharing important project-related information that team members can easily refer to when needed. Microsoft Project is another excellent method of communicating project updates. Use virtual meetings as opposed to emails. This will enable your team to concentrate on their ongoing projects for a considerable amount of time, (40-50) minutes at a stretch, without having to check emails every now and then.
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Schedule Day Stand-Ups:
Schedule daily stand-up sessions to discuss project progress, assign responsibilities, discuss task completions, etc. This way everyone will be on the same page regarding information related to every aspect of the project. It also reduces your burden to maintain individual trackers and time sheets for every team member. This saves a lot of time for both you and your subordinates.
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Use Time Tracking Tool:
Taking breaks in-between work is inevitable. You cannot stop your subordinates from taking breaks, nor can you manually control their break time. However, what you can do is install software into the systems which tracks the amount of time spent at the workstation. If the time spent on breaks is too much and is affecting a particular employee’s output, you can have a discussion with the concerned person. This process enhances the output quality and productivity of your team.
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Reward and Recognize:
Watch the performance of your subordinates closely. Those outperforming their peers deserve special recognition. Being recognized motivates the particular employee to perform even better, which in turn encourages the entire team. Additionally, you could celebrate small successes achieved by your team members and have rewards in the form of money or gift vouchers. Even appreciation emails act as motivation boosters.
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Assign Responsibilities:
Once you find your team members capable of handling their work with minimum supervision, it is important that you enhance their capabilities by providing greater responsibilities. Senior staff performing consistently well with minimum or zero supervision can be assigned to guide and review the work of junior members who need individual attention. This reduces your burden to a large extent as you don’t have to look after small doubts and issues of newcomers.
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Enhance Team Reputation:
Ensure that your team is always in the limelight and that your team members are known for their good work. This uplifts the spirits of your subordinates and they look up to you, willing to stretch and deliver outputs. However, to achieve goodwill within your organization, you have to ensure that each and every member of your team abide by company policies, rules, and regulations. Even if one person defies a company policy, for example, takes a day off without giving prior notice, the entire team will be in a bad light.
Micromanagement is not an easy job as you have to keep a keen eye on everyone. Your team members may consider it an infringement of privacy and you might end up becoming an unpopular manager. On the other hand, micromanagement may enhance the productivity and quality of work. Ensuring positivity and approachability in your attitude is of key importance.
