The increasing relevance of AI in project management, especially GenAI, leads us to reflect on the importance of well-formulated and contextualized questions. The recent art of prompt engineering requires carefully crafted questions to extract information from AI systems effectively. It's important to note that, as well put in the GenAI course by Project Management Institute (Generative AI Overview for Project Managers), the Project Manager is "Accountable" for formulating and evaluating the results generated, considering a R.A.C.I. matrix (Responsible, Accountable, Consulted, and Informed). At the same time, GenAI corresponds to "Consulted."
Reflections and quotes from great thinkers often highlight the importance of questions. Albert Einstein is attributed with the statement: "What moves the world are questions, not answers." Voltaire and other thinkers stated: "Questions are more important than answers." And Socrates, in antiquity, used questions to challenge beliefs and seek actual knowledge. Walking through Athens, he would pose one question after another, laying the foundations for the famous and still relevant Socratic method, divided into two moments: irony (where Socrates feigned ignorance to expose contradictions in others' beliefs) and maieutics (guiding interlocutors to a deeper understanding through reflective dialogue).
Questions are the key to knowledge. They direct curiosity, allowing us to explore, experiment, learn, and innovate. Children, for example, learn through experimentation and are voracious questioners, especially in early childhood, with their endless "whys."
In the world of questions, quality is as important as quantity. A good doctor must ask the right questions for an accurate diagnosis. Similarly, coaching activities use the Socratic method to encourage reflection and self-awareness.
Experts in a specific field also formulate better questions due to their knowledge and authority. They also possess a greater critical capacity to analyze and evaluate responses.
The article "The Surprising Power of Questions" (here) and the study by Venera-Mihaela Cojocariu and Carmen-Elena Butnaru (here) explore the importance of questioning. The first highlights how effective questions promote learning, innovation, performance enhancement, idea exchange, business risk mitigation, and relationship building. It provides tactics for collaborative and competitive conversations. It also explores when to ask open and closed questions, the best sequence of questions, the tone used, and behaviors related to questions and answers made in a group.
On the other hand, the study by Venera-Mihaela Cojocariu and Carmen-Elena Butnaru focuses on questions as tools for developing critical thinking, an essential skill for solving complex problems in projects. This study explores critical thinking theories in primary education, using R.W.C.T. (Reading and Writing for Critical Thinking) methods, interrogation taxonomy, and the Socratic seminar.
In this context, questioning also forms the basis of various project management activities, techniques, and rituals. Among them, the following stand out:
Requirement Gathering Sessions: Detailed questions help understand the needs and expectations of clients or stakeholders.
Usability Studies: Questions allow the assessment of user experience and product functionality.
SWOT Analysis: A strategic tool that uses questions to evaluate internal and external factors affecting project success.
Project Charter Development: Involves questions about the scope, objectives, stakeholders, and constraints of the project.
Stakeholder Analysis: Questioning is applied to identify and understand various stakeholders' needs, expectations, and influence.
Risk Management: Key questions like "What could go wrong?" and "How can we prevent or respond to this?" are essential.
Project Scope Development: Uses reflection and questioning to define what is included and excluded from the project.
Resource Allocation: Questions help determine the best use of resources.
Stakeholder Communication: Involves regular questions and answers to keep everyone informed.
Change Management Discussions: Questions are used to understand the impact of change and develop appropriate strategies.
Five Whys: A technique to explore the root cause of a problem involving asking "why" multiple times.
5W2H: This structured questioning tool is used to detail projects and tasks, addressing the questions "Who?", "What?", "Where?", "When?", "Why?", "How?" and "How much?". It is essential for effective planning and execution of projects, ensuring that all critical aspects are considered and addressed.
Daily Meetings: Responses to the three typical questions (what did I do since the last meeting? What do I plan to do until the next one? Are there impediments?) help identify obstacles and progress in agile projects.
Lessons Learned Sessions: Participants are asked about what went well and what can be improved for future projects.
Project Retrospectives or Post-Mortems: Reflections on what went well and what could be improved in the project process, successes, and areas for improvement, leading to continuous improvement.
Thus, developing the skill of questioning is crucial for project managers. Formulating questions and practicing curiosity are intrinsically linked to critical thinking, emotional intelligence, and relationship building.
In conclusion, questions are more than a communication tool; they are a fundamental pillar for success in any endeavor, especially in projects. They stimulate critical thinking, foster innovation, and strengthen interpersonal relationships. Therefore, we must ask ourselves: are we asking the right questions? Are we prepared to listen to the answers? And, most importantly, are we ready to act based on what we learn from them?
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