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Project Management Hacks
How to Reduce Administrative Glut and Get More
Done!
4/25/2013 http://www.tacticalprojectmanagement.com 1
Dr. Andrew Makar
andy@tacticalprojectmanagement.com
Twitter: @andymakar
Feel free to tweet using hashtag #pmhacks
Start with the Outcome in Mind
• Share project management “hacks” to improve PM
productivity
• Provide you with resources to put these hacks into
practice
• Links
• Articles
• Tools
• Share your own PM hacks
4/25/2013 http://www.tacticalprojectmanagement.com 2
The Productivity Challenge
• Do more with less
• Reducing resources yet more work is expected
• “No” is not an acceptable answer
Response
• Superhero mentality
• Working long hours is not a badge of courage
4/25/2013 http://www.tacticalprojectmanagement.com 3
How do you deliver more with less?
• Consultants will sell “Accelerators” or “Enablers”
• We need short cuts
• What hacks allows us to be more productive in 8
hour day?
4/25/2013 http://www.tacticalprojectmanagement.com 4
Gathering the hacks
• Based on professional experience
• Identified several project management hacks
• Surveyed the PM community
• Promoted via LinkedIn
• Tactical PM Blog
• Facebook Discussion Group
4/25/2013 http://www.tacticalprojectmanagement.com 5
One Simple Question
• What is your favorite tip, tool or technique to
reduce a project’s administrative burden?
4/25/2013 http://www.tacticalprojectmanagement.com 6
Response Rate
• 11 pages of qualitative responses
• 86 responses
• How do you summarize all this information in a
presentation?
4/25/2013 http://www.tacticalprojectmanagement.com 7
Project Management Hacks Summary
www.wordle.net
4/25/2013 http://www.tacticalprojectmanagement.com 8
Qualitative Observations
• Common themes for
• Methodology
• Standards
• Templates
• Checklists
• Centralized Tools
• Do these increase or decrease administrative
burden?
4/25/2013 http://www.tacticalprojectmanagement.com 9
The survey doesn’t end here
• Write down your favorite PM Time-saving tip, tool
or technique that improves PM efficiency
• Gather at the end of the talk
• Publish results to the blog
• Augment this presentation with the results
4/25/2013 http://www.tacticalprojectmanagement.com 10
The PM Hacks
• Methodology Hacks
• Meeting Hacks
• Schedule and Task List Hacks
• Email and Communication Hacks
• Tool Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 11
Methodology Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 12
PMO pre-populates the templates
• Does the PM methodology have too many
templates?
• What If…
• Enterprise PMO publishes the template standard
• Department PMO pre-populates the standard with
department boilerplate information
4/25/2013 http://www.tacticalprojectmanagement.com 13
#1
PMO & the PM Plan
• Requires minimal customization by the project
manager.
• Consistent process & tools
• document risks
• issues
• change requests
• quality management
• configuration management.
• Same Org = Same Tools
• PM can then tweak a PM plan that is already
customized for the immediate organization
4/25/2013 http://www.tacticalprojectmanagement.com 14
#1
How am I going to get the PMO to
do that?
• Talk to them!
• Effective PMOs want to help their PMs deliver
better
• Too Many Templates
http://www.projectmanagement.com/articles/241688/Too-Many-Templates
4/25/2013 http://www.tacticalprojectmanagement.com 15
#1
PowerPoint the PM Plan
• Skip the massive treatise that no one will read
• Implement a format you can use
• Include slides for each component of PM plan
• Use in your Project Kick off meeting and new team
member training
• Rinse and Repeat for future projects
4/25/2013 http://www.tacticalprojectmanagement.com 16
#2
PowerPoint the PM Plan
Project Management Plan Slide Deck
Goals and Objectives Change (Scope) Management
Project Scope Cost Management
Org Chart and Stakeholders Quality Management
Communications Management Document (Configuration) Management
Schedule (Time) Management Resource Management *
Issue and Risk Management Vendor Management *
4/25/2013 http://www.tacticalprojectmanagement.com 17
* Include and share with appropriate audience as necessary
#2
Survey Feedback
• Team members were not aware of all the processes
needed to run the project
• The PowerPoint format quickly sets expectations in
a consumable format
4/25/2013 http://www.tacticalprojectmanagement.com 18
#2
Draw the Communication Plan
• Use mind mapping software for PM deliverables
4/25/2013 http://www.tacticalprojectmanagement.com 19
#3
Draw the Communication Plan
• Identify
Communication
Frequency
• Assign to mind map
4/25/2013 http://www.tacticalprojectmanagement.com 20
#3
http://blog.mindgenius.com/2013/02/developing-useful-organization-
charts.html
4/25/2013 http://www.tacticalprojectmanagement.com 21
#3
Replace templates with mind maps
• Communicate in pictures rather than words
• Easier to communicate visually
• Faster to document
• Better organization of thoughts
• Improved collaboration
4/25/2013 http://www.tacticalprojectmanagement.com 22
#4
Survey Feedback
“I’ve used mind mapping tools and have created tons
of templates that REDUCE the time it takes to work
with most common project documentation”
- David Esko, Symytry, http://www.erp-blue-diamond.com
4/25/2013 http://www.tacticalprojectmanagement.com 23
#4
4/25/2013 http://www.tacticalprojectmanagement.com 24
Traditional Visual
Project Scope Statement
Work Breakdown Structure
Organization Chart
Issue Management
Lessons Learned
#4
Scope Statement Mind Map
4/25/2013 http://www.tacticalprojectmanagement.com 25
#4
Work Breakdown Structure
4/25/2013 http://www.tacticalprojectmanagement.com 26
#4
Team Organization Chart
4/25/2013 http://www.tacticalprojectmanagement.com 27
#4
Issue Log
4/25/2013 http://www.tacticalprojectmanagement.com 28
#4
Lessons Learned Mind Map
4/25/2013 http://www.tacticalprojectmanagement.com 29
#4
One Page Status Reports
• Create One-Page Status Reports per workstream
• PowerPoint
• Excel
• Mind Map
• Forces brevity (Good)
• Or a smaller font size (Bad)
• Roll up status reports for large project, programs or
portfolios
4/25/2013 http://www.tacticalprojectmanagement.com 30
#5
One Page Status Reports
4/25/2013 http://www.tacticalprojectmanagement.com 31
#5
Even better…
• Use a centralized project management system to
generate status automatically
4/25/2013 http://www.tacticalprojectmanagement.com 32
#5
Meeting Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 33
Daily Standup
• Isn’t just for Agile projects
• 15 minutes every day is a good checkpoint
• Enforce the time limit
• Focus on the important items
4/25/2013 http://www.tacticalprojectmanagement.com 34
#6
Survey Feedback
• 10 Minute Stand Up meeting in the morning
• 5 Minute Wrap up end of the day
4/25/2013 http://www.tacticalprojectmanagement.com 35
#6
15 Minutes with Stakeholders
• Busy staff are open to a 5 to 15 minute checkpoint
• No one wants a 60 minute meeting
• Be prepared with your list of important questions
4/25/2013 http://www.tacticalprojectmanagement.com 36
#7
Meeting Bombs = Major Time Waster
• Use an agenda with time limits and item owner
• Set expectation item owner brings answers to the
meeting
• Provide enough notice to get the answers
• Avoid the Meeting Bomb
• No one is surprised
• Everyone has a chance to bring answers to the meeting
• Avoids scheduling another meeting to get answers
4/25/2013 http://www.tacticalprojectmanagement.com 37
#8
What if there was a tool…
• Set an agenda
• Assigned item owners
• Allowed owners to collaborate on agenda BEFORE
the meeting
• Automated follow-up actions after the meeting
• Generates agenda items based on the past meeting
• And it was FREE!
4/25/2013 http://www.tacticalprojectmanagement.com 38
#9
AgreeDo.com
• Tool Shop: AgreeDo
http://www.projectsatwork.com/content/articles/274092.cfm
4/25/2013 http://www.tacticalprojectmanagement.com 39
#9
Mind Map Your Meeting Minutes
4/25/2013 http://www.tacticalprojectmanagement.com 40
#10
Mind Map Your Meeting Minutes
4/25/2013 http://www.tacticalprojectmanagement.com 41
#10
Action Items and Notes in the Map
4/25/2013 http://www.tacticalprojectmanagement.com 42
#10
Related PM Articles on Mind Mapping
• A Better Project Map
www.projectsatwork.com/article.cfm?ID=229167
• Mind Mapping a Better WBS
http://www.projectsatwork.com/content/articles/251386.cfm
• Mind Mapping a Better View
http://www.projectsatwork.com/content/articles/251522.cfm
• Mind Mapping Your Project Schedule
http://www.projectmanagement.com/articles/249260/Mind-Mapping-Your-
Microsoft-Project-Schedule
• Don’t Fear the WBS
http://www.projectmanagement.com/articles/252435/Don-t-Fear-the-WBS
• Project Schedule Control with MindManager
http://www.projectmanagement.com/articles/250052/Project-Schedule-Control-with-
Mindjet-MindManager
4/25/2013 http://www.tacticalprojectmanagement.com 43
#10
3 Minutes to Effective Issue Management
• How much time can you spend reviewing 12 issues
on a project log?
• 20 minutes…not 90!
• Anyone have a project status meeting run over?
4/25/2013 http://www.tacticalprojectmanagement.com 44
#11
3 Minutes to Effective Issue Management
1. Sort issue list by priority and next review date
2. 3 minute time limit per issue
3. Quickly and succinctly describe
• Issue status
• Actions in-progress
• Required help
4. Exceed time limit – talk after meeting
4/25/2013 http://www.tacticalprojectmanagement.com 45
#11
3 Minutes to Effective Issue Management
• Kitchen timer
• Stopwatch
• Smartphone
4/25/2013 http://www.tacticalprojectmanagement.com 46
www.techrepublic.com/blog/project-management/three-minutes-to-effective-
issue-management/3151
#11
Schedule and Task Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 47
Top 3 Things
• How can I move the project forward today?
• Neil Whitten – What are the Top 3 things to do?
• Focus on those items for the day
• Did I Move The Project Forward Today?
https://www.liquidplanner.com/blog/project-manager-challenge-recognizing-your-
contribution/
4/25/2013 http://www.tacticalprojectmanagement.com 48
#12
Convert Mind Map to a Schedule
• Brainstorm Scope in a mind map
• Organize into a WBS
• Assign high level durations
• Export to MS Project
• Refine schedule
4/25/2013 http://www.tacticalprojectmanagement.com 49
#13
Work Breakdown Structure
4/25/2013 http://www.tacticalprojectmanagement.com 50
#13
4/25/2013 http://www.tacticalprojectmanagement.com 51
#13
Use pre-built and custom MS
Project filters
• Apply custom filters and graphical indicators to
project schedule
• Custom views and tables can short cut
administration
• Deadlines
• Quickly identify late tasks
• Traffic Light indicators
4/25/2013 http://www.tacticalprojectmanagement.com 52
#14
Survey Feedback
“My specific tool is to setup a Red, Yellow, Green
radio button to show individual task status at a
glance” – V. Srinivasan
Everyone can perceive status immediately
4/25/2013 http://www.tacticalprojectmanagement.com 53
#14
Deadlines in Microsoft Project
4/25/2013 http://www.tacticalprojectmanagement.com 54
Managing Deadlines in Microsoft Project
http://www.techrepublic.com/blog/tech-manager/managing-deadlines-in-
microsoft-project-2007/5141
#14
Late Task Indicator
4/25/2013 http://www.tacticalprojectmanagement.com 55
Add Late Task Indicator Tool
http://www.techrepublic.com/blog/tech-manager/add-the-late-indicator-tool-in-
microsoft-project-2007/3616
#14
Highlight Late Tasks by Resource
4/25/2013 http://www.tacticalprojectmanagement.com 56
Using VBA to Find Late Finish Dates
http://www.techrepublic.com/blog/project-management/use-vba-to-find-late-finish-dates-
in-microsoft-project-2010/4748
#14
Finding Late Tasks Filter
The Behind Schedule Filter
http://www.tacticalprojectmanagement.com/finding-late-tasks-microsoft-project-custom-
filters/
4/25/2013 http://www.tacticalprojectmanagement.com 57
#14
Apply Social Task Management
• Eliminate manual task tracking
• No more Command and Control
• Centralized Tools
• One Version of the Truth
• Work Management and Notification
• Derive Organization from Chaos
• Low Administration
4/25/2013 http://www.tacticalprojectmanagement.com 58
#15
Social Task Management
4/25/2013 http://www.tacticalprojectmanagement.com 59
http://www.liquidplanner.com/
#15
Social Task Management
• Future is moving to true collaborative project
management systems
• Best-in-class will feature
• Ease of use
• Scheduling engine
• Collaborative work and communication features
• Organize information easily
• Desktop schedule management tools are dinosaurs
4/25/2013 http://www.tacticalprojectmanagement.com 60
#15
Survey Feedback
• Use a central project management system for
status and reporting
• Organizations need to invest in EPM tools to
eliminate the PM burden for schedule tracking
• Use Microsoft Project Enterprise for advanced
project tracking
• Let the tool generate the templates and reports
• Of course, the information still needs to be kept up
to date
4/25/2013 http://www.tacticalprojectmanagement.com 61
#15
Social Task Management Thought Leaders
Solution Provider Link
AtTask http://www.attask.com
LiquidPlanner http://www.liquidplanner.com
Mindjet http://www.mindjet.com
Trello http://www.trello.com
Asana http://www.asana.com
Microsoft Project Online with Project
Pro
http://office.microsoft.com/en-
us/project/
4/25/2013 http://www.tacticalprojectmanagement.com 62
#15
Email and Communication Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 63
Survey Feedback
• Use a detailed Responsibility and Communication
Matrix
• If every task has clear agreement, the headaches
disappear
• Communicate with a Project Wall
• WBS and Schedule
• Resource Assignment
• Track progress on the wall daily
• Update computer schedule weekly based on wall
4/25/2013 http://www.tacticalprojectmanagement.com 64
#16
Happiness is an empty inbox
• Too much email creates too much stress
• Hoard emails like a cache of knowledge
• Search, sort and hunt and peck
• Ineffective and really can’t find anything quickly
• Email Processing Rule
• Delete, Do It, Delegate Defer
4/25/2013 http://www.tacticalprojectmanagement.com 65
#17
Happiness is an empty inbox
Switch to a simpler folder system
1. Create a Archive and Follow Up folder
2. Move attachments to Archive folder
3. Archive or delete everything else in your inbox
4. Clear the Follow Up folder each day
5. Delete the Archive each month
4/25/2013 http://www.tacticalprojectmanagement.com 66
#17
Happiness is an empty inbox
• PDF any important emails
• Sent items safety net
• You can always go back to the original sender
• 800 unread emails does not equate to bragging
rights
4/25/2013 http://www.tacticalprojectmanagement.com 67
#17
Email Ping Pong Rule
• Email should be used for facts, figures and meeting
notices
• Not discussions
• If there is more than 4 email exchanges
• Pick up the phone and call
• Original – Response - Clarify – Response - CALL
4/25/2013 http://www.tacticalprojectmanagement.com 68
#18
Are we too connected?
4/25/2013 http://www.tacticalprojectmanagement.com 69
Evolution of Distraction
We’ve implemented the perfect distraction system
4/25/2013 http://www.tacticalprojectmanagement.com 70
Project Squirrels
Ding!
Squirrel!
Losing Focus How to Avoid Project Squirrels
https://www.liquidplanner.com/blog/losing-focus/
4/25/2013 http://www.tacticalprojectmanagement.com 71
Turn Off Email and Instant Messaging
• Want to work effectively?
• Turn off the Big Distraction Machine
4/25/2013 http://www.tacticalprojectmanagement.com 72
#19
Turn Off Email and Instant Messaging
• Thinking time is not communication time
• How much more could you get done?
• Just avoid the inbox for an hour or two
(It will still be there waiting for you)
• Establish core hours so you can FOCUS!
4/25/2013 http://www.tacticalprojectmanagement.com 73
#19
Check Email 2 times per day
• Tim Ferris, author - Four Hour Work Week
• http://www.fourhourworkweek.com/blog/2007/03/22/how-to-check-e-
mail-twice-a-day-or-once-every-10-days/
• Check email at 11:00 a.m. and 4pm each day
• Inform colleagues
• Set out of office reminder to indicate you
respond to email 2 times per day
• If it is an emergency, call cell
4/25/2013 http://www.tacticalprojectmanagement.com 74
#19
Tool Hacks
4/25/2013 http://www.tacticalprojectmanagement.com 75
Siri is your friend
4/25/2013 http://www.tacticalprojectmanagement.com 76
#20
Use Microsoft OneNote
• Use OneNote
as a one place
for all meeting
notes and
actions
4/25/2013 http://www.tacticalprojectmanagement.com 77
#21
Evernote Your Notes
• Checklists
• Tagging
• Task list in Evernote
• Private folders
• Some organizations block Evernote
via the firewall
4/25/2013 http://www.tacticalprojectmanagement.com 78
#22
Evernote in Action
• Snapshot business cards and throw
away the business card
• Forward emails to your Evernote
box
• Whiteboard Photo and tag it
4/25/2013 http://www.tacticalprojectmanagement.com 79
#22
Evernote and The Secret Weapon
4/25/2013 http://www.tacticalprojectmanagement.com 80
http://www.thesecretweapon.org/
#22
Evernote
• Dave Engberg, Chief Technology
Officer, Evernote
• Multi-tier security model with strong
auditing controls.
• SAS70 compliant with regular audits
• Use common sense
• Review your corporate security policy
• Send only what you feel comfortable
residing on another email server
4/25/2013 http://www.tacticalprojectmanagement.com 81
http://www.techrepublic.com/blog/tablets/take-more-than-notes-on-your-tablet-
with-evernote/
#22
Use the Pomodoro Technique
• Time management method
• Decide on the task to be done
• Set the pomodoro (timer) to 25
minutes
• Work on the task until the timer
rings; record with an x
• Take a short break (3-5 minutes)
• Every four "pomodori" take a longer
break (15–30 minutes)
4/25/2013 http://www.tacticalprojectmanagement.com 82
#23
The Way We’re Working Isn’t Working
• 90 minutes and always took a renewal
break in between sessions
• We need activity and rest to perform at
our best
• Intense periods of focus and activity
• Consistent periods of renewal if we are
to perform at our best
4/25/2013 http://www.tacticalprojectmanagement.com 83
#24
Questions?
4/25/2013 http://www.tacticalprojectmanagement.com 84
Download the presentation
• Slides
• Article links
• Recommend Tools
www.tacticalprojectmanagement.com
4/25/2013 http://www.tacticalprojectmanagement.com 85

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Project Management Hacks

  • 1. Project Management Hacks How to Reduce Administrative Glut and Get More Done! 4/25/2013 http://www.tacticalprojectmanagement.com 1 Dr. Andrew Makar andy@tacticalprojectmanagement.com Twitter: @andymakar Feel free to tweet using hashtag #pmhacks
  • 2. Start with the Outcome in Mind • Share project management “hacks” to improve PM productivity • Provide you with resources to put these hacks into practice • Links • Articles • Tools • Share your own PM hacks 4/25/2013 http://www.tacticalprojectmanagement.com 2
  • 3. The Productivity Challenge • Do more with less • Reducing resources yet more work is expected • “No” is not an acceptable answer Response • Superhero mentality • Working long hours is not a badge of courage 4/25/2013 http://www.tacticalprojectmanagement.com 3
  • 4. How do you deliver more with less? • Consultants will sell “Accelerators” or “Enablers” • We need short cuts • What hacks allows us to be more productive in 8 hour day? 4/25/2013 http://www.tacticalprojectmanagement.com 4
  • 5. Gathering the hacks • Based on professional experience • Identified several project management hacks • Surveyed the PM community • Promoted via LinkedIn • Tactical PM Blog • Facebook Discussion Group 4/25/2013 http://www.tacticalprojectmanagement.com 5
  • 6. One Simple Question • What is your favorite tip, tool or technique to reduce a project’s administrative burden? 4/25/2013 http://www.tacticalprojectmanagement.com 6
  • 7. Response Rate • 11 pages of qualitative responses • 86 responses • How do you summarize all this information in a presentation? 4/25/2013 http://www.tacticalprojectmanagement.com 7
  • 8. Project Management Hacks Summary www.wordle.net 4/25/2013 http://www.tacticalprojectmanagement.com 8
  • 9. Qualitative Observations • Common themes for • Methodology • Standards • Templates • Checklists • Centralized Tools • Do these increase or decrease administrative burden? 4/25/2013 http://www.tacticalprojectmanagement.com 9
  • 10. The survey doesn’t end here • Write down your favorite PM Time-saving tip, tool or technique that improves PM efficiency • Gather at the end of the talk • Publish results to the blog • Augment this presentation with the results 4/25/2013 http://www.tacticalprojectmanagement.com 10
  • 11. The PM Hacks • Methodology Hacks • Meeting Hacks • Schedule and Task List Hacks • Email and Communication Hacks • Tool Hacks 4/25/2013 http://www.tacticalprojectmanagement.com 11
  • 13. PMO pre-populates the templates • Does the PM methodology have too many templates? • What If… • Enterprise PMO publishes the template standard • Department PMO pre-populates the standard with department boilerplate information 4/25/2013 http://www.tacticalprojectmanagement.com 13 #1
  • 14. PMO & the PM Plan • Requires minimal customization by the project manager. • Consistent process & tools • document risks • issues • change requests • quality management • configuration management. • Same Org = Same Tools • PM can then tweak a PM plan that is already customized for the immediate organization 4/25/2013 http://www.tacticalprojectmanagement.com 14 #1
  • 15. How am I going to get the PMO to do that? • Talk to them! • Effective PMOs want to help their PMs deliver better • Too Many Templates http://www.projectmanagement.com/articles/241688/Too-Many-Templates 4/25/2013 http://www.tacticalprojectmanagement.com 15 #1
  • 16. PowerPoint the PM Plan • Skip the massive treatise that no one will read • Implement a format you can use • Include slides for each component of PM plan • Use in your Project Kick off meeting and new team member training • Rinse and Repeat for future projects 4/25/2013 http://www.tacticalprojectmanagement.com 16 #2
  • 17. PowerPoint the PM Plan Project Management Plan Slide Deck Goals and Objectives Change (Scope) Management Project Scope Cost Management Org Chart and Stakeholders Quality Management Communications Management Document (Configuration) Management Schedule (Time) Management Resource Management * Issue and Risk Management Vendor Management * 4/25/2013 http://www.tacticalprojectmanagement.com 17 * Include and share with appropriate audience as necessary #2
  • 18. Survey Feedback • Team members were not aware of all the processes needed to run the project • The PowerPoint format quickly sets expectations in a consumable format 4/25/2013 http://www.tacticalprojectmanagement.com 18 #2
  • 19. Draw the Communication Plan • Use mind mapping software for PM deliverables 4/25/2013 http://www.tacticalprojectmanagement.com 19 #3
  • 20. Draw the Communication Plan • Identify Communication Frequency • Assign to mind map 4/25/2013 http://www.tacticalprojectmanagement.com 20 #3
  • 22. Replace templates with mind maps • Communicate in pictures rather than words • Easier to communicate visually • Faster to document • Better organization of thoughts • Improved collaboration 4/25/2013 http://www.tacticalprojectmanagement.com 22 #4
  • 23. Survey Feedback “I’ve used mind mapping tools and have created tons of templates that REDUCE the time it takes to work with most common project documentation” - David Esko, Symytry, http://www.erp-blue-diamond.com 4/25/2013 http://www.tacticalprojectmanagement.com 23 #4
  • 24. 4/25/2013 http://www.tacticalprojectmanagement.com 24 Traditional Visual Project Scope Statement Work Breakdown Structure Organization Chart Issue Management Lessons Learned #4
  • 25. Scope Statement Mind Map 4/25/2013 http://www.tacticalprojectmanagement.com 25 #4
  • 26. Work Breakdown Structure 4/25/2013 http://www.tacticalprojectmanagement.com 26 #4
  • 27. Team Organization Chart 4/25/2013 http://www.tacticalprojectmanagement.com 27 #4
  • 29. Lessons Learned Mind Map 4/25/2013 http://www.tacticalprojectmanagement.com 29 #4
  • 30. One Page Status Reports • Create One-Page Status Reports per workstream • PowerPoint • Excel • Mind Map • Forces brevity (Good) • Or a smaller font size (Bad) • Roll up status reports for large project, programs or portfolios 4/25/2013 http://www.tacticalprojectmanagement.com 30 #5
  • 31. One Page Status Reports 4/25/2013 http://www.tacticalprojectmanagement.com 31 #5
  • 32. Even better… • Use a centralized project management system to generate status automatically 4/25/2013 http://www.tacticalprojectmanagement.com 32 #5
  • 34. Daily Standup • Isn’t just for Agile projects • 15 minutes every day is a good checkpoint • Enforce the time limit • Focus on the important items 4/25/2013 http://www.tacticalprojectmanagement.com 34 #6
  • 35. Survey Feedback • 10 Minute Stand Up meeting in the morning • 5 Minute Wrap up end of the day 4/25/2013 http://www.tacticalprojectmanagement.com 35 #6
  • 36. 15 Minutes with Stakeholders • Busy staff are open to a 5 to 15 minute checkpoint • No one wants a 60 minute meeting • Be prepared with your list of important questions 4/25/2013 http://www.tacticalprojectmanagement.com 36 #7
  • 37. Meeting Bombs = Major Time Waster • Use an agenda with time limits and item owner • Set expectation item owner brings answers to the meeting • Provide enough notice to get the answers • Avoid the Meeting Bomb • No one is surprised • Everyone has a chance to bring answers to the meeting • Avoids scheduling another meeting to get answers 4/25/2013 http://www.tacticalprojectmanagement.com 37 #8
  • 38. What if there was a tool… • Set an agenda • Assigned item owners • Allowed owners to collaborate on agenda BEFORE the meeting • Automated follow-up actions after the meeting • Generates agenda items based on the past meeting • And it was FREE! 4/25/2013 http://www.tacticalprojectmanagement.com 38 #9
  • 39. AgreeDo.com • Tool Shop: AgreeDo http://www.projectsatwork.com/content/articles/274092.cfm 4/25/2013 http://www.tacticalprojectmanagement.com 39 #9
  • 40. Mind Map Your Meeting Minutes 4/25/2013 http://www.tacticalprojectmanagement.com 40 #10
  • 41. Mind Map Your Meeting Minutes 4/25/2013 http://www.tacticalprojectmanagement.com 41 #10
  • 42. Action Items and Notes in the Map 4/25/2013 http://www.tacticalprojectmanagement.com 42 #10
  • 43. Related PM Articles on Mind Mapping • A Better Project Map www.projectsatwork.com/article.cfm?ID=229167 • Mind Mapping a Better WBS http://www.projectsatwork.com/content/articles/251386.cfm • Mind Mapping a Better View http://www.projectsatwork.com/content/articles/251522.cfm • Mind Mapping Your Project Schedule http://www.projectmanagement.com/articles/249260/Mind-Mapping-Your- Microsoft-Project-Schedule • Don’t Fear the WBS http://www.projectmanagement.com/articles/252435/Don-t-Fear-the-WBS • Project Schedule Control with MindManager http://www.projectmanagement.com/articles/250052/Project-Schedule-Control-with- Mindjet-MindManager 4/25/2013 http://www.tacticalprojectmanagement.com 43 #10
  • 44. 3 Minutes to Effective Issue Management • How much time can you spend reviewing 12 issues on a project log? • 20 minutes…not 90! • Anyone have a project status meeting run over? 4/25/2013 http://www.tacticalprojectmanagement.com 44 #11
  • 45. 3 Minutes to Effective Issue Management 1. Sort issue list by priority and next review date 2. 3 minute time limit per issue 3. Quickly and succinctly describe • Issue status • Actions in-progress • Required help 4. Exceed time limit – talk after meeting 4/25/2013 http://www.tacticalprojectmanagement.com 45 #11
  • 46. 3 Minutes to Effective Issue Management • Kitchen timer • Stopwatch • Smartphone 4/25/2013 http://www.tacticalprojectmanagement.com 46 www.techrepublic.com/blog/project-management/three-minutes-to-effective- issue-management/3151 #11
  • 47. Schedule and Task Hacks 4/25/2013 http://www.tacticalprojectmanagement.com 47
  • 48. Top 3 Things • How can I move the project forward today? • Neil Whitten – What are the Top 3 things to do? • Focus on those items for the day • Did I Move The Project Forward Today? https://www.liquidplanner.com/blog/project-manager-challenge-recognizing-your- contribution/ 4/25/2013 http://www.tacticalprojectmanagement.com 48 #12
  • 49. Convert Mind Map to a Schedule • Brainstorm Scope in a mind map • Organize into a WBS • Assign high level durations • Export to MS Project • Refine schedule 4/25/2013 http://www.tacticalprojectmanagement.com 49 #13
  • 50. Work Breakdown Structure 4/25/2013 http://www.tacticalprojectmanagement.com 50 #13
  • 52. Use pre-built and custom MS Project filters • Apply custom filters and graphical indicators to project schedule • Custom views and tables can short cut administration • Deadlines • Quickly identify late tasks • Traffic Light indicators 4/25/2013 http://www.tacticalprojectmanagement.com 52 #14
  • 53. Survey Feedback “My specific tool is to setup a Red, Yellow, Green radio button to show individual task status at a glance” – V. Srinivasan Everyone can perceive status immediately 4/25/2013 http://www.tacticalprojectmanagement.com 53 #14
  • 54. Deadlines in Microsoft Project 4/25/2013 http://www.tacticalprojectmanagement.com 54 Managing Deadlines in Microsoft Project http://www.techrepublic.com/blog/tech-manager/managing-deadlines-in- microsoft-project-2007/5141 #14
  • 55. Late Task Indicator 4/25/2013 http://www.tacticalprojectmanagement.com 55 Add Late Task Indicator Tool http://www.techrepublic.com/blog/tech-manager/add-the-late-indicator-tool-in- microsoft-project-2007/3616 #14
  • 56. Highlight Late Tasks by Resource 4/25/2013 http://www.tacticalprojectmanagement.com 56 Using VBA to Find Late Finish Dates http://www.techrepublic.com/blog/project-management/use-vba-to-find-late-finish-dates- in-microsoft-project-2010/4748 #14
  • 57. Finding Late Tasks Filter The Behind Schedule Filter http://www.tacticalprojectmanagement.com/finding-late-tasks-microsoft-project-custom- filters/ 4/25/2013 http://www.tacticalprojectmanagement.com 57 #14
  • 58. Apply Social Task Management • Eliminate manual task tracking • No more Command and Control • Centralized Tools • One Version of the Truth • Work Management and Notification • Derive Organization from Chaos • Low Administration 4/25/2013 http://www.tacticalprojectmanagement.com 58 #15
  • 59. Social Task Management 4/25/2013 http://www.tacticalprojectmanagement.com 59 http://www.liquidplanner.com/ #15
  • 60. Social Task Management • Future is moving to true collaborative project management systems • Best-in-class will feature • Ease of use • Scheduling engine • Collaborative work and communication features • Organize information easily • Desktop schedule management tools are dinosaurs 4/25/2013 http://www.tacticalprojectmanagement.com 60 #15
  • 61. Survey Feedback • Use a central project management system for status and reporting • Organizations need to invest in EPM tools to eliminate the PM burden for schedule tracking • Use Microsoft Project Enterprise for advanced project tracking • Let the tool generate the templates and reports • Of course, the information still needs to be kept up to date 4/25/2013 http://www.tacticalprojectmanagement.com 61 #15
  • 62. Social Task Management Thought Leaders Solution Provider Link AtTask http://www.attask.com LiquidPlanner http://www.liquidplanner.com Mindjet http://www.mindjet.com Trello http://www.trello.com Asana http://www.asana.com Microsoft Project Online with Project Pro http://office.microsoft.com/en- us/project/ 4/25/2013 http://www.tacticalprojectmanagement.com 62 #15
  • 63. Email and Communication Hacks 4/25/2013 http://www.tacticalprojectmanagement.com 63
  • 64. Survey Feedback • Use a detailed Responsibility and Communication Matrix • If every task has clear agreement, the headaches disappear • Communicate with a Project Wall • WBS and Schedule • Resource Assignment • Track progress on the wall daily • Update computer schedule weekly based on wall 4/25/2013 http://www.tacticalprojectmanagement.com 64 #16
  • 65. Happiness is an empty inbox • Too much email creates too much stress • Hoard emails like a cache of knowledge • Search, sort and hunt and peck • Ineffective and really can’t find anything quickly • Email Processing Rule • Delete, Do It, Delegate Defer 4/25/2013 http://www.tacticalprojectmanagement.com 65 #17
  • 66. Happiness is an empty inbox Switch to a simpler folder system 1. Create a Archive and Follow Up folder 2. Move attachments to Archive folder 3. Archive or delete everything else in your inbox 4. Clear the Follow Up folder each day 5. Delete the Archive each month 4/25/2013 http://www.tacticalprojectmanagement.com 66 #17
  • 67. Happiness is an empty inbox • PDF any important emails • Sent items safety net • You can always go back to the original sender • 800 unread emails does not equate to bragging rights 4/25/2013 http://www.tacticalprojectmanagement.com 67 #17
  • 68. Email Ping Pong Rule • Email should be used for facts, figures and meeting notices • Not discussions • If there is more than 4 email exchanges • Pick up the phone and call • Original – Response - Clarify – Response - CALL 4/25/2013 http://www.tacticalprojectmanagement.com 68 #18
  • 69. Are we too connected? 4/25/2013 http://www.tacticalprojectmanagement.com 69
  • 70. Evolution of Distraction We’ve implemented the perfect distraction system 4/25/2013 http://www.tacticalprojectmanagement.com 70
  • 71. Project Squirrels Ding! Squirrel! Losing Focus How to Avoid Project Squirrels https://www.liquidplanner.com/blog/losing-focus/ 4/25/2013 http://www.tacticalprojectmanagement.com 71
  • 72. Turn Off Email and Instant Messaging • Want to work effectively? • Turn off the Big Distraction Machine 4/25/2013 http://www.tacticalprojectmanagement.com 72 #19
  • 73. Turn Off Email and Instant Messaging • Thinking time is not communication time • How much more could you get done? • Just avoid the inbox for an hour or two (It will still be there waiting for you) • Establish core hours so you can FOCUS! 4/25/2013 http://www.tacticalprojectmanagement.com 73 #19
  • 74. Check Email 2 times per day • Tim Ferris, author - Four Hour Work Week • http://www.fourhourworkweek.com/blog/2007/03/22/how-to-check-e- mail-twice-a-day-or-once-every-10-days/ • Check email at 11:00 a.m. and 4pm each day • Inform colleagues • Set out of office reminder to indicate you respond to email 2 times per day • If it is an emergency, call cell 4/25/2013 http://www.tacticalprojectmanagement.com 74 #19
  • 76. Siri is your friend 4/25/2013 http://www.tacticalprojectmanagement.com 76 #20
  • 77. Use Microsoft OneNote • Use OneNote as a one place for all meeting notes and actions 4/25/2013 http://www.tacticalprojectmanagement.com 77 #21
  • 78. Evernote Your Notes • Checklists • Tagging • Task list in Evernote • Private folders • Some organizations block Evernote via the firewall 4/25/2013 http://www.tacticalprojectmanagement.com 78 #22
  • 79. Evernote in Action • Snapshot business cards and throw away the business card • Forward emails to your Evernote box • Whiteboard Photo and tag it 4/25/2013 http://www.tacticalprojectmanagement.com 79 #22
  • 80. Evernote and The Secret Weapon 4/25/2013 http://www.tacticalprojectmanagement.com 80 http://www.thesecretweapon.org/ #22
  • 81. Evernote • Dave Engberg, Chief Technology Officer, Evernote • Multi-tier security model with strong auditing controls. • SAS70 compliant with regular audits • Use common sense • Review your corporate security policy • Send only what you feel comfortable residing on another email server 4/25/2013 http://www.tacticalprojectmanagement.com 81 http://www.techrepublic.com/blog/tablets/take-more-than-notes-on-your-tablet- with-evernote/ #22
  • 82. Use the Pomodoro Technique • Time management method • Decide on the task to be done • Set the pomodoro (timer) to 25 minutes • Work on the task until the timer rings; record with an x • Take a short break (3-5 minutes) • Every four "pomodori" take a longer break (15–30 minutes) 4/25/2013 http://www.tacticalprojectmanagement.com 82 #23
  • 83. The Way We’re Working Isn’t Working • 90 minutes and always took a renewal break in between sessions • We need activity and rest to perform at our best • Intense periods of focus and activity • Consistent periods of renewal if we are to perform at our best 4/25/2013 http://www.tacticalprojectmanagement.com 83 #24
  • 85. Download the presentation • Slides • Article links • Recommend Tools www.tacticalprojectmanagement.com 4/25/2013 http://www.tacticalprojectmanagement.com 85