http://www.tacticalprojectmanagement.com presents:
Project Management Hacks
How to Reduce Administrative Glut and Get More Done!
In this presentation, you'll learn several project management hacks to improve productivity, methodology, meeting management, schedule management and make email and communication easier. After reviewing this presentation, you'll understand how to reduce administrative glut and get more done.
After all, we've got projects to deliver!
Uneak White's Personal Brand Exploration Presentation
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
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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
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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?
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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
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6. One Simple Question
• What is your favorite tip, tool or technique to
reduce a project’s administrative burden?
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7. Response Rate
• 11 pages of qualitative responses
• 86 responses
• How do you summarize all this information in a
presentation?
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9. Qualitative Observations
• Common themes for
• Methodology
• Standards
• Templates
• Checklists
• Centralized Tools
• Do these increase or decrease administrative
burden?
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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
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11. The PM Hacks
• Methodology Hacks
• Meeting Hacks
• Schedule and Task List Hacks
• Email and Communication Hacks
• Tool Hacks
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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
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#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
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#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
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#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
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#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 *
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* 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
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#2
19. Draw the Communication Plan
• Use mind mapping software for PM deliverables
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#3
20. Draw the Communication Plan
• Identify
Communication
Frequency
• Assign to mind map
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#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
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#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
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#4
29. Lessons Learned Mind Map
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#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
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#5
31. One Page Status Reports
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#5
32. Even better…
• Use a centralized project management system to
generate status automatically
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#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
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#6
35. Survey Feedback
• 10 Minute Stand Up meeting in the morning
• 5 Minute Wrap up end of the day
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#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
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#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
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#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!
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#9
40. Mind Map Your Meeting Minutes
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#10
41. Mind Map Your Meeting Minutes
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#10
42. Action Items and Notes in the Map
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#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
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#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?
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#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
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#11
47. Schedule and Task Hacks
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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/
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#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
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#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
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#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
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#14
54. Deadlines in Microsoft Project
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Managing Deadlines in Microsoft Project
http://www.techrepublic.com/blog/tech-manager/managing-deadlines-in-
microsoft-project-2007/5141
#14
55. Late Task Indicator
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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
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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/
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#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
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#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
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#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
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#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/
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#15
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
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#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
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#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
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#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
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#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
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#18
69. Are we too connected?
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70. Evolution of Distraction
We’ve implemented the perfect distraction system
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72. Turn Off Email and Instant Messaging
• Want to work effectively?
• Turn off the Big Distraction Machine
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#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!
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#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
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#19
76. Siri is your friend
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#20
77. Use Microsoft OneNote
• Use OneNote
as a one place
for all meeting
notes and
actions
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#21
78. Evernote Your Notes
• Checklists
• Tagging
• Task list in Evernote
• Private folders
• Some organizations block Evernote
via the firewall
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#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
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#22
80. Evernote and The Secret Weapon
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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
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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)
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#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
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#24