Watch and Listen! http://goo.gl/o2qAtR (the full audio) Project managers are always at risk - they often don't get to pick their project team members and never know what blend of time management skills they will have to contend with. They make intuitive decisions about the skills of their colleagues and do the best they can with very little information. In this speech I share some ways in which Caribbean project managers can mitigate this risk based on data collected from regional professionals on their time management skills.

1. Watch and Listen!
The audio of this speech is available at
http://2time-sys.com/2TimeBlog/audio/Top3WaysPMISCC2015.mp3

2. To receive future content on the topic of
time management for project managers, visit
my book’s website
http://perfect.mytimedesign.com/calling-all-project-managers/

3. Your New Team…

4. Who Are
These
People?

5. A Wide Variation in Your Team
Members’ Time Management Skills
• “Confirming” a meeting

6. You – Project
Managers -
Not Taught to
Assess Time
Management
Skills

7. Only in Your Dreams….
You
PMP
CAMP PgMP
PMI-RMP
OPM3

8. From
Living in
Hope

9. To
Having a Way to
Mitigate Risk
and Shape
Behaviour

10. 1. Understand
Differences
2. Look for Patterns
3. Tackle Common Cases

11. My story
• 2 years ago I presented…
• Earlier this year I presented again
• In the meantime, I gathered data for my book
• Today we’ll explore that data under the
assumption that it’s a decent snapshot of the
way the average Caribbean professional
behaves
PMISCC
-Conference 2013
-Technical Talk
2015

12. Data collected
First-time
discussion

14. We Need a
New
Definition!
Time cannot
be managed

15. What does get managed is…
A time demand is an
internal, individual
commitment to
complete an action in
the future.

16. A Psychological
Object

17. Would you
complete
this task?
OK, Yes.
A time
demand

18. We develop a fear…

19. 1. Understand
Differences
2. Look for Patterns
3. Tackle Common Cases

20. Form into teams of 4-5 people
• Fill out the scoresheet we are passing around
with the name of your team members
• Identify a team sitting beside you that will do
your scoring
• The winning team gets a prize

21. Team Members Names:
Leave Blank

22. 5 Quizzes
Based on your
observations as
a PM

23. The 7 Skills – for manipulating time demands
Acting
Now
Listing

24. The data
collection
form

25. All skills are not made equal

26. Quiz 1

27. Which skills are hardest to master?
Rank 1-7
Capturing ?
Emptying ?
Tossing ?
Acting Now ?
Storing ?
Scheduling ?
Listing ?

28. Answer is….

29. Which skills are hardest to master?
Rank
Capturing 4
Emptying 1
Tossing 7
Acting Now 6
Storing 5
Scheduling 2
Listing 3

30. Quiz 2

31. Which ones are most important to
individual productivity?
Rank
Capturing ?
Emptying ?
Tossing ?
Acting Now ?
Storing ?
Scheduling ?
Listing ?

32. Answer

33. Answer - Important to individual
productivity
Capturing 1
Emptying 2
Tossing 7
Acting Now 3
Storing 6
Scheduling 5
Listing 4

34. Quiz 3

35. Technology Impact
Impact
Capturing Mobile, digital tools
Emptying None
Tossing None
Acting
Now
Distractions due to electronic reminders
Storing Cloud storage
Scheduling Digital calendars, auto-scheduling software
Listing Online apps for storing lists

36. Which skill is likely to change the most
due to new technology / automation?
Capturing ?
Emptying ?
Tossing ?
Acting Now ?
Storing ?
Scheduling ?
Listing ?

37. Answer

38. Answer – change due to new
technology / automation?
Capturing 4
Emptying 7
Tossing 5
Acting Now 3
Storing 2
Scheduling 1
Listing 6

39. Quiz 4
Easy background question – what do you think the
average skill happens to be for each belt?

40. Question Answer: Where does the average person’s
skill lie on a scale?

41. Answer: Near the Yellow/Orange border

42. Report: All the skills were shaped in an
approximate bell curve
Number of
Participants
White Yellow Orange Green

43. However… some were skewed

44. Which skills skew left or right? Or not
at all?
Left Right Not at all
Capturing
Emptying
Tossing
Acting Now
Storing
Scheduling
Listing

45. Answer

46. Which skills skew left or right? Or not
at all?
Left Right Not at all
Capturing X
Emptying X
Tossing X
Acting Now X
Storing X
Scheduling X
Listing X

47. Quiz 5

48. The data
collection
form

49. Data from 86 participants

50. A single line/fragment
10 15 12 5 2095 4 6

51. Taking the entire chart and separating
each line…
Your Task – To assign each of the 7
fragments to the correct skill

52. 0
0
0
0
0
Which one is which?
Capturing?
Emptying?
Tossing?
Acting Now?
Storing?
Scheduling ?
Listing?

53. 0
0
0
0
0

54. Write down the first digit of
the correct fragment
Capturing
Emptying
Tossing
Acting Now
Storing
Scheduling
Listing

55. Ready for the Answer?

56. Fragment starting
with the digit…
0
3
6
2
4
7
5
Capturing
Emptying
Tossing
Acting Now
Storing
Scheduling
Listing
0 0
0
0
0

57. Capturing
Emptying
Tossing
Acting Now
Storing
Scheduling
Listing
0 0
0
0
0

58. Hand in Your Scoresheets

59. What can you do with this?
1. The skills that are hardest to learn?
2. The most important skills?
3. The skills most likely to change with
technology?
4. The distribution of each skill?
5. How skills compare to each other in their
frequency/distribution?

60. 1. Understand
Differences
2. Look for Patterns
3. Tackle Common Cases

61. Case #1 - the
person who is
weak at
Capturing
“Don’t worry… I’ll
be able to
remember…”

62. Low skills at Capturing… Low Profile
Overall

63. What are some valid ways to mitigate
weak Capturing Skills? For individuals?
For Project Managers?

64. Case 2- the
person who
strong at
Capturing but
weak at
Emptying

65. • Diligent…they record every
possible time demand in
writing or digital format
• However, they end up
inundated with notes so
they stay stuck in
overwhelm

66. What are some ways to mitigate
against weak Emptying when
Capturing skills are strong? For
individuals? For Project Managers?

67. Case #3: The Ambitious Type A

68. Where is the first place we store time
demands?

69. Our Next Step

70. Then to Multiple To-Do Lists

71. Then to a digital
calendar without a
To-Do List

73. It’s a Very Hard
Transition to
Make

74. BUT… It’s Necessary

75. Fortunately, you can discover which
techniques people use
White Belt - Using memory
Yellow Belt - Using a To-Do list
Orange Belt - Using multiple To-Do Lists
Green Belt - Using a calendar exclusively
Different observed behaviours may reflect
different capabilities

76. How would you deploy team-members
with different capacities to manage
time demands?

77. The Next
Generation

78. The Next
Generation
An electronic
calendar that
auto-schedules
your flexible
tasks according
to your pre-set
guidelines

79. …Or check your email from me
PRIVATE
^
2Time Labs
Presents
Add your name to the
signup sheet or visit
www.skedpal.com

80. Free lifetime access for
PMISCC beta testers

81. Deal with the risk effectively
- Use research and data to predict behaviour
- Mitigate
- Craft a Plan
- Use the latest tools

82. To Receive Further Inform
83
A fable about a
project manager
who must
improve his time
management
skills or else…
Click
Here

83. To Receive Further Inform
84
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Here

84. Join my mailing list for time management content for
Project Managers
Click
Here

85. Master Answer Sheet