Most Project Managers have too much to do. So they end up with “To Do” lists all over the place and it can be overwhelming. So how do you manage your "To Do" lists to make sure they get done? Here's how...
How to Manage To Do Lists
To deliver your project successfully, you need to complete the right tasks at the right time. That's why people create "To Do Lists" - so that they know what they have to do and by when.
But it's not that easy. You're often adding more tasks to your lists than you are completing them, so you feel like you're not getting ahead. Here's what to do...
Only One List
If you have lists on your desk, in your car, or on post-it notes, then merge them all into one list. Then group the items in your list and try and put them in a logical order. As soon as you've done this, you'll immediately feel like a weight has been taken off your shoulders, because everything you have to do is now all in one place. You're ready to take the next step...
Targets and Dates
Now sit back and think about what you have to achieve and by when. Write down your targets and deadlines. If you're unsure what these are, speak to your boss and get them to list the top 5 things they want you to do and by when. Write them down and try and get your boss to prioritize them, so you know which items are critical.
Set Clear Priorities
Type your list into your PC and prioritize it based on:
* The targets and dates sent
* The amount of work each item will take
* The complexity in completing the task
* The importance of the task to the project
* The deadlines for completion
Define the Critical Path
On many projects, not all tasks get done. There simply isn't the time. So you need to identify the 'critical path' tasks which are those that simply have to be done to complete the project. The question to ask yourself is "if this task is late, will it cause the overall project to be late?" If the answer is 'yes', then that task is on the critical path to success. You need to complete these critical tasks as a higher priority than others.
Manage Your lists
Take the next step by setting target completion dates for your critical tasks. You then need to do everything in your power to make sure that these dates are met. Don't worry about settings dates for non-critical tasks. It takes too much time and things change anyway.
Then as the project evolves, tick-off the tasks as they are completed. And when new tasks arrive, decide whether they are critical or not and if they are, then set targets dates for them as well. Always keep your list up-to-date, as it will help you complete the right tasks at the right time.
Thanks,
Bala
Wednesday, July 8, 2009
Monday, July 6, 2009
Delivering Projects using Agile Methods
There is a whirlwind happening in the project management industry and it’s called “Agile”. While the core principles of project management remain unchanged, what is changing is the way you manage projects ‘day-to-day’. To help you learn more, read here about...
Delivering Projects using Agile Methods
There are tons of ways of delivering projects and one of them is using an “Agile” approach. To show you how agile can change your project life, we’ve listed here 3 examples of the agile approach. They suit projects of any type, size or industry:
Sprints
Have you ever been involved in a project that has so many deliverables and such short a timeframe, that it all gets “overwhelming”. Well using ‘sprints’ you can cut through this. Basically, you break down all of the tasks that a team has to deliver, into 2 week groups. These 2 week periods are called “sprints” (Note: You can have sprints of any duration, but we recommend 2 week sprints).
At the start of each sprint, you get together as a team and set yourself goals for what you’re going to achieve over that 2 week period. Then you “sprint to the finish”. In this way, your team only have to think about what they need to complete in the next 2 weeks, so the weight of the entire project is lifted off their shoulders. And the best thing is that if they achieve their goals at the end of the sprint, you can recognize and reward them for it.
Sprint Meetings
To help your team keep focused during the sprint, you hold daily meetings. Urgh—daily meetings! Actually, if your team meet every day, first thing in the morning just to talk about what it is that they will achieve that day, then the team become incredibly focused. If the meetings only run for 15 minutes, then it boost communication and helps build a sense of accomplishment. It will reduce politics and increase efficiency, as everyone knows exactly what they have to do that day. Let your team take ownership of the meetings, you’re just there to focus them if they go off track.
Sprint Reviews
At the end of each sprint, the team leaders should meet to review the outcome of the sprint. They should then present to you for 30 minutes, telling you whether they have achieved their sprint goals, where they succeeded and where they failed. They will tell you what the lessons were that they have learned and how they are going to use those lessons to improve their own performance in the next sprint.
If you break the project down into sprints and use the above methods to deliver your project, then you will find that the team will “run themselves”. They will be responsible for managing their own progress, reviewing their performance and improving their actions. You are then treated like a customer, allowing you to oversee the project “at a helicopter level”, reducing your stress and improving your chances of success.
Thanks,
Bala
Delivering Projects using Agile Methods
There are tons of ways of delivering projects and one of them is using an “Agile” approach. To show you how agile can change your project life, we’ve listed here 3 examples of the agile approach. They suit projects of any type, size or industry:
Sprints
Have you ever been involved in a project that has so many deliverables and such short a timeframe, that it all gets “overwhelming”. Well using ‘sprints’ you can cut through this. Basically, you break down all of the tasks that a team has to deliver, into 2 week groups. These 2 week periods are called “sprints” (Note: You can have sprints of any duration, but we recommend 2 week sprints).
At the start of each sprint, you get together as a team and set yourself goals for what you’re going to achieve over that 2 week period. Then you “sprint to the finish”. In this way, your team only have to think about what they need to complete in the next 2 weeks, so the weight of the entire project is lifted off their shoulders. And the best thing is that if they achieve their goals at the end of the sprint, you can recognize and reward them for it.
Sprint Meetings
To help your team keep focused during the sprint, you hold daily meetings. Urgh—daily meetings! Actually, if your team meet every day, first thing in the morning just to talk about what it is that they will achieve that day, then the team become incredibly focused. If the meetings only run for 15 minutes, then it boost communication and helps build a sense of accomplishment. It will reduce politics and increase efficiency, as everyone knows exactly what they have to do that day. Let your team take ownership of the meetings, you’re just there to focus them if they go off track.
Sprint Reviews
At the end of each sprint, the team leaders should meet to review the outcome of the sprint. They should then present to you for 30 minutes, telling you whether they have achieved their sprint goals, where they succeeded and where they failed. They will tell you what the lessons were that they have learned and how they are going to use those lessons to improve their own performance in the next sprint.
If you break the project down into sprints and use the above methods to deliver your project, then you will find that the team will “run themselves”. They will be responsible for managing their own progress, reviewing their performance and improving their actions. You are then treated like a customer, allowing you to oversee the project “at a helicopter level”, reducing your stress and improving your chances of success.
Thanks,
Bala
The 5 Phases of IT Projects
We're often asked "which steps do I take, to manage an IT project?" Yes, IT projects are different than other types, as they require a lot more analysis and design upfront, before the project begins. So we thought we'd step you through the classical life cycle for an IT project here in this newsletter, by describing...
The 5 Phases of IT Projects
According to Google, "IT and Software" projects are now the most common type of project undertaken within the field of Project Management. So what are the phases in a project life cycle, that involves IT and Software? We've set them out for you below...
Tip 1: Analysis
The first step for an IT project involves analyzing your requirements for a solution. To do this, you need to analyze your business environment, processes, systems, people and organizational structure, to help you set out exactly what it is that the new IT solution must deliver. Typically, companies write a "Requirements Specification" which sets out their business requirements formally, so that at the end of the project, they have a formal stake in the ground, against which the solution can be measured.
Tip 2: Design
When you know what it is that you want, the next step is to design a solution for meeting those needs. In the design phase, you will design all of the components of the solution, including the; hardware, software, user interface, security and integration with other systems. The Project Manager will often get a "prototype" built, so that the customer can see roughly what the solution will look and feel like, before the development phase begins.
Tip 3: Develop
The longest and most time consuming phase is always the development of the system. This involves writing software code, constructing hardware, building the database, writing the user interface and fitting together each of the components into a complete solution for the customer. It's during this phase that most delays are experienced, and they are typically due to insufficient analysis and design being completed.
Tip 4: Test
When the solution has been built, it's time to test that it performs as expected. A smart tester will have already agreed with the customer what it is that should be tested and what the outcome should be. If this is done, then testing is more of a formality and there should be "no surprises" during the testing process. There are various types of testing, including system / load / performance / security / user interface testing.
Tip 5: Implement
After comprehensive testing, you're ready to "Go Live". You do this by installing the hardware at the customers site, installing the sotware, and migrating the data over from the existing system to the new system. Some final "checks and balances" are performed to ensure that the data is accurate and the system is performing as expected, and then you're finished.
Thanks,
Bala
The 5 Phases of IT Projects
According to Google, "IT and Software" projects are now the most common type of project undertaken within the field of Project Management. So what are the phases in a project life cycle, that involves IT and Software? We've set them out for you below...
Tip 1: Analysis
The first step for an IT project involves analyzing your requirements for a solution. To do this, you need to analyze your business environment, processes, systems, people and organizational structure, to help you set out exactly what it is that the new IT solution must deliver. Typically, companies write a "Requirements Specification" which sets out their business requirements formally, so that at the end of the project, they have a formal stake in the ground, against which the solution can be measured.
Tip 2: Design
When you know what it is that you want, the next step is to design a solution for meeting those needs. In the design phase, you will design all of the components of the solution, including the; hardware, software, user interface, security and integration with other systems. The Project Manager will often get a "prototype" built, so that the customer can see roughly what the solution will look and feel like, before the development phase begins.
Tip 3: Develop
The longest and most time consuming phase is always the development of the system. This involves writing software code, constructing hardware, building the database, writing the user interface and fitting together each of the components into a complete solution for the customer. It's during this phase that most delays are experienced, and they are typically due to insufficient analysis and design being completed.
Tip 4: Test
When the solution has been built, it's time to test that it performs as expected. A smart tester will have already agreed with the customer what it is that should be tested and what the outcome should be. If this is done, then testing is more of a formality and there should be "no surprises" during the testing process. There are various types of testing, including system / load / performance / security / user interface testing.
Tip 5: Implement
After comprehensive testing, you're ready to "Go Live". You do this by installing the hardware at the customers site, installing the sotware, and migrating the data over from the existing system to the new system. Some final "checks and balances" are performed to ensure that the data is accurate and the system is performing as expected, and then you're finished.
Thanks,
Bala
The 5 Goals of a Project Manager
As a Project Manager, you need to manage people, money, suppliers, equipment—the list is never ending. The trick is to be focused. Set yourself 5 personal goals to achieve. If you can meet these simple goals for each project, then you will achieve total success. So read on, to learn...
The 5 Goals of a Project Manager
These goals are generic to all industries and all types of projects. Regardless of your level of experience in project management, set these 5 goals for every project you manage.
Goal 1: To finish on time
This is the oldest but trickiest goal in the book. It's the most difficult because the requirements often change during the project and the schedule was probably optimistic in the first place.
To succeed, you need to manage your scope very carefully. Implement a change control process so that any changes to the scope are properly managed.
Always keep your plan up to date, recording actual vs. planned progress. Identify any deviations from plan and fix them quickly. Use Project Templates
to get things done faster.
Goal 2: To finish under budget
To make sure that your project costs don't spiral, you need to set a project budget at the start to compare against. Include in this budget, all of the types of project costs that will accrue, whether they are to do with people, equipment, suppliers or materials. Then work out how much each task in your plan is going to cost to complete and track any deviations from this plan.
Make sure that if you over-spend on some tasks, that you under-spend on others. In this way, you can control your spend and deliver under budget.
Goal 3: To meet the requirements
The goal here is to meet the requirements that were set for the project at the start. Whether the requirements were to install a new IT system, build a bridge or implement new processes, your project needs to produce solutions which meet these requirements 100%.
The trick here is to make sure that you have a detailed enough set of requirements at the beginning. If they are ambiguous in any way, then what was initially seen as a small piece of work could become huge, taking up valuable time and resources to complete.
Goal 4: To keep customers happy
You could finish your project on time, under budget and have met 100% of the requirements-but still have unhappy customers. This is usually because their expectations have changed since the project started and have not been properly managed.
To ensure that your project sponsor, customer and other stakeholders are happy at the end of your project, you need to manage their expectations carefully. Make sure you always keep them properly informed of progress. "Keep it real" by giving them a crystal clear view of progress to date. Let them voice their concerns or ideas regularly. Tell them upfront when you can't deliver on time, or when a change needs to be made. Openness and honesty are always the best tools for setting customer expectations.
Goal 5: To ensure a happy team
If you can do all of this with a happy team, then you'll be more than willing to do it all again for the next project. And that's how your staff will feel also. Staff satisfaction is critical to your project's success.
So keep your team happy by rewarding and recognizing them for their successes. Assign them work that complements their strengths and conduct team building exercises to boost morale. With a happy motivated team, you can achieve anything!
And there you have it. The 5 goals you need to set yourself for every project.
Thanks,
Bala
The 5 Goals of a Project Manager
These goals are generic to all industries and all types of projects. Regardless of your level of experience in project management, set these 5 goals for every project you manage.
Goal 1: To finish on time
This is the oldest but trickiest goal in the book. It's the most difficult because the requirements often change during the project and the schedule was probably optimistic in the first place.
To succeed, you need to manage your scope very carefully. Implement a change control process so that any changes to the scope are properly managed.
Always keep your plan up to date, recording actual vs. planned progress. Identify any deviations from plan and fix them quickly. Use Project Templates
to get things done faster.
Goal 2: To finish under budget
To make sure that your project costs don't spiral, you need to set a project budget at the start to compare against. Include in this budget, all of the types of project costs that will accrue, whether they are to do with people, equipment, suppliers or materials. Then work out how much each task in your plan is going to cost to complete and track any deviations from this plan.
Make sure that if you over-spend on some tasks, that you under-spend on others. In this way, you can control your spend and deliver under budget.
Goal 3: To meet the requirements
The goal here is to meet the requirements that were set for the project at the start. Whether the requirements were to install a new IT system, build a bridge or implement new processes, your project needs to produce solutions which meet these requirements 100%.
The trick here is to make sure that you have a detailed enough set of requirements at the beginning. If they are ambiguous in any way, then what was initially seen as a small piece of work could become huge, taking up valuable time and resources to complete.
Goal 4: To keep customers happy
You could finish your project on time, under budget and have met 100% of the requirements-but still have unhappy customers. This is usually because their expectations have changed since the project started and have not been properly managed.
To ensure that your project sponsor, customer and other stakeholders are happy at the end of your project, you need to manage their expectations carefully. Make sure you always keep them properly informed of progress. "Keep it real" by giving them a crystal clear view of progress to date. Let them voice their concerns or ideas regularly. Tell them upfront when you can't deliver on time, or when a change needs to be made. Openness and honesty are always the best tools for setting customer expectations.
Goal 5: To ensure a happy team
If you can do all of this with a happy team, then you'll be more than willing to do it all again for the next project. And that's how your staff will feel also. Staff satisfaction is critical to your project's success.
So keep your team happy by rewarding and recognizing them for their successes. Assign them work that complements their strengths and conduct team building exercises to boost morale. With a happy motivated team, you can achieve anything!
And there you have it. The 5 goals you need to set yourself for every project.
Thanks,
Bala
The Essential Steps to Managing Projects
Want to improve your success in managing projects? If you do, then read this newsletter which describes...
The Essential Steps to Managing Projects
There is so much to learn to become a great project manager. You have to juggle time, money, people, equipment and materials. To do it all, some people feel like they have to be a miracle worker! But it's not the case. Just take these essential steps...
Initiate Carefully
When you start your project, wind it up slowly. Define the process
by which you're going to manage your project from start to finish. Adopt a Project Life Cycle
so you know what you have to do and by when. Then take these steps:
1. Define the project goals, timeline and schedule
2. Quantify the amount of resource you need
3. Specify the project scope and deliverables
4. Decide if you need to outsource to a supplier
5. Recruit your team and set up a project office
Plan In Depth
Then identify all of the tasks needed to complete your project. Prioritize them and calculate how long each will take. Create a detailed project schedule, so you know what you have to do, when and how. Then take these steps:
6. Identify the number of resources you need
7. Set a budget and plan your expenditure
8. List the deliverables and set quality targets
9. Plan your communications so everyone is informed
10. Decide how you are going to manage risks, changes and issues
Execute Swiftly
The next step is to execute your plan quickly and efficiently. This is the longest phase in the project, so you need to work smart to complete this phase on time. Take these steps:
11. Record time spent by your team completing tasks
12. Frequently check your actual vs. planned progress
13. If you start falling behind, take action or get help
14. Resolve risks, issues and changes quickly
15. Keep your team motivated by rewarding good performance
Close and learn
When you've produced all of your deliverables and handed them over to your sponsor or customer, you're ready for closure. Do this by releasing project staff, contractors, suppliers and equipment. Then close your project office and handover documentation. Take the time to identify your lessons learned, as these will be invaluable to your next project.
Thanks,
Bala
The Essential Steps to Managing Projects
There is so much to learn to become a great project manager. You have to juggle time, money, people, equipment and materials. To do it all, some people feel like they have to be a miracle worker! But it's not the case. Just take these essential steps...
Initiate Carefully
When you start your project, wind it up slowly. Define the process
by which you're going to manage your project from start to finish. Adopt a Project Life Cycle
so you know what you have to do and by when. Then take these steps:
1. Define the project goals, timeline and schedule
2. Quantify the amount of resource you need
3. Specify the project scope and deliverables
4. Decide if you need to outsource to a supplier
5. Recruit your team and set up a project office
Plan In Depth
Then identify all of the tasks needed to complete your project. Prioritize them and calculate how long each will take. Create a detailed project schedule, so you know what you have to do, when and how. Then take these steps:
6. Identify the number of resources you need
7. Set a budget and plan your expenditure
8. List the deliverables and set quality targets
9. Plan your communications so everyone is informed
10. Decide how you are going to manage risks, changes and issues
Execute Swiftly
The next step is to execute your plan quickly and efficiently. This is the longest phase in the project, so you need to work smart to complete this phase on time. Take these steps:
11. Record time spent by your team completing tasks
12. Frequently check your actual vs. planned progress
13. If you start falling behind, take action or get help
14. Resolve risks, issues and changes quickly
15. Keep your team motivated by rewarding good performance
Close and learn
When you've produced all of your deliverables and handed them over to your sponsor or customer, you're ready for closure. Do this by releasing project staff, contractors, suppliers and equipment. Then close your project office and handover documentation. Take the time to identify your lessons learned, as these will be invaluable to your next project.
Thanks,
Bala
5 tips for Improving your Time Management
On projects, time is the most sacred resource. It's limited, that's why it's a "project" as opposed to "operational" work which is on-going. So it's imperative that you have good time management skills to cope with the volume of work ahead. Here are 5 tips to help you manage your time better than before:
Tip 1: Get rid of the clutter
There’s an old saying and it goes like this: "a busy desk makes a busy mind". As a project manager, you don’t want a busy mind. You want a clear mind that remains sharp throughout the day. So start clearing your mind by clearing your desk and office space. Make it paperless if possible. You will feel refreshed, focused and sharper than before.
Tip 2: Bin the Post-its!
Do you have tons of post-it notes that are constant reminders of things to be done? And when they're important, you stick them to your monitor? Many people do it, but it's not good time management. The reason why is that it's pretty hard to prioritize 20 post-it notes, so you end up only working on the ones that are in front of you rather than the ones that are the most critical to the success of your project.
Collate all of the post-it notes from your desk, car and pockets and create a single "To Do" list in Microsoft Excel. Then bin the post it notes. You will end up with a clear desk and a single list of things to do. That’s a great start towards proper time management.
Tip 3: Who shouts loudest
People with poor time management skills adopt the "who shouts loudest" principle. Those who shout loudest get their work done first. But if you have a single To-Do list and you've prioritized your work accordingly, then you'll always follow the priorities in your list, and not those coming from people in emails, phone calls and text messages. Suddenly you're the one who determines what gets done and when, not others.
Tip 4: Create a work schedule
Now you have a clean desk and a single To-Do list. You're now ready to create a work schedule. Look at the month ahead and plan your time carefully. Make sure that the important items are scheduled to be done first. Never fill your calendar more than 80%, so that you're available when unexpected tasks crop up.
Tip 5: Stick to it
It's hard, but stick to it. Keep your desk clear. Keep a single To-Do list and update it daily. And if you have more than 5 post-it notes on your desk, then you know you're getting back into clutter. Keep a focused mind and work smart using these simple but effective time management tips.
Thanks,
Bala
Tip 1: Get rid of the clutter
There’s an old saying and it goes like this: "a busy desk makes a busy mind". As a project manager, you don’t want a busy mind. You want a clear mind that remains sharp throughout the day. So start clearing your mind by clearing your desk and office space. Make it paperless if possible. You will feel refreshed, focused and sharper than before.
Tip 2: Bin the Post-its!
Do you have tons of post-it notes that are constant reminders of things to be done? And when they're important, you stick them to your monitor? Many people do it, but it's not good time management. The reason why is that it's pretty hard to prioritize 20 post-it notes, so you end up only working on the ones that are in front of you rather than the ones that are the most critical to the success of your project.
Collate all of the post-it notes from your desk, car and pockets and create a single "To Do" list in Microsoft Excel. Then bin the post it notes. You will end up with a clear desk and a single list of things to do. That’s a great start towards proper time management.
Tip 3: Who shouts loudest
People with poor time management skills adopt the "who shouts loudest" principle. Those who shout loudest get their work done first. But if you have a single To-Do list and you've prioritized your work accordingly, then you'll always follow the priorities in your list, and not those coming from people in emails, phone calls and text messages. Suddenly you're the one who determines what gets done and when, not others.
Tip 4: Create a work schedule
Now you have a clean desk and a single To-Do list. You're now ready to create a work schedule. Look at the month ahead and plan your time carefully. Make sure that the important items are scheduled to be done first. Never fill your calendar more than 80%, so that you're available when unexpected tasks crop up.
Tip 5: Stick to it
It's hard, but stick to it. Keep your desk clear. Keep a single To-Do list and update it daily. And if you have more than 5 post-it notes on your desk, then you know you're getting back into clutter. Keep a focused mind and work smart using these simple but effective time management tips.
Thanks,
Bala
How to reduce project stress...
We all know what stress is. It is the thing that makes your hair turn grey and your frowns appear more often then smiles. It is natural that projects attract a lot of stress, as you have a fixed set of deliverables to produce in a fixed timeframe and with fixed resources - and all with your project sponsor breathing down your neck!
Positive stress can be generated in an environment which boosts productivity and focuses your team on the end goal. But negative stress can demoralize staff, reduce efficiency and de-focus your team. In this type of environment, you need to turn negative stress into positive stress, and to do that, we have listed here some tips and hints to help:
Step 1. Time-Out
Positive stress can only be generated when people within teams have positive relationships. And to create these relationships, the best way is through socializing. Whether it is taking the team out for regular lunches, drinks after work or a sporting activity, getting the team together so they can get to know one-another outside of the project environment is critical to dumping negative stress.
Step 2. Rallying
So you've built positive relationships by taking time out to socialize together. Excellent. The next step is now to rally your team around a cause - your project goal!
Schedule monthly "get-togethers" at which you reiterate the project goals, congratulate them on their successes and boost their confidence in doing what it takes to complete the project successfully. Make sure that each person leaves the meeting energized and passionate about finishing the remainder of the project. Implement a project methodology
to give them the tools they need to succeed.
Step 3. Boosting
Of course, rallying works fine for teams, but it is not enough for individuals. You need to “boost” every team member by making them feel good about themselves and allowing them to gain confidence in completing the tasks assigned. You can do this by:
* Recognizing great performance when you see it
* Conducting staff reviews and providing positive feedback
* Offering bonuses for outstanding performance
* Reviewing salaries when applicable
* Introducing team awards and prizes
Step 4. Pin-Pointing
Often stressed teams have an "instigator". This is a person (or people) who generate a lot of negativity and who influence the performance of others around them. You need to address these people directly.
When you conduct your staff performance reviews, make sure that the negativity of an instigator is identified in these meetings and agree with them on an action plan to help them to improve. Pin-pointing "stress points" or "weak points" in a team is one key element to ensuring project success.
Step 5: Self-Administering
Of course, to resolve team stress effectively, you need to be in the right "frame-of-mind" yourself. If you are negatively stressed, then those around you are likely to be also.
So to "practice what you preach" you need to feel up-beat and positive about the team. You need to feel fit and healthy, focused, yet inspirational! If you can achieve this frame of mind, then you can give your team a great chance at success.
Thanks,
Bala
Positive stress can be generated in an environment which boosts productivity and focuses your team on the end goal. But negative stress can demoralize staff, reduce efficiency and de-focus your team. In this type of environment, you need to turn negative stress into positive stress, and to do that, we have listed here some tips and hints to help:
Step 1. Time-Out
Positive stress can only be generated when people within teams have positive relationships. And to create these relationships, the best way is through socializing. Whether it is taking the team out for regular lunches, drinks after work or a sporting activity, getting the team together so they can get to know one-another outside of the project environment is critical to dumping negative stress.
Step 2. Rallying
So you've built positive relationships by taking time out to socialize together. Excellent. The next step is now to rally your team around a cause - your project goal!
Schedule monthly "get-togethers" at which you reiterate the project goals, congratulate them on their successes and boost their confidence in doing what it takes to complete the project successfully. Make sure that each person leaves the meeting energized and passionate about finishing the remainder of the project. Implement a project methodology
to give them the tools they need to succeed.
Step 3. Boosting
Of course, rallying works fine for teams, but it is not enough for individuals. You need to “boost” every team member by making them feel good about themselves and allowing them to gain confidence in completing the tasks assigned. You can do this by:
* Recognizing great performance when you see it
* Conducting staff reviews and providing positive feedback
* Offering bonuses for outstanding performance
* Reviewing salaries when applicable
* Introducing team awards and prizes
Step 4. Pin-Pointing
Often stressed teams have an "instigator". This is a person (or people) who generate a lot of negativity and who influence the performance of others around them. You need to address these people directly.
When you conduct your staff performance reviews, make sure that the negativity of an instigator is identified in these meetings and agree with them on an action plan to help them to improve. Pin-pointing "stress points" or "weak points" in a team is one key element to ensuring project success.
Step 5: Self-Administering
Of course, to resolve team stress effectively, you need to be in the right "frame-of-mind" yourself. If you are negatively stressed, then those around you are likely to be also.
So to "practice what you preach" you need to feel up-beat and positive about the team. You need to feel fit and healthy, focused, yet inspirational! If you can achieve this frame of mind, then you can give your team a great chance at success.
Thanks,
Bala
Thursday, July 2, 2009
10 Tips for Boosting Team Performance
As a Project Manager, your success depends on how well your team performs. So if you want to improve your team performance, then read these:
10 Tips for Boosting Team Performance
There are lots of different ways that you can boost your team performance. We've listed here our Top 10 Tips. We hope they help you...
Tip 1: Show them the vision
People only perform well in a role if they understand what it is that they need to deliver and why. For this reason, we suggest you get your team together to reinforce the project vision, objectives, timeframes and deadlines. Make your team feel wanted and needed by showing them that the project is critical to the success of the business. You will gain their buy-in and their commitment going forward.
Tip 2: Meet them individually
After your meeting, take each team member aside and tell them what it is that you need from them to help you deliver the project. Make sure they have a clear Job Description and they know how you are going to measure their performance. Ask them how they like to be managed, what motivates them and how you can support them in their role.
Tip 3: Give them room
At this point, you need to back off a little and give them room to perform. And if the pressure increases in your project, you need to give them more room than less. It's hard to do this, but you mustn't over-pressurize them or their performance will reduce, rather than improve.
Tip 4: Count the goals
As you back off, you need to put in place checks to measure their performance regularly. Meet with them individually every month to discuss their achievements, what's outstanding and how they can improve. Make sure you don't “bottle up” your concerns. Instead speak to them openly, keeping constructive at all times.
Tip 5: Be positive
If you're stressed and weary, ease off on your staff. Shouting or being negative will only rub off on them. It's incredibly difficult but you need to be positive, reassuring and supporting them at all times, even if the project is delayed.
Tip 6: Shake hands and pat backs
It's easy to forget to praise your team's successes. So every time you deliver a great quality product, finish a difficult task on time or get great feedback from a customer—congratulate those responsible in your team.
Tip 7: Meet at half time
Get your team together regularly to build a strong team spirit. Get them socializing together, so that new friendships are formed. The stronger the bond your team have with each other, the more likely they will work together as a single cohesive unit and achieve the objectives you have set.
Tips 8: Take time out
Don't be afraid to give team members time off for working hard. By taking time out, it will reduce sick leave, improve motivation and increase efficiency.
Tips 9: Give them what they need
Everyone is motivated by different things. You need to know what motivates every different member of your team. Get to know them well. If you can reward each person differently based on their motivations, then you'll improve their performance every time. This is the hardest trick in the book, but the one that pays the biggest dividends.
Tip 10: Celebrate your wins!
Staff all too often finish a project and move straight onto the next one without celebrating its success. When they do this, they carry their stress and pressure into the next project they work on. So help your team to "start afresh" by celebrating your success at the end of the project.
By taking these 10 tips seriously, you will improve the performance of your team and boost your chances of success.
10 Tips for Boosting Team Performance
There are lots of different ways that you can boost your team performance. We've listed here our Top 10 Tips. We hope they help you...
Tip 1: Show them the vision
People only perform well in a role if they understand what it is that they need to deliver and why. For this reason, we suggest you get your team together to reinforce the project vision, objectives, timeframes and deadlines. Make your team feel wanted and needed by showing them that the project is critical to the success of the business. You will gain their buy-in and their commitment going forward.
Tip 2: Meet them individually
After your meeting, take each team member aside and tell them what it is that you need from them to help you deliver the project. Make sure they have a clear Job Description and they know how you are going to measure their performance. Ask them how they like to be managed, what motivates them and how you can support them in their role.
Tip 3: Give them room
At this point, you need to back off a little and give them room to perform. And if the pressure increases in your project, you need to give them more room than less. It's hard to do this, but you mustn't over-pressurize them or their performance will reduce, rather than improve.
Tip 4: Count the goals
As you back off, you need to put in place checks to measure their performance regularly. Meet with them individually every month to discuss their achievements, what's outstanding and how they can improve. Make sure you don't “bottle up” your concerns. Instead speak to them openly, keeping constructive at all times.
Tip 5: Be positive
If you're stressed and weary, ease off on your staff. Shouting or being negative will only rub off on them. It's incredibly difficult but you need to be positive, reassuring and supporting them at all times, even if the project is delayed.
Tip 6: Shake hands and pat backs
It's easy to forget to praise your team's successes. So every time you deliver a great quality product, finish a difficult task on time or get great feedback from a customer—congratulate those responsible in your team.
Tip 7: Meet at half time
Get your team together regularly to build a strong team spirit. Get them socializing together, so that new friendships are formed. The stronger the bond your team have with each other, the more likely they will work together as a single cohesive unit and achieve the objectives you have set.
Tips 8: Take time out
Don't be afraid to give team members time off for working hard. By taking time out, it will reduce sick leave, improve motivation and increase efficiency.
Tips 9: Give them what they need
Everyone is motivated by different things. You need to know what motivates every different member of your team. Get to know them well. If you can reward each person differently based on their motivations, then you'll improve their performance every time. This is the hardest trick in the book, but the one that pays the biggest dividends.
Tip 10: Celebrate your wins!
Staff all too often finish a project and move straight onto the next one without celebrating its success. When they do this, they carry their stress and pressure into the next project they work on. So help your team to "start afresh" by celebrating your success at the end of the project.
By taking these 10 tips seriously, you will improve the performance of your team and boost your chances of success.
Wednesday, July 1, 2009
Improve your Presentation Skills
At some point in your career, you might have to stand up and present to a room full of people. And when you do, you'll find that it's not as easy as it looks. So to help you do it, read these tips and hints to...
Improve your Presentation Skills
Prepare with care
To give a great presentation, you need great preparation. Start, by thinking about your topic and the audience and what they are most interested in. Then list your key points and write down the general structure of the presentation ahead.
If you need to, write down every word that you want to say and memorize it. Experienced presenters don't need to do this. But if you're a little nervous or you're new to presenting, then by writing everything down it will boost your confidence and settle your nerves on the day.
On the day
Take these 5 tips to give a fresh, vibrant presentation:
1. Get a good nights sleep beforehand. Eat a healthy breakfast and try and free your schedule, so you're more relaxed going into it.
2. Before you present, spend 15 minutes going over your presentation.
3. Then concentrate on your breathing for 2 minutes. This focuses your thoughts, relaxes you and gets rid of any nerves.
4. Remember, the open and close of your presentation are the most important parts. So put in extra effort here, to make it memorable.
5. If you forget something or make a mistake, then never stop and apologize. Keep going and try and relax. It will soon be forgotten.
Body Language
It's said that 80% of a successful presentation is about body language, and only 20% is about content. So use these top tips to communicate the right message through your body:
1. Make eye contact with people at all times. Never stare at the ceiling or back of the room as you present, unless the nerves are too much.
2. Appear confident. Use an open stance, stand tall and proud. Smile and let your personality shine. Don't be overly formal.
3. Remember that relaxed body language conveys honesty and openness. So walk around a little and make use of props to hold onto.
4. Vary your voice and use slow, open hand gestures. Never have your hands in your pocket or play with a pen. Move your hands to an open position and then pause for effect.
5. Speak slowly and carefully, but passionately. If you're enthusiastic about the topic, then your listeners will be as well.
Spark Interaction
Encourage interaction with others during your presentation. By having others talk for a few seconds, it takes the focus off you temporarily, to let you clear your head and focus on the key points ahead. Another trick to clear your head is to pause while your team are reading a slide or considering key points you've just mentioned.
Remember, public speaking is one of the hardest things to master. But if you prepare carefully, take it slowly on the day and are enthusiastic about it, then you will deliver a powerful presentation to your colleagues.
Thanks,
Bala
Improve your Presentation Skills
Prepare with care
To give a great presentation, you need great preparation. Start, by thinking about your topic and the audience and what they are most interested in. Then list your key points and write down the general structure of the presentation ahead.
If you need to, write down every word that you want to say and memorize it. Experienced presenters don't need to do this. But if you're a little nervous or you're new to presenting, then by writing everything down it will boost your confidence and settle your nerves on the day.
On the day
Take these 5 tips to give a fresh, vibrant presentation:
1. Get a good nights sleep beforehand. Eat a healthy breakfast and try and free your schedule, so you're more relaxed going into it.
2. Before you present, spend 15 minutes going over your presentation.
3. Then concentrate on your breathing for 2 minutes. This focuses your thoughts, relaxes you and gets rid of any nerves.
4. Remember, the open and close of your presentation are the most important parts. So put in extra effort here, to make it memorable.
5. If you forget something or make a mistake, then never stop and apologize. Keep going and try and relax. It will soon be forgotten.
Body Language
It's said that 80% of a successful presentation is about body language, and only 20% is about content. So use these top tips to communicate the right message through your body:
1. Make eye contact with people at all times. Never stare at the ceiling or back of the room as you present, unless the nerves are too much.
2. Appear confident. Use an open stance, stand tall and proud. Smile and let your personality shine. Don't be overly formal.
3. Remember that relaxed body language conveys honesty and openness. So walk around a little and make use of props to hold onto.
4. Vary your voice and use slow, open hand gestures. Never have your hands in your pocket or play with a pen. Move your hands to an open position and then pause for effect.
5. Speak slowly and carefully, but passionately. If you're enthusiastic about the topic, then your listeners will be as well.
Spark Interaction
Encourage interaction with others during your presentation. By having others talk for a few seconds, it takes the focus off you temporarily, to let you clear your head and focus on the key points ahead. Another trick to clear your head is to pause while your team are reading a slide or considering key points you've just mentioned.
Remember, public speaking is one of the hardest things to master. But if you prepare carefully, take it slowly on the day and are enthusiastic about it, then you will deliver a powerful presentation to your colleagues.
Thanks,
Bala
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