Author: Lindsay Curtis

Lindsay Curtis writes about communications, education, healthcare research, and parenting. She has extensive experience as a Project Manager, primarily in the healthcare and higher education sectors. A writer by day and a reader by night, she currently works as a Communications Officer for the University of Toronto. She also provides freelance copywriting and social media strategy services for businesses of all sizes. Learn more about Lindsay at www.curtiscommunications.org.

Five Interpersonal Skills Every Project Manager Should Have

To be a successful project manager, it’s not enough to just have the necessary qualifications or technical knowledge. Soft skills, such as effective communication and team motivation, are crucial for creating a positive work environment and ensuring project success. While meeting deadlines and delivering quality work is important, it’s equally important to prioritize building relationships and fostering a sense of value among team members. By focusing on these interpersonal skills, project managers can achieve greater efficiency and create a more collaborative, productive work environment. The term “soft skills” might sound a little, well, soft, but these skills will have a big impact on your project. In today’s ever-changing project landscape, soft skills are more important than ever. These skills help you create positive relationships with and among team members, keep things afloat when a project shifts directions or runs into difficulties, and ensure that your project runs smoothly from start to finish. Here are five of the most important interpersonal skills every project manager should have. Communication As a project manager, you work with a lot of different people: team members, project sponsors, vendors, and clients. You’ve got a long list of stakeholders to keep updated and, hopefully, relatively happy. When you have so many people to manage and so many different ways to communicate (i.e., email, video conferences, face-to-face meetings), good communication skills are key. Most PMs understand that poor communication can derail a project. In order for a project to succeed, you need to ensure that everyone is on the same page, working toward the same goal(s), and kept in the loop about any issues and changes. This is easier said than done, particularly when it requires you to communicate with people at different levels and switch your communication style and content to fit the specific person you are speaking with. Regardless of who you are talking to, the best way to be a great communicator is to listena nd ask questions. Whether you’re in a meeting with a team member 1-1 or chairing a project update meeting with several stakeholders, listening is one of the most important things you can do. Ask the right questions, and pick up on what is being said and not being said. With a deep understanding of the situation and people at hand, you’ll get a handle on how your team members are feeling about the project and be in a better position to problem-solve when issues pop up. Learning how to effectively provide feedback is equally important. Feedback or constructive criticism can improve performance, as long as it is offered in a specific, action-based way. As a PM, you may feel like you’re talking all day, every day, and may feel a bit overwhelmed by the number of meetings and conversations you are engaging in. Centralizing your communications can help streamline the process. Using a project management tool can help by providing you with a central place for all of your updates and discussions at both the task and project level. Centralizing communications can help you keep your focus on what matters most: getting the work done. Negotiation Most of us use negotiation skills daily in a variety of personal and professional settings. Successful project managers develop their negotiation talents to quickly and effectively find common ground amongst team members. This allows them to reach agreements efficiently, particularly when conflicts arise. Negotiation can be thought of as a formalized discussion aimed at resolving issues that come up between team members, stakeholders, vendors, etc. As a PM, part of your role involves negotiating scenarios and working closely with others to find mutually agreeable solutions to a shared problem. Negotiation typically goes beyond one discussion: it also involves execution. You first need to ensure that everyone feels heard and is on the same page. Then, follow-up to make certain all parties are doing their part and satisfied with the outcome. Remember that good negotiators know — in most cases — that every issue requires some give and take. Compromise is important, and project managers who are willing to negotiate with various team members and stakeholders are typically seen as fair and respectful. Strive to be open-minded and flexible when it comes to managing conflict throughout the life of your project. Cool under Pressure As a project manager, you’re likely to find yourself in the “hot seat” for a number of high-pressure situations. Difficult conversations with stakeholders, approaching deadlines, things not going according to plan are all commonplace for many of us. You need to not just survive the chaos of running a project, but be able to thrive in it. The best way to do this is remaining cool under pressure or unflappable. Project managers must be able to make judgement calls under pressure. Thinking on your feet and coming up with creative situations while keeping the team members positive on track requires a calm, level head. How does one hone the skill of “unflappability”? Be self aware. Understand what triggers your stress. Maybe you find it easy to provide constructive criticism, but struggle to remain calm when deadlines are approaching. Understanding your own pressure points will help you plan ahead to know how to deal with issues when they pop up. Of course, you’re human and you’re likely to get stressed from time to time. The next time you’re faced with a situation that has you frazzled, use it to your advantage and learn from it. Reflect on how you responded in the moment: What occurred? How did you react? What do you think you could have done better? What would you do differently next time? Adaptability Even the most beautifully detailed, thought-out project plans can be derailed. Project managers know that no matter how sharply honed our organization skills are, unpredicted issues are bound to pop up. Issues can happen for reasons that are out of your control, stakeholder demands, team member interpersonal issues, vendor delays, etc., and changing direction is often required to get the desired outcome. The most adaptable project managers aren’t afraid to change course when needed. Adaptability is one of the most important interpersonal skills you can have as PM. Knowing how to flexibly respond to change without sacrificing the whole project plan doesn’t mean that problems will magically disappear. It does mean; however, that you’ll minimize the fallout and steer the project back to where it needs to be. Of course, anticipating pitfalls ahead of time can help. Adaptability can be learned with practice; preparation for contingencies when things don’t go as planned can be helpful when issues arise. Leadership The terms “project manager” and “leadership” go hand in hand, but what makes a good leader? PMs who are effective leaders can motivate, inspire, and moderate when required. Leadership as a PM involves showing grace in stressful situations, maintaining flexibility for team members when required, and ensuring that project’s values and vision are adhered to. Good leaders also encourage a supportive work culture by encouraging professional development for individuals, as well team building with all members of the project. As you lead, incorporate other interpersonal skills: communicate the project goal clearly, relate to your team members with understanding and empathy, steer the project to success through the sometimes-rocky periods, and inspire your team members to work toward a shared goal. Giving feedback and constructive criticism comes part and parcel with the job, too. Leadership skill grows with time and experience. There’s no “one size fits all” to be a good leader, but generally speaking, a PM needs to be able to understand what it takes to motivate their team, keep everyone working cohesively, and use their own unique competencies to meet project goals. If you’re looking to hone your leadership skills, seek out mentorship from a senior PM or other leader in a similar industry. Conclusion Soft skills are just as important as technical know-how. PMs can develop these skills over time with a commitment to personal and professional development. The best way to achieve these “must have” interpersonal soft skills is by putting them into practice every day. As with most things, self-awareness is key, too. Seek out opportunities to develop and learn these skills throughout your career. Work to hone your soft skills, and you’ll find they soon become your strengths, guiding the way through every project you take on.

Team Working Remotely

Best Practices for Managing a Virtual Team

When the Covid-19 pandemic began, many organizations had to pivot from working in the office amongst colleagues to suddenly working from home. For some, it was a first. Today, more people are working remotely than ever before. While the transition from the office office to the home-office isn’t without its challenges, there are specific steps that project managers can take to improve the productivity and engagement of remote employees. Common Challenges of Working Remotely As project managers, we need to understand the factors that can make remote work particularly challenging. You may have noticed that some of your high-performing employees experienced a decline in job performance when they began to work remotely. In addition to a loss in productivity, there are a few common challenges that come with remote work, including the following. Lack of Access to Information When you’re working onsite, most of what you need is available at the office. When working from home, lack of access to information can be an issue. For example, some may have trouble accessing documents stored on a shared drive when working from home. This can also include access to other team members. What would’ve been a visit to a colleague’s desk at the office now requires a phone call or email that may not be answered immediately. Lack of Face-To-Face Interactions Both project managers and employees alike have expressed their difficulty around the lack of face-to-face interactions when work goes remote. Many employees struggle with reduced access to their manager’s support, and a lag in direct communication. Managers and employees both express concerns about the potential for misunderstandings, which tend to happen more often without face-to-face conversations. Loneliness Social isolation—particularly for extroverts—is a chief complaint amongst those who are working remotely. Many employees miss the informal, social interactions they had at the office. Managers share concerns that lack of social interaction seems to leave team members feeling like they don’t “belong” in the way they would if working together with each other in person. Distractions Anyone who works from home can attest to the challenge that is distractions. Many are working with children at home, which brings with it an endless stream to interruptions even on the best of days. Others are distracted by the demands of running a home that they would otherwise leave behind for a day at the office. Project managers must expect this, and be flexible enough with employees to understand that these distractions may take some getting used to as everyone shifts to the work-from-home model. How to Support Remote Employees and Manage a Virtual Team As much as remote work can be riddled with challenges, there are plenty of solutions that managers can implement to help boost productivity and team morale—and keep a project on track! Building a sense of ‘we’re in this together’ may not be as easy virtually, but it can be done. As a project manager, there are a few relatively inexpensive and easy things you can do to manage your virtual team. Establish Structured Project Check-Ins You likely had a schedule of regular check-ins with your team and with each employee individually when working together in the office. Keep this going even if it means more virtual meetings or phone calls than you’d like, particularly if the nature of the project is highly collaborative (and most are!). Keep the check-in/team meeting schedule predictable and have a structured meeting agenda to stay on task. These continued check-ins can do more than keep your project going. While many team members may love and enjoy the flexibility that comes with working from home, others may feel isolated and lost. Checking in ensures you’re aware of how everyone is really doing. Fostering a culture of honesty and transparency starts with you—share your challenges and triumphs during these check-ins and encourage others to do the same. You have the power to create a feeling where your team members know they’re not just working separately, but they’re truly a part of a team and a part of a project that is meaningful and worthwhile. Fostering “team spirit” can go a long way for continuing to meet project goals. Provide Varied Communication Options When your team is working remotely, email as a standalone communication method is insufficient. With so many options at hand, it’s important to utilize many in order to keep your project going and your team on task. Video conferencing offers many advantages, particularly for smaller group meetings or 1:1 check-ins. For situations that involve a quick time-sensitive question from an employee, chat options such as Microsoft Teams offers can be very helpful. Video meetings are useful for complex conversations, as they allows for back-and-forth dialogue and can feel more personal than written communication. Consult with your IT team to ensure all data is safe and private before selecting the communication tools you will use. Establish Clear Rules of Engagement It is hard to have an “open door policy” when you’re social distancing and working from home, but establishing new rules of engagement for working remotely can go a long way in helping keep the lines of communication open while also holding healthy work-life boundaries. When project managers set clear expectations about the frequency, means, and timing of communication for their team members, employees will better understand what is expected of them and when. One example may be “we will use video calls for our weekly team meetings, but quick questions can be addressed using Microsoft Teams.” Boundaries are important when working remotely (who among us hasn’t been up at midnight answering emails?!). Set clear boundaries so your employees know when you are and are not available, and ask them to do the same. “I am most easily reached between the hours of 9 am – 12 pm for phone or video conversations.” The earlier you set these rules of engagement, the better off everyone is. It is important that everyone is on board and understands the rules for engagement and communication. Provide Opportunities for Social Interaction Many of your employees are likely missing the water cooler banter, and the ability to walk down the hall to a colleague’s office to pick their brain or have a chat on a break. One of the most essential things you can do as a project manager is to set up times for employees to interact socially while working remotely. One of the best ways to do this is to schedule a time (say once a month) for a virtual “non-work work chat.” Virtual pizza parties, weekly trivia contests, and/or virtual “happy hours” can help keep your team connected and foster a stronger sense of togetherness, even when you are apart. While these social events may feel a bit forced at the beginning, be creative and keep trying. It will go a long way in reducing social isolation and promoting a sense of belonging. Be Flexible Your team members working from home will need some flexibility with their hours, particularly those who have other responsibilities at home, such as helping their children navigate school virtually or caring for a sick family member. Do your best to allow a degree of flexibility when managing your team. That said, it is important to clearly set times that will require shared collaboration. It’s okay to have “windows” in the day where everyone on the team is expected to be online, such as for team meetings. Whether working and managing a team remotely comes easy to you or it’s a bit of a slog and struggle right now, know that it’s possible! You’ve got this. What are your best tips for managing remote employees? I’d love to hear them in the comments below.

leader

Don’t Underestimate the Importance of Strong Leadership for Project Success

We all want our projects to thrive and succeed. One person’s definition of what helps make a project successful may differ from another’s, but there is no disputing that good project leadership is a critical factor to project success. And, I am not just talking about management. There is a difference! Leading a project effectively to its end goal requires project managers to not only encourage team members to get their jobs done efficiently and effectively, but also to have a clear vision, manage multiple schedules, and have the keen ability to balance and stick to a budget. Is going through these management tasks sufficient? In a word…no. Project management alone does not equal a successful project. What it really takes is effective leadership! While teamwork is at the core of every project, leadership is equally vital. Leadership is the magic ‘ingredient’ for improving a project’s chances at success. Without it, chances are your project will falter or possibly fail. There are a variety of ways in which a leader impacts the health of a project, including: Setting the tone for workplace culture, environment, and behaviors Establishing and managing strong relationships with the project sponsor, steering committee, client, and team members Directing with honesty, courage, and integrity Many project managers have found that the practice of leadership, while it may sound easy in theory, is a skill not unlike a muscle that needs to be exercised in order to be strengthened. Technical know-how is important, but it is people skills that hold the key to being a successful project leader.   What Makes a Good Leader? Some leaders are naturally charismatic with good humor, authenticity, and a courageous curiosity that drives them. Some lead through excellent communication skills and clarity of vision, while others may lead through shared creativity and a natural ability to connect with others. While there are many ways to be a successful leader, here are some of the most powerful leadership skills that project managers (PMs) should have in order to lead a project to success.   Strong Communication Skills Effective communication skills are a “must have.” PMs must communicate with a wide range of people both inside and outside of an organization in order to clearly communicate a project’s goals, vision, and guidelines to everyone. Effective communicators also need to be good listeners, and remain open to receiving feedback that may contribute to a project’s success. A good project manager can lead teams, delegate tasks, set project milestones, and manage the project from start to finish. They should also be able to encourage teamwork through strong communication and leadership.   Shared Vision Successful leaders communicate the vision for their project to everyone on the team. This provides a shared vision of the bigger picture and ensures that everyone is on the same page regarding what needs to be done. When the whole project team understands the project vision, everyone is better able to see where they fit into that and how they contribute to the success of the project as individuals and collectively.   Honesty Honesty is an important leadership skill to develop in order to promote trust among all the stakeholders involved in a project. Project managers must be able to set guidelines for the whole team to follow and clearly communicate the progress of the project to both stakeholders and team members alike. When project managers lead with integrity and honesty, team members generally follow suit. This leads to personal accountability not just for the PM, but for every person involved in the project.   Actively Engaged with Team No leader succeeds in a silo alone; they need people to join them and follow their directives to achieve shared goals. People are generally more willing to follow leaders who offer compassion, trust, and stability. Successful leaders recognize the needs of their project and ensure these needs are met throughout the entirety of it. This requires being ‘tapped in’ to team members both as individuals and as a cohesive unit, as well as actively engaging with them on a daily basis, whether it is through team meetings or 1:1 check-ins.   Organized and Adaptable A good leader has a sharp focus on his or her project goals, while also keeping an eye on the never-ending list of minute details and demands for change and adaptation. Many leaders establish clear timetables of milestones and goals and tie activities and budgets to this timeline to ensure that each goal is met as expected. At the same time, a successful leader must recognize that unforeseen circumstances can—and will—change a timeline and budget, so flexibility for modifications and adaptations is also needed. Successful leaders are flexible throughout project development and execution while keeping their focus on the ultimate goal. It’s no easy task!    Conclusion Successful projects are led by more than just a manager. They’re led by strong leaders who are a vital asset to the project. When project managers develop key leadership skills in addition to their management and technical skills, every member of the team and the project benefits. It’s a proven fact that project teams work more efficiently under strong leadership. Your project’s chances of success are greatly increased, too! Do you have any tips for fellow project managers on what it takes to be an effective leader?  

How to Navigate Internal Politics as a Project Manager

Office politics. Those two words make some of us want to hide under our desks. Whether we like it or not, every project and organization has its politics. Project politics can be difficult to define, but generally speaking much of it has to do with power — interactions between those who hold it, and those who seek it. Project politics can be title-driven, position-driven, or just about how connected you are. People engage in workplace politics to reap rewards or when they have a specific agenda. Whether we like it or not, office politics can be difficult to avoid, even if you’re not personally involved. This is because, as a project manager, it is your business, whether it’s your business or not. As project managers, most of our time and efforts revolve around leading our project team to a successful outcome. We’re proficient in scheduling, budget management, risk management, and communications. However, the interpersonal “soft skills” required for a leader are just as important as the ability to balance a budget. Understanding office/project politics is essential for project managers. Here are some tips to help you navigate your way through the tricky internal landscape of politics.   Foster Good Working Relationships Good working relationships are key when it comes to the smooth running of a project. Working relationships between members of a project team, stakeholders, and other senior executives can determine how smoothly your project progresses and ultimately how successful it is. When working relationships and issues are handled maturely, issues that come up can be dealt with more easily. Where working relationships are tense and fraught with conflict, individuals will be vying for “top dog” position or letting their individual agendas get in the way of project cohesiveness and success. Some ways to foster good working relationships include: Hold team meetings and ensure that everyone is heard equally, no matter their job title or duties. Carve out time each month for team building activities. Whether it’s a shared lunch, fun activity, or after-work drinks (even virtually!) so everyone can get to know one another outside of their work roles. Have an ‘open door’ policy and let everyone on your team know that you are accessible to listen to and discuss their concerns/ideas at any time. Set the example by not engaging in petty office gossip. Work to have strong, positive relationships with each team member and set the tone for a positive work environment.   Look at All Sides of Conflict Sometimes, conflict involving internal politics is inevitable. If you’re facing this, it’s important for you to hear everyone out in order to understand perspectives without losing sight of the fact that your ultimate goal is a successful project. If you can get to the bottom of the underlying reasons for the conflict, you’re a step closer to resolving it. Power plays in the office can often come from someone’s insecurity—whether they’re worried about their job or feel threatened by a co-worker who seems to have a more diverse skill set, for example. Whatever you do, don’t avoid the conflict. By nature, projects challenge the status quo and introduce new ideas and pave a path for new ways of doing things. This alone can assure there will be some conflict. Additionally, it’s common for project teams to consist of many individuals from diverse backgrounds with varied experiences and differing ideas. This is a good thing for a project, but can sometimes cause conflict throughout the process. Embrace it by giving everyone the opportunity to hear and consider differing viewpoints when conflict comes up.   Avoid Complicating the Situation Sometimes in your endeavors to “keep the peace,” you may unintentionally be complicating a situation. Don’t listen to long explanations of why someone hasn’t met their deadlines, why someone is behaving a certain way, or why so-and-so just has to speak negatively about their co-worker in the weekly team meeting. Cut through the political baggage, and get to the root of the issue. If you must, set out ground rules about expected professional conduct that everyone must adhere to (these really should be established at the start of any project). Bonus points if you can involve your team in the creation of these expectations for office conduct and behavior.   Remind Everyone That You’re In This Together It’s all too easy to lose sight of a project’s goal and the shared purpose when embroiled in our day-to-day tasks or the drama of internal politics. It can sometimes be helpful to remind everyone that they are a team and in this together. Job satisfaction is important, but if project politics have gotten so bad that they are taking over the environment, then the benefits need to be more tangible. For example, mention of the importance for your organization to maintain its reputation so everyone can keep their job might be in order. These three simple things tend to work when you want to remind everyone that you’re all a team: Be honest about what’s going on—don’t ignore the elephant in the room. Address issues as a team and with individuals as necessary. Talk to your team more than you think you need to. This can take the form of weekly meetings, 1:1 chats, etc. Have some fun together. Team building exercises are a good way to reconnect and move forward.   Look at the Positives of Politics Of course, not all internal politics are bad or based in conflict. Politics can also be used constructively and even bring about positive change. Some examples of positive politics are listed below: Creating a positive impression assures that key people find you interesting and approachable. Positioning is being in the right place at the right time allows for connecting with the right people to assist with and advance your project. Cultivating mentor/mentee relationships can occur when networking and making connections between team members and stakeholders, especially where experienced/senior folks can act as advisors for junior people on the team. Purposefully making connections come about when a project manager makes strategic visits to senior management, stakeholders, and even support staff to cultivate friendly working relationships. See the theme? It’s all about helping others while, at the same time, cultivating relationships and a network that can be leveraged during the tough times. Project managers frequently need to negotiate for personnel and financial resources to achieve successful project delivery, and having strong relationships and connections can go a long way to drive the success of your project.   Conclusion Whether the politics are internal between team members or between your supplier and senior leadership, the issues at play cannot be ignored. It’s often impossible to keep everyone happy, so a strong will, incredible people skills, and the ability to navigate human relationships is important. Your role as manager means you must be prepared to tackle problems head-on. What are your tips for project managers struggling with internal politics on their project team?  

Seven Strategies to Improve Project Productivity

As we live and work through a global pandemic with all of its uncertainties and stresses, it’s all too easy to get stressed over our to-do lists. From team members to project managers, the general theme heard from everyone these days seems to be “overwhelm.” We know that stress and anxiety are two of the biggest threats to workplace productivity—and right now, many of us are experiencing both. If you’re struggling to get things done, you’re not alone.  Today’s work environment is challenging. How do we stay productive when the to-do list keeps piling up? How can we keep our team members motivated when the future feels so uncertain? As we work from our home offices, most likely leading virtual teams, life as a project manager isn’t so easy right now. I don’t believe all hope for productivity and successful projects is lost though. Here are seven strategies to improve project productivity.   1. Ask for Feedback The best leaders are the ones who ask for feedback from their team members—and truly listen. Asking to hear from the people working for you is a strategic way to find out what’s working for your team members and what isn’t. It’s one of the easiest ways to know how things are going and what improvements can be made on a project. Ask for feedback at regular intervals. For example, when onboarding new team members, when you feel interest waning from your team, or after a deadline has been met. Listen to the feedback given, and implement changes that make sense to improve productivity. Remember, a team that feels respected and heard by their project manager is typically more motivated to work hard and meet deadlines. Keep in mind that what works for one team member may not work for another.   2. Examine Your Current Productivity What are you doing now that’s working? What’s not working? Meet with your team members to ask them what tips they have or use for personal productivity. Try to get everyone involved in the conversation. This can be particularly helpful if you feel your project ‘ship’ sinking. Asking your team members what works for them (for example, perhaps someone is using the Pomadoro method effectively) can inspire others to adopt these strategies to keep them on track, too! As PM, if your project is delayed or you’ve noticed some team members are less productive than normal, it’s time to find out why, and then look for solutions. Is the person responsible for ordering supplies ordering them early enough? Are you assigning tasks to people who may not be the best fit for the job? Does your team need a ‘fun’ meeting where you blow off some steam together and boost morale?   3. Keep Clear and Accessible Schedules Whether you’re at the beginning of your project or in the middle, deadlines are a priority. It’s important that everyone knows when deadlines are approaching and when tasks are assigned. A shared task list and schedule should be accessible to everyone on the team. This could be a shared Outlook calendar, a Trello board, a schedule app, or a shared project spreadsheet. Everyone on the team should know when project deadlines are approaching, when their individual tasks should be completed, and when they can expect the ‘next steps’ from others. Transparency goes a long way in not only meeting deadlines, but helping everyone understand how each of their tasks and responsibilities are linked to each other and the project as a whole.   4. Boost Morale Being a good project manager doesn’t mean just doling out work and calling it a day. Project management involves a lot of connecting with your team members, and listening to how they’re doing. Be sure to give credit where credit is due. If a team member feels like their contribution isn’t valued, they likely won’t be all that motivated to continue being productive and giving it their ‘all.’ Public acknowledgement of accomplishments can work wonders. It can also inspire others on the team to do and/or continue to do their best. This promotes a healthy work culture, which in turn boosts team productivity. Schedule team meetings that are purely for ‘fun’—pre-pandemic, this may have been shared lunches or drinks on a Friday afternoon. Giving kudos and seeing your team members as individuals who matter and deserve thanks can go a long way in boosting their productivity. It doesn’t need to be fancy. Simply sending everyone a gift card for a free coffee or Amazon purchase may speak louder than just thanking folks for meeting an important deadline.   5. Know the Strengths and Weaknesses of your Team Members As project manager, part of your role means discovering and appreciating the talents of your team members. Keep these strengths (and weaknesses) in mind when allocating tasks. Knowing your team members’ skill-set(s) is the backbone of a productive team. If you know you have an out-of-the-box thinker on your team, for example, you can ask him/her to pitch ideas in front of your project sponsor and/or stakeholders when the situation calls for implementing change. It’s your responsibility to help your team members feel ‘seen’ and appreciated for who they are. Acknowledging their talents and efforts helps them see they are making the best use of their expertise, talents, and know-how. In turn, they are more likely to feel motivated to be productive. You wouldn’t assign accounting tasks to your communications officer (in most cases!). So, knowing your team members’ strengths and what they can do—and enjoy doing—can go a long way for improving productivity.   6. Try Timeboxing Timeboxing is a technique that involves scheduling a task and assigning a designated period of time to that task (for example, the 45 minutes between 10 and 10:45 am) and then focusing on that task (and nothing else!) during the allotted time. This is a fantastic tool to use for effectively planning out work across your workday. It’s something your standard fare to-do list won’t do. Timeboxing provides a visual breakdown of what you plan to accomplish during a day (or week) and helps you prioritize tasks to meet deadlines. Workers are 20 percent more productive when information they need is displayed visually. So, putting your timebox plan on a shared calendar/schedule can go a long way in boosting team productivity. Other team members may be inspired to adopt the strategy. Timeboxing also serves as a record for what you’ve been working on.   7. Motivation through Open Communication Working on a project can be stressful, hectic, and demanding, and a little motivation can go a long way in helping push through the tough parts. Individual and team motivation is one of the leading factors affecting project productivity. As project manager, you set the tone for the communication that takes place. Be open and clear about an open-door policy (even when working remotely!) and truly listen to your team members when they come to you with concerns and ideas. By communicating freely and frequently with your team, you will boost morale and productivity.   Conclusion No matter the size of your team or the scope of your project, managing a project maintaining productivity is no easy feat. Using a good mix of open communication, motivation, and transparent scheduling can empower your team members to take ownership of their work and stay productive. Though there is not one clear-cut way to do things, the strategies and tactics you utilize as PM lay the foundation of a productive work environment. Regardless of what approach you take, providing your team members with support, feedback, and encouragement can lead to a rise in productivity. What are your go-to’s for boosting efficiency and productivity on a project? I’d love to hear you share your experiences in the comments below.  

How to Build Trust and Effectively Lead Virtual Teams

Working virtually certainly has its perks. There’s no commute! Your lunch is just the short walk to the refrigerator away! You don’t have to wear pants! That said, working remotely can have its pitfalls when it comes to keeping your project on track and your team members working together as a cohesive unit. There are fewer social cues, a higher risk for role and responsibility ambiguity, an increased chance of conflict, and more challenges in the area of trust building. As every project manager knows, having trust amongst project team members and leadership is crucial for running a successful project. With many of us working remotely now, some for the first time, it’s more important than ever for project managers to create an environment of communication and collaboration, as well as a sense of “we’re all in this together.” While it can be hard work, it is even harder to carry on with a project where there’s no trust. Research shows that trust amongst team members and trust in leadership leads to higher performance and better results. Doing this from a distance is easier said than done. How does one best build this ever-important trust when the only face-to-face time you have is on Zoom? Here are six tips on how to build trust and effectively lead virtual teams.   Get Off on the Right Foot Whether you’re starting a project remotely or you’ve found yourselves setting up home offices due to a pandemic, it’s important to set the tone for how your virtual team will function early-on. Define a clear purpose which aligns with your project goals, and ensure that each individual understands their responsibilities and tasks. A well-articulated mission and defined goalposts (deadlines and/or milestones set up throughout the life of your project) are crucial for success. Being clear about your expectations from the start brings your team together, helps everyone work towards a shared goal or goals, and becomes the connection you all share when you are not together in a physical space. Establish expectations and preferred communication methods from the start and work to stay consistent.   Encourage Open Communication As the project manager, you set the tone for what is expected in regards to communication. Let your team members know that open and honest communication is encouraged, and “walk the walk.” Model positive communication behaviors. Implement a communication plan for your team interactions. This may mean that you hold weekly team check-ins. Ensure you are accessible for any concerns via email, telephone, and messaging tools such as Microsoft Teams, and be as responsive as possible. Encourage your team to upload photos and profiles of themselves onto your messaging platform, so team members can become acquainted and familiar with one another’s faces, even if not together in person. Encourage spontaneous and informal interactions when possible. Though many are Zoom-fatigued, holding a social meeting on Friday afternoon to decompress together can go a long way in building team rapport.   Empowerment is Important There is no such thing as “micro-managing” when your team is working virtually, so now is the time to empower your team and trust them to do what needs to be done. Though trust is typically earned, as a project manager leading a virtual team, you must extend some level of autonomy to your team members. Demonstrate that you trust in their skills, knowledge, and abilities to get their jobs done. Empower them to make and act on decisions when possible and appropriate. Give positive feedback as often as possible, and express your gratitude to all individuals and the team as a whole when you meet. An empowered employee is more likely to feel committed to their job and the project.   Be a Stickler for Process Every good project requires extensive planning before the real work begins. Though planning can be time-consuming, it is imperative to build a solid foundation in order to keep your virtual team working smoothly. Without a plan, productivity can take a nosedive and your project can get derailed. Some pointers: Develop processes, rules, and step-by-step procedure guidelines. Hold team members—and yourself—accountable to the best practices you’ve established. Detail out individual responsibilities and tasks, as well as deadlines, and communicate them clearly (and often!) to avoid any confusion about roles, responsibilities, or expectations. Use resources such as shared calendars, collaboration tools, naming conventions for files, etc. Make sure everyone works on files “in the cloud” to avoid version control issues with those files team members are collaborating on. Reassess frequently, and realign when you need to! Just because a process has been defined ahead of time doesn’t mean it will run smoothly, so always stay flexible to changing things as the project moves along. Learn what works best for your team and the project.   Familiarize Yourself with the Trust Factors of Competence, Integrity, and Benevolence Research shows that people trust each other based on three factors: competence, integrity, and benevolence. Competence: During team meetings, give everyone the opportunity to speak about and present their current tasks to the group. Let them “show and tell” what they’re doing, explain their processes, and update the team on the outcome of their work. This will, not only empower your team, but allow others to see their colleagues contributions to the project and understand how it all ties in together. Integrity: Document all team tasks and interactions whenever possible. By thoroughly documenting communication and progress, it will be easier to see what has been done, who has done it, and when—at any time. This builds integrity, as it helps team members meet their deadlines, keep their promises to their colleagues, and comply with the expectations of the leadership and the project as a whole. Benevolence: Believe in the good intentions of everyone until proven otherwise. Thank your team members when they go the extra mile or when they’ve reached a personal deadline. Put forth as much effort as you can to acknowledge when your team is doing a good job. By setting a tone of kindness, you’ll be able to effectively encourage everyone to help each other when needed. Invest your energy into extending your appreciation for everyone—it will pay in dividends!   Establish a “Trust Maintenance” Routine If your project is sliding off the rails or you aren’t sure if your team is doing what they need to be doing, then it’s time to get serious about setting frequent team meetings.  You may even increase the frequency of 1:1 meetings with each individual who reports to you. Since you can’t see your team members physically, it’s important to do frequent and friendly “check ins” to see how everyone is doing. And, not just on the project! Remember, this may be the first experience working virtually for many. Ask how they are doing working from home, encourage them to take time off when needed, and ask if there is anything you can do to support them in doing their best job. An extended hand of concern from a PM can go a long way in building trust and a strong rapport. Be as transparent and trustworthy as possible and communicate that you expect the same in return. Use dashboards and Microsoft Teams to frequently communicate and exchange information with others, and make sure everyone on the team is on the same page about frequent interactions with one another.   Conclusion One of the greatest threats to a virtual team is a breakdown in trust amongst team members and with leadership. To avoid this, it’s your job as project manager to establish pillars of trust: consistency, dependability, mutuality, and openness. Building a team culture centered on trust and a shared purpose is certainly challenging. However, when you focus on communicating the purpose of the project, shared goals, team empowerment, communication, and accountability as the cultural threads that tie all of you together, you’ll all be working as a cohesive unit in no time.  

How to Maintain a Positive Attitude About Work (When the World Feels Like it’s Falling Apart)

Are you feeling a sense of exhaustion, low-grade anxiety, and burnout? You’re not alone. We’re living through tough times right now with the coronavirus pandemic—our lives and work projects have been upended, and it takes everything we’ve got to keep things afloat. Keeping a positive attitude with all of the challenges and uncertainties can be difficult. Even in the best of times, maintaining positivity in a challenging work environment can be tough. When you’re a project manager, juggling deadlines, budgets, and human resources, it’s easy to get swept away by worry, but keeping a positive attitude can go a long way in boosting, not only your mood, but your productivity. No matter what your situation is at this moment, it’s important to stay positive and keep your chin up. Whether you’re in the middle of a big project trying to keep things afloat or networking via the internet for your next gig, it’s tough to feel in control and happy when almost everything is out of your control. Fortunately, there are small things you can do that can lead to some big shifts in attitude. Here are some ways to improve your mood and boost your attitude throughout any crisis or hardship that comes your way.   Get Organized and Create a Workspace We’re all going to be in this difficult situation for a while, so now’s a good time to develop some new habits that help you live your best life. Rather than keeping a running mental list of all you have to manage and do, consider using software and tools instead to help you keep track of the details. The less you’re having to track your responsibilities and tasks in your mind, the more space you’ll have in your brain for dealing with the unexpected and challenging times that inevitably pop up in your work. Find a designated space in your home to create a workspace, and set it up to help you work as efficiently as possible. All of the items you need to get the job or jobs done should be within reach of that space. Items scattered all over will interfere with your focus. Prioritize your mental health by spending time at your workspace only during the work hours.   Develop a Routine and Schedules As a project manager, you’re used to rolling with the punches. A “routine” for a PM can look different every day, depending on the size and stage of your project, but schedules and routines are hugely beneficial, particularly now. Create a flow that helps you get your most important work done during the time of day that you’re most alert and productive. Take breaks every hour, and end each day preparing for the next. It’s often challenging to know what the next day will bring, particularly if you’re also parenting while working right now, but developing (and sticking to!) a schedule eliminates ambiguity. When creating your daily schedule, think about what it takes to “move the needle,” or what you will be able to look back at the end of the day that demonstrates your forward progress. Break big challenges into smaller tasks that have an obvious done/not done status to help yourself stick with the plan and avoid overwhelm.   Prioritize Work-Life Balance Work-life balance is hard to come by, especially when you’re the project manager and everything seems to rest on your shoulders. Spending too much time either working or thinking about work is a sure-fire way to end up feeling burnt-out. With most of us working from home these days, it’s even harder to separate work life vs. home life, but this time is presenting us with a chance to gain control of our work-life balance, and define a new way of living. Think about what an ideal day would look like for you, and then get to work developing a plan—and schedule—that feels good and doesn’t have you feeling stretched and over-worked every moment of the day.   Carve Out Time for Self-Care Self-care in the middle of a project? A pandemic? When you’re possibly homeschooling your kids, too? Self-care may sound like a pipe dream to some of us, but it is more important than ever to carve out time to do something that helps spark your inner joy—even for just 30 minutes a day.  Whether you go for a run, get lost in a good book, or sit outside in the sun for a while, find something that helps you improve your mental and physical health, and make it a daily habit. It’ll help you feel more grounded and steady when dealing with life and work stresses.   Stay Focused on the Big Picture It’s all too easy to get wrapped up in the uncertainty of the current times we’re living through, and suddenly find that we’re sweating the “small stuff” in ways we wouldn’t have before. Avoid catastrophizing, and instead, focus in on the big picture. The truth is, the “small stuff” is going to feel much larger than it really is when we’re already struggling with overwhelm or feeling tapped out. Instead of letting the little mistakes and setbacks derail you or your productivity, look at things from a broader perspective. Ask yourself, “Will this really matter a week from now, or five months from now?” This will help you more accurately assess the significance of what’s happened, and realize that most of the things we’re fretting about can be handled one thing at a time (and likely won’t affect your project too much).   Do Something Kind for Others As a project manager, your team members will be looking to you to set the tone, mood, and expectations for the project and for productivity especially during times of hardship and crisis. Useful, practical acts of kindness are good, not only for the person you’re extending kindness to, but they’ll also benefit you. Researchers have found that people who do random acts of kindness each week report feeling happier overall. The more tangible the act, the better. Think of who you can extend kindness to. You may think of this individually or consider pooling together resources with your team and doing something as a group to help your community in some way.   Conclusion No matter what, don’t add more stress or demands on yourself than necessary. We’re all going through so much, and it’s important to acknowledge that we likely won’t be working at peak performance for a while until we adapt to this ‘new normal.’ A positive attitude is more than just plastering a smile on your face. It’s about prioritizing your mental health and self-care. The ability to stay positive during challenging times will not only help you get through with solutions that work, but can help you bounce back stronger and more resilient than ever before.  

Project Management and Working Remotely with Kids at Home

Many of us have dreamt of working from home. Cutting out a long commute coupled with wearing comfy clothes from your cozy home office sounds great, right? Under normal circumstances, this might be an ideal work situation for many, but these times are far from “normal,” and unprecedented numbers of us have found ourselves, not only working from home, but with added responsibility on top of that. Perhaps you’re suddenly fulfilling the roles of project manager, parent, teacher, chef, and constant news consumer—or is that just me? Working from home with our kids also home for an unknown period of time is uncharted territory for most of us, and it can be stressful. If you feel like you’re struggling to keep your head above water and “do it all,” know this: you are not alone. You can do this, but it will be different from your “normal,” and I am here to tell you, your expectations just might need to be adjusted. Here are a few tips to keep things relatively manageable when working from home with kids.   Create a Schedule A daily schedule is a must-have if you want to hang on to your sanity while managing, not only your own work responsibilities, but your kid’s school assignments, too. Each night, make a plan (as best you can) for the day ahead. If you know you have teleconferences or a deadline during the day, build the rest of your schedule around those obligations. Break the day up into small chunks to get things done—hourly or 30-minute increments work best, in my experience, with lots of play/free time sprinkled in to keep the kids happy. If you have a partner who is also working from home, the two of you can potentially divide up the day taking turns with the parenting/home-schooling responsibilities. Of course, with kids, a schedule can be derailed quickly, and much of your schedule is contingent upon the age(s) of your child(ren). Do your best to stick with your plan for the day, but know you’ll need to roll with the punches, and sometimes, there is just no way around it, your “focus” time will need to be replaced with “play time.”   Communicate In this unexpected work-from-home situation that many of us find ourselves in, communication is key. As someone who has been working remotely for nearly five years, the one thing I’ve learned to do as much as possible is communicate: with my supervisor, team members, and anyone else who I am interacting with on a professional basis. It’s okay to be transparent about your situation. Remember that, especially now, you are you are not alone! Let your colleagues know what’s happening in your world, so they aren’t caught by surprise. On a conference call you might say, “Heads up! My daughter is watching Dora right now, but in the event she interrupts, I will handle it as quickly as possible and return to the call.” One idea for fostering a climate of transparency and togetherness is to create a spreadsheet with fellow team members, where each of you outline your availability for virtual meetings in the week ahead. Talk about what’s going to work best for everyone in terms of meetings and availability. This may mean more frequent, shorter meetings rather than a biweekly two-hour meeting, for example. Or it may mean fewer meetings and more communication via Slack and email.   Manage Expectations The truth is, when we’re working from home with children afoot, it’s nearly impossible to be as productive as you would be sans kids. Add to that, that working remotely full-time is a new experience for many. Some of us may pressure ourselves to be as productive as we once were before the pandemic. Be gentle with yourself (and your team), and know that flexibility and understanding are imperative at this time. Talk with your team members—both as a group and 1:1—and be realistic about what can and cannot be accomplished from home. Some things to discuss (or ask yourself!): What are your current priorities on the project? How will you get these tasks done? How will your team track what they are working on? How will you meet? How often? Will you communicate more frequently?   Don’t Pressure Yourself: Take Breaks You may feel pressured to “prove” that you’re working and end up overextending yourself while working remotely in order to show your superiors that you’re getting the job done. It’s important to carve out time for breaks—not only for yourself and your own mental health, but for your kids, too! Taking breaks can help you feel refreshed and ready to return to the work when you’re able. For every hour that you’re focusing (or half-hour, if your children are younger and can’t give you the space/time for an hour), take a 10 minute break. Grab a snack. Do some stretches with the kids, listen to a podcast, or dance to some light-hearted music with your littles. As a project manager, you set the tone for what is acceptable and unacceptable for your team. Model open communication about your challenges and even about your daily schedule and the breaks your taking. Offer support to those who need it. Showing that you’re supportive and understanding will go a long way in continuing to foster the sense of togetherness with your team, even when you’re far apart.   Dedicate Special Time for Your Kids Kids want and need your constant attention—perhaps more so in these particularly trying times. They don’t care if you’re on a conference call with your project sponsor and stakeholders—they just want you to watch them do that “cool move” they’ve been working on. Again and again. For those of us with school-age kids, we’ve now found ourselves as teacher-parents, too. Thirty minutes of giving your undivided attention through play with your kids can help you, not only relax and forget the stressors of work for a bit, but fill your kids’ buckets, so they may be more receptive to independent play when you need them to give you space so you can get some work done. Cuddle up on the couch and read stories. Get on the floor and do some wrestling—or a puzzle. These little breaks can help you feel more connected to your family and reduce interruptions when you need to focus on work.   Create a Boredom Box Sometimes no matter what you do or how much time you’ve dedicated to your kids on a given day, they’re going to barge into your office and demand your attention—and most likely a snack. Creating a “boredom box” can be a lifesaver for times when you are on a deadline or must take an important call. Fill a box with craft and art supplies such as construction paper, glue, scissors, pipe cleaners, popsicle sticks, pom poms, stickers, and plenty of markers and crayons. You can assign them to design something specific out of the supplies you’ve provided, or let them create freely with the special boredom box supplies. It’s important to put the box away after you’ve done what you need to do in order to prevent your kids from getting bored with the boredom box. For older kids, you could set up a scavenger hunt of sorts—either online or with items in your home. It may help to keep them entertained if a boredom box won’t do the job.   Conclusion Amidst the current outbreak of COVID-19, you may be experiencing feelings of fear, stress, worry, and isolation. These feelings are natural when facing things that are beyond our control. During this challenging time, it’s more important than ever to extend grace to yourself, to your team members, and your family members! Remember to take it a day at a time (sometimes an hour at a time!) and don’t focus too much on the “big picture.” Just get through each day as best you can. One of the perks of working from home is flexibility. If your son is fussy during office hours and it’s sunny out, it’s okay to push your work back to the evening once the kids are tucked into bed. Remember to communicate your needs, listen to your team members, and try and see this time as an opportunity to slow down with your family and be present in ways that life doesn’t usually offer us.