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10 Tips for New Project Managers

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10 Tips for New Project Managers

Organization and routine are two crucial aspects for increasing efficiency, so if you want to be a project manager, you should focus on improving those two. Being a project manager is so much more than stamping deadlines and assigning tasks to your co-workers.

It’s all about puzzling out the most favourable approach to handling the project with maximum efficiency. In a way, you should be more of a tactician than a task master. Here are some suggestions you might find useful if you intend on being a successful project manager.

Find a good approach to tasks

Finding the right approach to a certain task is all about good segmentation; how to divide the project into a smaller wholes so that you can track your progression on a daily basis, and also how to tackle the task so that the workload is evenly distributed. It’s impossible to get a handle on this on your first try, but, gradually, you’ll find a good way to divide copious tasks.

Learn how to lead

Even though you are not the boss, you still need to be a leader. In other words, you might not have the necessary authority, but you still need to guide projects. This is why working as a project manager can be difficult; people might regard you as someone who is trying to be an employer’s pet.

Furthermore, you need to figure out how to put people in a productive mood. This is where a lot of managers tend to make a mistake. They force themselves to appear vibrant, hoping the enthusiasm will pass on to their co-workers. This is something that teachers and professors try to do in order to animate students during morning lectures.

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Big mistake! People will think you are treating them as children and they will find it really annoying. Probably the best thing you can do to start off on right terms in the morning is to offer to make coffee for everyone.

The important thing to remember here is to allow your co-workers to see that you know what you are doing. So, ooze confidence and experience like a true leader should and, in spite of your actual rank, people will see you as someone trustworthy.

Communicate

This is one of the most important traits, because in order to be good at planning, you need to know the capabilities of your workforce, or co-workers. It is also a nice way to show that you are still their co-worker, not someone who is trying to act above them.

The main objective is to ascertain just how someone goes about their tasks, and the time necessary for their completion. This gives you a better grip on reality when you need to come up with a deadline, and when you need to segment the task, as it was discussed in the paragraph above.

Learn the basics

In order to be good at management, you need to know the basics of the production process, this way, you’ll have a better sense of what is possible and what isn’t. Besides, you need to have a clear insight into what you are managing.

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So, being well informed should be one of the requirements for becoming a manger. Furthermore, it will give you a better idea on how to enhance the production process and increase productivity.

Work on your empathy

One way not to appear bossy to your co-workers is by practicing empathy. Empathy plays a great role in developing social intelligence. So it’s always good to work on your people skills if you want to be a good manager. Being more empathetic can help you figure out how someone is feeling at a given moment.

Of course, this does not imply it is your duty to solve their problems, but as a project manager you are managing more than projects, you are managing people as well. So, for the purpose of good planning it’s good to know someone’s working capacity, at a particular period. It’s good to know if you might have to implement contingency plan, or to ask for deadline to be moved a bit, just in case there is a possible delay.

Plan ahead

Panic, pressure and deadline rush are all very potent tools for surge of productivity, yet working in these stressful conditions is extremely harmful. As a project manager, you should steer clear from telling your co-workers the accurate deadline, always leave some space in case things go south.

When you segment the task, as mentioned at the beginning, do it in such a way that you have a few days to spare, in case you need to do some additional work. This is the most optimal way to reduce scope creeps, which will be elaborated on further in a different section.

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Be a team player

In spite of the fact that you are in charge of the project, you and your co-workers need to function as a unit, in order to achieve positive results. This implies that you are equal as teammates, and if they need to be open to your suggestions and criticism, you should return the favour.

Therefore, if a co-worker makes a valid point when he or she corrects you, do not be too proud to acknowledge their opinion. It is within your interest that projects are successfully delivered, so everyone should work on self-improvement. Besides, everyone can benefit from some healthy criticism.

Embrace your responsibilities

One thing that every successful project manager should realize is that there is no room for excuses. If you want to be taken seriously, you need to regard the projects as your own, not as work you do for someone else. With that in mind, whenever a failure occurs, it is your personal failure; shifting the blame to others is no way to go about this issue.

Sure, you might know who is to blame for failure, but taking responsibility means taking the blame as well; you were in charge, so you need to take the heat as well. Pointing fingers just makes you look incompetent. You need to be a mediator between your boss and your co-workers, and if you want your team to trust you, then you need to stand up for them.

Don’t shy away from learning new things

Another thing you should know is that delivering a product on time won’t be enough, you need to aim higher and improve in your main field of interest. This makes you a better leader and a better coordinator. Furthermore, as you advance it motivates those around you not to fall behind, so they will follow this example.

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Once you know the basics of every aspect of the production process, make some time to expand your knowledge base. If you truly love what you are doing, then you should always strive to be better at it, and as project manager, you need a wide range of interests.

Minimize scope creeps

Scope creeps are unforeseen circumstances that tend to hinder project delivery. They usually occur if project instructions lack sufficient details, due to poor requirements analysis or, to put it bluntly, if you underestimate the complexity of the project.

We have already mentioned how good task segmentation and deadline management can minimize these risks, but you also need a thorough analysis of the project, you need to set your priorities accurately, and you need to adequately distribute resources.

I hope you found these suggestions useful, and I wish you the best of luck in your future adventures in project management. Remember that quality tactics are essential for impeccable execution. Just follow these tips and I am sure you’ll do fine.

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Djordje Todorovic

Blogger, Gamer Extraordinaire

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Last Updated on October 21, 2021

How to Create Your Own Ritual to Conquer Time Wasters and Laziness

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How to Create Your Own Ritual to Conquer Time Wasters and Laziness

Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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Program Your Own Algorithms

Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

How to Form a Ritual

I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

  1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
  2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
  3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
  4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

Ways to Use a Ritual

Based on the above ideas, here are some ways you could implement your own rituals:

1. Waking Up

Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

2. Web Usage

How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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3. Reading

How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

4. Friendliness

Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

5. Working

One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

6. Going to the gym

If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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7. Exercise

Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

8. Sleeping

Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

8. Weekly Reviews

The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

Final Thoughts

We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

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More Tips to Conquer Time Wasters and Procrastination

 

Featured photo credit: RODOLFO BARRETO via unsplash.com

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