Being Effective at Work

Here are few steps, which you can use to increase your effectiveness.

Step 1: Identify Priorities; to identify your job's true purpose, this will help you uncover your most important objectives, so that you can start prioritizing tasks effectively

Step 2: Adopt a Good Attitude; focus on adopting a good attitude at work, and make decisions that intuitively "ring true."

Step 3: Build Essential Skills; One of the best ways of becoming more effective at work is to learn how to manage your time more efficiently

 
For more detail you can read in this link

Lesson Learned #3 - Tracking Issues

Every project has many issues.  Some have a few; can count by the fingers, while others could have overwhelming numbers over the life of a project.  Project issues include specific problems that need to be resolved by the project manager, project team, concerns raised by management or external parties that required consideration by the project team, legal compliance issues to be resolved and tasks that need to be finalized prior to Cut-Over (Go-Live), especially if they will be a risk to the successful completion of the project.

 
Project issues should be discussed, communicated, resolved amongst project team and as a practical project manager; we need to track in some fashion such as Google docs Project Tracking Issue Template
 
One of key advantages by using Google docs, the issue tracking can be shared and updated real-time by project teams so as a project manager, we can update quickly. With Google Docs, the tracking issue could be updated with new issues and also update for any updates/resolutions to existing issues amongst team member. 

Generic entity for project tracking issues such as (with Google docs, the field can be customized as required):

• Issue ID
• Issue Title / Summary
• Description
• Date Issue Raised (and possibly who raised the issue)
• Priority (e.g. High, Medium, Low)
• Assigned to/Responsible Person for resolving issue
• Due Date
• Status (e.g. New, Open, In Process, Resolved, Closed, Deferred, etc.)
• Comments
• Resolution Steps

Being practical project manager, we must be able to communicate these issues those who have a material interest in the project including the project team periodically, project management meeting (involve many parties), steering committee meeting.  They look to the project manager for a status of the project; communicating issues and the plans to resolve and mitigate issues is of primary importance to these entities.

Since issues is daily bread and even potential showstopper of any project, the key role of the project manager to handle and communicate issues is cornerstone of project management.  By successfully addressing and managing issues in a timely manner, the project has a greater chance of success to Cut-Over (Go-Live) and beyond.

Profiling the users - Used Case for 6 Thinking Hat Technique

We as a human learn from the pattern and being a practical project manager, learning and remembering the pattern is crucial as by recognizing the pattern, we can recall what action has being taken from past time, what decision is being made, what is the pitfalls, how to overcome it, etc. Pattern can be used also to profiling the user so by recognizing the pattern of the user, project manager can profile the user accordingly; so it can be used to communicate ‘frequency’ correctly to minimize the miss-communication throughout the project.

One of the tools, which can be used to profile the user, is 6 Thinking Hat Technique from De Bono. Usually, people use this technique to make decision, as by applying this technique, the decision should cover 360 degree, it means cover at least most, if not all, the aspect of the decision. In this article, we will use the same method however for different purposes, to profile the user using 6 Thinking Hat Technique and here it is.

1.     White Hat; a White Hat people tends to focus data, information, and statistic, Hence if a project manager would like to discuss with a them, it is a must to bring all the on the table in the statistic form, sheet, creating pattern from the information, benchmark, etc.

2.     Red Hat; a Red Hat people tends to focus on the intuition, gut reaction and emotion; Hence if a project manager would like to discuss with them, try to emphasize and bring the emotional on the table such as what will be the customer experience if this features/services will be available in the market, what you feel about this project, etc. Remember this Red Hat people are the opposite of White Hat people.

3.     Black Hat; a Black Hat people tends to become more careful, judgment, critical, logical, cautious and risk assessment; Hence if a project manager would like to discuss with them, try have more concern on caution and careful. Bring on the table the risks, dangers, obstacles, potential problems and downside of the problem/suggestion/ etc.

4.     Yellow Hat; a Yellow Hat people tends to share optimism, positive thinking and constructive; Hence if a project managers would like to discuss with them, treat them as a partner or as a mentor to support and provide optimism and positive atmosphere so s/he can help you to be constructive accordingly. Remember this Yellow Hat people are the opposite of Black Hat people

5.     Green Hat; a Green Hat people tend to have creative thinking, suggestions, ideas, proposal, and alternatives; Hence if project manager would like to discuss with the them; use them as source to find the solution as they are full of idea and sometimes comes up with the out-of-the-box thinking which may useful to solve the problem.

6.     Blue Hat; a Blue Hat people tend to have organization of thinking and control the other hats; hence if project manager would like to discuss with them is better in the form of escalation that includes summaries, overviews and conclusion so the blue hat people can decide accordingly.

Cheers.

Managing Project Stress - Five tips to manage it

Managing Project Stress - Five tips to manage it

1.     Accept the stress; It is a must attitude to manage the stress, be in at project, work or anywhere else is to ACCEPT it. By accepting it, not denying it, the stress becoming sort of reality instead of un-reality. Then start applying following points in mind.

2.     List the stress; to make the stress becomes sort of real; you must be able to list down of the stress. If you are not be able to list the stress, you could also make it a list of things that make you worry, as the source of the stress, obviously, is worry. E.g. in the project to many task and because of it, project manager, in this case you, is having stress. The benefit of list the stress, it, some how, will relief the burden out of the chess. To make your list is not growing, you should start practicing to say ‘No’ smartly.

3.     Work out the stress; upon finishing of stress list then you can start workout the stress by planning on how you are going to over-come it. E.g. after you have the task list, you can start putting the timetable and action item to finish it.

4.     Observe the stress; this activity is important as it will act as a review checker whether the stress list if correct or not. Correct means you stress level is gone or at least lower and not correct means you are not having a genuine stress list then you need to repeat step 1-3 again.

5.     Divert the stress; we need to balance between project (work) and life, during office hours if you feel stress, it is beneficial to divert the stress by doing something else, some companies that have installed games box such as Wii, Xbox or playing table tennis, massage chairs, chill out zone etc. which are pretty effective for project manager to breakaway from work temporary during office hours. After office hours, catching up with friends over a cup of coffee or dinner or devotes his weekends into fun stuff such gardening, cycling, jogging, reading, etc; which is also a good way to shift yourself away from work. In summary anything that requires your immediate focus and full commitment will turn out to be a good activities for you to breakaway from your working routine and unwind.

These tips are actually generic and it can be applied to manage the stress for other areas.

Cheers.