Archive for Project Management

Most Hated Business Buzzwords

Even after a year of working from home – some things never change. One of them is buzzwords. Merriam-Webster defines a buzzword an as important-sounding usually technical word or phrase often of little meaning used chiefly to impress laymen. And it seems people hate business buzzwords

The word-smiths at GetResponse, surveyed over 1000 people to identify the most hated business buzzwords. GetResponse asked respondents to tell them their most hated jargon terms. Here are the top five most hated business buzzwords….

thinking outside the box is a cliché

5. Thinking outside the box

Wikipedia writes that thinking outside the box is a metaphor, which has become a cliché. It means to think unconventionally or from a new perspective. The term is widely used in business environments, especially by management consultants and executive coaches starting in the 1970s challenging their clients to solve the “nine dots” puzzle, whose solution requires some lateral thinking.

4. Raising the bar

bosses are continually setting new goals

The phrase originates in athletic terminology from around the turn of the century. It is from the track and field events of pole vault and high jump, where it is necessary to raise the bar after each jump to reach a new height record and increase the competition. In the workplace, bosses are continually setting new targets or goals for the workers to achieve, hence raising the bar there too.

3. Touch base

hated business buzzwordMerriam-Webster says this hated business buzzword comes from baseball where both runner and fielders have to “touch base” in order to be safe or record an out. Perhaps the idea of the “base” became associated with “home base” or place of meeting, before becoming the idiom we know today.

2. Teamwork

Teamwork is 2nd most Hated Business BuzzwordsThe origin of the word “team” goes as far back as the year 825. Grammarphobia reports it originally meant a set of draft animals. it’s derived from old Germanic sources having to do with drawing or pulling. In the early 1500s, the noun was first used to refer to people, either working together or associated in some joint endeavor. In 1886 this gave us the sports uses, such as “team player.” 

The blog claims the verb “team” also showed up in the 1500s. The Oxford English Dictionary says It originally meant to harness or yoke, as a farmer might “team” horses or oxen. We still use the verb more or less this way, but with things instead of animals.

1. Synergy

Synergy is a trendy buzzwordSynergy is the most hated business buzzword. In the business world the term implies that, when the right two companies merge, they’ll produce a profitable synergy. Synergy became a trendy buzzword in the 1980s after it appeared in an Economist article (even though it’s actually been around since 1632). The idea of synergy was one factor in what became a “merger mania;” unfortunately, business synergy often turned out to be harder to achieve than to imagine.

Here is the entire list from GetResponse

 

2020's Most Hated Business Buzzwords

RankJargon Term% who hate it
1Synergy4.29
2Teamwork3.43
3Touch base2.08
4Raising the bar1.96
5Think outside the box1.72
6Work harder1.72
7Best practice1.47
8Paradigm shift1.47
9The next time you feel the need to reach out1.35
10Empower0.98
11Keep up the good work0.98
12At the end of the day0.86
GetResponse, surveyed over 1000 people to identify the most hated business buzzwords.

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I don’t use these hated business buzzwords at home. It’s not weekend talk. Buzzwords and jargon are generally the domain of “office speak.” 

Why do we have jargon overload in the business environment? There are many possible reasons. People want to fit in and belong, be seen as an insider, or mimic their bosses so it seems like it’s the right thing to use hated business buzzword.

 

Stay safe out there !

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him at LinkedInFacebook and Twitter. Email the Bach Seat here.

9 Tips and Tricks to Master Zoom

9 Tips and Tricks to Master ZoomIn case you have been living under a rock Zoom Video Communications (ZM) is one of the biggest beneficiaries of the COVID-19 pandemic. Despite security concerns and reports of links to China, Zoom is one of the most popular video conferencing options available. As Statista documents Zoom’s Q3 total revenue was up 367 percent from the same period of last year. The company expects to end the year with $2.58 billion of revenue.

Zoom logoA growing number of project managers are using collaboration software like Zoom while working from home until at least the summer of 2021 – to get updates from team members. Here are 9 tips and tricks to master Zoom in 2021.

Use keyboard shortcuts 

It is estimated that you are spending up to 64 hours every year on unnecessary keyboard-to-mouse coordination in Zoom and other GUI’s. To save time, use these keyboard shortcuts to be a more efficient project manager during a Zoom video call.

A is for audio – Press Alt + A to mute or unmute audio (macOS Command + Shift + A).

I is for invite – Press Alt + I to jump to the Invite window, where you can get the link to the meeting for others users (macOS Command + I).

Zoom keyboard shortcutsM is for mute – Press Alt + M to mute everyone else on the call when you are the meeting host (macOS Command + CTRL + M).

S is for share – Press Alt + Shift + S to share your screen (macOS Command +Shift + S) and press Alt + T (macOS Command +Shift + T) to pause or resume screen sharing.

V is for video – Press Alt + V to Start or stop video (macOS Command +Shift + V).

Y is for Yo – Press Alt + Y to Raise or lower hand (macOS Option+ Y).

For the full list of Zoom keyboard shortcuts click here

Zoom Annotation toolsUse Annotation Tools – Zoom’s annotation tools let all the meeting participants collaborate by drawing and highlighting on the screen shared by the host. This type of collaboration can be very helpful for project managers when brainstorming, collecting requirements, or developing a work breakdown structure (WBS). To annotate a Zoom while viewing someone else’s shared screen.

1. Select View Option from the top of the Zoom window.
2. Choose Annotate.
3. A toolbar appears with all your options for annotating, including;
• text,
• draw,
• arrow, etc..

Zoom Annotation tools

The presenter can use the save button on the toolbar to capture the image with annotations as a screenshot to be used in the project meeting minutes. 

Look better on Zoom

Zoom has a feature called Touch Up My Appearance. It can soften the focus on your camera. The feature will smooth fine lines and bags under your eye bags –  theoretically minimizing issues with your skin. It can make even the weariest PM look like you got a great night of sleep. To use Zoom’s Touch Up My Appearance:

  1. Zoom Touch Up My AppearanceSelect Zoom’s Settings menu.
  2. Click on the Video option in the left panel.
  3. Under My Video, select the option for Touch Up My Appearance.
  4. A slider bar will appear next to this option, and you can further customize the feature by sliding the bar left or right to increase or decrease its use in your video.

Bonus tip – If you have the internet bandwidth – Select the HD option in the Camera section of the Video settings page. So you can be seen in high definition glory.

mute your microphoneBe Quite – You do mute your microphone when you are not speaking during a Zoom call right? Nobody wants to hear you munching Doritos in the background. When you are called on to speak – you can just press and hold the spacebar to quickly unmute and mute rather than scrambling to click the microphone button with your mouse. 

Use an Emoji

Even if you are muted in a Zoom meeting, you can still participate. Use emoji reactions to let the hosts know your thoughts. You can send a thumbs up or a clapping emoji to communicate you can still participatewithout interrupting the meeting. To react with an emoji during a project meeting:

  1. Click the Reactions tab at the bottom of the meeting screen and choose the one you want.
  2. The emoji will disappear after 5 seconds.

By default, emoji reactions have a yellow skin tone, but you can customize that to match your identity. Desktop users can:

  1. Select their profile picture,
  2. Click on Settings, and then under the General tab,
  3. select a skin tone from the six options available.

Zoom reaction emoji skin tonesPro Tip #1 – If you’d prefer not to be seen at all (and you’re not planning to speak) in the meeting you can use a screenshot of yourself in a Zoom meeting as your profile picture. That way, you’ll always look sharp and that you are paying attention.

Zoom attendee attention tracking featurePro Tip #2 – Zoom offers an “attendee attention tracking” feature. This feature lets the employers check to make sure you are paying attention. So if you’re tweeting away during a meeting, or answering a personal e-mail, Zoom is going to tell your boss.

Stay Up to Date – Keep your Zoom application up to date. Updating Zoom will get you the latest bells and whistles and it will keep you more secure. To update your Zoom client

  1. Sign in to your account.
  2. Click on your profile picture, and select Check For Updates.
  3. If there are new updates, you’ll be able to download and install them right away via the updates screen.
  4. Follow the on-screen prompts.

You can also download updates from the Zoom update website.

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Hopefully, these 9 tips and tricks will help you master Zoom and be a better project manager in 2021. 

Stay safe out there!

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

10 Ways to Make Teams Easier

10 Ways to Make Teams EasierThanks to the continuing COVID-19 lockdowns and the resulting growth in work from home, Microsoft (MSFT) Teams has been steadily growing its user numbers. The collaboration platform has expanded from 20 million users in November 2019 to 115 million daily active users (DAU). This growth has put Teams among the most popular collaboration platform during these uncertain times. 

keyboard shortcuts in TeamsIf you are part of the growing number of project managers working from home using the collaboration software Teams to keep in touch with your project teams – are you an efficient Teams user? It has been estimated that you might be spending 64 hours every year on unnecessary keyboard-to-mouse coordination in Teams and other GUI’s. Here are 10 keyboard shortcuts to increase your Microsoft Teams productivity in 2021.

Teams Keyboard Shortcuts

1 – Zoom In – (Ctrl+Equals sign) – This keyboard shortcut helps find things visually, especially after a long day, when your eyes are tired out from all the blue light fatigue. You can zoom in anywhere across the Windows app to improve its accessibility. .

Toggle audio and video2 – Toggle mute – (Ctrl+Shift+M) – Use this keyboard shortcut to cut out noise during calls, quickly chime in without adding to ambient noise, and have more focused conversations.
Bonus tip#1 – Toggle video (Ctrl+Shift+O) but this is available only on the desktop version.

3 – Start an audio call – (Ctrl+Shift+C) – Use this keyboard shortcut from within a chat to start an audio call with chat participants. Bonus tip#2 – Use Ctrl+Shift+U to starting a video call.

4. Go to sharing toolbar – (Ctrl+Shift+Space) – It is called collaboration software for a reason – This keyboard shortcut brings up the toolbar so you can share your screen, give someone else control and start the whiteboard.

5. Blur background – (Ctrl+Shift+P) – If you are WFH with a messy bookshelf or a refrigerator with kid’s drawings right behind you -this keyboard shortcut lets you quickly blur the background and present a professional setting for your video feed.

quickly attach a document6. Attach files – (Ctrl+O) – This keyboard shortcut allows you to quickly attach a document or a file when communicating with someone via chat. It will open a pop-up menu where you can choose to add files either from Microsoft OneDrive or from your local storage.

7. Start a new line – (Shift+Enter) – This keyboard combo is useful for when you want to create paragraphs or bulleted lists inside a chat message. It will bring the cursor to a new line, within the message, instead of sending it right away as would happen if you were to press only Enter.

8. Edit a chat message – (Page Up arrow key) – If you have missed out on any information or made a typo, the Page Up button on your keyboard lets you edit your last sent message without having to press the More button.

9. Enter an emoji – (emotion keyword) – Instead of scrolling thru the lists of emojis – type in the keyword within the parentheses. Examples include

  • emoji(cry),
  • (CWL),
  • (Hi),
  • (ROFL),
  • (smile),
  • (sad),
  • (wink),
  • (Yes) .

10. Find additional emojis – (:word) – Microsoft Teams works with several third-party players to populate its emoji library, so there may be more emojis to express your feelings. Type in “:” followed by the word, and an autocomplete menu will start suggesting emojis – From Avocado to Zombie

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While MSFT Teams is not designed for project management – there is no built-in way to track tasks, risks, manage resources, or do other PM things. It should be a tool in your toolbox. A report by Forrester on Teams found that:

  • Teams reduces the number and duration of meetings and business travel.
  • With easy access to information in one place and less time wasted switching between apps, Teams save workers up to four hours per week.
  • Teams enables remote working which accelerates decision-making and increases productivity.

Stay safe out there!

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

5 Ways Taking Notes Can Improve Your Life

5 Ways Taking Notes Can Improve Your LifeJotting down everything that happens at your daily meetings can boost your productivity and make your workday better. Handwritten notes are a powerful tool for creating the neurocircuitry through the hand-brain complex supporting the brain’s capacity to retrieve information. Here are a few examples of how taking notes with a pen and paper can make your life better.

million dollar idea1. Make a Million

How often has a million-dollar idea flashed through your brain and then it’s gone? They can come to you in the shower, at the gym at lunch and if you don’t write them down, you will forget them as soon as you enter the office or sit down at your desk. Carrying a notebook with you can change that. Just scribble your million-dollar idea down and carry on. 

2. Be Better

Taking notes will help you improve the quality of your work (work and personal). Your notes are your personal external memory storage. Your notebook can be a “refresher course” on all the things you have picked up through life. 

Taking notes can make you look good – to your boss. If you’re in a meeting and are seen to be writing all the key factors and ideas down, this is a subtle hint about your character. It shows you have determination, can self-motivate, and are efficient.

To Do list3. Check It Off

 Notes can help you keep your To-Do list up to date. Studies have shown that as soon as you walk out of the room – your brain will automatically forget what was discussed. Writing things down can stop this from happening. So when the inevitable change comes thru you have a base to build your new day (or week). 

4. Be Your Own Master

You have a plan. You need to stick to it. But it is all too easy to get sucked into a whole host of conversations, “busy” activities, and, of course, the ever-addicting world of social media. Taking notes can help you stay on track and do the things you need to do rather than put them off for “tomorrow” (or get sidetracked by the never-ending flow of emails, text messages, and phone calls).

thinks their request is the most important thing you’ve heard all dayJotting down as and when you get more requests piling in helps you prioritize them. This allows you to focus on the activities that are really urgent, rather than those you feel are urgent. You don’t have to constantly derail your day because someone thinks their request is the most important thing you’ve heard all day. The world doesn’t work like that, and you shouldn’t either.

5. Taking Notes Reduce Stress

After a meeting (or any activity at work) your brain will be cluttered with loose ends, ideas, and just a boatload of information. This isn’t good for your stress levels – having a cluttered mind can feel unsettled. Taking notes is a sure-fire way to regain control of your thoughts. 

This isn’t good for your stress levelsStudies have shown that stress-free minds are more productive. Being stress-free physically increases your brain’s density in the prefrontal cortex. The prefrontal cortex is responsible for much of our conscious thought and reasoning, and the ability to focus through emotional turmoil.

Controlling stress is extra critical during the COVID pandemic lockdowns. The U.S. Institute of Mental Health says that long-term stress may lead to serious health problems, such as heart disease, high blood pressure, diabetes, and other illnesses, including mental disorders such as depression or anxiety.

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pen and paper notebook

For note-taking – I use a pen and paper notebook. I can take it pretty much everywhere to capture those million-dollar ideas. I know that many like to take their notes on a laptop or tablet because they think it’s easier to edit and organize their notes and tasks. But research (PDF) says using a laptop or tablet may be slowing you down and cluttering your notes with irrelevant information.

Stay safe out there!

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.

Pizza and the PM

Pizza and the PMOne of the implications of the COVID-19 virus has been that most in-person meetings are getting moved online or canceled as we continue to shelter in place and work from home. As a project manager, I schedule my share of the 11 million meetings that take place every day in the U.S. – all of which are now online thanks to COVID-19. One of the factors I consider when setting a Microsoft (MSFT) Teams or Zoom online meeting is pizza. 

Bad meetingThat may sound goofy. Pizza can help the PM decided how to shape a meeting. The PMI PMBOK does not venture any suggestions on how many is too many participants for a meeting. My experience says that too many participants over-complicate a meeting and make a video call unwieldy and not enough of the right people prevents decisions from sticking. PMs are looking for a meeting that is just right.

The Bezos rule

One way to get the right number of project meeting members comes from Jeff Bezos. While not a PM – you really can’t argue with his cred’s – richest man in the worldAmazon (AMZN) – second billionaire in space. TargetTech says that Mr. Bezos uses the 2 pizza rule to decide how many attendees should be invited to a meeting.

2 Detroit pizza ruleWhile, sadly, the 2 pizza rule does not mandate that pizza be present at meetings, it means that every meeting should be small enough that attendees could be fed with two large pizzas. Mr. Bezos is known to have used ‘two pizza’ meetings and small project teams to foster a decentralized, creative working environment when Amazon was a startup.

The article explains that Mr. Bezos’ decision to keep meetings small in order to encourage productivity is backed up by science. The late Harvard researcher J. Richard Hackman devoted nearly 50 years studying team performance and concluded that four to six is the optimal number of members for a project team and no work team should have more than 10 members.

2 pizza rule advantages

Team complexityAccording to Professor Hackman, this is because communication problems increase “exponentially as team size increases.” Ironically, the larger the team, the more time will be spent on communication instead of producing work.

The author points out that the 2 pizza rule has several other advantages.

  • It helps prevent groupthink. Groupthink is a phenomenon that occurs when a large group’s need for consensus overrides the judgment of individual group members.
  • It discourages HiPPO, an acronym that stands for the “highest-paid person’s opinion.” HiPPO describes the tendency for lower-paid employees to defer to higher-paid employees when a decision has to be made.
  • It cuts down on social loafing. Social loafing occurs where more people on a team means less social pressure, which could lead to less engagement.

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The optimal number of team members is 5. You can feed them with 2 large pizzas and if there is a vote, it will not end up in a tie.

Do you think 5 is perfect sized project team?

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Stay safe out there!

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Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedInFacebook, and Twitter. Email the Bach Seat here.