Tag Archive for Project management

Coffee is the Project Managers Secret Weapon

Coffee is the Project Managers Secret WeaponResearch has found that drinking coffee is just as good as exercise on your job performance. One cup of coffee improves your working memory as much as spending 20 minutes on a treadmill. Coffee can contribute to enhanced cognitive function, including working memory.

caffeine is a natural stimulantThe primary active compound in coffee, caffeine, is a natural stimulant. When consumed, caffeine blocks the action of a neurotransmitter called adenosine, which promotes relaxation and drowsiness. By inhibiting adenosine, caffeine promotes wakefulness and alertness, including enhanced cognitive functions like working memory.

Coffee Improves Working Memory

Working memoryWorking memory is key to our ability to function as a curious human being. It helps the learning process and makes it possible to store information, such as phone numbers or a shopping list, in the short term. Working memory has a significant impact on a project manager’s job performance. Working memory plays a crucial role in many cognitive tasks required to be a successful PM. Here are some ways in which coffee-enhanced working memory can affect your job performance:

Communications

Effective communication is at the core of being a project manager. Effective communication relies on listening, comprehending, and responding to information. A strong working memory capacity enables you to follow conversations, retain key details, and formulate thoughtful responses.

Problem-Solving

Problem Solving

Project managers are always solving problems and making decisions. Working memory is essential for holding and manipulating relevant information when analyzing problems and considering potential solutions.

Information Processing

Working memory is responsible for temporarily holding and manipulating information. As PMs, we need to process and remember information, such as instructions, data, and task sequences.

Learning and Adaptation

Learning new information and skills is a continuous process for PM’s. A good working memory facilitates the acquisition and retention of new knowledge, as it allows individuals to process, connect, and store information for future use.

Time Management

Time Management Time management involves planning and organizing tasks. Working memory helps in keeping track of deadlines, schedules, and task priorities, which is crucial for meeting project-related goals.

Creativity and Innovation

Project managers utilize creative problem-solving to keep projects moving forward.  Creative problem-solving and innovation require holding multiple ideas or concepts in mind, manipulating them, and exploring new connections. Working memory supports these processes, allowing for more innovative solutions.

Task Execution

Project managers must complete tasks efficiently. Completing tasks often involves holding intermediate goals or steps in memory while working toward a larger objective. Working memory assists in task execution and reduces the risk of errors.

Accuracy and Error Reduction

When individuals can hold and manipulate information more effectively, they are less likely to make mistakes or overlook critical details.

Stress Management

Project managers with strong working memory abilities may better manage stress and high-pressure situations by staying organized and focused during challenging times.

rb-

Coffee can improve working memory by increasing alertness, focus, and concentration, promoting faster information processing, and reducing mental fatigue. These effects make coffee the project manager’s secret weapon to boost job performance.

 

How you can help Ukraine!

Related article

 

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.

How to Develop Your Soft Skills for Success

How to Develop Your Soft Skills for SuccessYou need soft skills. Businesses need employees to work as a team. This makes the ability to have positive interactions with co-workers just as valuable as technical skills. 97% of employers say that these skills are either as important or more important than hard skills As a result, businesses are looking for workers who possess the ability to work in teams that are multidisciplinary, geographically and/or cultural dispersed.

The skills required to have positive interactions with co-workers are often called soft skills. A soft skill is a personal attribute that supports situational awareness and enhances an individual’s ability to get a job done. Soft skills are often used as a synonym for people skills or emotional intelligence. Unlike hard skills, which describe a person’s technical ability to perform a specifically defined task, soft skills are broadly applicable across job titles and industries. It’s often said that while hard skills might get someone an interview, soft skills will help that person get (and keep) the job.

Soft skills that are in demand

Soft skills that are in demandIt is important for individuals to continue to build their technical expertise, but developing soft skills can ultimately set you apart in the workplace and lead to long-term success. When an employee has good communication and interpersonal skills, they are more likely to be able to clearly articulate goals and lead a team in a positive manner. Here are several examples of soft skills that company leaders value:

  • Time management is the skill to prioritize tasks and meet deadlines. For example, a time manager can balance competing demands or priorities. They use tools or strategies to manage their time and avoid stress. Here are some examples of time management skills:
  • Emotional intelligenceEmotional intelligence is the skill to recognize and manage emotions in yourself and others. An emotionally intelligent employee can empathize with customers or colleagues. They can control their impulses or emotions in stressful situations. Here are some of the skills emotionally intelligent people display:
  • Communication is the ability to convey or share ideas and feelings effectively with colleagues, clients and stakeholders. The ability to communicate well is especially important when working in the new hybrid work environment. It is among the top soft skills employers require across all fields. The most common communication skills are:
  • Adaptability is the skill to change according to the situation. An adaptable employee can cope with uncertainty and ambiguity. They can switch from working on one project to another without losing focus or efficiency. They can learn new skills or tools quickly. Here are some examples of adaptability skills:
  • Problem-solving is the ability to analytically and creatively solve problems which will come in handy no matter your job. After all, there’s no job in the world where you won’t have any problems to deal with. That is why creative problem-solvers are always in high demand. Some soft skills associated with problem-solving are:
  • TeamworkTeamwork involves the ability to work with others toward a shared goal. In the workplace, good teamwork can help to foster creativity and innovation because it encourages members to share ideas, brainstorm new solutions and collaborate on new initiatives. Working as part of a collaborative team can also enhance job satisfaction and contribute to a positive work environment. Some teamwork skills are:

Other soft skills include: Creativity, Critical thinking, Leadership, Negotiation, Self-awareness, and Resilience.

Why soft skills matter

Soft skills are not only important for your success, but also for organizational performance. According to a report by McKinsey & Company, about 85% of executives said they have seen an increase in the demand for soft skills over the past five years. Moreover, the report found that companies with higher levels of soft skills perform better on key metrics such as revenue growth (up to 67% higher), profitability (up to 35% higher), innovation (up to 59% more likely), employee satisfaction (up to 44% higher), and customer loyalty (up to 45% higher).

How to develop soft skills

Soft skills can be learned through coaching, mentoring, podcasts, or blogs. However, the most effective way to develop soft skills is through practice and feedback. In order to practice and improve your soft skills, you can follow these tips:

– Seek opportunities to apply your soft skills in different contexts. This will help you to enhance your situational awareness and adaptability. For example, you can join a club or organization that interests you, like your local PMI chapter and volunteer for a project that involves work outside your comfort zone.

360 degree review– Perform a personal 360 review of your soft skills. You can identify your strengths and areas of improvement from others’ perspectives. You can ask your manager, colleagues, friends, or family members how they perceive your communication style; how you handle conflict or stress; or how you cope with change or uncertainty.

– Learn from others who have strong soft skills. This will help you
to acquire new strategies or techniques. For example, you can observe how they interact with others; ask them questions about their strategies or techniques; or seek their advice or guidance on specific issues or challenges.

rb-

It is time to stop calling them soft these are hard skills to master. I just watched an excellent webinar from David BarrettTaking Our PM Careers to the Next Level” on ProjectManagement.com where he talks about the soft skills roles in moving forward in today’s business environment. By developing your soft skills, you can enhance your personal and professional growth; increase your employability and project management career prospects.

How you can help Ukraine!

Related article

 

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.

How To Be A Better Problem Solver

How To Be A Better Problem SolverAre you feeling frustrated by the problems you face in your life? We have all had problems at work, school, or personal situations that we just can’t resolve. Some problem-solving efforts feel like banging your head into a brick wall. Here are some questions to ask yourself when you are stuck.

Is this a problem, or a tension?

Before you decide to tackle whatever crisis has landed on your desk, first discern if you really can solve it. It could be a tension that must be managed. You don’t need to solve every problem that comes through your email.

Some of these situations are tensions you must learn to manage. For example, you might have a conflict with a coworker that is affecting your productivity and morale. You can’t change the other person’s behavior or attitude, but you can change how you react and communicate with them. This is a tension that you need to manage, not a problem that you can solve.

clear solutionA problem is something that has a clear solution or outcome. It can be defined, measured, and resolved. You can solve a problem by applying logic, analysis, and action. A tension is something that has no clear solution or outcome. It can be ambiguous, complex, and ongoing. You can manage a tension by applying empathy, creativity, and adaptation.

Is this mine to solve?

Once you’ve determined that the latest crisis really is a problem to solve, figure out if it really is your problem. You might be taking on a problem that really isn’t yours. Ask yourself is this really my problem?

is this really my problem?For example, you might be asked to help out with a project that is behind schedule and over budget. You might feel obligated or pressured to say yes, but is this really your responsibility? If not, you might be better off saying no and focusing on your own priorities. This way, you can avoid unnecessary stress and burnout.

Just how big is this problem?

Figure out the scale and scope of the problem. Ask yourself, Is this a big deal? A little deal? Somewhere in between? Then apply the appropriate energy and resources toward solving the problem. For example, you might have a deadline looming and you are running out of time. You might feel overwhelmed and panicked by the situation. But is this really a big deal in the grand scheme of things? Will it matter in a week, a month, or a year from now? If not, you might want to calm down and focus on what you can do right now, instead of worrying about what you can’t control.

By asking yourself these questions, you can gain more clarity and perspective on your problems and how to deal with them effectively. You can also avoid wasting time and energy on things that are not worth your attention or effort.

How you can help Ukraine!

Related article

 

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.

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.

rb-

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

Stay safe out there!

Related article

 

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.

What is the Most Productive Time to Start a Project

What is the Most Productive Time to Start a ProjectFall is coming. Fall means football, leaf-peeping, cider and winter is coming. The season is also time to start that big project. New data from Redbooth maker of a web-based workplace collaboration tool says that Autumn is the most productive time to start a project. The San Francisco, CA-based firm looked at 1.8 million projects and 28 million tasks over a four-year period and quantified what a lot of us already intuitively know.

Fall is the most productive time to start a project

The data found that the average person gets more work done in the fall than in any other season. The study found that people are:

  • Fall is the Most Productive Time to Start a Project20% more productive in autumn than in winter
  • 11% more productive in autumn than in spring
  • 7% more productive in autumn than summer

It should not surprise anyone who has lived through a Detroit winter that we are less productive in winter. Snow – cold – no SunSADD. It is a bit surprising to me that summer is a more productive season to start a project. We are actually more productive in summer than spring.

October is the most productive month

Redbooth monthly productivityRedbooth found that October is the most productive month followed by September and November. The least productive time to start a project is in January. People complete 9.5% of tasks in October, while in January they only do 7.2%. The researchers surmised that it could be the holiday rush that pressures people into getting more done or perhaps even adults have that refreshed, back to school feeling in the fall.

Monday is the most productive day

Redbooth daily productivityThis one is a bit more surprising. Even though don’t like Mondays, Redbooth says we work well on them. Monday is the most productive time to start a project. People reported completing the most tasks at 20.4%. Only 16.7% of tasks are completed on Fridays, making Friday nearly 20% less productive than Monday.

The author speculates that given the relatively low completion levels on the latter days of the week, it’s likely that Monday is the “catch up” day at work. Studies have shown that as many as 81% of workers get the “Sunday Blues” — or an impending feeling of dread over the work week ahead. It’s possible that this dread pushes us to work harder earlier in the week.

11 AM is the most productive time

Redbooth hourly productivityWe work best just before Lunch. Productivity peaks at 11 AM with 9.7% of tasks completed. After that, the effects of food set in, and a slump tends to occur after 1 PM.  After 1 PM, productivity never quite returns to its peak, due to the “post-lunch dip.”

rb-

So the data says you should start your most critical projects on a Monday at 11 AM in October.

Related articles

 

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.