‘We Know PMPs’

 

Productivity Tips You Need To Know

Wednesday, June 30th, 2010

By Pamela A. Scott

I just got back from three days of workshops led by people who are very successful in their fields.  Here are some words of wisdom that may help you and me reach their level of success.

1. Use a spreadsheet to capture ideas of the moment while you are working on other projects.  This is how it works for Jeanette Cates.  She cuts down on distractions by having a spreadsheet file on her desktop. When she is working on a project and gets a thought about a different project, she flips over to the spreadsheet file and notes the idea.  At the end of the day, she reviews the ideas she captured and plugs them into her schedule.

2. Use spreadsheets to keep your lists on.  One page is your daily to-do lists, another page is your daily tasks, another can be improvements you need to make to the filing system, and another sheet is reserved for expenses.

3. If you do an activity three or more times, automate it. Create a template for that type of report to speed you up the next time you prepare one.  Or go to sites such as rentacoder.com or scriptlance.com and find a software geek who can create a simple program for you to automate the task.

4. Each day set three goals that you can accomplish in 10 minutes of concentrated time.  Then just do them—in the 10 minutes you set aside for the tasks.  This builds muscles so you can take action. (more…)

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No Buts About It

Monday, May 31st, 2010

By Pamela A. Scott

Here’s something new and different to use to improve your communication with others. It’s a lot harder than it seems.

Ban the use of the word “but.”

For example, you’re in a team meeting and people are evaluating whether to open another office location. Paul says, “We’ve got a client in the area. It makes sense to set up an office there to give us a local presence.”

Natalie replies: “But that’s going to cost us for office space and all that.”

The “but” immediately discredits Paul’s idea. What if Natalie had just dropped the “but” and said, “That’s going to cost us for office space and all that.”

See what happens? The critical tone is gone. She is just stating a fact, rather than implying an opinion. That leaves room for the conversation to continue. (more…)

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Ming and the Biz of Biz

Friday, April 30th, 2010

By Pamela A. Scott

I was meeting with Ming, CEO of a firm with 120 engineers and architects. Ming shared his dismay about staff’s perceptions about recent changes in the business. “We’ve had to make some cutbacks, due to a slowdown in the market. Some of those changes included cutting back on our training costs and requiring staff to strategically plan their trips to minimize travel costs and time away from the office.”

As always, my staff engineers are questioning the changes. Their target is the business development folks. ‘You’re asking us to make cutbacks, but Don and Janet still play golf, go to ballgames, and more. They’re never in the office. Why are they so special?’

“I don’t know what to do to help the engineers understand why the business development (BD) staff do what they do.”

The situation

Ming’s dilemma is common to all businesses, regardless of size. The troops have tunnel vision. Each employee only knows his or her small piece of the business. They don’t understand that doing business is a long process, and they are each one little point in the process.

Let’s use the alphabet as a simple example. As you know, there are 26 letters that go from A to Z. Say your name begins with S. Then for you, S is the focus of your alphabet. As S, you don’t focus on the other 25 letters. If your name begins with C, C is your focus. As C, you don’t pay much attention to the other 25 letters. (more…)

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How to Manage Up

Wednesday, March 31st, 2010

By Pamela A. Scott

Let’s explore a 24-year-old Millennial who has to manage a 55-year-old Boomer.

GUIDELINES FOR THE MILLENNIALS MANAGING BOOMERS

Respect Boomers’ experience and use it. Ask them about the history of projects and relationships. Rely on their expertise.

Don’t worry about being talked down to. It’s hard for me to type that, but I’m sure that Boomers probably come across as patronizing when addressing a Millennial boss. The Boomer’s generation valued experience and time on the job. That won’t change overnight. (more…)

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How To Keep Workers Working

Sunday, February 28th, 2010

By Pamela A. Scott

Last week a client asked for ideas on how to handle her project team. Her team is working on a high profile project with tight deadlines. My client, the project manager, has to travel routinely for project team meetings at other sites. She has learned that when she is not there, her staff eases up in their drive to get work done. She isn’t being critical—they work hard and do good work. She was just stymied in why they do that and what she can do about it.

My son, a psych major, equates it to when you have a substitute teacher. Kids act up. The pressure to perform is not as great with a substitute as with their regular teacher.

What’s at play here is the reverse of the Hawthorne Effect. The Hawthorne Effect says that productivity increases when workers know they are being observed. So, when the boss is away, the work pace slows down. It is natural.
 
Two key learning points come to mind here. (more…)

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When You’re the Problem

Wednesday, February 3rd, 2010

By Pamela A. Scott

Today’s meeting with a client yielded some interesting results.

Joseph manages a staff of 35 or so. He’s built up his department from scratch. He’s a go-getter and problem solver. That’s where the problem comes in.

Joseph is able to see problems and a way to fix them immediately, in any given situation, and regardless of whether anyone else thinks there’s a problem. He recently was on a Scout trip where the boys were fixing up homes in a very poor neighborhood.

In Joseph’s mind, they were there to fix ALL the problems—and he could see plenty. There were broken windows to replace, gutters that had fallen down, doors that didn’t close, and lots that needed to be painted.
(more…)

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The Boss Is ‘In’

Thursday, December 31st, 2009

By Pamela A. Scott

It is true that what once was old is now new again. The business buzz these days is about setting office hours.

You remember when you were in college. The professors had certain hours that they committed to being in their office and available for you to stop by. If you needed to talk to a professor, your best chance came during his office hours.

Now company execs are setting office hours for when they will be available for employees and office hours for when they are available for their customers.
(more…)

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When You’re the Problem

Tuesday, November 24th, 2009

By Pamela A. Scott

Joseph manages a staff of 35 or so. He’s built up his department from scratch. He’s a go-getter and problem solver. That’s where the problem comes in.

Joseph is able to see problems and a way to fix them immediately, in any given situation, and regardless of whether anyone else thinks there’s a problem. He recently was on a Scout trip where the boys were fixing up homes in a very poor neighborhood.

In Joseph’s mind, they were there to fix ALL the problems—and he could see plenty. There were broken windows to replace, gutters that had fallen down, doors that didn’t close, and lots that needed to be painted.
(more…)

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No Group Hugs Required

Saturday, October 31st, 2009

By Pamela A. Scott

Recently our kids, 20 and 22, ran their first half-marathon, a great accomplishment for anyone, but especially so for these two non-runners. They set their goal. They trained. They even cleaned up their eating habits. And they crossed the finish line.

“One thing that really helped was all the people cheering us along the way,” my son said. “All that encouragement really helped us keep going.”

So easy to give. Too seldom done.

This past week one client was bemoaning how seldom people in his company give “atta-boys” to staff. He included himself in that group—giving praise and positive feedback doesn’t come naturally to him.
(more…)

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What to Do With Henry

Wednesday, September 30th, 2009

By Pamela A. Scott

Did you know that your communication style can create a first impression, just like your clothing does? Are you into grunge, high fashion, or business casual? What does how you communicate say about you?

An executive team and I were sitting at their conference table talking about people’s communication styles and abilities. Joe chuckled to himself. Fred looked at Joe, smiled, and said, “I know who you’re thinking of, right?”

“Yep,” said Joe. “Henry.”

At that, they all chimed in with stories about how Henry can’t communicate. It seems Henry is one of those folks who writes really long emails and apparently believes people read them—all of them, all the way to the end.
(more…)

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