As a young PM, I asked instructors and mentors what skills are critical to become an amazing project manager. The answer was almost always, communication, communication, communication. Project managers are critical to the success or failure of a project, and excellent communication skills are critical, they said. In my mind, it sounded so glamorous – I imagined PMs as diplomats who could make or break the outcomes of projects (and organizations) with their words, be them spoken or written.
I realized that most of the ‘communication’ I was doing barely qualified as communication. It was more like the thump on my wrist when my watch tells me it’s time to stand up.
I thought of all of the important projects in the world. I thought about technology projects, projects that bring water or critical infrastructure into communities, projects that effect the way we live and work everyday… and I thought about how my communication skills could be critical to the success or failure of project delivery. Ok, maybe I’m a bit of a Rockstar in my own bedroom, but here’s the thing – as an experienced project manager, I realized that most of the ‘communication’ I was doing, barely qualifies as communication – it’s more like the thump on my wrist when my watch is telling me that it’s time to stand up. Is that really communication?
It took me a while but, eventually, I realized that when instructors, mentors and even PMI extolled communication, they were mostly talking about the sheer volume of it and not the power of words. In fact, if you breakdown what project management communication entails, I’d estimate that well over half of it is following up with people on the completion of tasks. Following up with people to keep things from falling through the cracks is not constructive communication and it’s no stinking fun either. In fact, I’d call it a big waste of time, especially because I’m pretty sure a fancy watch can do most of that… thump, “did you do the task you agreed to do last week?” “what percentage of it did you get done?” I know I bring a lot more to the table than a fancy watch does, and so do you.
How could I expect to be a respected member of the team, or in my organization if at least half of my communication is following up and babysitting?
If you’re anything like me, you didn’t decide to be a project manager to thump people by sending follow up messages and reminders (and then a loving hand crafted summary of the results of the follow in a PowerPoint presentation). I became a project manager because I care about delivering value, resolving conflicts to produce an outcome, clearing obstacles for my team, to advocate, negotiate, to overcome obstacles as a team to achieve a greater result…
How much more effective would you be as a project manager if you weren’t spending so much time with Follow-up, Communication’s Ugly Cousin? And what about your team members… what does it say about them that I was willing to set reminders on my calendar to remind them about what they should be doing? I don’t want to be a babysitter, but many of us have accepted that role. What does that say? It implies that my team can’t be trusted – that they need a babysitter. I certainly wasn’t thinking that consciously, but that sentiment must have been lingering somewhere, otherwise, I wouldn’t feel the urge to set those reminders.
How could I expect to be a respected member of the team, or in my organization if at least half of my communication is following up and babysitting? As a seasoned project manager responsible for multi-million dollar projects, I was stretched so thin due to all of the follow up and reporting tasks. I was horribly stressed and unhappy. Something had to change. Out of desperation and beyond exhaustion, I decided to do things differently.
It wasn’t that my team was incompetent – they were just busy – the information they needed was not readily available to them
Part of the problem was that no one could see my project schedule unless I emailed it to them or exported it to Excel. Another issue was that action items, issues and decisions would get lost in everyone’s email. It wasn’t that my team was incompetent – they were just busy. The information they needed was not readily available to them and the time that they might spend searching for what they needed was just enough time to get distracted by ‘doing something else’ in their email. I knew that if I could give my team access and visibility to the next pieces of work, it would help them see the larger picture – and it would save them time from looking in their email for my last reminder message with all the right attachments or links to the shared drive.
In a nutshell, here are four things you must have to get away from spending time with the ugly cousin…
4 Things You Must Have to Get Away From The Ugly Cousin
- High Visibility of your project information
– anything that needs attention or action by your team should be easily visible to them, prioritized with the backup information or discussion items right there.
- Easy Accessibility by ALL Team Members – there cannot be a lengthy login, approval, or access issue that keeps people from accessing the highly visible information. Many toolsets require a license for every user who will view the information. This often winds up creating a conversation or decision about the value of everyone being able to see the info, (which really defeats the purpose). Easy accessibility also means that there isn’t any lengthy training that needs to take place – access should be highly intuitive with a ‘walk-through’, not training.
- Collaboration features – once you get your team members’ eyeballs on the right information and accessing it, you want them to be able to engage with the information. This means marking items complete, adding notes, asking questions, all while keeping the communication in context of the items being discussed and not lost in email.
- Automated Workflow – to stop playing the follow up game, you’ve got to have workflows that kick off depending on criteria set in your schedule. For instance, when there is a due date set for this week, a workflow may kick off to ask the assigned team members for the percent complete of a task.
- High Visibility of your project information
Are You Ready to Be Amazed?
Over the years, I worked with several different applications in order try to create visibility and self-service project information for my team.
At one point, I managed a team of SharePoint configurators who developed and supported web apps to surface project information for multi-million dollar civil engineering programs. These programs sometimes included engineering and construction resources from multiple companies who would partner to deliver a multi-year program. It kept my team very busy, integrating information from P6, MS Project, Excel and surfacing it all on a portal or dashboard in SharePoint. And still, the follow-up was intense for the managers of these projects and programs.
I’ve always been on the lookout for a better way and I have found the perfect collaborative work management platform
I’ve always been on the lookout for a better way and I have found the perfect collaborative work management platform – Smartsheet. With Smartsheet I was able to build out all of the awesomeness that allows my team members to access everything they need. I spend minimal time on follow up, and zero time on reporting. The self-service project portal allows the team to clearly focus on what is next and work together to achieve better outcomes, and team adoption is a SNAP. Workflows handle the vast majority of follow up tasks, and the joy of project management is alive and well in me!!
And that was just the very beginning – the very tip of the iceberg of the value that I have created with Smartsheet. I was so excited about the impact that can be realized by changing the way we work, that I started a business in 2018 to help other project leaders discover the joy of creating massive value by getting away from the follow-up/babysitting role, and firmly into the reasons that we decided to manage projects in the first place.
Schedule a time to chat HERE! Amazement Guaranteed
If you are ready to be amazed, I would love to show you one of our rockin’ self-service project portals, that will make your time with the ugly cousin a thing of the past! Reach out here for a Rockin’ Self-Service project portal tour.
Due to the clients I was working with, I had a couple more requirements for my solution, but these may not be requirements for you:
- Scalability – needed to be scalable and provide executive and portfolio views of multiple projects
- Resource management – needed to be able to track resource availability and utilization across multiple projects
- KPIs – that roll up at project, portfolio, and enterprise levels. My personal requirement was that I didn’t want to ‘lovingly handcraft’ any more PowerPoint decks. I wanted dashboards and projects that report themselves.
If you’re ready for real results with experienced consultants who will challenge preconceptions, motivate team-members, and catalyze change in your organization, then work with us and together we’ll propel your projects to profitability!