Project Management

I've trained 600+ project managers over the last 3 years. From budding teams in start-ups to large-scale projects in multinational corporations. Hre are 9 challenges and recommendations frequently shared. 1) Scope Creep Management It's daunting when project deliverables keep changing. Without clear boundaries and pushback, projects will derail. Highly recommend reading "Scope and Requirements Management" and "Effective PM and BA Role Collaboration" to solidify your scope management strategies. 2) Time Management Effective PMs understand that every minute counts. Design an “Ideal Project Week” and schedule critical tasks. Risk assessment? Schedule it. Stakeholder meeting? Schedule it. Documentation review? Schedule it. 3) Stakeholder Engagement Project Managers need to skillfully manage stakeholder expectations. Instead of just updating on progress, send out agendas ahead of stakeholder meetings. Focus on critical discussion points, and be prepared to address the top concerns. 4) Resource Allocation It's tempting to bring in the best talents, but ensure they align with the project's current needs. Don’t bring in a high-level consultant when you need hands-on expertise on the ground. 5) Driving Team Accountability Inconsistent team updates and feedback loops can hurt a project's momentum. As the PM authority, establish regular checkpoints. Embrace the mantra: “Consistency is the heartbeat of projects.” 6) Clear Project Objectives If stakeholders or team members can't quickly summarize the project's goal and outcomes, there’s a clarity issue. Consider methodologies like SMART goals to crystallize your objectives. 7) Handling Conflicts Project disputes, if not addressed promptly, can escalate and impact delivery. Address conflicts head-on. Familiarize yourself with techniques from "Crucial Conversations" for effective resolution. 8) Budgeting Managing finances is critical. A well-told narrative about your project’s ROI and value proposition is invaluable. Understand your budget's narrative, including how resources are allocated, potential ROI, and long-term project benefits. This narrative informs future budgeting decisions. 9) Project Strategy Many project managers grapple with succinctly defining their approach. A clearly articulated strategy not only provides direction but aids in stakeholder buy-in. I highly recommend diving into the "Project Management Body of Knowledge (PMBOK)" to sharpen your strategic skills. How do you prioritize and balance stakeholder engagement with ensuring timely project delivery, especially when faced with conflicting interests?

It was Michelangelo who once said, "I am still learning." For a master of his craft, those words weren't just a humble statement. It was a testament to the power of continuous growth. In the world of entrepreneurship, your skills are your tools. Imagine a toolbox. With just a hammer and nail, you're limited. But add a screwdriver? Suddenly, a world of building IKEA furniture opens up. Now imagine this with skills. Each skill you learn isn't just another tool. It's a portal to a world you couldn't access before. A tiny window that gradually expands your view. The world praises those who take big leaps. But what if we're looking at it all wrong? Break it down. Every ambitious goal isn't a giant leap. It's a series of small hops. Every skill you gain isn't just about doing something new. It's about becoming someone new. Each skill is a trophy against limiting beliefs. The first time you led a team. The moment you learned coding. The day you cracked that tough negotiation. Each of these weren't just skills. They were layers added to your identity. That complex algorithm you couldn't understand? By breaking it into parts, you tamed it. That ambitious project that seemed impossible? Chunked down, it became a series of manageable tasks. It's not about the big wins. It's about celebrating the small victories. Because each small win is a blow to self-doubt. Adopt this mentality. See each challenge not as a mountain, but a series of stepping stones. These stones? They don't just get you across a river. They build bridges to new territories in your mind. Every day is an opportunity. A chance to learn, to expand, to redefine. And remember, Each tiny step isn't just forward motion. It's upward elevation. So, when faced with a daunting challenge, remember Michelangelo. Every master was once a beginner. Every expert was once an amateur. And every monumental success? It's just a series of small, daily wins stacked together.

This is one of the most important things I’ve learned about resumes, and most don’t do it. Not doing this can hurt your chances of getting an interview 👇 Your resume 𝐬𝐡𝐨𝐮𝐥𝐝 𝐧𝐨𝐭 𝐛𝐞 a description of what you are 𝐫𝐞𝐬𝐩𝐨𝐧𝐬𝐢𝐛𝐥𝐞 for. Your resume 𝐬𝐡𝐨𝐮𝐥𝐝 𝐛𝐞 a collection of your 𝐚𝐜𝐜𝐨𝐦𝐩𝐥𝐢𝐬𝐡𝐦𝐞𝐧𝐭𝐬 𝐫𝐞𝐥𝐞𝐯𝐚𝐧𝐭 to the job you are applying for! Here's a simple example: A Project Manager's resume that describes what they are 𝐫𝐞𝐬𝐩𝐨𝐧𝐬𝐢𝐛𝐥𝐞 for looks like this: - Delivered the project on time and within budget. - Communicated updates regularly to all stakeholders. This is a terrible way to "stand out" - In this example, every Project Manager is responsible for delivering projects on time and budget, and for communicating with stakeholders. In other words, there's nothing 𝐮𝐧𝐢𝐪𝐮𝐞 about this person's resume. Your resume has to show: - Evidence that you have the experience they are looking for (Tailored resume) - Evidence of the value you bring to the team (Your past accomplishments) To write a resume that 𝐬𝐭𝐚𝐧𝐝𝐬 𝐨𝐮𝐭, here’s what you should do 👇 Write 𝐚𝐜𝐜𝐨𝐦𝐩𝐥𝐢𝐬𝐡𝐦𝐞𝐧𝐭𝐬, not what you were responsible for : - What did you do? - What was the impact? - How did you accomplish it? Use the “𝐗 + 𝐘 + 𝐙” formula to write accomplishments: “Accomplished [𝐗] as measured by [𝐘], by doing [𝐙]” 🛑 Instead of writing: “Delivered a project on time and budget” ✅ Write this: 𝐀𝐜𝐜𝐨𝐦𝐩𝐥𝐢𝐬𝐡𝐞𝐝 [𝐗]: “Launched ____ project” 𝐌𝐞𝐚𝐬𝐮𝐫𝐞𝐝 𝐛𝐲 [𝐘]: “1 month ahead of schedule and increasing ROI by Z%” 𝐁𝐲 𝐝𝐨𝐢𝐧𝐠 [𝐙]: “, by creating a new communication process that allowed low and medium risk tickets to be pre-appproved, reducing friction during development” Together X + Y + Z: “Launched ___ project 1 month ahead of schedule and increasing ROI by Z%, , by creating a new communication process that allowed low and medium risk tickets to be pre-appproved, reducing friction during development” 𝐀𝐜𝐜𝐨𝐦𝐩𝐥𝐢𝐬𝐡𝐦𝐞𝐧𝐭𝐬 help you show that you have the experience companies look for in 𝐜𝐨𝐧𝐭𝐞𝐱𝐭 of a project that had impact to customers, your team or the organization. 𝐓𝐚𝐢𝐥𝐨𝐫𝐢𝐧𝐠 your 𝐚𝐜𝐜𝐨𝐦𝐩𝐥𝐢𝐬𝐡𝐦𝐞𝐧𝐭𝐬 to the job you are applying to will increase your chances of getting an interview. Adding more colors, graphs and random keywords will not. A few extra tips as you go through your accomplishments: 1. Not every accomplishment will have a number (impact). It’s ok, try to have as many as possible. 2. Accomplishments tailored to the job you are applying to >>>> accomplishments you believe are the most important. 3. You can skip the XYZ formula and instead write them as: Verb in past tense + what you did + the impact it had. ------ 🚀 Need help with your resume or Product Management interviews? Check out my comment below for THE BEST resources 👇 #productmangement #resume

AI's hype is everywhere, but its practical application is what truly matters. !! Unlike the self-driving car hype of a decade ago, AI's implementation in the real world is uniquely different. Over the past year, I've witnessed firsthand how AI can augment our capabilities at SJ Innovation. It may not replace our jobs, but it does serve as a powerful assistant, handling numerous tasks efficiently. Since OpenAI introduced the "OpenAI Assistant," we've created over 250 specialized assistants within our organization. Upon reviewing these AI assistants, I've come to realize they haven't replaced any jobs. Instead, they're akin to having a team of interns, each adept at performing specific tasks, saving us 10-15 minutes each time. If you're leveraging 5-10 such assistants, that's a savings of 1-2 hours per day — a significant boost to productivity that will only improve over time. Here are some unusual and small assistant example: 1) Attendance Analysis: Develop AI solutions to analyze attendance data across multiple files, generating comprehensive reports to identify patterns and optimize team schedules. Create and Used by: Admin/Hr department 2) Quality Assurance Report Review: Assist QA teams Assistant manager by tracking project hours versus contracted hours to prevent burnout and ensure optimal productivity. 3) QA/Test cases for Client Project: Upload client project data, past test cases and input new requirements. Result new cases 4) Convert my code to old Version of Cakephp: Client running an application with old version, write code and it convert to old version of cakephp 5) RFP helper: Upload All document about project and old RFP document and now it can help write based on client requirements and our past RFP My advice? Get involved. Sign up for ChatGPT premium, create your own GPT, or if you're leading a team, develop your own assistants using the API. These digital helpers could become your next competitive edge, much like an diligent interns, ready to streamline your daily tasks and workflows. #AIAssistants #ProductivityTools #Innovation #OpenAI #Teamwork #SJInnovation

Some risks are worth taking, but many are not.   Without proper risk management, unnecessary risks can derail your project's success.   I've learned this the hard way over my years leading complex projects. Here are a few tips from my experience:   Identify all potential risks upfront through brainstorming, risk interviews with stakeholders, and risk analysis techniques.   Don't let risks sneak up on you.   Evaluate each risk for probability and impact.   Prioritize the biggest threats to your project objectives.   Mitigate high-priority risks by avoiding them, controlling them, transferring them, or accepting them with a contingency plan.   Don't ignore them and hope for the best.   Implement your risk response plans. Continuously monitor risks and watch for new ones.   Adjust responses accordingly. Manage risks proactively.   Proper risk management takes time and effort but pays off tremendously in avoiding surprises.   It enables you to deliver projects successfully in a structured way.   Don't gamble with your project's outcome.   Let me know if you need any risk management advice!  

Mastering the Startup End-of-Year Business Review As we approach the end of the year, I find myself talking to a lot of our portfolio companies about the journey they have embarked upon, encouraging them to look back at the year gone by and plan for the one ahead. This annual business review is more than a ritual; it's a critical tool for growth, learning, and strategic planning. Here is the basic framework I use: 1) Reflect on the Past Year - Celebrate Your Achievements Acknowledge all achievements. Celebrate product launches, customer feedback improvements, or efficiency gains. Remember, small victories often lead to significant triumphs - Learn from Challenges Identify and analyze the challenges faced. Consider their impact on operations, customer satisfaction, and overall business growth. Transform these challenges into learning experiences and strategies for future resilience - Analyze Key Metrics Evaluate critical metrics such as customer acquisition cost, lifetime value, churn rate, and revenue growth. Assessing these figures provides insights into customer behavior, sales efficiency, and overall business health 2) Assess Your Business Strategy - Your Market Position Analyze your current market position. Consider customer segments served, market share growth, and how your value proposition compares to competitors. This reflection helps in identifying new market opportunities or areas for improvement - Reflect on Your Offerings Review customer feedback, product performance, and service quality. Assess how well your offerings meet customer needs and where they stand in terms of innovation and relevance 3) Financial Review - Revenue and Expenses Examine revenue streams, cost of goods sold, operating expenses, and net profit margins. Understanding these elements is crucial for evaluating business performance and identifying areas for cost reduction and revenue optimization - Investment and Funding If funded, assess the allocation and impact of these resources. Were they used effectively in product development, marketing, or expanding operations? This analysis helps in improving future funding usage 4) Team and Culture - Celebrate Your Team Review team growth, individual achievements, & contributions. Acknowledge efforts in overcoming challenges and their role in achieving business goals - Personal Growth Reflect on leadership development, communication skills, & decision-making processes. Assess how these personal growth areas have influenced team dynamics and business outcomes 5) Setting Goals for the Next Year - Setting Achievable Objectives Define specific, measurable, achievable, relevant, & time-bound (SMART) goals. These might include revenue targets, market expansion plans, or product development milestones - Plan for Innovation and Growth Identify areas for innovation – this could be in technology adoption, new market penetration, or product line expansion. Develop a clear plan for implementing these innovations #yearendreview

It’s no hidden truth that most companies are looking for product managers with strategic thinking. Question is: how do you build this muscle early in your career to be able to communicate your value to interviewers or your manager? First of all, flipping through “strategy frameworks” doesn’t make you a strategic thinker. Yet, that’s the thing I see most PMs doing. They say, “I know strategy because I studied it.” But it’s not something you can study, strategy needs clarity of thought: How broad yet deep can you think about a product problem or a solution? Here’s how you can train yourself to become a strategic thinker no matter how early you are in your tech career: 1. It’s not just about shipping a feature but about exploring a problem to such breadth and depth that you’re able to grasp the context you’re working in and then, can explore and evaluate solutions. 2. Narrow your focus on business impact. Learn the levers of how the company makes money so that you can better understand what your senior leadership cares about. Be interested in your company’s financial performance and which factors impact it the most. 3. Be genuinely interested in making your manager's life easy. (Highly underrated!) You will be surprised how easy it is to get special projects and get involved in strategic initiatives and highly visible projects like roadmap building, and OKR setting — which will add to building your strategy muscle. 4. Slow down. Product thinking involves keenly observing ideas, conversations, conflicting priorities, and customer motivations. You won’t be able to spot red flags, or capture trends or patterns if you’re in a hurry. 5. Wear a lab coat. Scientists rarely jump to conclusions or assumptions — they study the problem and all its connecting threads by inverting the problem and looking at it upside down. They ask the questions, “why”, “why not”, and “how” until they’ve uncovered an insight that can simplify their understanding. And finally, keep asking for feedback on your strategic thinking every 3-4 months. This helps track progress. #productmanager #productmanagement #womenintech #productcoach #womeninproduct

Recently, I went on my first backpacking ⛺ trip. The entire time I was the epitome of small wins for the win 🌟 .      At the start, the steep up-hill climb into the mountains ⛰ felt endless. Despite my best efforts, it felt like I wasn’t making any progress at all. The static view of my own shadow was relentless, mocking 😤 me after each step. But finally, I turned around, and I saw just how far I’d come.     In that moment, both of these things were true for me:       - I was on an amazing journey. I felt overwhelmed by how far I had walked, and how beautiful 😍 the trip had been.       - This sucked. It was hard, I felt overwhelmed 😫 by how far I had to go, and there was no way I’d make it.     So often, I’ve felt this exact way as a logistics leader. When you're in the middle of a big project, or a major disruption, or even just a regular freaking peak season ... each day, meeting, or minute starts to feel impossible 😰 . It feels like there's no success in sight. Because as soon as you get a moment to breathe, damn it if something else doesn't go wrong.     Even though there is no time ⏳ for it, we have to plan and systematize our mindset. This is the moment to reflect (for yourself and your team) on what you have accomplished 🌿 . What are your small wins?  Trust me, you are making progress, and you need to recognize it.       I use my small wins process every week in my team meetings. We end every meeting by going around the room and telling a success story. It can be one we had ourselves, or it can be recognizing a teammate's success 🏆 . But it always takes priority, and we jettison all other items if time runs short.     How have you made recognizing small wins part of your processes?  #leadership #management #teambuilding #burnout #processimprovement 

Moving into a management role is a major change... Here's a first-hand account of my recent experience and what I have been learning ~~~~~~~~ I recently moved into the role of Acting Engineering Project Manager. This is my first time in a formal management role, and I have been learning every day. The scope of my new role spans the execution of all aspects of the project, including: ▪︎software ▪︎hardware ▪︎human factors ▪︎safety ▪︎cybersecurity ▪︎digital transformation This broad scope keeps every day dynamic, challenging, and interesting... and with the expanded scope also comes new growth areas. ~~~~~~~~ Two months into the role, here are my three major learning curves: 1. Change from executing tasks to enabling the team 🎯 The biggest change has definitely been moving from executing my own tasks to planning them for others. My focus is now on enabling team members to hit their milestones. Sometimes I have to resist my urge to jump in myself; a conductor is not the one playing all the instruments. Their focus is on conducting the orchestra. 2. Handling increased complexity 📊 As a manager, the daily complexity is much higher. Often, it feels like balancing many spinning plates. Prioritization takes on a different meaning when *everything* is important. Timeblocking my calendar and sending myself emails of To-Dos has been very helpful. There is no easy solution to these situations, and I am treating each one as a learning opportunity. 3. Achieving team flow 🔗 Communication is key to keeping the team informed and aligned towards the same goals. Meaningful meetings are important for this synergy. I have been doubling down on my meeting skills. These include sending out clear agendas, taking thorough notes, and tracking action items to closure. With a wider field-of-view, it is easy for me to overload a team member with information. So I have been working on pacing information and sharing with intent. Team flow requires clarity. Clarity comes from delivering relevant information in a concise manner. ~~~~~~~~ Two months down ✅️ What is something you remember from transitioning between different types of roles? #engineering #projectmanagement #fieldnotes

Have you ever wondered what 'Work smarter, not harder' means in program management? Let's decode it! 🔍 1️⃣ Leverage Resources: Use tech, teamwork, and time more efficiently. Embrace automation and streamlined communication tools to boost productivity and reduce manual labor. 2️⃣ Team Strengths: Delegate tasks to leverage your team's capabilities. This approach shares the load and enhances team morale and productivity. 3️⃣ Goal Alignment: Focus on tasks that align directly with your goals. This prioritization minimizes distractions and streamlines your path to success. 4️⃣ Efficiency and Effectiveness: Balance doing things right (efficiency) with doing the right things (effectiveness). It's about optimizing processes while ensuring you're on the right track. Now, I'd love to hear from you! Which of these strategies have you found most effective in your work? As program professionals, let's continue exploring innovative methods to work smarter, NOT harder! 💡 #ProgramManagement #Efficiency #Leadership