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Project Manager : Project Manager Dec Jan 2014
RUSSELL SCOTT (CPPD) Russell Scott is a business time lord, husband and father who was not always as clear on the purpose of work as he is now. He believes that time is our most precious resource and is on a crusade to help people to make more time for what they most enjoy. In addition to more than 15 years of project management experience, he is also a public speaker, author and developer of systems that improve productivity. 34 Project Manager THE OFFICE My office door is not always open It's tempting to run an open door policy -- everyone wants to say 'yes' more often than 'no' -- but that isn't always the key to effective leadership and time management in a PMO. There are a few simple tips that can help you lead your PMO team in achieving its goals while also getting through your own to-do list. SOME TIME AGO I WATCHED ONE OF THOSE management education videos, possibly featuring John Cleese, where a new manager had an introductory chat with his team and concluded with the statement: "My door is always open", then promptly went into his o ce and shut the door. ere are times when you just want to shut the door and have some time to work on the things on your list, right? But if you shut the door, you might see a drop in results from your team. e people you want to be working with more might not want to hear from you as much. People might feel like you are not responsive, not accessible or even r ude! Maybe. But maybe it just depends on how you go about it. Have you ever noticed the length of your list of things to do for the day? And during the day, do you hear the continual requests, demands and distractions from others in or out of your teams? So when they all head home, you may have hardly touched your list. If so, then you are not alone. Many people have days like that, regardless of whether they are in a project management o ce, managing a project or in a project team. But do you know the simple things that you can do now to rebalance this? ree top tips, developed from more than 15 years of research, implementation and improvement in project environments, in both the public and private sectors, will help you gain more control over your time and balance the goals of your teams with your own. Tip 1: shut that door! You may be accountable for the outputs of your entire team, but that doesn't mean that their tasks are always more important than yours. is is really about when you can close your door, and what you put in place to support this. You can hang out the 'Do not disturb' sign, shut your o ce door, turn o your phone (and instant messaging), and maybe even vacate the area (hiding so they can't disturb you). One successful leader I know of walks the oor and speaks to all of her sta at the start of each day and a few times during the day to check that they have what they need. By making herself available to them on her ter ms, she was equally able to make herself unavailable for other times. Another successful business owner doesn't answer the phone at all during the day and returns everyone's calls between 4:00pm and 6:00pm that same day. Some of you may be thinking that you couldn't possibly do that and maybe you're right, but when you think about how much this business ow ner's contacts must value what he provides, it makes you wonder. Perhaps you might think: what small thing could you change or add that would work for you and your contacts right now? Tip 2: balance availability and accessibility How can you be responsive and available while also having time to do your best work? • For a start, not all questions require an immediate answer, so you can get people to tell you when they would like a response (if one is required). • Your voicemail welcome message could ask callers to let you know their preferred response period. • Some businesses have email subject line policies that include identi cation of when a response is required (and if a response is required at all). • As a default, you could choose to respond to emails within one working day and phone messages within half a day, or something else. Many people are responsive and available while preser ving their time, and you may nd out how they do it. ere could be some people in your
Project Manager Oct Nov 2013
Project Manager Feb Mar 2014