June 4, 2024June 4, 2024 Linky

Discover the 4 functions in which AI support Project Managers

By Jeremiah Duggar

Artificial intelligence (AI) has already begun to reshape the way we think about business. While the idea of a robotic helper was once something we associated more closely with science fiction, things are now very different in the 21st century. Let’s discover how AI can support project managers.

Mechanical butlers may not yet be the norm, but an increasing number of workforces are turning to AI for support with day-to-day tasks. Current estimates show that as many as 35% of businesses are using AI in some form, with a further 42% considering how this technology could benefit them in the future.

It’s the cross-function and systematic methodology of AI which has seen it become an increasingly powerful tool for many enterprises. This ability to monitor, track, plan, analyse, and even budget, is transformative for companies. With all these amazing features, it’s little wonder that the Project Management Profession is at the forefront of AI adoption. In this short guide, we’re going to look at four ways a Project Manager (PM) can benefit from the support of AI in the workplace. From helping with the rigours of daily admin, to crafting strategies based on finite data, here are some of the best uses for AI at work.

1. Administrative task support

Tasks such as daily update tracking, managing documentation, meeting planning and scheduling, and setting reminders are all part of a Project Manager’s life. And while these are an important aspect of any job, small administrative tasks can sometimes pile up and distract a PM from more complex responsibilities.

A recent study found that when skilled workers turned to AI for help with daily tasks, their production levels rose by an impressive 40%. Placing these bitesize responsibilities on the plate of an AI helper allows a PM to focus on the key areas of their role, without having to worry about odd jobs.

2. Data analytics

PMs whose responsibility it is to make actionable business decisions will also find that data analytics tools are game changing. The detail which AI is able to provide when assessing key business information makes high-stakes decision-making significantly easier than in the past. AI can draw from several databases to provide insight, troubleshoot past issues, track real-time updates, and even forecast future considerations. With all the key information immediately at a PM’s disposal, they’ll be able to make a confident, intelligent call about the next steps a business should be taking.

3. Budgeting and scheduling

Estimating the time and money required to effectively carry out a project is one of the biggest stumbling blocks a PM will face. It can feel almost impossible to accurately forecast for this at the beginning of a project, with so many factors (both known and unknown) needing to be taken into account.

Although that may be too much for a human brain to process, the same is not true of AI. The technology can draw on information from past projects, as well as live market trends and factors, to determine an accurate idea of how long something should take, and at what price point. While perhaps not a guarantee down the precise minute or cost, this estimate will be as close to reality as possible with all the factors available.

4. Risk management

Protecting both their assets and reputation is of paramount importance to a lot of companies. AI makes it easier than ever to pre-emptively detect and flag any signs of fraud, a breach in compliance, or sudden market fluctuations which could impact a company’s bottom line.

The AI risk management market is one of the fastest growing in the sector, with it expected to reach a total value of $7.4 billion by 2032. That’s a compound annual growth of 16.2% between 2023 and 2032. With an ever-growing number of organizations turning to AI for risk management services, PMs would do well to join the movement.

PMs certainly aren’t going to be replaced by AI any time soon – but it’s undeniable that the relationship between the two is growing closer. Any PMs looking to optimize their workload in the coming months would do well to utilize this technological helper. It is also strategic to position yourself with the knowledge and skills of how to use AI to your benefit that will help to enhance your career.

About the Author

Jeremiah Duggar is a finance and technology writer who enjoys breathing life into topics which can sometimes be a trifle stale. He spends most of his free time tracking the stock market or digesting the latest innovations in AI and machine learning. When he’s not doing that, he spends time with his two gerbils, Milton and Wallace.

February 27, 2024February 27, 2024 Linky

What you need to know about AI marketing tools in 2024

By Jigar Agrawal

For any business it is not only about producing products and services, but also about content development, videography, photography, designing, and more. This is a good time to consider the top AI marketing tools in 2024 since marketing has the maximum to gain from Artificial Intelligence to add to your resources.

Adding AI tools to your marketing arsenal is surely going to give you promising results. If you haven’t used AI tools until now, 2024 is the year to inculcate. When trying out new tools, it’s better to start with leading tools after a thorough understanding of them.

In this article, we will uncover the top AI marketing tools, in my opinion, that you should know and try out in the coming year.

Top AI Marketing Tools for 2024

No wonder a 2018 McKinsey analysis of more than 400 advanced use cases showed that marketing was the domain where AI would contribute the greatest value.

Copy.ai

If you are a content writer, Copy.ai will become your best friend this year. This is an awesome, AI-powered tool that will help you write high-quality content quickly.

Imagine you are on a tight deadline, you use this tool to produce many different content pieces instantly and that too with minimal editing and proofreading requirements. All you have to do is give a content topic, some fine-tuning parameters, and an outline flow if you have something in mind already, and the tool will do the magic.

The tool has a basic free plan with tight limits so that you can try it out a few times and jump on the paid plans to utilize all its features. The paid version starts at $36 per month, and you can get good discounts by opting for longer subscriptions.

Dall-e AI

If you have used ChatGPT and always thought of having a similar tool for generating photos and media elements, Dall-e AI is the one you are dreaming of.

Dall-e’s working style is very much similar to that of ChatGPT. Here too you provide a prompt, basically describing the type of media element you want, and the tool will amaze you with its awesome creativity. The best part is, it helps you create original images, so you don’t have to worry about copyright or licensing issues.

Dall-e AI image generation tool charges per image, and it remains between $0.016 to $0.04 based on the resolution and size.

MidJourney

MidJourney is another AI tool that can be used to create images for your blog or social media posts. If you have used the Dall-e AI tool and want a cost-effective and more robust solution, you should definitely look at MidJourney.

This tool is embedded into Discord as a bot and is super easy to use. A chatbox is your initial assistant here, you provide it with clues of your imagination and it will quickly generate high-quality images.

This tool is quite cost-effective and offers a monthly subscription at $10 only.

Optimove

When you are marketing your products, you need to know what your target audience thinks about them. Optimove is the tool for understanding your customers’ behavior and gaining insights from them. It is a platform that holds all data about your customers.

It does a thorough research that is important to devise your upcoming steps, to produce better returns on your efforts.

This tool comes with many great features, such as AI-powered A/B testing, audience segmentation, tracking across multiple social media channels, evaluating campaign performance, and providing actionable insights from customer behavior.

Synthesia

Video content is highly favored, and in the coming years, it is only going to gain more followers and loyal customers. If you are a camera-shy person or don’t have a studio-grade camera, Synthesia is here to help you.

To make this tool work for you, it requires only 2 steps and you are done. The 1st is a script that gists your demands and the 2nd is selecting an avatar/character. With this, the tool is all set to have you a professional-looking video.

Synthesia offers different templates and avatars to choose from, and it provides editing options for the generated videos so you can enhance them further before you export and download them.

It is a great tool to use when it comes to developing ‘how-to’ videos. Synthesia provides a paid plan starting at $22 a month, with other longer plans too.

Conclusion

Be it the field of content creation or making images or videos, many are using AI tools to gain a competitive edge, and you should use them too. Keeping in mind that AI is not a total replacement for human creativity, it can certainly help you embark on your new voyage. Start your AI journey with the tools discussed above, and gain superb returns on your marketing efforts.

About the Author

Jigar Agrawal is a Digital Marketing Manager at eSparkBiz Technologies. He is passionate about anything related to Digital Marketing and Trending Technologies. He wants to unlock the world of technology and Social Media where every day there is a chance of new possibility as well as innovation.

Organisational leadership and project management

May 30, 2023May 30, 2023 Linky

What does Organisational Leadership have in common with Project Management?

By Jessica Pearman

Project Managers often engage with Organisational Leaders at their organisation, since organisational managers are usually sponsoring the strategic projects that they are working on. As part of their governance function on Steering Committees they need feedback about the projects that project managers are responsible for.

The question is: “What does organizational leadership have in common with project management?”

First, you need to know what the term, organizational leadership, really means.

Organizational leadership is both a description of a position and a requirement in business, in government, in academia, and in non-profits. OL serves to create a unifying source of vision, coordination, and support in achieving an organization’s mission

OrganizationalLeadershipEDU.org offers a more in-depth definition of what exactly organizational leadership (OL) is and how it’s used. And it offers an important set of resources for understanding how OL is viewed and taught today, and how project management is both part of it and a unique domain that benefits from it.

Project management itself is a sort of leadership position. But the values and education in the field borrow from the toolbox of leadership skills and project managers use the very same types of skills that are taught in organizational leadership training:

Communications
Creativity
Analysis
Problem solving
Motivation and management

At the same time, project management is itself a critical skill that is taught in every organizational leadership program. The essential ability to make the trains run on time, to delegate and communicate, to plan and adjust, is critical to accomplishing anything of importance today.

This intersection with leadership functions becomes even more important when you get into the realm of project management.

Devolving decision making and empowering teams to rapidly iterate toward larger organizational goals absolutely requires strong mentoring and interpersonal leadership skills. It’s melding together the fields of project management and organizational leadership more closely than ever. And that means that project management professionals and organizational leaders each benefit from more familiarity with the details of both roles.

Reasons for Project Managers to consider Organizational Leadership training

The shift in many industries to online, or virtual, project management consulting has put a new emphasis on leadership skills for project managers. It’s one thing to organize and manage a team all working under one roof. As many PMs have learned, however, it’s quite another to forge the same connections, keep accurate tabs, and coordinate between a team scattered across a dozen locations or even different time zones.

When everyone on the team is just a job title and a picture in a Zoom or Teams window, communications and motivational skills need extra depth.

It can be acknowledged that project leaders already exercise many OL skills and take on key leadership traits. And organizational leaders lean heavily on the kind of practical tools and techniques that were pioneered in project management.

Differences

In most cases, the difference between them is simply one of scope. Organizational leaders need a broad vision of their industry and the environment it operates within. They come up with big plans that account for all the pieces on the board, and they have the communication and team-building skills to get an entire company behind them to execute those plans.

Project managers tend to focus more on the details of execution, reporting progress, updating Gantt charts, or calculating burndown and running stand-ups if practicing Scrum. They report into senior leadership, but may not spend time worrying about larger concerns of markets or budget.

Organizational leaders have to keep the big picture in mind. They have to understand not just how projects in their own organization are progressing, but how those projects fit into the larger scope of market, the economy, and technical and social evolution. They make the hard calls on killing and cancelling projects, initiating new ones, and distributing resources to their best effect.

Yet project managers are business leaders in their own right. The position is rarely the last stop on their career path. With a demonstrated ability to pull a team together, to plan and achieve goals in the face of adversity, project leaders are already training for top jobs, even if they don’t realize it.

So the formal education that can come along with a degree in organizational management can be the perfect next step for a project manager moving up in the world.

Find answers to all your Organizational Leadership questions

OrganizationalLeadershipEDU.com revolves around understanding the skillsets that effective modern leadership takes, and how to cultivate them. It offers:

Write-ups that outline the career paths for organizational leaders in dozens of different industries and specializations
Specific degree and skill development tracks useful for any leadership role
A deep dive into the skills that build organization leaders themselves
Ways to fine-tune your own continuing education in leadership theory and practice

There’s even a resources page for degrees specific to project management leadership roles.

It offers resources that build your understanding of the science of leadership itself. It’s a critical first stop on your leadership degree planning. It guides you through the many choices on offer. Frequently asked questions cover topics as diverse as the 7 common leadership styles, change management, corporate social responsibility, extrinsic motivation, and strategic communications. Regular blog posts on OrganizationalLeadershipEDU.com keep readers up to date with the latest developments and newest areas of interest in leadership education.

Making Planning for your own leadership education easy

Beyond giving you a clear picture of the best and most affordable schools in the country offering organizational leadership degrees, the site also breaks down the different degree and certificate options that are open to you. It’s important because organizational leadership has become highly specialized to different industries.

A nurse manager aspiring to higher qualifications and more senior leadership roles is looking at a far different degree track than an education administrator—your educational plans have to match your career goals.

You will find a breakdown on how each different concentration or degree type is used in the field. It includes critical pieces of information like:

The type of coursework you can expect
Common internship or practicum options
Information about capstone project or thesis expectation
Different degree levels and their uses in each field or industry
Accreditation considerations to look out for
Cost data for each degree
Jobs that you will qualify to fill and typical salary levels you may achieve

It also delivers carefully curated lists of schools and programs offering those degrees. You can find options not just in every category of concentration or major, but also those that fit different budgets and career stages. You’ll find degrees that can be completed fully online, through traditional on-campus classes, or those with a hybrid option that combines both formats.

You’ll also find that not only have the editors at OrganizationalLeadershipEDU.org identified and classified the very best bachelor’s and master’s degree programs in OL in the country, but that they have also put together a list of the most affordable options. So no matter what your budget, your project management specialty, or your industry, you will find the best options to fit your needs.

If you aren’t already incorporating an understanding of organizational leadership, and some of the techniques developed for the field, in your own Project Management work, it’s time to start. If you are thinking about aspiring to senior management levels in your organization, or raising the profile in your consulting business, a degree or certificate in higher education may be just what you need.

April 27, 2023April 27, 2023 Linky

Turning the impossible into a successful project

By Antonio Nieto-Rodriguez

In 2018 there was an incident that became known world-wide due to the impossible odds of survival, yet the unfortunate victims all survived miraculously. Let me tell you why this is now on my list of most amazing projects everyone should learn about.

On June 23rd, a group of 12 boys, aged 11 to 16, and their soccer coach became trapped in a flooded cave complex in northern Thailand. They planned to explore the caves for about an hour, but heavy rains caused the cave system to flood, trapping them inside.

The situation was threatening: the boys were stuck about 4 kilometers from the cave entrance, and the flooded passages made it impossible for them to escape on their own.

The rescue project that followed was a remarkable accomplishment of project management, bravery, teamwork, and international cooperation.

A massive search and rescue operation was launched, with more than 1,000 people involved in the effort, including Thai Navy SEALs, cave diving experts, and volunteers from around the world.

Project Challenges

The first challenge was to locate the boys and their coach. The cave is vast and complex, with narrow passages, steep drops, and underwater sections. It took nine days to find the group; they had survived by drinking water that dripped from the cave walls and eating snacks they had brought. Surrounded by darkness, the boys and the coach lost all sense of time.

At the start, “no one really had any idea what to do”, one volunteer said. Officials brought whatever equipment they could think of – small water pumps, long pipes, knives, and shovels – but much of it was unsuitable.

Once the group was found, the next challenge was to figure out how to get them out safely. The boys and their coach were weak and malnourished and needed to be experienced, cave divers. The cave system was treacherous, with tight passages and strong currents, and parts were completely submerged. It was clear that a complex and risky operation would be required to rescue them.

Six factors that made the project a success

Several aspects contributed to the success of the rescue project:

Higher and Shared Purpose: Saving the kids’ lives was a higher purpose that everyone in the project team shared, from government officials to the international community and experts around the world. When this level of alignment happens around a project with a higher purpose, there are very good chances that the project will succeed.
The Best Team: The rescue effort involved a multi-national team of experts and volunteers from around the world. Engineers, cave divers, doctors, and military personnel from Australia, the United States, the United Kingdom, Japan, and many other countries, worked together to develop a plan to extract the boys from the cave. This collaboration ensured that the rescue team had access to the best resources and expertise from around the world.
High Performing: The rescue team consisted of highly trained professionals with expertise in various areas, including cave diving, engineering, medicine, and military operations. Together, they became a high-performing team, leveraging their skills and experience for the sake of the project. This helped them overcome the complex and dangerous conditions in the cave. The team was able to adapt and modify their plan as the situation changed, demonstrating their professionalism and expertise.
Executive Sponsor Dedicated and Committed: The rescue project was sponsored by Thai authorities, who provided clear direction and coordination throughout the operation. The leaders were able to bring together the various teams and resources and make quick and effective decisions when needed. They also communicated effectively with the media and the public, which helped to manage expectations and reduce anxiety.
Innovation and Creativity: The rescue team had to develop creative and innovative solutions to overcome the challenges posed by the cave system. They used a combination of diving and walking to extract the boys and their coach and came up with various techniques and equipment to help them navigate the treacherous conditions.
Believe in Success till the End: The rescue team was determined to succeed and did not give up, even when faced with difficult and dangerous conditions. They worked tirelessly around the clock to extract the boys and their coach and did not let setbacks or challenges discourage them.

On July 10th, after 18 days trapped in the cave, all 12 boys and their coach were safely rescued. The story captured the attention of people around the world. It is a reminder of the power of human resilience, the importance of teamwork, and the bravery of those who risked their lives to save others.

We have seen the power of projects, even in the darkest of circumstances, we can come together to overcome seemingly impossible challenges.
Antonio nieto-rodriquez

About the Author:

Antonio Nieto-Rodriguez is known to many as the following:

March 9, 2023March 9, 2023 Linky

Why Business Projects need to be handled differently

By Frank Einhorn

When looking at a project management landscape, why do we need to handle business projects differently? And how do we handle them effectively?

Business Projects

First, we need to look at what can be classified as Business Projects. The best way to understand business projects is to contrast them with a typical construction project (where something is being built to an approved design). There are several aspects:

	Construction Projects	Business Projects
Requirements	The objective is clear. The main tasks are known and can be estimated by a Quantity Surveyor	The objective is probably understood, but how to get there may not be, making estimating difficult
Change	Once the design for the construction is approved, there is relatively little change	Business projects change all the time, including their priority. Rolling-wave planning is common
Size	Construction projects are generally larger and there are people assigned to do scheduling and costing. On-time, within-budget is important to avoid penalties or eroded profit	Business projects are smaller, and the PM does most of the schedule and cost tracking. Nevertheless, business projects may be complex, critical for the organisation, and carry high risk. Business satisfaction with the results is the measure
Benefits	Construction benefits come directly from the deliverable. One can drive over a bridge as soon as it is built	Realising business benefits may take time and need involvement from many people; the PM has often moved on
Progress	For construction, progress is visible and inspected by people wearing hard-hats.	For business (especially IT) progress can be hard to see and evaluate
Location & resources	Most construction tasks happen in one location with dedicated people	Business projects are often geographically spread, with many part-time team members (Matrix management).
Skills	Construction skills, while important, are fairly interchangeable	For business projects key people may have unique skills; to replace them requires a lengthy learning curve
Management	The construction site PM is in charge and has authority	Business PMs need to lead by persuasion, expertise, influence, and understanding of the prevailing politics

Business vs Construction Projects

While the project management principles apply equally to construction and business projects, the way that they are applied may be very different. Documented project techniques simply do not work for some business projects – or need significant adaptation. Clearly, there is a spectrum with some business projects having construction elements. Also, construction, engineering, and mining organisations run many business projects.

What are the essentials?

When managing a business project there is no time for all the text-book ‘should dos’. While the project may be complex, it needs to be managed in the simplest possible way. The essentials include:

Have a business sponsor (not necessarily the money provider). He or she must be a senior person who really needs the project to happen. Without a sponsor’s support there are many problems that can sink a project. So, if there is no sponsor, it’s best not to start the project.
Produce a Project Definition Document or Project Charter, starting in the first week of the project. The headings include things like: executive summary, goals and objectives, scope and deliverables, benefits, costs, risks, resources, roles, and milestones. Gathering input would involve the stakeholders – business and project team. Any significant disagreements might need to be resolved by the sponsor. When done, the expectations of stakeholders should be aligned, and the PM should have an excellent grasp of the project. Planning would then continue after checking that the business case (benefits versus costs and risks) remains sound.
Have a repository where documents can be kept in a structured way, accessible to all. Few documents are confidential.
Flesh out the scope (activities or tasks) and deliverables as best you know it. Often the activities evolve as more becomes known. Check that the team can cover the important activities.
Develop and track (monitor and update) a schedule or task list.
Develop and track a cost budget (where appropriate) – related to work achieved.
Hold regular, short, minuted, team meetings – track progress.
Identify and manage project risks (ongoing) – plan response actions to reduce the probability or impact. Some risks you might consciously accept. Allow contingency (cost and time).
Manage project issues (problems that threaten success) and changes (mainly to scope).
Produce regular reports (1 page is ideal) with a status indicator (e.g. Red, Amber, Green). Doing them regularly, like fortnightly, helps the PM to keep a ‘finger on the pulse’.
Keep in touch with stakeholders throughout – business and the team.
Close the project, checking that stakeholder needs are met. A report, of a few pages, should be produced, with headings like what was achieved, things still to be done, and lessons learned.

Most documents produced do not need to be elegant, but they must give a good understanding. For example, an issue document needs a brief description, alternative solutions, and the resolution – usually all in one page. The thinking involved is vital.

Business Project variations

How the above items are done might depend on the project. For an Agile project, a Kanban board might be used instead of a schedule. Also, who plays the PM role might vary. It could be done by an experienced PM, a ‘scrum master’ for Agile, or a business person with good people, communication, and problem-solving skills. But, whatever the situation, it is important that the essentials are done consistently and well.

About the Author

Frank Einhorn has over 40 years of project management experience. He graduated as an electrical engineer and later completed an MBA at UCT. He worked with customers in many industries, but mainly banking, insurance, mining, and public sector utilities.

Frank has been a PMP since 1995. Frank has convened programmes and lectured at Wits Business School since 2011. His PhD was completed at UJ in 2018.

Recently his book ‘Managing Business Projects: The Essentials’ was published internationally. It is available in South Africa

3 areas leaders can set examples at work

August 25, 2022August 25, 2022 Linky

3 Areas that a leader can set examples at work

By Chris North

As a business leader, it is crucial that you set the right example at work. Doing so will offer so many benefits to individuals, and to the company as a whole. It will improve productivity and overall team performance. Failing to set the right standards as a leader can have many negative outcomes, from decreased motivation and low morale to a higher rate of staff turnover.

But setting the correct example isn’t just about performance. There are many different facets of effective leadership that if done correctly, will be mirrored by the rest of the workforce. In this post, we’ll highlight three different areas where leadership teams can set good examples, and explore the potential benefits these could bring to your business.

#1 Communication

Effective communication is essential at all levels of any organization, but leaders in particular have to set an example for others to follow. How a leader interacts with both their colleagues and their customers will go a long way to setting the tone for the way the entire business operates and how employees interact.

There is no hard and fast rule in regards to how best to communicate as a business leader. You may want to check out this excellent Communications Guide about the ‘Always on workplace culture’. Furthermore, there are a few aspects of effective communication that all leaders should bear in mind.

Transparency and clarity. One major part of effective communication is transparency. Especially if your team is remote first or even in a hybrid arrangement, having the ability to keep everyone involved in business updates and activities is crucial. This will help to cut out any feelings of alienation, and could even serve as a great motivational tool, with employees feeling a closer connection to the business and to one another.
Ability to listen. Communication isn’t a one-way street. To be an effective leader means to take your peers’ opinions into account, and accept that their voices are just as important. You need to make time to be present, for active listening, with the intent to understand better.
Ask and take feedback. Business leaders often need to ask for feedback from their employees, customers, or shareholders. However, asking for feedback can be tricky. If you come across as too demanding, people may be reluctant to give honest feedback. On the other hand, if you seem too easygoing, people may take advantage of your kindness. The key is to strike the right balance. Be clear about what type of feedback you’re looking for, and make it clear that you’re open to hearing both positive and negative views. At the same time, let people know that you value their opinions and will take their feedback seriously.
Body language. The importance of body language in any social situation is no secret – it can often say more than our words. Even if you are a remote-first company, and won’t be interacting face-to-face with employees every day, it’s important to pay attention to your body language on calls and during any in-person meet-ups. This includes being aware of your posture, tone of voice, facial expressions, and eye contact. Adopting the correct body language will send out the right message to other workers. It can help to motivate as well as instill a sense of confidence and trust in what you’re saying.

#2 Advocating a healthy work-life balance

Since the pandemic brought about a shift in many people’s working styles, there has been a spotlight shone on how we’re managing our time away from the office. For some people, working from home provides the chance to fit life commitments more comfortably around work. But for others, the transition to a remote-first setup has left them struggling to effectively balance their work and personal life.

In this way, it’s so important for employees to see senior members of staff adopting a healthy work-life balance themselves since this will hopefully make it easier for other employees to make better decisions around their time. For instance, booking regular annual leave, partaking in social events, and setting boundaries outside of working hours will all help to establish a healthier work-life balance for both leaders and employees.

#3 Promoting diversity

Employing a diverse workforce is beneficial in so many ways. When different people from different backgrounds with different outlooks on life come together, you’ll invariably find everyone has a different way of approaching vocational situations. Bringing this added creativity and problem-solving skills into the workplace can not only improve efficiency, but you may also find team morale is increased in the process.

Promoting diversity in any organization has to start during the recruitment process and with the leaders. Making advertisements more accessible and avoiding unconscious bias at every stage of the process will help to attract more people from a wider pool of talent to the company. If business leaders position themselves as advocates for diversity within their team, this will likely encourage employees to potentially address their own unconscious biases, and create a more harmonious and productive workplace for all.

About the Author: Chris North

As a digital consultant, Chris has gained vast experience having written about different topics concerning the modern world of work, and he has created content for several international companies. He is based in London but have benefitted from the opportunity for remote work, having traveled extensively to expand his views and immerse himself in different cultures.

May 17, 2022May 17, 2022 Linky

Three Ways to Prepare for Remote Job Interviews

By Joe Higgins

The COVID-19 pandemic has forced businesses across the globe to reassess how they operate. One area that has seen significant changes, is the way in which companies conduct interviews. In the past, most interviews took place in person, with both the interviewer and interviewee meeting in a shared space. However, with the rise of video conferencing platforms and remote working becoming a new norm, more and more businesses are opting for remote job interviews.

With more companies being open to recruiting the best candidates, even remotely, the trend of doing remote interviews, will continue. A candidate who has secured such an interview, need to prepare well and the purpose of this article, is to help you do that.

Trend for remote interviews

There are at least three good reasons for this trend.

Remote interviews allow businesses to reach a wider pool of candidates, as candidates are no longer restricted by geography.
Remote interviews can also save time and money, as there is no need to travel to meet with candidates.
Finally, remote interviews allow businesses to get a good sense of a candidate’s personality and communication skills, as the interviewer can see how the candidate interacts with technology.

Challenges with remote interviews

Although remote interviews have become more commonplace as the world continues to adapt to the new normal, they can still be a bit daunting for job seekers. Since you’re not meeting face-to-face with your potential employer, it can be difficult to create a good impression.

However, here are three steps you can take to set yourself up for success. By following these recommendations, you can ace your remote interview and improve your chance to securing your dream job.

#1 Make sure you have a solid internet connection

It’s always important to make sure you have a strong internet connection before you start any kind of online meeting or interview. A weak connection can cause your audio to cut in and out, or your video to freeze, making it difficult for both you and the person you are speaking with to communicate effectively. In a remote interview situation, this can be even more damaging, as it can make you appear unprofessional or unprepared.

That’s why it’s essential to take a few minutes before your interview to test your connection and make sure everything is working properly. Once you’re confident that your audio and video are of good quality, you can proceed with your interview without worrying about technical issues getting in the way.

Also make sure you have a quiet, well-lit space to work in. You don’t want any distractions or background noise during the call, and you want to be sure the interviewer can see you clearly.

#2 Dress professionally

3 ways to prepare for remote job interviews

Dressing professionally for a remote interview is just as important as dressing professionally for an in-person interview. First impressions are everything, and you want to make sure that you give off the best possible impression when meeting with potential employers. Additionally, dressing professionally helps to create a sense of professionalism and respect. It shows that you are taking the interview seriously and that you are willing to put in the effort to present yourself in a positive light.

Dressing professionally can also help to boost your confidence levels, which is essential when meeting with employers. By dressing appropriately, you will be more successful, not only with having good interviews, but also during your ongoing career.

#3 Be prepared

There are many ways to prepare yourself adequately for remote interviews.

It is important to prepare answers to common interview questions. Stay calm and positive during the interview, even if things do not go as planned.

Remote interviews can be a bit more challenging than in-person interviews, but it’s still possible to make a good impression by being professional and prepared.

Make sure you have a quiet, uninterrupted space to conduct the interview, being aware of your body language and cues, and speaking clearly and concisely.

It’s also helpful to have a list of questions prepared in advance, in case there are any awkward pauses during the interview.

Overall, remember that the interviewer is just trying to get to know you better and assess whether you’re a good fit for the position, so stay calm and be your best self.

If you’re feeling nervous or flustered, try to take a few deep breaths and relax and be yourself. The more comfortable you are, the better able you will be to sell yourself and to land the job.

Author bio Joe Higgins is a career advisor who has been focusing his attention on the remote working trend. He has seen first-hand how this way of working can benefit both employees and employers, and he is passionate about helping people find the right career for them. Joe has also worked as a manager in several different industries, so he understands what it takes to be successful in the workplace.

March 8, 2022March 8, 2022 Linky

How to bring more creativity into Project Management

By Rhylan Jozelle

You wouldn’t immediately associate creativity with project management. When professional project managers have been leading projects for many years, the desire to be creative around many aspects of project management, is either a well-honed skill or it can be weak. In this article you will see how a creative approach will engage teams and make a notable difference in outcomes.

Opportunities for creativity

There are multiple opportunities in which creativity finds a way into a successful project manager’s portfolio –– from innovation when handling budgets, to organizing schedules, to effectively steering a team.

Encouraging creative suggestions and ideas from your team members is always an advantageous approach. When we assess unsuccessful projects, the lack of success more often than not comes down to ineffective communication, poor support, and unclear instruction –– all of which can be improved by infusing a degree of creativity.

With this in mind, let’s take a look at how to bring more creativity into project management.

Bringing Out the Creativity in Others

Often on many projects, you will find team members who are considered to be creative. For project managers who are more analytical and task driven in nature, it could be challenging to manage creative types who are always full of ideas. Creative people are in fact valuable members of any project! When a creative person’s ideas and suggestions are stifled or unheard, you are likely to experience dysfunction within the group. Indeed, as is explained in “Herding Tigers” by Todd Henry, much of the negative behavior we see in workplaces can be traced back to inattentive leadership. However, allowing your team to express their creativity, encouraging them to bring forward their ideas, and acknowledging their input as valuable, will provide a better result overall.

Inspiring Emotional Involvement

It’s paramount to the success of any project to invite collaboration. What is also important, is to allow team members to participate individually. Encouraging them to share personal thoughts and ideas will foster emotional connections to the project. As mentioned in “Engage” by Linda Holbeche & Geoffrey Matthews, to encourage positive engagement, all staff must be treated like human beings rather than units of production. When you treat team members as such, they are more likely to engage and produce their best work within the team structure.

Visualizing Processes & Success

In addition to energizing and valuing creatives on the team, it’s also wise to embody some creative traits as a leader. Visualizing the journey and end result of a project, is a skill often associated with creativity. This is an extremely useful tool for keeping a program on track. This is an aspect of creativity popularized by Marc Silber’s book “Create” in which mastering visualization is discussed as part of the process of unleashing creativity. In short, training the mind to envision outcomes or strategic steps can help you to work out how you want to organize processes and inspire progress. It’s the same trick many creatives use to bring, say, an original story or painting into being.

Generating Ideas

Innovation is essential to the success of any project. The formation of ideas through innovative thinking is not just useful for molding the finished product, but for overcoming obstacles along the way as well. To deliver the product or when facing several risks, a project manager will have to generate various ideas to solve problems, which in turn requires creativity. As discussed in our article on “4 Types Of Task Boards To Make You More Productive”, task boards can be effective for both team member contributions and the general development of new ideas and suggestions. Whatever tool you employ though, a creative approach to innovative ideas is essential.

Improving Day-to-Day Conditions

Alongside all preceding aspects, exercising creativity about working conditions is also an important aspect of project management. When leading teams, consider how to creatively improve working conditions as part of motivating team members. This can mean any number of things, but solutions as simple as off-site lunch breaks or fidget toys for people to use during brainstorming sessions, can go a long way. These kinds of thoughtful gestures will put team members at ease, inspire bonding, and generally keep people happy. This leads to better work contributing to the project goals.

Ultimately, project management is a complex and demanding process often referred to as an art and a science. The points above illustrate, how to demonstrate and foster creativity like:

encouraging team members to be more creative,
inspiring them to be emotionally involved,
visualizing the roadmap and end goal
and improving daily working conditions

By injecting creativity into different aspects of project management, you will help to engage and motivate teams to work toward successful project outcomes.

February 22, 2022February 23, 2022 Linky

5 Productivity Hacks for Project Management Practitioners

By Ronie Salazar

Project Managers are acquainted with juggling many tasks across multiple projects. This leads to workdays which are never the same from one week to the next. Not only is there variety in the type of work we do, but also in the number of people we need to engage with. Project Managers are constantly chasing deadlines and prioritising to get the most important, and urgent tasks done every day. Productivity hacks can prove to be especially useful to become more efficient with our time.

Imagine this scenario

You have two tasks left to complete. You have postponed them for as long as possible, but now they must be done before the end of the day. One involves combing through hundreds of pages of text searching for key terms. As for the other, it concerns updating important excel files that another team can use for the completion of a part of their project.

Although it may seem overwhelming, there are several steps you can take to make sure these tasks are completed as quickly as possible. Here are 5 useful tips and tricks that will help you to effectively manage your time.

#1 Multi-tasking can be good for you

In this scenario, you should start with the most tedious task. It might take time but if you do it first, you can skip over it. Then you can proceed to updating the excel files. Working in a specific order can give you a feeling of accomplishment as soon as you finish the task.

Also, while performing this tedious task, multitasking is your best friend. Try not to spend too much time on one document only; otherwise, you’ll feel like it is taking forever. You may want to switch between different documents with different tasks. Doing this will allow you to zip through each document faster than if you concentrated on only one at a time.

#2 Regular breaks

People can develop tunnel vision while working on something for a long time, be sure to take a five-minute break every hour. You may get your coffee or chat with your coworkers while taking a break. It’s important to give your mind a moment to rest so that you can come back feeling refreshed and ready to work again.

#3 Build in variety

If the tedious task does not have a set deadline, you can reassess it after a five-minute break and see if it is still worthwhile. If not, you can move on to the next important task and pick up where you left off another time if and when it becomes necessary.

Go to work on the alternative task next, namely updating the important excel files. Trying to fix multiple worksheets at once can cause confusion and more errors. Because working with excel for about an hour or longer, might lead to mistakes. Allow time to quality review the updates that you have made.

#4 The 15 minutes or less rule

If you can complete a task in less than fifteen minutes, it’s best to do so immediately. Don’t postpone such a task to tomorrow when you could have quickly done it today. It will contribute to your sense of accomplishment at the end of each day that you have managed to complete a few tasks.

#5 Work without interruption

Lastly, try to finish a task that requires deep concentration before your next break or lunch. It will take you longer to get back to it, after an interruption or a break. This is easier said than done, because we live in a world of constant interruptions. However, there are way to manage it. For example to put your phone on silent, to close email and instant message notifications and to focus on the task at hand.

If you are in the creative space, there are many online tools and resources for your projects that will help you save time

What to do about context switching

Context switching means moving between separate, unrelated tasks. It occurs when you abandon your current task and move on to another task without completing the first. This increases that feeling at the end of the day when you feel you have not accomplished anything. Context switching is particularly destructive because it takes time and effort to pick up where you left off and get back in the zone.

One way to combat context switching, is by working in time blocks. This involves setting aside specific blocks of time for certain activities throughout your day. To make the best use of your time, schedule your most important tasks on your peak hours for productivity.

Another way is by prioritising according to the level of importance. Then you start with the highest priority tasks first and gradually work your way through them.

These are just a few strategies to structure your workdays better, to be more productive and to get the most important tasks done every day!

About the Author:

Ronie is a vivacious and energetic content marketer with extensive experience in the digital realm. His curiosity and enthusiasm resulted in an ever-growing portfolio that encompasses anything from video editing jobs to distributing his creative work to top-notch websites.

January 30, 2022January 30, 2022 Linky

The Importance of Demonstrating Leadership Behaviour

In the latest version of the Project Management Body of Knowledge (PMBOK) V7, released by the Project Management Institute on 1 August 2021, there are 12 Principles. Did you know that “Demonstrate Leadership Behaviours” is one of the principles that the standard is based on?

The PMBOK Guide has moved away from the traditional focus on processes, inputs and outputs, and what you find now is an emphasis on Principles, Performance Domains, Models, Methods and Artifacts, and Standards. In other words, there is a shift from process-based standards to standards based on principles; from Knowledge Areas to Project Performance Domains with the focus on outcomes rather than outputs / deliverables.

The purpose of this article is to delve a bit deeper into the Principle of Demonstrating Leadership Behaviour. Since Leadership is a project management skill that has received increasing focus over the years, I wanted to understand how it is positioned as a principle.

Leadership to support individual and team needs

Leadership traits exhibited by people in the project environments include establishing and maintaining a vision, critical thinking and creativity, motivation, encouragement and empathy.

The PMBOK Guide provides an interesting perspective on leadership by stating that leadership is not exclusive to any specific role. It states that high-performing projects feature multiple people exhibiting effective leadership skills, traits and styles to help the team perform and to deliver the required results.

It continues to say that it takes leadership to motivate a group towards a common goal, influence them to align their individual interests in favour of the collective effort and to achieve success as a team.

The Guide makes an important point in favour of situational leadership, which means to tailor the style to meet needs of the team. Therefore, effective leadership is shown when it best fits a given situation. A few examples are given to explain.

When chaos exists, directive action will create more clarity than collaborative problem solving.
In environments with competent and engaged teams, empowered delegation is better than centralized coordination.
When there’s conflict over priorities, neutral facilitation helps more than detailed recommendations.

Something that I definitely agree with, is the Guide’s statement that ‘effective leadership skill is grown’. It is something that can be learned and developed so that it becomes a professional asset to the individual.

Of course, leaders need to be a role model in areas of honesty, integrity and ethical conduct. According to the Guide projects work best when leaders understand what motivates people. Motivators include autonomy, recognition, purpose, growth opportunities and personal contribution.

A last point made as part of the principle to demonstrate leadership behaviour, is that by blending styles, growing skills and leveraging motivators, any team member or stakeholder can motivate, influence, coach and grow the project team, regardless of their role.

Which Leadership skills to develop

Your leadership acumen can be developed by practicing a combination of various skills and techniques. Project managers will recognize this as part of the many activities they perform every day on projects.

Ensure the vision for the project outcomes is well understood and that the team is focused on the agreed goals. Seek resources and support for the project and overcome obstacles to progress.

Negotiate and resolve conflict within the project team and between the team and other stakeholders. Adapt your communication style and messaging to be relevant to the audience.

Coaching and mentoring fellow project team members will take much of your time. Appreciate and reward contributions made and provide opportunities for growth and development. Do this by delegating responsibilities to team members and empowering them for high performance.

Facilitate collaborative decision making and practice active listening. Show empathy for project team and stakeholder perspectives. Practice self-awareness of your own bias and behaviours.

Manage and adapt to change during the project life cycle and facilitate a mindset of learning quickly by acknowledging mistakes.

Interpersonal skills will include many soft skills, like emotional intelligence, recognising our own and others’ emotions, to guide thinking and behaviour. This includes self-awareness, self-management, social awareness and social skill.

Continue to practice all the above while you role model the desired behaviours. As you can see, this is quite a tall order for any project manager, but at the same time, leading is what keeps the role interesting, challenging and contributes to personal growth on every project. The perspective of the Guide is that on high-performing projects many members portray effective leadership skills.

Leadership development

In conclusion, there is no one behavioural or leadership style that will make for success. Rather a flexible and adaptive approach needs to be adopted so that the most appropriate style is used for any given situation. To know the appropriate style to use, comes with practice, years of experience, observing great leaders and a growth mindset for continuous learning.

More information

If you’d like to obtain your own copy of the latest PMBOK Guide v7, you will find it on the Project Management Institute’s website. It is pricey, but a 50% discount is available for PMI members. For a frank overview of the PMBOK Guide v7, you will find the article by Dr Mike Clayton refreshing.

August 13, 2021August 13, 2021 Linky

Apply good Social Media Practices as a Project Professional

There are people who spend an extra-ordinary amount of time on social media daily. You tell yourself that you want to uncover news and industry trends in real-time, or perhaps you want to spy on your competition. Or you use social media to provide better customer service. You want to connect with colleagues and thought leaders. There are many reasons, some good, some less so. As a Project Management professional there are good practices to keep in mind when you engage on social media. Here are great guidelines on how to navigate social media with colleagues from Quill.com.

Some companies have have very strict social media policies, and if that’s the case, you’d best read up and follow these policies closely or risk accidentally committing a fireable offense. It is best to keep it professional considering your position at work. Generally, it’s easier to keep your personal and professional lives separate and not to become friends with your entire office.

Consider the platform you’re using as you would approach the various networks differently. Post with care and maintain your privacy by knowing how the privacy settings work on each platform. Always think before you post and a good rule of thumb is to stick to what you would say in public, as people tend to think they can hide behind account pictures and say anything they like when they are not seen in person.

One example of approaching it could be to use Facebook only for friends and family, whereas LinkedIn is a good platform for professional connections. If you receive a Facebook friend request from a colleague, you can politely decline with a reason and ask them to connect on LinkedIn instead. When you consider these guidelines and keep it professional, you should be good to navigate the murky online waters in a professional and respectable way.

How to navigate social media with coworkersInfographic by Quill

March 31, 2021April 13, 2021 Linky

The Connection between Project Management and eCommerce

By Sarah Hollenbeck

When you’re leading a team who is working on digital projects (or if you are in the process of becoming a project manager), you may normally seek advice on how to manage different personalities, how to keep everyone on track and tips on how to stay sane juggling multiple projects at once. But have you ever stopped to think just how important other aspects of your company — such as the connection between project management and eCommerce — directly affect your projects?

While it might not be common for Project Management Practitioners to dive deep into eCommerce trends, the information can be more valuable than you’d think. By gaining a better understanding of what your company’s customer base is looking for as well as how they interact with your brand online, you can strengthen your current projects and ensure they meet their goals.

Say for instance you are a product manager, leading a small team to create a new product line. How can you even begin to launch a new line of products without first understanding your consumer’s sale patterns, their needs and what they are willing to pay for similar products? And while you could rely on another team to get you that information (which is the easier route by far) you will get the most value diving into the data yourself.

To help Project Management Practitioners of all kinds take the leap into research, the team at WebsiteSetup has created a Guide to eCommerce Trends that you need to know about. From industry-wide statistics to a deeper breakdown of consumer behavior both before and after the pandemic, check out the top stats below or visit WebsiteSetup for even more information.

How the eCommerce industry has changed

Before you and your team dive into your target market’s specific preferences and trends, it is crucial to understand how the eCommerce industry behaves as a whole. Though online shopping has always been popular, it has taken on a new life in recent years, surpassing previous records on an almost yearly basis. And this past year, thanks to the global pandemic, this trend has only continued to rise.

You may ask: “Why exactly do consumers flock to brands with eCommerce sites in place?”

For one main reason, the convenience. Being able to shop for what they want when they want it! It means no waiting in traffic to get to the store and no lines at the checkout counter. Plus, they can shop on their own schedule, even late into the night when traditional brick-and-mortar stores would be closed.

Another aspect of the eCommerce industry that consumers really love, is delivery. Whether through the brand directly or through a third-party service provider, consumers are almost always willing to pay more for expedited shipping straight to their door.

View these statistics to better understand how eCommerce industry as a whole, influences the market:

eCommerce sales hit $794.5 billion in 2020, which is a growth of 32% from the previous year’s sales.
During this year (2021), over 2.1 billion people are estimated to make purchases of goods or services online.
The eCommerce industry is expected to grow to over 450,000 jobs by the year 2026.
Over 95% of all purchases will be completed through eCommerce websites by 2040.
To help business owners create a website with ease, online platform use has skyrocketed in the past few years:
- WordPress powers over one-third (39.5%) of all websites currently live.
- From March 2020 to April 2020, the number of stores created on Shopify grew by at least 62%.

Looking Deeper into Consumer Trends

Now that you and your team understand a little bit more about how businesses operate online, lets dive deeper into specific consumer trends. While of course, your proprietary data about your own customers will always offer the best insight into how to manage your products, and the related projects, looking at consumer trends is a good place to start (especially if you are working for a new business that doesn’t have a large customer base yet).

Find the most important statistics on how consumers interact with eCommerce brands:

Convenience drives sales. In fact, 11% of consumers admitted that even before the pandemic they let convenience drive their purchase decision.
Even older audiences have mastered eCommerce, as shoppers 55 and up have moved to online shopping and say they plan to continue shopping this way.
When it comes to user experience, having a properly run website is crucial as 84% of customers say that they will walk away from a brand they love after just one bad experience.
Customers of all kinds prioritize convenience over cost, as they are willing to pay more for an easier online shopping experience.
When designing a customer service program, go with real people over bots. Studies have shown that over 65% of consumers trust a brand more if they can talk to a real person.
Delivery is important, as 98% of consumers will be more loyal to a brand if they offer these types of services. Even better if it’s free and fast!

Check out the infographic below for even more tips on eCommerce trends from WebsiteSetup!