Project management strategies everyone can use to boost productivity
ClickUp looks at how project managers use certain techniques to boost productivity and how people can apply them to their daily lives.
With more offices offering hybrid and remote options for employees than ever before, the need for efficiency is essential.
Workplace productivity is declining at the fastest rate in decades, despite employees working more. Experts cite many reasons, ranging from higher financial stress to a plateau following the rise in productivity in the early 2000s. Disruptions in the workday are also inevitable as each new wave of COVID-19 and other illnesses spike.
One way to course-correct is to study how project managers help organizations and apply it to your personal or work-from-home life. Among the crucial skills for project management are time management and critical thinking—two of the most significant barriers to productivity. A successful project manager also understands how to deliver a product or service for a company with limited resources and time.
Another element of project management involves communication, which is crucial for success in any endeavor. Examining communication methods and evaluating areas for improvement can reduce mistakes and help with accountability. Beyond gaining a deeper understanding of your stakeholders, communication boosts productivity.
Adding project management techniques to your daily life has many benefits aside from productivity, especially for people who struggle with time management. For that reason, ClickUp put together a list of techniques used by project managers after analyzing resources from the Project Management Institute. Even though the methods are for business, they can be applied to virtually any task-related setting.
Set goals and define 'success'
Success looks different for everyone, and every successful project management team understands this. Before a methodology can begin, the desired result must be clear.
The end goal or measure of success should reflect reality, with input from the entire team, and also not be set in stone. Having a goal gives project managers a way to scale success. If they assess halfway through the project and find the goal unreachable at the current production rate, they will fine-tune the approach and reevaluate the plan.
Identify hurdles and risks
At the start of a project, it can seem like the only risk is failing to complete it.
But understanding what risk actually means can help avoid bad outcomes. It is essential to define the risk before you begin.
In an office, talk with your manager or client so you understand the goals and worst-case scenario; understanding both can help you better visualize what to avoid and how to plan for success. At home, this could be a project like a basement renovation, where you must gauge how the construction will put your safety at risk. In project management, a manager would engage stakeholders to assess the risks, so in this situation, a stakeholder might be the contractor. Once the contractor outlines the scope of the work, it will become clearer what the risks are.
Stakeholders are those impacted by a product launch or event, even if they don't have direct involvement. They can also include the group of people who work on making the project, as well as the end users, customers, or clients for whom the project is intended to reach.
A good project management team will assess each stakeholder's expectations about the project, such as timelines and deliverables. Stakeholders who are invested in creating the deliverable will need to be happy with the production schedule, quality, and workflow process; they also need to know that the product will satisfy the end user. End users will also need t know that the final product will meet their expectations on what they want to buy or benefit from.
Assuming you know what stakeholders expect can create disappointment and disagreement, so taking time to assess stakeholder expectations when the project starts helps ensure a smoother, better-managed project down the line. Understanding how everyone will feel the impact of every project stage will avoid conflict.
Employ the proper tools
If you've ever heard the phrase "setting yourself up for success," then you understand the importance of having the right tools.
Project management requires the proper tools for tracking results and creating new approaches. Certain tools make communication between team members easier, so taking the time to find the right tools for you will go a long way in boosting productivity. Make sure to evaluate your team's workflow and identify inefficiencies so that you can pinpoint the right tools with solutions. For many teams, this often includes a content or project management system to track progress, a better email organization approach, or a messaging app to facilitate communication.
A project manager with a lot of professional experience understands the impact any event or product launch will have on an organization. PMs can predict how an event launch will affect every industry. They know how outside influences such as the economy or buying behavior can change the outcome of a project.
Impact analysis can help with anything that involves more than one person.
If a team member needs to pitch in on a project or a production schedule needs to be overhauled to account for problems, assess how it will impact the short term. A project manager would determine the financial and reputational cost of disruptions, and the impact of different scenarios that might result from different tactics to solve them.
Implement Agile methods
The Agile method is about consistently seeking better ways to achieve goals for an organization in ways that best benefit the team members. This aspect of project management involves constantly checking in with stakeholders and team members to fine-tune a system or process.
If managing a team, this method would include colleagues and managers giving their input. Each time a member chimes in, the Agile method would require tailoring. Because the Agile method emphasizes collaboration and communication, it can be beneficial in a group project to increase productivity.
Implement the Six Sigma structure
Sigma is a word that comes from the bell curve in statistics, where it refers to the deviation from the center.
Whenever plans go haywire, the best bet is to figure out the deviation from the intended outcome, which is why the Six Sigma approach is popular among project managers. This methodology aims to define the reason for the departure and identify the errors.
Then, after assessing the value chain and involving stakeholders, Six Sigma processes ways for the business to run more efficiently. The ability to highlight weak areas of a project can save time and frustration.
This story originally appeared on ClickUp and was produced and distributed in partnership with Stacker Studio.