The million-dollar question to every Program Manager comes down to schedule versus (_fill in the blank_). Be the reasonable budget, resource, priority, quality, or relevance, the constant struggle of the PM is keeping a schedule without sacrificing too much from the project itself.
I have seen varied examples in the industry: new product introduction life cycles lasting up to three years (risking the loss of technology advancement in the market) and very aggressive tear-down life cycles that sacrifice quality and accuracy (quite possibly acting as a catalyst to this company's slow demise).
For the purpose of this piece, I want to chat about an experience where I prioritized process over schedule, review some of my reasons behind it and share what I have found.
Projects executed prior to any process improvement, require the process to be revisited but there may not be any tracking information to recreate the process. This becomes an issue for quality assurance and recall purposes. It is also difficult to know at what point of the process the issue occurred. This makes it difficult to immediately implement improvements for current and future projects in the pipeline.
Even the imperial dynasty in China kept records with a type of part number in order to be able to track who owned what part of a weapon or statue. That person faced capital punishment in the case of a defective failure. Quality control and responsibility ensured high-quality work. The same is true in the present, although with a different set of consequences.
Another issue with maintaining the same process time after time or even not having any process at all is the amount of patch-up work required to maintain such a broken system. If I don’t have a streamlined process to release even the most simple document, I place that document at risk of missing a step, missing an approval, or missing an improvement needed to graduate to the next revision. I have experienced a higher than normal yield loss in an engineering build due to the wrong revision of a specification being released to a contract manufacturer. Upon tracking this I ensured there was a dual-approval process moving forward to ensure the release of this specification was not left up to one poor busy electrical engineer but reviewed by a team of qualified contributors.
Where then, does that place us with prioritizing process over schedule and vice versa? Ultimately the purpose of implementing process improvements is to streamline and improve the schedule. Therefore, if implementing improvements is pushing out the schedule it may defeat the purpose. I recommend implementing the improvements in increments similar to Agile methodology in software. Starting with an initial list of improvements and re-evaluating helps to determine the pain points to prioritize.
Some items that are easy wins in implementing from the get-go include: labeling documents and builds labeling revisions, and numerical versions. Other easy wins are adding feature call-outs, versions, and consistent key product indicators.
Periodic team check-ins are also an easy win. These open sessions can be used as an opportunity for the team to share their accomplishments, collaborate on ideas, and utilize as a forum to cultivate solutions for any pain points or issues along the way. The ROI on the check-ins should be very high with minimal time used. Having working groups divided up into sections to address the needs of specific sub-teams or individuals is another efficient way to ensure the best use of time.
In the end, it is possible to implement improvements in increments to support the schedule and the process. This reduces disruption and allows the team to maintain the backing of executive management.
Monday, March 9, 2020
Sunday, March 1, 2020
Creating a Zen Workplace
Needless to say, work can be stressful as can live.
Luckily, motherhood is likely more stressful. I say luckily because, in comparison to screaming children, cooking, cleaning, laundry, pulling siblings apart, picking up toys, stepping on the same toys that were just picked up, etc, etc, etc...work can seem like a breeze.
I’m a mom. The spa is like a distant dream at times. On the same note: self-care is essential. Working mothers fitting self-care into their day are not only doing themselves a favor but also doing their families, colleagues, friends, and family a favor.
A physician’s assistant and an occupational therapist suggested that I make my workspace a spa. Why not? I work at a desk in a community area that is mostly quiet and I have the opportunity to do so with minimal money spent. Here are some ways I turn my office time into spa time: thanks to a few added aesthetics and resources.
Minimalist Work-space
I have a small desk with no drawer space. This is the best thing that has ever happened to me. All those things I used to waste space with are gone. I take all my notes on my smartphone. I rely exclusively on my electronics of collateral, I PDF and email all my collaboration and I keep as little as possible on my desk. Even then I feel I might have more on my desk than I actually need.
My desk includes a pencil holder with a few pens, a sharpie, and a highlighter. The highlighter is overkill in my humble opinion.
I push all my wires behind the desk. My headphones are hung from an existing metallic arm holding up one of my expanded monitors and I still have a little room for my coffee cup and my morning fruit choice.
Decorations
In the beginning, I had a lot of little nick back decorations back in the ancient days of cubes. I even had a live beta to keep me company.
One live object is ok: a plant or a small fish in a small simple fish bowl is ok. I recommend a single succulent for a plant choice.
One art project per child can be placed on the walls: strategically and with plenty of distance in between each one. If your child has awed you with their latest work: I suggest switching out the art so as to not clutter the wall.
I keep a 2-inch x 3-inch Japanese zen garden on my desk. Alway with the stones placed intricately in and out of the small garden box. This is both a relaxing activity to arrange and periodically rearrange; and an aesthetically pleasing decoration.
Soothing Music
One of the many wonderful things about smartphones: is that smartphones offer many wonderful things. One includes a barrage of music apps that offer free or inexpensive music streaming. Some of these stations are perfect relaxing music for work and can be played at such a low volume that only I am enjoying the light tunes. Some choices for me are classical, spa, the 40s, and meditation music. iTunes offered a lot of free radio stations years ago that included an eclectic Mediterranean playlist. I prefer instrumental music for peaked focus. I also prefer something slow-paced to keep me grounded. These stations set a more professional tone than rock, house hip-hop.
No Thanks
I stay away from posed photographs because it feels like someone is staring at me: posed photographs are usually unnatural and frankly: I will see everyone when I get home. Framed photos take up space and I don’t like the idea of distracting my colleagues as well as myself with a school picture of my 4-year-old.
Now I have a desk I enjoy working at and the only distraction includes me talking to myself out loud during certain times of the day. During this time it may be a good idea to check my playlist and switch back to ‘spa’ if I have not all ready.
Luckily, motherhood is likely more stressful. I say luckily because, in comparison to screaming children, cooking, cleaning, laundry, pulling siblings apart, picking up toys, stepping on the same toys that were just picked up, etc, etc, etc...work can seem like a breeze.
I’m a mom. The spa is like a distant dream at times. On the same note: self-care is essential. Working mothers fitting self-care into their day are not only doing themselves a favor but also doing their families, colleagues, friends, and family a favor.
A physician’s assistant and an occupational therapist suggested that I make my workspace a spa. Why not? I work at a desk in a community area that is mostly quiet and I have the opportunity to do so with minimal money spent. Here are some ways I turn my office time into spa time: thanks to a few added aesthetics and resources.
Minimalist Work-space
I have a small desk with no drawer space. This is the best thing that has ever happened to me. All those things I used to waste space with are gone. I take all my notes on my smartphone. I rely exclusively on my electronics of collateral, I PDF and email all my collaboration and I keep as little as possible on my desk. Even then I feel I might have more on my desk than I actually need.
My desk includes a pencil holder with a few pens, a sharpie, and a highlighter. The highlighter is overkill in my humble opinion.
I push all my wires behind the desk. My headphones are hung from an existing metallic arm holding up one of my expanded monitors and I still have a little room for my coffee cup and my morning fruit choice.
Decorations
In the beginning, I had a lot of little nick back decorations back in the ancient days of cubes. I even had a live beta to keep me company.
One live object is ok: a plant or a small fish in a small simple fish bowl is ok. I recommend a single succulent for a plant choice.
One art project per child can be placed on the walls: strategically and with plenty of distance in between each one. If your child has awed you with their latest work: I suggest switching out the art so as to not clutter the wall.
I keep a 2-inch x 3-inch Japanese zen garden on my desk. Alway with the stones placed intricately in and out of the small garden box. This is both a relaxing activity to arrange and periodically rearrange; and an aesthetically pleasing decoration.
Soothing Music
One of the many wonderful things about smartphones: is that smartphones offer many wonderful things. One includes a barrage of music apps that offer free or inexpensive music streaming. Some of these stations are perfect relaxing music for work and can be played at such a low volume that only I am enjoying the light tunes. Some choices for me are classical, spa, the 40s, and meditation music. iTunes offered a lot of free radio stations years ago that included an eclectic Mediterranean playlist. I prefer instrumental music for peaked focus. I also prefer something slow-paced to keep me grounded. These stations set a more professional tone than rock, house hip-hop.
No Thanks
I stay away from posed photographs because it feels like someone is staring at me: posed photographs are usually unnatural and frankly: I will see everyone when I get home. Framed photos take up space and I don’t like the idea of distracting my colleagues as well as myself with a school picture of my 4-year-old.
Now I have a desk I enjoy working at and the only distraction includes me talking to myself out loud during certain times of the day. During this time it may be a good idea to check my playlist and switch back to ‘spa’ if I have not all ready.
Friday, February 21, 2020
What is Technical Marketing?
Technical marketing is a complex world. There are so many aspects of it and so much more involved than one might think. When I first started doing technical marketing I had a lot of prejudice myself. I had no idea how much I would learn and grow walking in this field. I had no idea how much technical knowledge and growth would be required of me in order to do well in this field. After being in this field for five years, this is what I have seen.
Aspects of Technical Marketing
Technical marketing was easily placed in a small bucket for me. After joining the team, my focus was on back-end project management and providing the data needed to back the claims the team was making. As it turned out, this data would be processed in so many different ways and displayed so many times it amazed me how much it involved. Little did I know I would be combining data, math, art, communications, and presentation skills to deliver my message in a way that was what the audience needed to do their job effectively. Here are some of the different verticals in marketing utilized in the technical space to deliver the message.
Marcom
Here is a marketing role that requires a lot of travel and energy. Setting up trade shows, having the vision to design booths at conferences, delivering, prioritizing, and of course, procuring the swag. Marcom does require the organizers to have a good understanding of the audience.
Gone are the days of stationary two-dimensional displays. It makes sense that with 3D printing, smart homes, smart manufacturing, and in the world of TedTalks that Trade-shows would express this sentiment as well.
Therefore it makes sense to include interactive booths, hands-on technology, and audience participation and input.
Design Win/Customer Win
Design win and customer win are clear examples that customer relationships and support are critical to maintaining a business. "Win" is more than just having the better product or beating the competition. It's about having an established relationship with the customer and earning their business for the present and future. Working with the customer and having the ability to be the subject matter expert requires, not only the knowledge of whatever piece is being sold, but a knowledge of the entire ecosystem, where this business fits, how it will scale, and how the customer will benefit long term.
In Design win, telling a story is very important. What does the industry look like now? What will it look like in the future? How will those changes impact the customer? How will your business grow with the industry and the customer and ensure everyone's success?
These are all questions the customer is asking themselves and if they are not, then it is up to us to address the story anyways and get the customer to think with us and ultimately look at us as a partner rather than a vendor.
Strategy and Architecture
Where does Marketing fall into strategy and architecture? How do some salesmen impact the technological direction of the company?
Lots. Marketing research of the industry creates an enormous advantage to the direction of the industry and therefore the demands in the space. This input is valuable and requires a lot of foresight.
By understanding the industry, the direction, the competition, and stated and actual claims, there is a lot of visibility to information that keeps a business relevant and provides a potential to disrupt the industry which is a real game-changer.
Bench-marking/Measurements/Workloads
Who doesn't like a good statistic? Statistics is the single most credible source of delivering a story. How many stories begin with "according to science." Is it "science?" Or is it statistics? Theoretically, statics are a way to credibly state the likely hood of a specific outcome.
The statistics are further supported by measured data. No matter how correlated the claim, the data and the statistics are, if a customer is offered a claim, and shown some comparable data to support the claim, there will likely be a boost in trust. Furthermore, as competition makes a claim, this is an opportunity to debunk or explain where that claim is coming from if the numbers are somehow skewed in a way to support a specific position.
FAEs
Failure analysis engineers are an excellent channel for marketing data, benchmarks, claims, and collateral. The FAE's have an excellent relationship with the customer and are a great way to provide more than just the failure analysis of what they are looking for.
Having a good relationship with the FAE and providing them with the collateral they need is really important. They represent a large customer who has this type of resource allocated to them. Keeping this person well-informed is what is best for the business.
Sales and Training
Sales and Marketing are often placed in the same bucket and for good reason. Marketing collateral is often utilized to support sale efforts whether it be for inside or outside sales. Sales also provide some important insights to Marketing and can often be the most important asset to the Marketing team. Paper/online research is not enough to get real-world exposure to what the industry looks like. Sales is often the eyes and ears of the Marketing team.
Originally I had placed training as a separate topic but often times since Marketing collateral can often times be utilized to advance sales efforts, its important to consider the relevance of training in this space as well.
With YouTube, TedTalks, STEAM activities training has become more interactive than the previous classroom type training structure. Participants are often encouraged to engage and provide their two cents and these sessions progress into dialogues. As this trend continues, communication will lead to collaboration and team effort will be rewarded for the best of the business and employees.
Attending Conferences
Attending conferences is one of my favorite parts of my job. I get to see the technology firsthand, find other avenues to hear customer feedback, listen to ideas, hear about what is available open-source and continue to increase my understanding of what is out in the market.
These are opportunities to talk to the competition, expand networks, find meet-ups, and get access to tech in my case.
I have colleagues who are such skilled conference attendees that they know exactly where to be at the right time in order to attain exactly the information they are looking for and information they didn't know they needed.
No matter the purpose, attending conferences is a combination of learning more about the technology, increasing one's place as a subject matter expert, networking and getting more exercise than usual.
The many facets of Marketing combine together to provide a number of creative opportunities. Research, Statics, Art, Technology, and Industry knowledge are a tremendous start and the possibilities are endless depending how deep down the rabbit hole one is willing to go.
With that said, defining scope and parameters are very important. As with project management, gaining an understanding of resources that will be required for each case along with the ROI are just as important to consider as which aspect of Marketing to consider.
Aspects of Technical Marketing
Technical marketing was easily placed in a small bucket for me. After joining the team, my focus was on back-end project management and providing the data needed to back the claims the team was making. As it turned out, this data would be processed in so many different ways and displayed so many times it amazed me how much it involved. Little did I know I would be combining data, math, art, communications, and presentation skills to deliver my message in a way that was what the audience needed to do their job effectively. Here are some of the different verticals in marketing utilized in the technical space to deliver the message.
Marcom
Here is a marketing role that requires a lot of travel and energy. Setting up trade shows, having the vision to design booths at conferences, delivering, prioritizing, and of course, procuring the swag. Marcom does require the organizers to have a good understanding of the audience.
Gone are the days of stationary two-dimensional displays. It makes sense that with 3D printing, smart homes, smart manufacturing, and in the world of TedTalks that Trade-shows would express this sentiment as well.
Therefore it makes sense to include interactive booths, hands-on technology, and audience participation and input.
Design Win/Customer Win
Design win and customer win are clear examples that customer relationships and support are critical to maintaining a business. "Win" is more than just having the better product or beating the competition. It's about having an established relationship with the customer and earning their business for the present and future. Working with the customer and having the ability to be the subject matter expert requires, not only the knowledge of whatever piece is being sold, but a knowledge of the entire ecosystem, where this business fits, how it will scale, and how the customer will benefit long term.
In Design win, telling a story is very important. What does the industry look like now? What will it look like in the future? How will those changes impact the customer? How will your business grow with the industry and the customer and ensure everyone's success?
These are all questions the customer is asking themselves and if they are not, then it is up to us to address the story anyways and get the customer to think with us and ultimately look at us as a partner rather than a vendor.
Strategy and Architecture
Where does Marketing fall into strategy and architecture? How do some salesmen impact the technological direction of the company?
Lots. Marketing research of the industry creates an enormous advantage to the direction of the industry and therefore the demands in the space. This input is valuable and requires a lot of foresight.
By understanding the industry, the direction, the competition, and stated and actual claims, there is a lot of visibility to information that keeps a business relevant and provides a potential to disrupt the industry which is a real game-changer.
Bench-marking/Measurements/Workloads
Who doesn't like a good statistic? Statistics is the single most credible source of delivering a story. How many stories begin with "according to science." Is it "science?" Or is it statistics? Theoretically, statics are a way to credibly state the likely hood of a specific outcome.
The statistics are further supported by measured data. No matter how correlated the claim, the data and the statistics are, if a customer is offered a claim, and shown some comparable data to support the claim, there will likely be a boost in trust. Furthermore, as competition makes a claim, this is an opportunity to debunk or explain where that claim is coming from if the numbers are somehow skewed in a way to support a specific position.
FAEs
Failure analysis engineers are an excellent channel for marketing data, benchmarks, claims, and collateral. The FAE's have an excellent relationship with the customer and are a great way to provide more than just the failure analysis of what they are looking for.
Having a good relationship with the FAE and providing them with the collateral they need is really important. They represent a large customer who has this type of resource allocated to them. Keeping this person well-informed is what is best for the business.
Sales and Training
Sales and Marketing are often placed in the same bucket and for good reason. Marketing collateral is often utilized to support sale efforts whether it be for inside or outside sales. Sales also provide some important insights to Marketing and can often be the most important asset to the Marketing team. Paper/online research is not enough to get real-world exposure to what the industry looks like. Sales is often the eyes and ears of the Marketing team.
Originally I had placed training as a separate topic but often times since Marketing collateral can often times be utilized to advance sales efforts, its important to consider the relevance of training in this space as well.
With YouTube, TedTalks, STEAM activities training has become more interactive than the previous classroom type training structure. Participants are often encouraged to engage and provide their two cents and these sessions progress into dialogues. As this trend continues, communication will lead to collaboration and team effort will be rewarded for the best of the business and employees.
Attending Conferences
Attending conferences is one of my favorite parts of my job. I get to see the technology firsthand, find other avenues to hear customer feedback, listen to ideas, hear about what is available open-source and continue to increase my understanding of what is out in the market.
These are opportunities to talk to the competition, expand networks, find meet-ups, and get access to tech in my case.
I have colleagues who are such skilled conference attendees that they know exactly where to be at the right time in order to attain exactly the information they are looking for and information they didn't know they needed.
No matter the purpose, attending conferences is a combination of learning more about the technology, increasing one's place as a subject matter expert, networking and getting more exercise than usual.
The many facets of Marketing combine together to provide a number of creative opportunities. Research, Statics, Art, Technology, and Industry knowledge are a tremendous start and the possibilities are endless depending how deep down the rabbit hole one is willing to go.
With that said, defining scope and parameters are very important. As with project management, gaining an understanding of resources that will be required for each case along with the ROI are just as important to consider as which aspect of Marketing to consider.
Monday, February 10, 2020
Understanding the Different PM hats
Believe it or not, there is still some ambiguity around the role of a project or program manager, even in industries flooded with PMs!
What then, does one say when asked "What will the Program Manager do?" The short of it: Create and maintain project plan, report status and execute.
The length of it is much more fun in my opinion:
Determining Scope
What is the scope of the project? What does it entail and what will it include? a lot of this information can be based on available resources, relevant information, executive asks, and needs. Some questions could include what am I trying to influence with this project? Am I trying to execute something from prototype to production release? Am I passed the research phase? What kind of influence will my project have if it is in or prior to the research phase?
Asking these questions beforehand will be very important in determining the scope of my project and will be critical during the planning phase.
Creating Forecasts
How much do I anticipate my project will cost? What percentage of each team member's time? Will there be overhead costs? Additional cost for research?
Having and categorizing costs for my project will be crucial in proposing my project to the necessary executives and ensuring I have the financial backing I need for my project from start to finish without any surprises.
Not sure what the forecast will look like? Look at previous projects that have had similar outcomes or scopes and start with that.
Building and Maintaining a Schedule
There are some excellent tools that are both functional, easy to use, and easy to present at the drop of a hat in the case that executives want to know the status of the project.
There are also web-based scheduling tools available that are easy to share with teammates. These tools make it easy to maintain and adjust schedules based on dependencies.
Following up and Chasing Deliverables
This is the single most important day-to-day effort of a good PM. No duty is too small and no task is overlooked! The PM must be diligent about maintaining excellent relationships and helping team members to meet their deliverables. The key of a good leader is to ensure your teammates have everything they need to fill their tasks and it is up to the PM to ensure the resources are connected effectively.
Building and Maintaining Relationships
I briefly mentioned this in my previous section. This is crucial in leading efforts as a PM. In the standard managerial hierarchy, it is well received to manage up. As a PM, however, the devil is in the details and relationships must be maintained everywhere in order to ensure a successful project. The PM may have the backing of the executives at times but escalations hurt relationships. It is almost a catch-22. We lead the effort, but with no managerial power to do so.
Having a good, helpful attitude and approach will help to maintain relationships. Respect teammates and their expertise. Ask them for advice. Include them in the brainstorming phase. Continuously ask for feedback. Reach out and learn each person's relationship language so that you know how to approach that person. Acknowledge team efforts and ask for incentives from management whenever possible to recognize efforts.
Removing Obstacles
This goes along with chasing deliverables. Often times a team or member may be at a stuck point, not because they forget, but because there is some kind of obstacle stopping them from filling their task. What is it? What can you do? Who needs to be pulled in? Will this be a reoccurring event? If so perhaps a process improvement needs to be implemented to prevent obstacles like this from happening again in the future.
Intuitive process improvement methods can be used and for larger projects, Six Sigma methods such as DMAIC and SIPOC are good tools for systematic, statistical-based improvements.
Collaborating with Teams
Often times in a Program Management role, it will not just be one team, but a medley of cross-functional teams across the company that will need to be pulled in for a portion of the whole of a project. In this case, understanding the team is important. Being included in team meetings, getting to know different cultures, and speaking their language are essential. The PM can be a jack of all trades but is a subject matter expert in the project or program. Recognizing what each team is teaching you and bringing to the table is important while balancing the expertise in the program will be essential in successfully managing the project in an effective way.
By combining these efforts, a Program or Project manager has everything he or she needs to manage and attain the appropriate resources while managing both up and down and ensuring everyone has everything they need for the program. Being a good leader often is determined by how well one can serve the effort.
What then, does one say when asked "What will the Program Manager do?" The short of it: Create and maintain project plan, report status and execute.
The length of it is much more fun in my opinion:
Determining Scope
What is the scope of the project? What does it entail and what will it include? a lot of this information can be based on available resources, relevant information, executive asks, and needs. Some questions could include what am I trying to influence with this project? Am I trying to execute something from prototype to production release? Am I passed the research phase? What kind of influence will my project have if it is in or prior to the research phase?
Asking these questions beforehand will be very important in determining the scope of my project and will be critical during the planning phase.
Creating Forecasts
How much do I anticipate my project will cost? What percentage of each team member's time? Will there be overhead costs? Additional cost for research?
Having and categorizing costs for my project will be crucial in proposing my project to the necessary executives and ensuring I have the financial backing I need for my project from start to finish without any surprises.
Not sure what the forecast will look like? Look at previous projects that have had similar outcomes or scopes and start with that.
Building and Maintaining a Schedule
There are some excellent tools that are both functional, easy to use, and easy to present at the drop of a hat in the case that executives want to know the status of the project.
There are also web-based scheduling tools available that are easy to share with teammates. These tools make it easy to maintain and adjust schedules based on dependencies.
Following up and Chasing Deliverables
This is the single most important day-to-day effort of a good PM. No duty is too small and no task is overlooked! The PM must be diligent about maintaining excellent relationships and helping team members to meet their deliverables. The key of a good leader is to ensure your teammates have everything they need to fill their tasks and it is up to the PM to ensure the resources are connected effectively.
Building and Maintaining Relationships
I briefly mentioned this in my previous section. This is crucial in leading efforts as a PM. In the standard managerial hierarchy, it is well received to manage up. As a PM, however, the devil is in the details and relationships must be maintained everywhere in order to ensure a successful project. The PM may have the backing of the executives at times but escalations hurt relationships. It is almost a catch-22. We lead the effort, but with no managerial power to do so.
Having a good, helpful attitude and approach will help to maintain relationships. Respect teammates and their expertise. Ask them for advice. Include them in the brainstorming phase. Continuously ask for feedback. Reach out and learn each person's relationship language so that you know how to approach that person. Acknowledge team efforts and ask for incentives from management whenever possible to recognize efforts.
Removing Obstacles
This goes along with chasing deliverables. Often times a team or member may be at a stuck point, not because they forget, but because there is some kind of obstacle stopping them from filling their task. What is it? What can you do? Who needs to be pulled in? Will this be a reoccurring event? If so perhaps a process improvement needs to be implemented to prevent obstacles like this from happening again in the future.
Intuitive process improvement methods can be used and for larger projects, Six Sigma methods such as DMAIC and SIPOC are good tools for systematic, statistical-based improvements.
Collaborating with Teams
Often times in a Program Management role, it will not just be one team, but a medley of cross-functional teams across the company that will need to be pulled in for a portion of the whole of a project. In this case, understanding the team is important. Being included in team meetings, getting to know different cultures, and speaking their language are essential. The PM can be a jack of all trades but is a subject matter expert in the project or program. Recognizing what each team is teaching you and bringing to the table is important while balancing the expertise in the program will be essential in successfully managing the project in an effective way.
By combining these efforts, a Program or Project manager has everything he or she needs to manage and attain the appropriate resources while managing both up and down and ensuring everyone has everything they need for the program. Being a good leader often is determined by how well one can serve the effort.
Friday, March 25, 2016
Inbox Spring Cleaning
There are a few things I have heard that if kept cluttered, correlates with a cluttered mind:
Bedroom
Office Desk
Email Inbox
The cleanliness level of these items seem to be interdependent to organized (or in many cases disorganized) thinking.
I have seen some great articles on keeping an email inbox uncluttered. Some tech solutions include filters and smartfolders that auto file based on customized, pre-determined criteria.
Some of these basic reminders are not as intuitive as the would seem.
Folders
I like to make it as easy as possible for myself to file those reference emails and narrow the number of emails I will need to search through when looking for that Christmas party save-the-date. Crisply named folders make it easy to file away emails as soon as whatever action item is performed on them. The trick is to ensure the names resonate well enough to eliminate the question of where to drop that next email.
Admin
This folder includes anything from HR, general office procedures, and records for software downloads/additions.
Program Management
Here is where I keep my process-improvement items that are not project specific. This might include references to PM software or general requests to generate reports and action item lists.
Emails from the boss
These are direct requests to me.
Documents
Presentation decks, formatting, verbiage - anything I may need to reference when sending out "company-official information."
Project Specific Folders
Nuff said. One folder for every project I have ever worked on. Code names are key to protect company's confidentially.
Actions
Prior to filing I need to perform an action on each and every email. Be it a quick response, a task to update in my to-do list or an action to add to my checklist, the email inbox should really only be used for new email items. Email chains seem as though they are a good method of information exchange but the truth is reply chains get lost in the shuffle and people often end up making the same requests multiple times without realizing.
A good way to get away from this is to reference a tracking system(similar to a bug tracker). Bug trackers can be a great way to maintain documents and revisions. If anyone requests a document, simply refer to the bug number.
Respond Quickly, Succinctly, and with a Game Plan
Lack of response to an email can be the nail in the coffin for someone's profession. Having a responsive reputation can boost your professional more than anything else. Not having a good reputation in responding to emails can absolutely break a career. Even a quick "need to circle back, will get back on this date or include in the wrap up summary" is better than waiting for the perfect answer before responding.
The email inbox is a great tool but can easily become a beast if not managed correctly. These quick tips are a great start.
Bedroom
Office Desk
Email Inbox
The cleanliness level of these items seem to be interdependent to organized (or in many cases disorganized) thinking.
I have seen some great articles on keeping an email inbox uncluttered. Some tech solutions include filters and smartfolders that auto file based on customized, pre-determined criteria.
Some of these basic reminders are not as intuitive as the would seem.
Folders
I like to make it as easy as possible for myself to file those reference emails and narrow the number of emails I will need to search through when looking for that Christmas party save-the-date. Crisply named folders make it easy to file away emails as soon as whatever action item is performed on them. The trick is to ensure the names resonate well enough to eliminate the question of where to drop that next email.
Admin
This folder includes anything from HR, general office procedures, and records for software downloads/additions.
Program Management
Here is where I keep my process-improvement items that are not project specific. This might include references to PM software or general requests to generate reports and action item lists.
Emails from the boss
These are direct requests to me.
Documents
Presentation decks, formatting, verbiage - anything I may need to reference when sending out "company-official information."
Project Specific Folders
Nuff said. One folder for every project I have ever worked on. Code names are key to protect company's confidentially.
Actions
Prior to filing I need to perform an action on each and every email. Be it a quick response, a task to update in my to-do list or an action to add to my checklist, the email inbox should really only be used for new email items. Email chains seem as though they are a good method of information exchange but the truth is reply chains get lost in the shuffle and people often end up making the same requests multiple times without realizing.
A good way to get away from this is to reference a tracking system(similar to a bug tracker). Bug trackers can be a great way to maintain documents and revisions. If anyone requests a document, simply refer to the bug number.
Respond Quickly, Succinctly, and with a Game Plan
Lack of response to an email can be the nail in the coffin for someone's profession. Having a responsive reputation can boost your professional more than anything else. Not having a good reputation in responding to emails can absolutely break a career. Even a quick "need to circle back, will get back on this date or include in the wrap up summary" is better than waiting for the perfect answer before responding.
The email inbox is a great tool but can easily become a beast if not managed correctly. These quick tips are a great start.
Tuesday, April 21, 2015
Interviewing for that Program / Project Manager Position
Drawing from my last job search: the daunting anticipation left me lagging on my efforts. Even with a recipe for success: significant/relevant job experience, placement at excellent companies, and success in my projects; I found I was not getting as many hits as I would have liked. Once I began receiving phone calls, they were not for the positions I had in mind.
The result of my self-perceived failed efforts left me with even less motivation and more reason to put off my search.
Thanks to a little external motivation and some very good advice from friendly professional acquaintances I constructed a great job search plan that took me from crickets to interviewing Utopia in a matter of a week.
Surrounding Myself With Varied Professionals:
Start by asking for help. Surrounding oneself with different professionals ranging in experience in different industries and roles can provide a well-rounded 360-degree view and clear the path for a solid job-search strategy.
Helpful friends to have in a network include:
Recruiters / HR folks
Engineers - Electrical, Computer, Software, Programmers, Mechanical
Senior Program / Project Managers (whether in high tech or not)
Business / Marketing Managers
Product Managers
Customer Service representatives
Administrative specialists
Each of these people has a unique skill to offer and tapping into each skill at the right time can create a multifaceted interviewee who wins over even the most skeptical interviewer.
Customize the Ultimate Resume
This is a common piece of advice. Utilizing the job description and highlighting the appropriate skills places the candidate at a clear advantage. What about the details?
In my recent example, I have spent the last 10 years going by a longer name. Although I have been able to get by very well with targeted networking, I found that once I updated my resume and Linkedin profile with my simpler nickname, I started receiving responses immediately. Understanding statistics and trends to place an attractive resume is the first step.
Take Every Opportunity to Shine
I received a lot of emails and calls from recruiters regarding jobs that were either not my forte, not in my area, or not in my pay range. Once I began taking these opportunities to begin talking about myself and my skill-set, I found my confidence begin to increase and I was able to refine my 30-second elevator speech to a science.
Be not Fooled by the Phone Interview - Dress to Impress, Even at Home
This is not new information. The phone interview takes away the element of body language, which accounts for an astounding 90% of communication. Smiles, confidence, and professionalism, can be heard loud and clear over the phone and cannot be overdone.
There is, however, a new element to this. With webcam technology, interviewers are beginning to utilize a method of bringing face-to-face back. I had a phone interview scheduled for 9am and at 9:10am my interviewer called me, asking if I was available to chat over webcam. Thank goodness I was already groomed and dressed!
Quick prep for a "phone interview" turn Webex looks something like this:
Dress for the meeting
Have a clean area with a clear background ready
Ensure quiet surroundings
Turn off all other sound notifications; phone or computer
Research the Interviewers
Thanks to Google search, Linkedin, Facebook, Zoom search, and others: researching interviewers has never been easier. Learning about the interviewer adds the advantage of knowing what to focus on and reduces the risk of silly questions, which let's face it, despite what Mrs. Frank said in kindergarten...there is such thing as a silly question.
Prepare that 30-Second Elevator Speech
I briefly referred to this earlier. The interview starts from the moment one pulls into the parking lot. Having a clean car, closing the lobby door (without slamming), being polite to the receptionist, and sitting in the lobby with poise and interest; are all ways to ensure the right foot enters the right door (instead of in the mouth where it does not belong).
"Tell me about yourself?" The interviewer asks. Ding ding ding! This is the perfect time to talk about professional experience and sell in 30 seconds. Be prepared but not over-rehearsed. Pace it and keep it ready. This question can be asked as quickly as in the elevator on the way to the conference room.
Prepare Anecdotes
Answering soft interview questions is an art and a science. Answering questions that pertain to strengths, weaknesses, solving a problem, etc, can be done with the following formula in three to five minutes (I prefer less time personally).
State the problem the company was facing.
State the solution you came up with and executed.
Describe how the solution resolved the issue: numbers are great here. Were days, weeks or even months shaved on the process? Did the company save X dollars?
Companies want to know how a candidate can benefit them. What better way to prove it than with past experience?
Beware of Technical Questions
The reason I mention this is because companies are very serious regarding propriety information. Revealing too much with the intention to show off technical skills can place one at risk with previous companies and raise red flags regarding confidentiality and security to the current interviewer.
Thank You Letters
I have heard reservations regarding the writing of Thank You letters: It makes the interviewee seem desperate.
Think of the Thank You letter as a Jedi mind trick. Rewriting the interviewer's memories of the interview, reiterating their main focus, and proving that they have found the right candidate who will fit in.
Staying Linkedin
I like to add my interviewers to my Linkedin network. If I get the job, great. If I do not, these folks are still in my network for future opportunities. Plus if they add me, I know they liked me.
Program managers are in a delicate position, balancing know-how and people skills creates the ultimate opportunist. This formula will not guarantee every offer, however, getting the right offer will be that much closer.
The result of my self-perceived failed efforts left me with even less motivation and more reason to put off my search.
Thanks to a little external motivation and some very good advice from friendly professional acquaintances I constructed a great job search plan that took me from crickets to interviewing Utopia in a matter of a week.
Surrounding Myself With Varied Professionals:
Start by asking for help. Surrounding oneself with different professionals ranging in experience in different industries and roles can provide a well-rounded 360-degree view and clear the path for a solid job-search strategy.
Helpful friends to have in a network include:
Recruiters / HR folks
Engineers - Electrical, Computer, Software, Programmers, Mechanical
Senior Program / Project Managers (whether in high tech or not)
Business / Marketing Managers
Product Managers
Customer Service representatives
Administrative specialists
Each of these people has a unique skill to offer and tapping into each skill at the right time can create a multifaceted interviewee who wins over even the most skeptical interviewer.
Customize the Ultimate Resume
This is a common piece of advice. Utilizing the job description and highlighting the appropriate skills places the candidate at a clear advantage. What about the details?
In my recent example, I have spent the last 10 years going by a longer name. Although I have been able to get by very well with targeted networking, I found that once I updated my resume and Linkedin profile with my simpler nickname, I started receiving responses immediately. Understanding statistics and trends to place an attractive resume is the first step.
Take Every Opportunity to Shine
I received a lot of emails and calls from recruiters regarding jobs that were either not my forte, not in my area, or not in my pay range. Once I began taking these opportunities to begin talking about myself and my skill-set, I found my confidence begin to increase and I was able to refine my 30-second elevator speech to a science.
Be not Fooled by the Phone Interview - Dress to Impress, Even at Home
This is not new information. The phone interview takes away the element of body language, which accounts for an astounding 90% of communication. Smiles, confidence, and professionalism, can be heard loud and clear over the phone and cannot be overdone.
There is, however, a new element to this. With webcam technology, interviewers are beginning to utilize a method of bringing face-to-face back. I had a phone interview scheduled for 9am and at 9:10am my interviewer called me, asking if I was available to chat over webcam. Thank goodness I was already groomed and dressed!
Quick prep for a "phone interview" turn Webex looks something like this:
Dress for the meeting
Have a clean area with a clear background ready
Ensure quiet surroundings
Turn off all other sound notifications; phone or computer
Research the Interviewers
Thanks to Google search, Linkedin, Facebook, Zoom search, and others: researching interviewers has never been easier. Learning about the interviewer adds the advantage of knowing what to focus on and reduces the risk of silly questions, which let's face it, despite what Mrs. Frank said in kindergarten...there is such thing as a silly question.
Prepare that 30-Second Elevator Speech
I briefly referred to this earlier. The interview starts from the moment one pulls into the parking lot. Having a clean car, closing the lobby door (without slamming), being polite to the receptionist, and sitting in the lobby with poise and interest; are all ways to ensure the right foot enters the right door (instead of in the mouth where it does not belong).
"Tell me about yourself?" The interviewer asks. Ding ding ding! This is the perfect time to talk about professional experience and sell in 30 seconds. Be prepared but not over-rehearsed. Pace it and keep it ready. This question can be asked as quickly as in the elevator on the way to the conference room.
Prepare Anecdotes
Answering soft interview questions is an art and a science. Answering questions that pertain to strengths, weaknesses, solving a problem, etc, can be done with the following formula in three to five minutes (I prefer less time personally).
State the problem the company was facing.
State the solution you came up with and executed.
Describe how the solution resolved the issue: numbers are great here. Were days, weeks or even months shaved on the process? Did the company save X dollars?
Companies want to know how a candidate can benefit them. What better way to prove it than with past experience?
Beware of Technical Questions
The reason I mention this is because companies are very serious regarding propriety information. Revealing too much with the intention to show off technical skills can place one at risk with previous companies and raise red flags regarding confidentiality and security to the current interviewer.
Thank You Letters
I have heard reservations regarding the writing of Thank You letters: It makes the interviewee seem desperate.
Think of the Thank You letter as a Jedi mind trick. Rewriting the interviewer's memories of the interview, reiterating their main focus, and proving that they have found the right candidate who will fit in.
Staying Linkedin
I like to add my interviewers to my Linkedin network. If I get the job, great. If I do not, these folks are still in my network for future opportunities. Plus if they add me, I know they liked me.
Program managers are in a delicate position, balancing know-how and people skills creates the ultimate opportunist. This formula will not guarantee every offer, however, getting the right offer will be that much closer.
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