Get more done!
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The document provides tips for how to get more done through effective time management and project management. It recommends focusing on solving the client's problem, communicating effectively by catering communication to context, managing expectations, tracking time to improve estimates, and making these habits to continually improve performance and results for the client. The overall message is that resources are best spent solving the client's defined problems and communicating well to facilitate solutions.
Get more done!
- 1. GET MORE DONE!ByMark PhillipsAdobe Developer Summit Unconference 2009
- 2. WHY GET MORE DONEYou can’t hire anyone else.You don’t want to be fired.You want to do a good job &Have time for other things.www.vertabase.com
- 4. WHAT’S IT ALL ABOUTwww.vertabase.com
- 6. WHO YOU AREDesigner, developer, copywriter, creative, support person –member of a team.You solve and facilitate solutions for your client.www.vertabase.com
- 7. WHO YOU AREManager who’s job is to get people of different skills and backgrounds to work together.You are judged by the results you deliver for your client.www.vertabase.com
- 8. NO MATTER WHO YOU AREITS ALL ABOUT THE CLIENT.www.vertabase.com
- 9. TIP NUMERO UNO“The only results that matter are EXTERNAL”-Peter Druckerwww.vertabase.com
- 10. BE A FACILITATORSolve ProblemsBuild SolutionsDeploy SolutionsSupport SolutionsHELP ACCOMPLISH GOALSwww.vertabase.com
- 11. BE A FACILITATORHELP MAKE GOOD THINGS HAPPEN“The only thing in abundance is mediocrity”-Peter Druckerwww.vertabase.com
- 12. WHAT IS TIME MANAGEMENT?Time ManagementIs a set of habits for making the best use ofYOUR OWN TIMEso that you can GET MORE DONE.www.vertabase.com
- 13. WHAT IS PROJECT MANAGEMENT?Project ManagementIs a set of habits for making the best use ofOTHER PEOPLE’S TIMEso that the team can GET MORE DONE.www.vertabase.com
- 15. PROJECT MANAGEMENT REDEFINEDhelp your clientwww.vertabase.com
- 17. CONTEXT MATTERSThe only problem worth solving is the one the client defines.Let the client frame the problem and then solve that problem.www.vertabase.com
- 19. TIP NUMERO DOSListen to your clientwww.vertabase.com
- 20. GET MORE DONEYour time and money will be spent most effectively if it is focused on solving your client’s problem.www.vertabase.com
- 21. COMMUNICATE EFFECTIVELYWhen you communicate, the only thing that matters is what is understood by either party.www.vertabase.com
- 22. COMMUNICATE EFFECTIVELYWhen you are talking, it’s what the other person hears.When you are listening, it’s how much you understood.www.vertabase.com
- 23. TIP NUMERO THREECater Communication to Contextwww.vertabase.com
- 24. EVERY PROJECT HAS 3 PHASESPLANNINGACTIVEWAREHOUSECater your communications to each phase.www.vertabase.com
- 25. PLANNING PHASEIs where you define a project’s goals, the time table, budgets, resource allocations and risks.www.vertabase.com
- 26. SUPER GRANDE TIP NUMERO 4DON’T EVER WRITE A SPEC FOR A CLIENTwww.vertabase.com
- 27. WHAT IS A SPEC?A spec document is an extremely useful document for your INTERNAL team.It is the wrong tool for a client.www.vertabase.com
- 28. BULLET POINT SPECTastes better.Less filling.Exactly the right tool for the client.www.vertabase.com
- 29. BULLET POINT SPECAll bullet points.Only a few questions.Answered in one or two sentences.www.vertabase.com
- 30. BULLET POINT SPECProject goals Time table Budget & resource allocation Riskswww.vertabase.com
- 32. GET MORE DONEYour time and money will be spent most effectively if you are using the right tools with your client.www.vertabase.com
- 33. Discussions?Consider them issues (not endless)Threaded message board with due dates or an issue trackerMeeting as a last resort -> only when necessarywww.vertabase.com
- 34. ACTIVE PHASEIs where the deliverables are worked on and the plan is put into action.www.vertabase.com
- 35. ACTIVE PHASEIts where everything that can go wrong does.www.vertabase.com
- 36. TIP NUMBER 5Make Sure You Communicate.www.vertabase.com
- 37. For CommunicationAutomatic emails when something changes.Wiki, software, emails, message board, calls and even meetings.How often? Depends on length of the project.www.vertabase.com
- 38. What to CoverGoals updateScheduleBudgetNeed information?Riskswww.vertabase.com
- 39. When Things Go Wrong!Don’t Hold Backwww.vertabase.com
- 40. OTRO SUPER GRANDE TIP (NUMERO 6)>30% =bring it up as a risk>70% =bring it up as a fact=100% =too late =death spiral of despairwww.vertabase.com
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- 42. WAREHOUSING PHASEIs when the project moves to a different phase in the lifecycle. It is no longer being built but rather maintained, archived or shelved.www.vertabase.com
- 43. WAREHOUSING PHASELessons learned and final comments.Fresh, but not blaming.Record immediately. Wait two days to share them.www.vertabase.com
- 45. ExpectationsMake a good project feel bad.Make a bad project feel even worse.Or, a bad project can be a “learning experience”www.vertabase.com
- 46. Here comes another tip (7)Manage expectationsManage expectationsManage expectationswww.vertabase.com
- 47. You Are The ExpertUse that asymmetry.Trust your expertise.www.vertabase.com
- 48. The Master of Managementwww.vertabase.com
- 49. “Captain, we have a problem.”Is not a knock on you.You are sharing your expertise.You are helping your client.www.vertabase.com
- 50. GET MORE DONEYour time and money will be spent most effectively if you communicate and change the plan to reflect how the client’s problem is being solved.www.vertabase.com
- 52. Let Experience Guide YouEstimates allow you to measure perception against reality so you can improve pricing, scheduling, expectations management and productivity.www.vertabase.com
- 53. TIP OCHO“Everything measured improves”-Dan Gilbertwww.vertabase.com
- 54. Where do good estimates come from?Tracking Timewww.vertabase.com
- 55. Dimensions in Time TrackingTrack time on tasksTrack against calendar datesCompare estimates to actualsKeep a record of the estimateswww.vertabase.com
- 56. Track Time on TasksCreate a task list (doubles as spec).Buckets of at least 20 hours.Consistent descriptions and/or work types.www.vertabase.com
- 57. Track Time Against Calendar DatesEffort DOES NOT = Duration.Track start dates and end dates.Learn what times are most productive for which activities.www.vertabase.com
- 58. Rule of ThumbDuration = 2x effort + (1 day/2 days of effort).orDuration = 4 x Effortwww.vertabase.com
- 59. Always include management time.As a line item orAs additional hours orAs a proportionate increase in rate.www.vertabase.com
- 60. Combo Rule of Thumb and Tip 91 hour of pm per 5 hours of production time.1 hour of am per 7 hours of production time.www.vertabase.com
- 61. Compare Estimates to ActualsMonitor your time profitability.It’s a window into how long it really takes to do things.It can be brutal.www.vertabase.com
- 62. Keep a Record of Your Est. & ActualsIt is a goldmine of information for you or for any organization.It is the key to visibility and process improvement.www.vertabase.com
- 64. GET MORE DONEYour time and money will be spent most effectively if you can learn how to solve your client’s problems better.www.vertabase.com
- 65. GET MORE DONEResults are on the outsideListen to your clientCater communications to contextDON’T EVER WRITE A SPECCommunicateManage ExpectationsTRACK YOUR TIMEwww.vertabase.com
- 66. PROJECT MANAGEMENT REDEFINEDhelp your clientwww.vertabase.com
- 67. EL ULTIMO TIPMake it a habit.www.vertabase.com
- 69. Other TipsUse 1-2-3 to Prioritize Taskswww.vertabase.com
- 70. Let Your People KnowLet your people know what it is they should be working on at any time and what tasks are more important than others.www.vertabase.com
- 71. 1-2-3 Method of PrioritizationWhen assigning out tasks via email or other tool preface the subject line with 1, 2 or 3.1 –do it soon3 –do it when you can2 –do it before 3 and after 1www.vertabase.com
- 72. GET MORE DONEYour resources are spent most effectively when they are working on the right things at the right time.www.vertabase.com
- 73. Another Other TipUse the Launch Countdown methodwww.vertabase.com
- 74. MANAGE YOUR OWN PROCESSTo be effective you need to manage your own work. That means using some structure to define how you produce creative deliverables.www.vertabase.com
- 75. WHAT IS THE METHODThe Launch Countdown Method is a simple naming convention to help you keep track of where you are on all your assets.www.vertabase.com
- 76. HOW IT WORKSEvery asset goes through three phases.3 –needs to be started2 –asset is in progress1 –ready for launchwww.vertabase.com
- 77. HOW IT WORKSPut the number 3, 2 or 1 ahead of every asset’s name.You’ll know what stage its in.You can juggle your work.You can give information on its state.And it creates a super handy list on your computer’s file systems.www.vertabase.com
- 78. GET MORE DONEPrioritize tasksUse Launch Countdown Methodwww.vertabase.com