The Lazy Project Manager

1. The Productive Lazy Project Manager: Work Smarter, Not Harder

"Lazy does not mean stupid."

Smart laziness. The concept of productive laziness combines intelligence with a focused approach to project management. It's about exercising efforts where they truly matter, rather than rushing around involving oneself in non-critical activities. This approach allows project managers to balance life, projects, and work effectively.

Key principles:

• Focus on the 20% of tasks that produce 80% of results
• Delegate and empower team members
• Streamline communication and processes
• Anticipate and plan for potential issues

By adopting these principles, project managers can achieve success with less effort, ensuring projects are delivered on time and within budget while maintaining a healthy work-life balance.

2. The 80/20 Rule: Focus on What Truly Matters

"The Pareto principle or 80/20 rule can and should be used by every smart but lazy person in their daily life."

Pareto principle applied. The 80/20 rule, also known as the Pareto principle, states that 80% of consequences stem from 20% of causes. In project management, this translates to focusing on the critical 20% of tasks that yield 80% of the results.

Application in project management:

• Identify and prioritize high-impact activities
• Allocate resources efficiently
• Streamline decision-making processes
• Minimize time spent on low-value tasks

By applying this principle, project managers can maximize their productivity and project outcomes while minimizing unnecessary effort and resource allocation.

3. Project Lifecycle: Thick at the Ends, Thin in the Middle

"All projects are thick at one end, much, much thinner in the middle and then thick again at the far end."

Strategic effort allocation. This concept emphasizes that project managers should apply more effort and focus at the beginning and end of a project, while allowing the middle phase to run more smoothly with less direct involvement.

Project phases and effort distribution:

1. Initiation (Thick): Intensive planning, team building, and setting clear objectives
2. Execution (Thin): Empowering the team, monitoring progress, and addressing issues as needed
3. Closure (Thick): Thorough evaluation, knowledge transfer, and lessons learned

By following this approach, project managers can ensure a strong foundation, smooth execution, and valuable insights for future projects, all while optimizing their own time and energy.

4. Manage Your Sponsor: Understand Their Expectations and Power

"Critical to any project's success is having a good project sponsor, but, like the saying goes 'you can pick your friends but you can't pick your relatives' – and the same is true of project sponsors."

Sponsor management strategy. Understanding and managing your project sponsor is crucial for project success. This involves assessing their expectations, power base, and communication preferences to tailor your approach accordingly.

Key steps in sponsor management:

• Conduct an initial meeting to clarify expectations and objectives
• Analyze their power and influence using the power grid
• Identify their motivations and "what's in it for them"
• Adapt your communication style to suit their preferences
• Regularly update and engage them throughout the project lifecycle

By effectively managing your sponsor, you can secure necessary support, resources, and decision-making authority to drive your project to success.

5. Control Project Creep: Measure, Manage, and Park Change

"Project creep (as in functionality creep, feature creep, mission creep and scope creep) is a problem where the objectives of the project are put at risk by a gradual increase in overall objectives as the project progresses."

Change management tactics. Controlling project creep is essential for maintaining project scope, timeline, and budget. This involves implementing a robust change management process and fostering a culture of controlled flexibility.

Strategies to manage project creep:

• Implement a clear change control process
• Use the "creep'o'meter" to assess team members' tendencies for scope creep
• Educate the team on the importance of scope management
• Create a "parking lot" for ideas that don't fit the current scope
• Regularly review and prioritize change requests
• Thank contributors for their ideas, even if they're not implemented

By effectively managing project creep, you can maintain focus on core objectives while still allowing for necessary adaptations and improvements.

6. Effective Communication: Tailor Your Approach

"Effective communication is about isolating the critical information, utilising the optimum communication method for the person (or people) that you need to communicate with, and delivering that information at the appropriate time."

Tailored communication strategies. Effective project communication involves understanding your audience, choosing the right medium, and delivering information at the right time. This approach minimizes misunderstandings and ensures that critical information reaches the right people.

Key communication principles:

• Understand individual communication preferences
• Develop a clear communication plan
• Use a mix of communication methods (e.g., email, meetings, reports)
• Focus on delivering critical information concisely
• Encourage two-way communication and feedback
• Regularly assess and adjust communication strategies

By tailoring your communication approach, you can improve project clarity, team alignment, and overall project success.

7. Fun and Team Building: Create a Positive Project Environment

"Without a little bit of fun in every project, the project world can be a dark and depressing place."

Fostering team spirit. Incorporating fun and team-building activities into your project can significantly improve team morale, productivity, and overall project success. A positive environment helps team members navigate challenges and maintain motivation throughout the project lifecycle.

Ideas for incorporating fun:

• Start meetings with icebreakers or jokes
• Organize team-building activities or social events
• Celebrate project milestones and team achievements
• Encourage friendly competition or challenges
• Create project-specific traditions or rituals
• Use humor to diffuse tense situations (when appropriate)

Remember to keep activities inclusive and respectful of all team members. By fostering a fun and positive project environment, you can enhance team cohesion, creativity, and overall project performance.

8. Stay Calm in Crisis: Filter, Delegate, and Prioritize

"Breathe normally."

Crisis management approach. Staying calm during project crises is crucial for effective problem-solving and leadership. By adopting a systematic approach to crisis management, project managers can navigate challenges more effectively and maintain team confidence.

Crisis management steps:

1. Breathe and stay calm
2. Filter: Identify the core issues and their sources
3. Delegate: Assign tasks to appropriate team members
4. Prioritize: Focus on high-impact actions first
5. Monitor: Keep track of progress and adjust as needed

By following this approach, project managers can maintain control during challenging situations, make better decisions, and guide their teams towards successful resolutions.

9. Cultivate Team Love: Nurture the Feel-Good Factor

"A little love goes a long way and a lot of love goes much further."

Team nurturing strategies. Creating a positive team environment where members feel valued and supported is crucial for project success. This involves understanding individual needs, fostering a sense of belonging, and providing appropriate recognition and support.

Ways to cultivate team love:

• Understand each team member's motivations and preferences
• Provide regular, meaningful feedback and recognition
• Foster a culture of trust and open communication
• Encourage professional development and growth opportunities
• Celebrate team and individual successes
• Address conflicts and issues promptly and fairly

By nurturing your team and creating a positive work environment, you can enhance motivation, productivity, and overall project success.

10. Controlled Accessibility: Balance Availability with Productivity

"Being there when you are really needed and being there all the time are very different things indeed."

Managed availability. Balancing accessibility with productivity is crucial for effective project management. While being available to your team is important, constant interruptions can hinder productivity and decision-making.

Strategies for controlled accessibility:

• Establish clear communication channels and protocols
• Set specific "office hours" for open-door policy
• Use delegation effectively to empower team members
• Implement a system for prioritizing requests and issues
• Educate team members on when and how to escalate concerns
• Regularly review and adjust your accessibility approach

By implementing controlled accessibility, project managers can maintain team support while preserving time for critical tasks and decision-making.

11. Project Closure: Learn from the Missing Links

"Lessons learned should be lessons shared, so don't be mean, share it out!"

Knowledge capture and transfer. Proper project closure involves more than just delivering the final product. It's an opportunity to capture valuable insights, learn from experiences, and improve future project performance.

Key steps in effective project closure:

1. Conduct a thorough project retrospective
2. Identify what you know, don't know, and didn't know you didn't know
3. Document lessons learned and best practices
4. Share insights with team members and stakeholders
5. Incorporate learnings into future project planning and processes
6. Celebrate project achievements and team contributions

By dedicating time and effort to proper project closure, you can enhance organizational knowledge, improve future project performance, and foster a culture of continuous learning and improvement.

Last updated: August 15, 2024