You might be wasting hours of time as a project manager, and not necessarily to the usual suspects—meetings, emails, and chats. There are plenty of time-sucking activities in our day-to-days that can be solved with a few simple project management hacks: things like task automation, communication habits, and project planning tips.
10 Best Project Management Hacks
Read on for 10 project management hacks that have helped me become an even better project manager.
1. Use automations as much as possible
Slack, Google Calendar, email, whatever: become an expert in the tools you use and the automation opportunities they offer.
Making the most of the tools I use saves me buckets of time in the long run—instead of repetitively checking in and out of the same tools and notifications, I use integrations and fine-tuned settings to help me use tools in exactly the ways I need.
Here’s how to do it:
Set up integrations between all of your tools where you can. I use Slack, Trello, and Dropbox frequently. Slack is the main app I use, and the other tools have Slack Apps that will hook right into my accounts for easy and quick access.
The Dropbox integration allows me to share and upload files from my Dropbox account right to Slack. Slack automatically pulls in images shared via Dropbox link when an image file is shared, saving me from having to upload a file and saving my team a click to load the link.
The Paperbot App sends me a daily or weekly digest of links shared within team channels, which is helpful when I’m too busy to comb through channels for updated files and project links to review.
Google Calendar has fairly robust notification preferences, which means if I schedule a big meeting a month in advance I can have it email my team 3 days before to remind them to prep, without me having to worry about remembering.
2. Use a RACI matrix on every project
A RACI matrix is a tool that outlines responsibilities, roles, and ownership on a project to avoid confusion over tasks on projects and sets expectations from the start. These charts can be used at almost any point in a project for easy reference and clarity without extra work.
Here’s how to do it:
A RACI matrix can be as detailed or simple as you want it to be, but the key is to make it work for you and your project.
Create a quick spreadsheet template to re-use in the future. I’m a fan of using RACI charts for all sorts of project needs: from project responsibilities overall, to mapping out the content management workflow, to launch needs and responsibilities. Depending on the complexity of the project, it can help to break down RACI decisions into multiple charts.
I use this level of detail for myself and to go over with a project client at the beginning of a project. It’s enough to set expectations about responsibilities and make sure everyone is on the same page, and consumes little time to update and share—it’s almost always the same on each project.
On complex projects, I create more workflow-driven RACI charts if needed. For example, it might include detailed steps for a particular stage, all of the team and stakeholders involved (rather than just leads), and contingencies for how each type of responsibility will be communicated or acted upon.
3. Check in with your team and coworkers daily
Ok, maybe this one seems obvious—but hear me out. Greeting someone or having a casual conversation with that individual helps you get to know them a little better.
You’ll build trust, create a positive environment and naturally create a channel to chat with teammates about trivial or non-trivial things going on in their lives.
They’ll feel comfortable opening up to you on minor issues before things turn into large roadblocks down the line. It also helps your team ask for help or speak up about better solutions on projects more frequently and informally.
Here’s how to do it:
I default to striking up conversations at the end of the week on Slack—asking about upcoming weekend plans is an easy conversation started. I try to chat with individual team members once a week or so when I’m working on a project with them.
I make an effort to say good morning and ask how they are doing, making sure not to follow up with some work-related need or question during that conversation. Ultimately, my goal is to build a sincere habit of communication so that either one of us can reach out to the other easily when needed.
4. Say “no” gracefully, but firmly
Saying no is one of the most difficult and empowering things we can do as project managers.
Whether it’s rerouting a poorly-timed scope change, protecting our teams from unnecessary stress, or making sure we’re not overloaded ourselves, we need to be able to say no (when appropriate) professionally and confidently.
Here’s how to do it:
The hardest part for me is knowing when I should say no to something. Here’s my shortlist of the types of requests I’ve realized I should say no to:
- When what I’m being asked to do is only possible by breaking a non-negotiable promise, a major priority, or will impact non-flexible priorities of others.
- When what I’m being asked will put the project health in jeopardy.
- When what I’m being asked will force my team to work in a way that is not productive or ideal.
In each of these situations I make sure to explain my reasons for saying no, rather than giving a harsh answer.
For example, when a client asked add an Events function to their site two weeks before launch, I explained there were implications to consider (ticket sales, user tracking, checkout). They understood this wasn’t an ideal use of time so close to launch, so instead we linked to a third-party event page.
Tip: Setting project and team goals helps make it even more clear when to say no during a project.
5. Treat projects as learning opportunities
While each of your projects might fulfill patterns you’ve seen on past projects, treat each new project as a unique learning opportunity.
Take opportunities to learn a new skill, further your understanding on a particular topic, tackle a difficult challenge, or vary your communication style. It can mean the difference between a project that just meets its goals—or exceeds them.
Here’s how to do it:
I’ve gained tons of knowledge from successful projects and past mistakes. The easiest way to set yourself up to learn is to conduct a project retrospective.
Retrospectives have helped me understand what I need to do better as a PM, what my team struggles (and succeeds!) with, what processes do or don’t work, and gives me insight into many things I might not otherwise realize.
Ask the following project retrospective questions of everyone on the project team:
- What did we set out to accomplish?
- What actually happened on this project?
- Why did it happen?
- What are we going to do next time?
Take the answers your team comes up with and apply them to your next project—you can even create process change from retrospectives if it’s needed.
6. Take control of your notifications
I hate seeing notification badges or unread messages anywhere, so I use every notification setting available to me and am ruthless about muting or hiding unnecessary notifications.
I know those will just draw me in and I won’t be able to wait long enough to batch my message checking—so instead, I am rigorous in setting notifications to work for me instead.
Here’s how to do it:
Slack has a lot of customization available for notifications: I don’t use dock notifications for anything social, I mute channels that I monitor but don’t actively PM, and set keywords for project-related accounts so I don’t need to catch up on chats if I don’t have time.
Most project management tools aren’t quite as granular as Slack, but many have email digests and project reports that you can configure on a per-project basis to bring more sanity to your notifications.
I also review and update my notification preferences every few months if I notice I need something different or am still sorting through more information than I need.
7. Educate as much as possible
Provide context for communications and project decisions whenever you can. Explain why things are moving in a certain direction, why you need to know the things you’re asking of your team, and any deep-rooted technical information in a way that they can understand without feeling overwhelmed.
Similarly, use questions as a learning opportunity for yourself—ask for context from your clients and team, ask for more clarity if you don’t understand a concept, and learn more whenever you can.
Here’s how to do it:
Every few months I ask the technical lead on my projects if I can schedule an hour or two to chat more about a concept I don’t understand. I’ve done this for all sorts of things: DNS issues, server configurations, and complex integrations.
This helps me better plan what information I need to gather from my clients, gives me a more accurate sense of when an expert is needed, and I can spot technical red flags more quickly .
I’ve brought in design leads to regular weekly client calls to better explain vision or decisions on a project, to give some contextual knowledge to a project stage that might be especially opaque.
8. Say “I don’t know” more often
Being able to say “I don’t know” to a client or team member is a powerful thing. It gives you the chance to pause and collect more data as needed, and get input or context where you’re missing that piece of information.
This is the most difficult thing I’ve learned over the years—it can be easy to feel like we need to have the answers as project managers, but that’s why we work with our team (the experts) to do what they do.
Here’s how to do it:
I want to avoid sounding like I don’t know what I’m doing by using this phrase at the wrong moment, but it’s easy to make it work in the context of a meeting or call. Especially during a tough project call, I’ve found it helpful to qualify my “I don’t know” statement with a few helpful phrases.
Some examples: “The development lead would have a much more accurate answer than I can provide—let me have them follow up.” Or, “I’m not the best person to answer that, but I’ll reach out to the design manager and have them explain.”
In the event that you don’t necessarily want to admit that you don’t know, you can always frame this more simply: “The tech lead can answer that. I’ll loop them in.”
9. Use email filters and automations
Having emails automatically labeled or sent to a folder saves me lots of time sorting and processing emails when I’m extra busy or out of the office. It allows me to get right to the important things when I go back to read and respond to emails. Templated, saved, or “canned” email responses give you a starting point for certain types of emails you might send regularly.
Here’s how to do it:
I keep a set of templated emails through the Gmail “Canned Responses” feature so I don’t have to rewrite the same thing each time. If your email client doesn’t offer a similar feature, a text document or notepad file works just as easily.
I also use email filters to the most detailed extent possible. Outlook and Gmail allow you to pre-define rules for incoming messages. I use these to automatically mark several types of emails so that I can easily read/find them later.
Client emails get labelled by project name and moved to my Priority inbox in Gmail, notifications get marked as read and moved to a non-priority inbox (for later review), and internal emails get labelled as internal and marked as read (for later review) if I’m listed as a CC.
10. Know the numbers
Pulling data on a project gives you a strong idea of where a project stands and what issues might appear in the near future. This allows you to educate yourself and stay in the know, as well as understand the ramifications of account or project-level decisions.
Understanding the numbers as the project is happening gives you better context for the overall project and allows you to discuss with your client or account team if something needs to be adjusted, instead of waiting until the end or critical point of a project.
Here’s how to do it:
The type of project (ex. time and materials based, one-offs, and retainer-based projects) usually dictates what reports I want, but the idea is similar through each project. This is usually what I keep an eye on:
- Time reports
- Team velocity
- Number of tasks done/in progress/left
- Vacations and resourcing until launch date
- Budget utilized or left so far
Keeping an eye on these items each week (or even several times a week) helps me immediately see trends that are outside the norm of the project so far, which usually indicates an issue. It also helps me see if there is any information missing or incorrect earlier, avoiding big surprises that might be found out if I’m only checking every few weeks.
Pulling time and budget reports is the best way to see project planning issues that need to be understood and communicated to the client. Looking at task completion rate and team velocity helps me see if there are internal process hurdles to work through—like a feature being more complex than anticipated or not having enough resourcing available.
Pulling this data and understanding what the project looks like helps me get a sense of the overall health of a project and review problems before they get to a point of no return. (For more hacks, subscribe to these productivity newsletters to get them directly in your inbox.)
This article originally appeared on TheDigitalProjectManager.com and was syndicated by MediaFeed.org.
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10 Best Productivity Podcasts to Boost Your Efficiency
These productivity podcasts are a one-stop shop for productivity hacks, strategies, tips, and best practices.
In the podcasts and episodes below, you’ll find interviews with experts in psychology, creativity, stress management, efficiency, and process improvement, and get key takeaways that you can use into your day-to-day work life right away.
PeopleImages/Istockphoto
1. The Productivity Show with Thanh Pham and Brooks Duncan
Summary:
The Productivity Show offers a deep dive into tactics and strategies designed to help you achieve more while doing less. The team at Asian Efficiency uncovers the principles, tools, and techniques that can streamline your life and work, ensuring you get maximum results with minimum effort.
What You’ll Learn:
Discover a range of productivity hacks, from time management and habit formation to efficiency tools and mindset shifts, all aimed at making you more effective in both personal and professional spheres.
Why You Should Listen:
If optimizing every aspect of your day appeals to you, this podcast serves as a comprehensive guide, bringing you the best practices from the world of productivity science and real-life applications.
Best Episode:
“2024 Productivity Trends You Need to Know About” – In this episode, listeners are introduced to the latest developments and shifts in productivity practices expected to dominate in 2024.
Links To Listen:
About The Host:
Asian Efficiency is a collective of productivity experts committed to helping people achieve more with less effort. Thanh Pham and Brooks Duncan’s approach combines practical tips with insights into productivity theory, making them a go-to resource for anyone looking to enhance their output.
Listener Review:
“Just listened to your recent podcast. I wanted to thank you for everything that you do. Your show has had a positive impact on my personal career life and I can’t thank you enough. I hope you have a happy new year! Keep the hits coming!” – Streyar
The Productivity Show
Summary:
Getting Things Done is better than just a podcast; it’s an exploration of the acclaimed productivity method designed by David Allen, who also hosts this podcast. This series dives into the Getting Things Done (GTD) philosophy, offering listeners an in-depth understanding of the system’s principles and practices for staying organized and stress-free.
What You’ll Learn:
Learn the intricacies of the GTD methodology, from capturing and clarifying tasks to organizing, reflecting, and engaging with your work in a way that promotes clarity and creativity.
Why You Should Listen:
For both newcomers and seasoned practitioners of the GTD method, this podcast offers fresh insights, success stories, and practical advice on implementing GTD in various aspects of life.
Best Episode:
“The Art of Balancing Predefined Work” – This podcast episode offers strategies for effectively navigating and prioritizing predefined tasks while maintaining the flexibility to adapt to unforeseen challenges and opportunities, ensuring a harmonious balance between structure and adaptability in personal and professional environments.
Links To Listen:
About The Host:
David Allen is a productivity guru with decades of experience innovating in the productivity time management space. His expertise makes this podcast an authoritative source on productivity and effective work habits.
Listener Review:
“I’ve been listening to GTD since covid hit, I accidentally discovered it once I found my appreciation for podcasts. I’m not a business owner, or a company leader, but I relate SO much to everything on this podcast. I’m only a senior in university and I feel like this podcast and the book has really changed my life! It’s a very happy accident that I found my way to GTD!” – Dana. A.
Getting Things Done
Summary:
The 5 AM Miracle with Jeff Sanders is a dynamic podcast that focuses on high performance and early morning productivity. Sanders advocates for the transformative power of embracing the early hours, providing listeners with actionable strategies to start their day with energy, focus, and enthusiasm.
What You’ll Learn:
Uncover the benefits of waking up early, along with practical tips for morning routines that supercharge your day, strategies for effective time management, and ways to harness peak energy levels for maximum productivity.
Why You Should Listen:
If you’re intrigued by the idea of reinventing your mornings to unlock a more productive and vibrant lifestyle, Jeff Sanders’ energetic approach and practical advice make this podcast an invaluable resource.
Best Episode:
“Get to Zero: How to Get Organized and Stay There for Good” – This episode dives into practical methods for achieving and maintaining a clutter-free, organized state across all facets of life.
Links To Listen:
About The Host:
Jeff Sanders is a keynote speaker, productivity coach, and author dedicated to helping individuals and organizations achieve their greatest goals through healthy habits and high energy. His enthusiastic approach to productivity makes him a compelling guide for anyone looking to transform their life through disciplined early rising.
Listener Review:
“Stumbled across this podcast and really like it. Excellent advice on a variety of topics. Great guests. I am going back to listen to earlier episodes. Highly recommend.” – sthubert
The 5 AM Miracle
Summary:
Beyond the To-Do List with Erik Fisher offers a rich exploration into how individuals can enhance productivity, manage time effectively, and find balance between work and life. Fisher engages with experts and successful personalities to uncover actionable insights that listeners can apply to their daily routines.
What You’ll Learn:
Discover strategies for efficient task management, ways to achieve work-life balance, and techniques to overcome procrastination and increase productivity.
Why You Should Listen:
This podcast is a treasure trove for anyone looking to refine their organizational skills and productivity methods, providing practical tips through engaging conversations with thought leaders in the field.
Best Episode:
“Josefine Campbell on How to Manage Personal Energy Levels for Business Success” – This insightful conversation unveils the critical role of managing and optimizing personal energy to drive professional achievements.
Links To Listen:
About The Host:
Erik Fisher is deeply entrenched in the world of productivity, both as a practitioner and an enthusiast. His background in social media and digital marketing, combined with his passion for efficiency, make him a credible voice in dissecting the habits and routines that lead to successful outcomes.
Listener Review:
“Amazing guests and really helpful advice!” – Mxsandy12
Beyond the To-Do List
Summary:
Hurry Slowly with Jocelyn K. Glei is a thought-provoking podcast that challenges the cult of speed in the modern world, advocating for a more deliberate and reflective approach to work and life. Glei’s conversations with guests span a range of topics, from creativity and productivity to stress and resilience.
What You’ll Learn:
Learn the importance of pacing in productivity, the value of taking breaks, and strategies for maintaining creativity and focus in a world that often values speed over quality.
Why You Should Listen:
For those feeling overwhelmed by the fast-paced demands of modern work, this podcast offers a refreshing perspective on slowing down to produce better, more thoughtful work.
Best Episode:
“You are already that which you yearn for” – This episode dives into the journey of uncovering the inner resources and strengths that align with one’s deepest aspirations, challenging the notion of external pursuit for fulfillment and guiding listeners towards an inward path of acknowledgment and self-acceptance.
Links To Listen:
About The Host:
Jocelyn K. Glei is a writer and speaker with a focus on creativity, productivity, and the transformative power of slowing down. With her extensive background in managing creative projects and her insights into the creative process, Glei is a guiding voice for those looking to navigate the complexities of creative work in a balanced and fulfilling way.
Listener Review:
“I recently discovered Hurry Slowly and I’m so glad I did! I’m consistently impressed by the wealth of knowledge and insights shared in each episode. No matter the subject, you’re guaranteed to gain something from Jocelyn and her incredible guests. Go ahead and give this show a “follow,” it will quickly become a favorite in your feed!” – mvelasco07
Hurry Slowly
Summary:
Before Breakfast provides listeners with daily tips and strategies to make the most out of their mornings and set a positive tone for the day ahead. Vanderkam’s concise and impactful advice is designed to help people build more productive habits and make time for what truly matters.
What You’ll Learn:
Gain insights into effective morning routines, productivity tools and hacks, and strategies for time management that can transform even the most hectic schedules into manageable, fulfilling days.
Why You Should Listen:
If you’re looking to make meaningful changes in small, manageable increments, this podcast offers the perfect bite-sized guidance to start each day with intention and purpose.
Best Episode:
“A video is worth 1000 words” – This recent episode explores the nuances of crafting compelling video content, the psychology behind visual learning, and the strategies for leveraging video to enhance understanding, engagement, and connection in various contexts, from personal expression to business marketing.
Links To Listen:
About The Host:
Laura Vanderkam is a renowned author and speaker in the field of productivity and time management. Her extensive research and writing on how people can achieve more by managing their time effectively make her a trusted authority for listeners looking to enhance their daily productivity.
Listener Review:
“Before Breakfast is my favorite podcast! I have been listening for over 5 years. Each episode is a nice reminder of one little step that can be taken to bring more order to one’s life. Laura’s tips are practical, easy to implement and the info is always presented in a non-judgemental [sic] way. Thank you Laura!” – Cjr47
Before Breakfast
Summary:
The Marie Forleo Podcast is a beacon for anyone looking to create a life they love. Blending business and personal development, Marie provides listeners with the tools they need to succeed in work and life. Her engaging approach and insightful interviews with experts offer both inspiration and practical advice from her weekly podcast.
What You’ll Learn:
Gain insights from actionable tips for achieving personal and professional growth, effective business strategies for entrepreneurs, and life-changing tips on productivity and mindset.
Why You Should Listen:
Marie’s unique ability to combine heart and humor with actionable strategies makes this podcast essential for anyone seeking to elevate their life and business. Her energy and expertise inspire action and change.
Best Episode:
“Feeling Stuck? 5 Questions to Level-Up Your Life” – This podcast episode offers a transformative guide for individuals feeling at a standstill, presenting five pivotal questions designed to spark introspection and actionable change.
Links To Listen:
About The Host:
Marie Forleo is an entrepreneur, writer, and philanthropist. With her infectious enthusiasm and actionable advice, she empowers her audience to pursue their dreams with purpose and passion. Marie’s approachable style and practical wisdom have made her a beloved figure in the world of personal development and business.
Listener Review:
“I absolutely love this podcast! Marie and her guests are engaging, and the content is informative and inspiring. Each episode leaves me with valuable insights and a fresh perspective. Thanks so much, Marie, for putting out such an incredible podcast – keep up the great work!” – mvelasco07
The Marie Forleo Podcast
Summary:
Back to Work is a conversational podcast that dives into the challenges of work, productivity, communication, and the tools that help us be better at our jobs. The duo’s banter and deep dives into the nitty-gritty of working life provide listeners with both levity and valuable takeaways.
What You’ll Learn:
Explore topics on productivity, workflow improvements, communication skills, and the intricacies of modern work life. Merlin and Dan share personal experiences and insights, making complex topics accessible and engaging.
Why You Should Listen:
For a mix of humor, practical advice, and thoughtful discussion on work and life, Merlin and Dan’s chemistry and expertise offer a fresh perspective on everyday challenges.
Best Episode:
“Honoring My Pivot Table” – This episode discusses the importance of adaptability, the art of reevaluating one’s path, and the courage required to make significant shifts, all while celebrating the insights and opportunities that come from viewing life’s data from new perspectives.
Links To Listen:
About The Hosts:
Merlin Mann is a writer, speaker, and productivity expert known for his insightful and often humorous take on productivity, time management, and technology. Dan Benjamin is a podcaster and entrepreneur with a keen interest in technology and its impact on our work and lives. Together, they bring a wealth of knowledge and a unique perspective to the conversation on work and productivity.
Listener Review:
“Great podcast from Dan and Merlin. Good check in on two online friends.” – Chi Sox Keith
Back to Work
Summary:
A Productive Conversation with Mike Vardy presents a deep dive into productivity, exploring actionable strategies to enhance efficiency in both personal and professional life. Vardy engages with a diverse range of guests, from productivity experts to successful entrepreneurs, to uncover insights that can transform your approach to work and time management.
What You’ll Learn:
Discover various stress-free productivity methodologies, and time management techniques, and optimize tools to improve focus and efficiency. The podcast also covers work-life balance and the psychology behind productivity.
Why You Should Listen:
Mike Vardy’s expertise and engaging interview style make this podcast a go-to for anyone looking to up their productivity game. The diverse topics and practical tips provide valuable insights for improving daily routines and achieving long-term goals.
Best Episode:
“Ben Kirk Talks About Productivity, Routines, and Overcoming Obstacles” – Ben Kirk shares his insights on cultivating effective personal productivity habits, establishing resilient routines, and navigating through challenges. Listeners gain valuable strategies for enhancing their personal lives and daily efficiency, building sustainable practices for success, and developing a mindset geared towards overcoming obstacles in both personal and professional spheres.
Links To Listen:
About The Host:
Mike Vardy is a writer, speaker, and productivity strategist known as “The Productivityist.” His practical approach to task management and productivity has made him a respected voice in the field, helping individuals and organizations become more efficient and effective.
Listener Review:
“Always interesting and I like how he goes beyond the basics of productivity.” – dougitect
A Productive Conversation
Summary:
The Action Catalyst with Adam Outland and Stephanie Maas dives into the dynamics of leadership, motivation, and personal development, with a focus on actionable steps to foster growth and success. Outland and Maas bring together thought leaders, entrepreneurs, and change-makers to share stories and insights that inspire action and drive results.
What You’ll Learn:
Gain insights into leadership strategies, motivation techniques, personal development, and the actionable steps you can take to inspire change in yourself and others. The podcast covers a broad spectrum of topics relevant to ambitious individuals and leaders.
Why You Should Listen:
With a unique blend of inspiration and practical advice, Adam and Stephanie offer listeners the tools and motivation needed to take action towards their goals. Their conversations with guests provide real-world examples of success and overcoming challenges.
Best Episode:
“Overtime with Outland: Chris Deaver
” – This episode unpacks the strategies and mindsets that help individuals thrive in their careers, self-improvement, and personal endeavors, emphasizing the importance of discipline, focus, and adaptability in achieving exceptional results, meaningful life, and maintaining balance to the next level amidst demanding schedules.
Links To Listen:
About The Hosts:
Adam Outland and Stephanie Maas are experienced leaders and coaches with a passion for empowering individuals and organizations to achieve their full potential. Their backgrounds in leadership development and their commitment to actionable change make them effective guides in the journey toward personal and professional growth.
Listener Review:
“I listened to the latest episode (with Randall Kaplan) and, wow, I’m hooked. Absolutely fantastic chemistry between the hosts and his guests – perfect for my commute each morning. Would highly recommend giving it a listen.” – DylanTM24
Galen Low is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He’s also the co-founder of The Digital Project Manager and host of The DPM Podcast.
This article originally appeared on Thedigitalprojectmanager.com and was syndicated by MediaFeed.org
The Action Catalyst
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Featured Image Credit: UberImages.
