Peter Taylor
VP Global PMO
Keynote speaker and coach Peter is the author of the number 1 bestselling project management book ‘The Lazy Project Manager,’ along with many other books.
He has built and led some of the largest PMOs in the world with organizations such as Siemens, IBM, UKG, and now Dayforce, where he is the VP Global PMO.
He has also delivered over 500 lectures worldwide in 26 countries and has been described as ‘perhaps the most entertaining and inspiring speaker in the project management world today.’
Work smarter, not harder
Project management software.
So many features, and so little time (or motivation) to use all they can offer. Life is fast-paced and demanding, and you’re just trying to get the job done, right?
You bought it (Well, your company purchased the licenses for what was considered the best project management software at the time, and you were told to use it each and every day). And so, it was implemented, and yet your team, perhaps, still clings to spreadsheets like twenty years ago. Or the daily consensus is that it can’t be done because of “that system.”
Does that sound all too familiar?
Here’s the thing: your project management software solution should make your life easier, not harder.
From burden to benefit
There is a wide range of what is considered the best software for project management, but let us assume that your business has chosen well for its specific needs, and yet there are still problems with adoption.
Instead, it feels like just another chore or overhead using the system—a burden you must bear daily while trying to get on with the real job of managing projects. In this case, chances are, you are probably not using it to its full potential.
So, let’s talk about how to get more value from your tool without working any harder than necessary, or rather, with the tool working effectively for you. An aid and not a hindrance to productivity. A key to improved project management efficiency.
Indications that you aren’t working the technology hard enough
Are you manually updating the status of your tasks?
Are you forever chasing people for the latest updates?
Fed up with logging hours in three different places?
These are just some indications that you may not work with the technology as you should.
Are you frustrated by missing data?
Are you convinced the tool doesn’t do something you want it to (or was promised it would do)?
Do you encounter too many people complaining about the system or using it as an excuse not to do something?
Maybe this is the wake-up call you need to go back to basics and relearn what the project tool can do and how it can help you in your personal drive for project management effectiveness.
Get people actually to use it
Even the very best project management software tools only “work” if people use them.
As part of implementing your system, there should have been a strong change management activity to teach, guide, reinforce, and help people adapt to the new technology and benefit from it.
Yes, it is primarily about the ROI for the business. Still, there will always be an investment return for each user, whether that means simpler processes, less input duplication, or more accurate data with insights and scenario planning.
If your team resists, don’t force them; adoption never happens that way in reality. At best, you will get begrudging conformance with minimal technology uptake. Instead, make it easier (and maybe a little fun).
For example, you could customize dashboards showing people only what they need and not the full scope of your project portfolio. Some people want or need this, but most do not.
Gamify updates by celebrating task completions, creating leaderboards of engagement, or setting up some kind of friendly inter-team competition. The creative sky is the limit.
And remember not to overwhelm your team with every exciting feature on day one. We don’t do that with our devices, such as our mobile phones; instead, we progressively learn, adopt, and share neat functions. Thus, focusing on a few high-impact elements is the first step in better project efficiency. AI-powered project management scheduling software is light-years ahead of the old ways of managing this task.
Let AI think for you and increase project efficiency
AI-powered project tools are your new best friend, by the way. The improvements (almost definitely within your own already efficient project management tools) in artificial intelligence are super exciting, in my view.
Things like predicting problems before they happen, making data-driven decisions, and optimizing resources. AI can aid in all these aspects of project management.
Go find out what your technology can do today and what it is expected to do tomorrow, and start using it now for an even brighter AI future.
The lazy path to project efficiency and success
You don’t need more tools and probably don’t need new ones either. You need to use the ones you have; otherwise, you will not gain the full benefits of project management software.
Stop overcomplicating things and let automation and artificial intelligence do all the hard work; instead, focus on getting your team on board, aligned, and active with smart and simple workflows. Focus on the endgame of greater project management performance.
I have long argued that the best project managers aren’t the busiest ones; instead, they are the ones who get things done with the least amount of effort.
Be one of them and optimize the use and adoption of your existing project software to drive greater efficiency in project management. And when you have done that, take a well-earned break.
Let the technology take the strain.
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